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human:student_hiring_guide [2025/04/03 17:52] – [Undergraduate Student Hiring Guide] kelleypatienthuman:student_hiring_guide [2026/10/13 21:54] (current) – [RA/GA Hiring Guide] Michaela Clark
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 Who to contact about edits needed on this page: SEHD HR\\ Who to contact about edits needed on this page: SEHD HR\\
 </WRAP> </WRAP>
- 
  
 ===== Undergraduate Student Hiring Guide ===== ===== Undergraduate Student Hiring Guide =====
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 ==== Job Definition ==== ==== Job Definition ====
  
-Student Assistant series positions are for undergraduate students only, in most cases. *if the student is undergraduate/work study, please refer to Student Employment website: ([[https://www.ucdenver.edu/lynxconnect/career-center/student-employment|Student Employment (ucdenver.edu)]])+Student Assistant series positions are for undergraduate students only, in most cases. *if the student is undergraduate/work study, please refer to Student Employment website: [[https://www.ucdenver.edu/lynxconnect/career-center/job-search/student-employment|Student Employment (ucdenver.edu)]]
  
 ==== Required Trainings ==== ==== Required Trainings ====
  
-[[https://www.ucdenver.edu/offices/human-resources/learning-development/|Supervisors, please review this list of required trainings: www.ucdenver.edu/offices/human-resources/learning-development]]. +Supervisors, please review this [[https://www.ucdenver.edu/offices/human-resources/learning-development/required-training|list of required trainings]]. Mandatory online trainings must be completed within 60 days of hire. 
- <font 12pt/inherit;;inherit;;inherit>This includes **FERPA** for roles that have access to student information, and **Discrimination and Sexual Misconduct** and **Information Security** trainings for all employees.</font> + 
- <font 12pt/inherit;;inherit;;inherit>Supervisors, please be sure to inform student employees of all trainings that may apply to them in their role.</font> +  * Required for **all employees**: 
- <font 12pt/inherit;;inherit;;inherit>SEHD HR is available to you if you have questions including support to check that trainings have been completed.</font>+      * Nondiscrimination, Sexual Misconduct, and Reporting - u00283 
 +      * Information Security and Privacy Awareness - u00063 
 +  * Required for roles that have access to student information: 
 +      * CU: FERPA for CU-SIS Access - u00049 
 + 
 +Supervisors, please be sure to inform student employees of all trainings that may apply to them in their role. SEHD HR is available to you if you have questions including support to check that trainings have been completed.
  
 ==== Limit of Hours Worked ==== ==== Limit of Hours Worked ====
  
-Undergraduate student hourly employees are recommended to work 20 hours a week throughout the Fall, Spring and Summer semesters while classes are in session. The maximum number of hours a student employee may work during the fall and spring semester is 25 hours per week or 50 hours per biweekly payroll period, provided no single week in that period exceeds 40 work hours. However, the maximum number of hours a student employee may work during the summer is 40 hours per week\\ +Undergraduate student hourly employees are recommended to work 20 hours a week or 40 hours per biweekly payroll period throughout the Fall, Spring, and Summer semesters while classes are in session. The maximum number of hours a student employee may work during the Fall and Spring semester is 25 hours per week or 50 hours per biweekly payroll period, provided no single week in that period exceeds 40 work hours. However, the maximum number of hours a student employee may work during the summer is 40 hours per week \\ (Reference student handbook: [[https://www.ucdenver.edu/docs/librariesprovider22/financial-aid/student-employment/2025-2026/student-employment-handbook_2025.pdf?sfvrsn=3b2b37b4_4|student-hourly-employment-handbook.pdf (ucdenver.edu)]]
-(Reference student handbook: [[https://www.ucdenver.edu/docs/librariesprovider134/student-employment/student-hourly-employment-handbook.pdf?sfvrsn=3691c0ba_4|student-hourly-employment-handbook.pdf (ucdenver.edu)]]+
  
-[[https://www.ucdenver.edu/docs/librariesprovider134/student-employment/student-hourly-employment-handbook.pdf?sfvrsn=3691c0ba_4|Student Hourly employees]] who are graduating may work to the end of the semesters pay period, and do NOT need to end their position after the last day of classes and/or finals week.+[[https://www.ucdenver.edu/lynxconnect/student-resources/student-employment/forms-policies|Student Hourly employees]] who are graduating may work //to the end of the semesters pay period//, and do NOT need to immediately end their position after the last day of classes and/or finals week.
  
 We want to especially highlight the limit of hours worked: Effective July 1, 2015, the Student Employee Work Hours Administrative Policy limits the amount of hours students may work each semester across the CU system (Anschutz, Boulder, Denver, and Colorado Springs) to: We want to especially highlight the limit of hours worked: Effective July 1, 2015, the Student Employee Work Hours Administrative Policy limits the amount of hours students may work each semester across the CU system (Anschutz, Boulder, Denver, and Colorado Springs) to:
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 **Spring (16 weeks, January – May) – 25 hours/max (or 50 hours per biweekly pay period)** **Spring (16 weeks, January – May) – 25 hours/max (or 50 hours per biweekly pay period)**
  
-**Summer (10 weeks, June – August) – 40 hours/max**. In accordance with the Immigration and Naturalization Service (INS) regulations, international students may not work more than 20 hours per week—in total , regardless of the number of positions—while classes are in session during the Fall and Spring semesters. Student employees who exceed the work hour limits (across all jobs, across all campuses) may become eligible for employee health benefits under the Affordable Care Act. In the event a student employee becomes eligible for benefits under the Affordable Care Act, employer benefits contributions will be proportionately charged to the department(s) where the student was employed when the limits were exceeded, regardless of where the student is currently employed. Departments may also be subject to additional administrative charges as a violation of this policy subjects the University to additional exposure under the Affordable Care Act. **Supervisor Responsibility:** Supervisors are responsible for communicating policy to their student employees. Students are responsible for communicating with their supervisor if they are no longer students or are scheduled to work more than the maximum total work hours allowed for all jobs. For biweekly students who track hours worked in MyLeave, the Supervisor will review and approve timesheets in MyLeave. The latest step-by-step guide is found here: [[https://www.cu.edu/docs/sbs-my-leave-supervisors|https://www.cu.edu/docs/sbs-my-leave-supervisors]]. If you will be taking leave or time away from work, please set up a proxy for your timesheet approvals to ensure that your student employees are paid in a timely manner. S +**Summer (10 weeks, June – August) – 40 hours/max**. In accordance with the Immigration and Naturalization Service (INS) regulations, international students may not work more than 20 hours per week—in total , regardless of the number of positions—while classes are in session during the Fall and Spring semesters. Student employees who exceed the work hour limits (across all jobs, across all campuses) may become eligible for employee health benefits under the Affordable Care Act. In the event a student employee becomes eligible for benefits under the Affordable Care Act, employer benefits contributions will be proportionately charged to the department(s) where the student was employed when the limits were exceeded, regardless of where the student is currently employed. Departments may also be subject to additional administrative charges as a violation of this policy subjects the University to additional exposure under the Affordable Care Act. 
- <font 11pt/inherit;;inherit;;inherit>teps to set up the proxy are found in the step-by-step guide, around page 5.</font>+ 
 +**Supervisor Responsibility:**  Supervisors are responsible for communicating policy to their student employees. Students are responsible for communicating with their supervisor if they are no longer students or are scheduled to work more than the maximum total work hours allowed for all jobs. For biweekly students who track hours worked in MyLeave, the Supervisor will review and approve timesheets in MyLeave. The latest step-by-step guide is found here: [[https://www.cu.edu/docs/sbs-my-leave-supervisors|https://www.cu.edu/docs/sbs-my-leave-supervisors]]. If you will be taking leave or time away from work, please set up a proxy for your timesheet approvals to ensure that your student employees are paid in a timely manner. S[[http://www.cu.edu/docs/sbs-my-leave-supervisors|teps to set up the proxy are found in the step-by-step guide]], around page 5.
  
 ==== Leave Benefits ==== ==== Leave Benefits ====
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 Student employees are eligible for jury duty pay and sick leave, but not eligible for, or entitled to; fringe benefits such as retirement, vacation, unemployment and/or paid holidays. Student employees are eligible for jury duty pay and sick leave, but not eligible for, or entitled to; fringe benefits such as retirement, vacation, unemployment and/or paid holidays.
  
-As of January 1, 2021, Student positions will accrue sick leave at a rate of 0.034 hours per hour worked with a maximum accrual of 48 hours per fiscal year (July 1 – June 30). Students can use sick leave to cover time that they would have normally been working, for reasons listed under the Sick leave tab at this policy statement website: [[https://www.cu.edu/ope/aps/5062|https://www.cu.edu/ope/aps/5062]]. Supervisors will be asked to approve of the sick leave through the MyLeave timesheet process. There is a row in the student MyLeave dashboard showing their accrued sick leave balance. To review their available balance before approving, please navigate to MyLeave. From your UCD Portal, select the MyLeave tile (clock icon), then use the dropdown menu to select their name. Sick leave should display on the top row of the table under their name and their current balance is in the far right column. If you have questions, please contact your SEHD HR team (sehdhr@ucdenver.edu).+As of January 1, 2021, Student positions will accrue sick leave at a rate of 0.034 hours per hour worked with a maximum accrual of 48 hours per fiscal year (July 1 – June 30). Students can use sick leave to cover time that they would have normally been working, for reasons listed under the Sick leave tab at this policy statement website: [[https://www.cu.edu/ope/aps/5062|https://www.cu.edu/ope/aps/5062]]. Supervisors will be asked to approve of the sick leave through the MyLeave timesheet process. There is a row in the student MyLeave dashboard showing their accrued sick leave balance. To review their available balance before approving, please navigate to MyLeave. From your UCD Portal, select the MyLeave tile (clock icon), then use the dropdown menu to select their name. Sick leave should display on the top row of the table under their name and their current balance is in the far right column. If you have questions, please contact your SEHD HR team ([[sehdhr@ucdenver.edu|sehdhr@ucdenver.edu]]).
  
 Students may be eligible for FAMLI leave as of January 1, 2024, and will work through the application review process with CU's leave team to determine their options. Students may be eligible for FAMLI leave as of January 1, 2024, and will work through the application review process with CU's leave team to determine their options.
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 ==== Pay Ranges for undergraduate student employees, and job codes ==== ==== Pay Ranges for undergraduate student employees, and job codes ====
  
-Denver minimum wage $18.81/hour as of 1/1/2025.+Denver minimum wage is $19.29/hour as of 1/1/2026.
  
-CU Denver Pay Rate:+CU Denver Student Employment Pay Rate Structure:
  
-Student Assistant I, job code 4101, $18.81/hr +^Position Classification^Job Code^Minimum Wage^Maximum Wage| 
- +|Student Assistant I|4101|$19.29|$19.69| 
-Student Assistant II, job code 4102, $18.81 - $19.34/hr +|Student Assistant II|4102|$19.29|$20.61| 
- +|Student Assistant III|4103|$19.29|$21.53| 
-Student Assistant III, job code 4103, $18.81 - $20.28/hr +|Student Assistant IV|4104|$19.29|$22.45| 
- +|Student Assistant V|4105|$19.29|$23.37| 
-Student Assistant IV, job code 4104, $18.81 - $21.16/hr +|Student Assistant VI|4106|$19.29|$24.29|
- +
-Student Assistant V, job code 4105, $18.81 - $22.00/hr +
- +
-Student Assistant VI, job code 4106, $18.81 - $26.86/hr+
  
 ==== Pay Timing Standards ==== ==== Pay Timing Standards ====
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 All Student Assistant positions (I-VI) must be paid on an hourly, biweekly basis. This includes submission of timesheets, and the student will receive payment biweekly (according to the pay schedule.) All Student Assistant positions (I-VI) must be paid on an hourly, biweekly basis. This includes submission of timesheets, and the student will receive payment biweekly (according to the pay schedule.)
  
-Here is a link to the student biweekly schedule: [[https://ucdenver.edu/docs/librariesprovider22/financial-aid/student-employment/2024-2025-student-employment-bi-weekly-payroll-calendar.pdf?sfvrsn=1b0e91bb_1|2024-2025-student-employment-bi-weekly-payroll-calendar.pdf (ucdenver.edu).]] We encourage all students and supervisors to set reoccurring reminders for deadlines.+Here is a link to the student biweekly schedule: [[http://chrome-extension://efaidnbmnnnibpcajpcglclefindmkaj/https://www.ucdenver.edu/docs/librariesprovider22/financial-aid/student-employment/2026-2027/2026-2027-student-employment-bi-weekly-payroll-calendar.pdf?sfvrsn=c338acb4_1|2026-2027 Biweekly Pay Schedule]]. We encourage all students and supervisors to set reoccurring reminders for deadlines.
  
 For students being paid on a biweekly basis, we encourage them to review the MyLeave Guide ([[https://olucdenver-my.sharepoint.com/:b:/g/personal/emilie_seneff_ucdenver_edu/EXbmcGHTz3lFqr2sqQcmepoBzeCdgacizUsb6pFs8MZU7w?e=AOSQko|How to Use MyLeave - Student Guide.pdf]]) to set up preferences prior to their first timesheet deadline. For students being paid on a biweekly basis, we encourage them to review the MyLeave Guide ([[https://olucdenver-my.sharepoint.com/:b:/g/personal/emilie_seneff_ucdenver_edu/EXbmcGHTz3lFqr2sqQcmepoBzeCdgacizUsb6pFs8MZU7w?e=AOSQko|How to Use MyLeave - Student Guide.pdf]]) to set up preferences prior to their first timesheet deadline.
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 ==== Hiring Process ==== ==== Hiring Process ====
  
-  * Your new hire cannot start work until the following requirements have been met:+  * Your new hire cannot start work until the following requirements have been met (check in with [[sehdhr@ucdenver.edu|SEHD HR]] if you are unsure if any of these steps have been completed):
  
   * A background check has been passed   * A background check has been passed
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   * Confirmation from SEHD HR with appropriate start date   * Confirmation from SEHD HR with appropriate start date
  
-  * Upon receipt of the new hire form, the SEHD HR team will begin the hiring paperwork process with the new hire. As the supervisor, you will be copied on initial correspondence with the hire.+Upon receipt of the new hire form, the SEHD HR team will begin the hiring paperwork process with the new hire. As the supervisor, you will be copied on initial correspondence with the hire.
  
   * Based upon the information submitted in your Hire Request form, the SEHD HR team will create a letter of offer for your student employee and will ask you to review and sign it.   * Based upon the information submitted in your Hire Request form, the SEHD HR team will create a letter of offer for your student employee and will ask you to review and sign it.
- 
   * You will also be cc’d on the last piece of hiring email correspondence regarding timesheets (if applicable), required trainings (if applicable) and the student handbook.   * You will also be cc’d on the last piece of hiring email correspondence regarding timesheets (if applicable), required trainings (if applicable) and the student handbook.
  
 ==== New Hire Request ==== ==== New Hire Request ====
  
-Once you have a student in mind… **Please anticipate several weeks for hiring paperwork processing **  (even if the student is a current employee) – onboarding requirements include completing a background check, employment verification, and other on-boarding steps. Generally, the more advance notice we can have, the smoother the onboarding can be for you and the new colleague.+Once you have a student in mind… **Please anticipate several weeks for hiring paperwork processing** (even if the student is a current employee) – onboarding requirements include completing a background check, employment verification, and other on-boarding steps noted above. Generally, the more advance notice we can have, the smoother the onboarding can be for you and the new colleague. 
   * Submit the [[https://ucdenverdata.formstack.com/forms/sehd_hr_new_hire|Hire Request Form]] (select Student from the drop-down menu) using your requested details.   * Submit the [[https://ucdenverdata.formstack.com/forms/sehd_hr_new_hire|Hire Request Form]] (select Student from the drop-down menu) using your requested details.
 +
   * The submitted form will automatically notify the SEHD HR team of your hire request.   * The submitted form will automatically notify the SEHD HR team of your hire request.
 +
   * SEHD HR will review the details you requested and contact you for clarification or recommendation adjustments.   * SEHD HR will review the details you requested and contact you for clarification or recommendation adjustments.
  
 ==== Search ==== ==== Search ====
  
-Searches are required for most University new hires, but student employees are exempt from required searches at this time. SEHD does have student “pool” postings for each student position (Student Assistant, Graduate, & Research Assistants) that supervisors can review prior to submitting for a new search. \\  \\ +Searches are required for most University new hires, but student employees are exempt from required searches at this time. SEHD does have student “pool” postings for each student position (Student Assistant, Graduate, & Research Assistants) that supervisors can review prior to submitting for a new search. \\  \\ However, if no match is found through the pool posting or a specific need for a program is necessary, SEHD HR can certainly run a search.
-However, if no match is found through the pool posting or a specific need for a program is necessary, SEHD HR can certainly run a search.+
  
-  * Submit the [[https://ucdenverdata.formstack.com/forms/sehd_hr_search|Job Posting – Student Hire]] form (select it from the drop-down menu)+  * Submit the [[https://ucdenverdata.formstack.com/forms/sehd_postings|Job Posting Request Form]] (select "Job Posting - Student" from the drop-down menu)
  
   * Upon receipt of the form, the SEHD HR team will post your position to Handshake, UCD’s student and alumni job board.   * Upon receipt of the form, the SEHD HR team will post your position to Handshake, UCD’s student and alumni job board.
  
-  * When selecting “Employment Type” review the Pay Matrix from the latest [[https://www.ucdenver.edu/lynxconnect/career-center/student-employment|Student Employment Handbook]] for assistance.+  * When selecting “Employment Type” review the Pay Matrix from the latest [[https://www.ucdenver.edu/docs/librariesprovider22/financial-aid/student-employment/2025-2026/student-employment-handbook_2025.pdf?sfvrsn=3b2b37b4_4|Student Employment Handbook]] for assistance.
  
   * Note: Nothing you submit is set in stone, if anything looks incorrect, we will contact you for clarification.   * Note: Nothing you submit is set in stone, if anything looks incorrect, we will contact you for clarification.
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 ==== Grant-Funded positions ==== ==== Grant-Funded positions ====
  
-If the position is grant funded, it is helpful to include a note that the position is contingent upon grant funding. In the past, SEHD HR has used this wording in the letter of offer: \\ //This is a grant-funded position. Continuation of the position and tuition assistance is entirely dependent on the continued availability of the grant funds. //+If the position is grant funded, it is helpful to include a note that the position is contingent upon grant funding. In the past, SEHD HR has used this wording in the letter of offer: \\ //This is a grant-funded position. Continuation of the position and tuition assistance is entirely dependent on the continued availability of the grant funds.//
  
 ==== SEHD Students working for other CU Denver Teams ==== ==== SEHD Students working for other CU Denver Teams ====
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 ==== Job description standards ==== ==== Job description standards ====
  
-Currently in SEHD, available resources regarding job descriptions are in the student handbook ([[https://www.ucdenver.edu/docs/librariesprovider134/student-employment/student-hourly-employment-handbook.pdf?sfvrsn=3691c0ba_4|student-hourly-employment-handbook.pdf (ucdenver.edu)]]) page 28. This provides an overview of the information that could be included in the job description. Additionally, on the Student Hire Formstack (found on [[https://wiki.cu.studio/|SEHD Wiki page]]) where the job description upload is needed, an example is provided.+Currently in SEHD, available resources regarding job descriptions are in the [[https://www.ucdenver.edu/docs/librariesprovider22/financial-aid/student-employment/2025-2026/student-employment-handbook_2025.pdf?sfvrsn=3b2b37b4_4|student handbook]]. This provides an overview of the information that could be included in the job description. Additionally, on the Student Hire Formstack (found on [[https://wiki.cu.studio/|SEHD Wiki page]]) where the job description upload is needed, an example is provided.
  
 ==== Closing out a student position after resignation/termination ==== ==== Closing out a student position after resignation/termination ====
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 After a student resigns (or is terminated) from their position with SEHD, the best practice is to close out any access they may have been granted. If SEHD IT granted the access (ie: Q/T drives, or other programs), a email must be sent to remove the access (send to: [[sehdhelp@ucdenver.edu|sehdhelp@ucdenver.edu]]). After a student resigns (or is terminated) from their position with SEHD, the best practice is to close out any access they may have been granted. If SEHD IT granted the access (ie: Q/T drives, or other programs), a email must be sent to remove the access (send to: [[sehdhelp@ucdenver.edu|sehdhelp@ucdenver.edu]]).
  
-Additionally, the supervisor is responsible for submitting a [[https://ucdenverdata.formstack.com/forms/employee_checkout_notification?sso=5f0dd3f462ad5&sso=63e28f36407fc|checkout notification form]]. (*This is to be completed if a student is leaving University employment and does not hold a position with another team.)+Additionally, SEHD HR will submit a checkout notification form. (*This is to be completed if a student is leaving University employment and does not hold a position with another team.)
  
 For other applications/programs granted by the supervisor, the supervisor is responsible for removing the resigned student. For other applications/programs granted by the supervisor, the supervisor is responsible for removing the resigned student.
  
-Supervisors should complete this form once a student resigns and/or is terminated.+Supervisors should complete this [[https://ucdenverdata.formstack.com/forms/sehd_hr_separations|Separations form]] once a student resigns and/or is terminated to notify SEHD HR of the necessary information. 
 + 
 +==== Would you like your student to continue in temporary role following graduation? ==== 
 + 
 +Please review the steps here and allow a couple of weeks for the hiring process: [[https://wiki.cu.studio/human/reference-documents?s[]=temporary#temporary_workers|Hiring Temporary Workers - Reference Documents [SEHD Wiki]]]
  
  
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 ==== Job Titles & Definitions ==== ==== Job Titles & Definitions ====
  
-**Student Assistant **series positions are for undergraduate students only, in most cases. *if the student is undergraduate/work study, please refer to Student Employment website: ([[https://www.ucdenver.edu/lynxconnect/career-center/student-employment|Student Employment (ucdenver.edu)]])+**Student Assistant** series positions are for undergraduate students only, in most cases. *if the student is undergraduate/work study, please refer to Student Employment website: ([[https://www.ucdenver.edu/lynxconnect/career-center/job-search/student-employment|Student Employment (ucdenver.edu)]]
  
 **Teaching Assistant and Graduate Part Time Instructor** positions are coordinated by the program lead for each course area based on enrollment. Please refer to the SEHD Wiki Pattern of Administration: [[https://wiki.cu.studio/handbooks/pattern_of_administration?s[]=teaching assistant#teaching_assistantssecondary_instructors|https://wiki.cu.studio/handbooks/pattern_of_administration?s[]=teaching%20assistant#teaching_assistantssecondary_instructors]] **Teaching Assistant and Graduate Part Time Instructor** positions are coordinated by the program lead for each course area based on enrollment. Please refer to the SEHD Wiki Pattern of Administration: [[https://wiki.cu.studio/handbooks/pattern_of_administration?s[]=teaching assistant#teaching_assistantssecondary_instructors|https://wiki.cu.studio/handbooks/pattern_of_administration?s[]=teaching%20assistant#teaching_assistantssecondary_instructors]]
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  <font 11pt/inherit;;inherit;;inherit>If the certificate program they are enrolled in is graduate level, then we are able to hire them as a graduate assistant.</font>  <font 11pt/inherit;;inherit;;inherit>If the certificate program they are enrolled in is graduate level, then we are able to hire them as a graduate assistant.</font>
  
 +==== Required Trainings ====
 +
 +Supervisors, please review [[https://www.ucdenver.edu/offices/human-resources/learning-development/required-training|this list of required trainings]]
 +
 +This includes **FERPA** for roles that have access to student information, and **Discrimination and Sexual Misconduct **and **Information Security **trainings for all employees. Supervisors, please be sure to inform student employees of all trainings that may apply to them in their role. SEHD HR is available to you if you have questions including support to check that trainings have been completed.
 ==== Limit of Hours Worked ==== ==== Limit of Hours Worked ====
- <font 12.0pt/inherit;;inherit;;inherit>Graduate students who hold full-time assistantships (20-25 hours per week) are** generally not eligible for additional work at CU**. If there are occasional special opportunities, requests for exceptions can be made by the supervisor to the Dean.</font>+ 
 +Graduate students who hold full-time assistantships (20-25 hours per week) are **generally not eligible for additional work at CU**. If there are occasional special opportunities, requests for exceptions can be made by the supervisor to the Dean.
  
 Refer to the [[https://www.ucdenver.edu/lynxconnect/career-center/job-search/student-employment|student employment ]]handbook, especially the section on “Work Hour Regulation.” This resource is regularly updated and should be checked first, but as of Nov 2024… Refer to the [[https://www.ucdenver.edu/lynxconnect/career-center/job-search/student-employment|student employment ]]handbook, especially the section on “Work Hour Regulation.” This resource is regularly updated and should be checked first, but as of Nov 2024…
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 [[https://www.ucdenver.edu/docs/librariesprovider134/student-employment/student-hourly-employment-handbook.pdf?sfvrsn=3691c0ba_4|Student Hourly employees]] who are graduating may work to the end of the semesters pay period, and do NOT need to end their position after the last day of classes and/or finals week. [[https://www.ucdenver.edu/docs/librariesprovider134/student-employment/student-hourly-employment-handbook.pdf?sfvrsn=3691c0ba_4|Student Hourly employees]] who are graduating may work to the end of the semesters pay period, and do NOT need to end their position after the last day of classes and/or finals week.
- 
-[[https://ucdenver.edu/docs/librariesprovider22/financial-aid/student-employment/2024-2025/2024-2025-student-employment-bi-weekly-payroll-calendar.pdf?sfvrsn=1b0e91bb_3|Fall 2024 pay period ends 12/21/24]] 
  
 ==== Leave Benefits ==== ==== Leave Benefits ====
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 ==== Pay Ranges for graduate student employees, and job codes ==== ==== Pay Ranges for graduate student employees, and job codes ====
  
-Common pay rates for SEHD graduate student positions in 2025 are as follows. We must be above the minimum wage at least, which is $18.81 in 2025.\\+Common pay rates for SEHD graduate student positions in 2025 are as follows. We must be above the minimum wage at least, which is $19.29 in 2026.\\
 \\ \\
 Research Assistant, job code 1505, $20 - $25 per hour Research Assistant, job code 1505, $20 - $25 per hour
  
-Graduate Assistant, job code 1502, $19 - $23 per hour+Graduate Assistant, job code 1502, $19.29 - $23 per hour
  
-Masters level students tend to be more in the $19 + range\\+Masters level students tend to be more in the $19.29 + range\\
 Doctoral level students tend to be more in the $20 – 23 range. Doctoral level students tend to be more in the $20 – 23 range.
  
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 $17.29 –> $18.29 in 2024 –> $17.29 –> $18.29 in 2024 –>
  
-$18.29 –> $18.81 in 2025+$18.29 –> $18.81 in 2025–>
  
 +$18.81 –> $19.29 in 2026
 +
 +//Note that Denver minimum wage is anticipated to increase again in 2027.//
 ==== Tuition Reimbursement ==== ==== Tuition Reimbursement ====
  
 Commonly around SEHD, if tuition reimbursement is included in the Graduate student position, this wording is used on the letter of offer: Commonly around SEHD, if tuition reimbursement is included in the Graduate student position, this wording is used on the letter of offer:
  
-The starting wage for this position will be $20 per hour effective on 06/15/2021, with a maximum of 9 hours of in-state tuition credits for the fall semester and a maximum of 9 hours of in-state tuition credits for the spring semester. The wage is based on the responsibilities assigned to you, and in accordance with the student employment job class descriptions.+The starting wage for this position will be $XX per hour effective on XX/XX/XXXX, with a maximum of 9 hours of in-state tuition credits for the fall semester and a maximum of 9 hours of in-state tuition credits for the spring semester. The wage is based on the responsibilities assigned to you, and in accordance with the student employment job class descriptions.
  
 Tuition remission is provided for the purpose of supporting the scholarly pursuits of graduate students who work at least twelve weeks in an academic year semester and maintain satisfactory academic progress toward their degrees. Tuition remission is provided for the purpose of supporting the scholarly pursuits of graduate students who work at least twelve weeks in an academic year semester and maintain satisfactory academic progress toward their degrees.
  
-Typically, the stipend award letter for students working on a grant references the info below. The student will need to pay the fees in most cases, along with books. Fees can vary widely depending on which courses the student takes, but $600 is a good ballpark.+Typically, the stipend award letter for students working on a grant references the info below. The student will need to pay the fees in most cases, along with books. Fees can vary widely depending on which courses the student takes.
  
-**These amounts change routinely, and should be verified using the Graduate tuition & fees rate chart for School of Education & Human Development - [[https://www.ucdenver.edu/student-finances/tuition-fees/graduate|https://www.ucdenver.edu/student-finances/tuition-fees/graduate]].**+**These amounts change routinely, and should be verified using the Graduate tuition & fees rate chart for School of Education & Human Development - [[https://www.cudenver.edu/student-finances/tuition-fees/graduate-tuition|https://www.cudenver.edu/student-finances/tuition-fees/graduate-tuition]].**
  
-**Fall/Spring (9 credits)** \\+**Example: Fall/Spring (9 credits)** \\
 Tuition Credits = $3,393.00\\ Tuition Credits = $3,393.00\\
 Fees = $600.00\\ Fees = $600.00\\
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 ==== Grant-Funded positions ==== ==== Grant-Funded positions ====
  
-If the position is grant funded, it is helpful to include a note that the position is contingent upon grant funding. In the past, SEHD HR has used this wording in the letter of offer: \\ //This is a grant-funded position. Continuation of the position and tuition assistance is entirely dependent on the continued availability of the grant funds. //+If the position is grant funded, it is helpful to include a note that the position is contingent upon grant funding. In the past, SEHD HR has used this wording in the letter of offer: \\ //This is a grant-funded position. Continuation of the position and tuition assistance is entirely dependent on the continued availability of the grant funds.//
  
 ==== Advertising for SEHD student positions ==== ==== Advertising for SEHD student positions ====
  
-General student positions are posted on Handshake and renewed each semester. We use a job ad template which was created in 2021, in collaboration with Sandy Mondragon. +If there is a specific need (approved student position through department/individual budget), a position search can be posted on Handshake. In order to do this, a Formstack must be completed, found here: [[https://ucdenverdata.formstack.com/forms/sehd_postings|SEHD HR Postings & Promotions form]] (Select Student from drop down menu).
- +
-Applications must be received by the semester deadline (July 31 for fall, December 31 for spring, and April 30 for summer) in order to be considered when a position becomes available. Applications will be cleared each semester. +
- +
-If there is a specific need (approved student position through department/individual budget), a position search can be posted on Handshake. In order to do this, a Formstack must be completed, found here: [[https://ucdenverdata.formstack.com/forms/sehd_hr_search|HR Search Form - Formstack]] (Select Student from drop down menu).+
  
 ==== To Hire a Graduate Student ==== ==== To Hire a Graduate Student ====
  
-Once a student has been identified, a few hiring steps need to be taken. **Please anticipate several weeks for hiring paperwork processing **  (even if the student is a current employee). Onboarding requirements include completing a background check, employment verification, and other on-boarding steps. Generally, the more advance notice we can have, the smoother the onboarding can be for you and the new colleague.+Once a student has been identified, a few hiring steps need to be taken. **Please anticipate several weeks for hiring paperwork processing**, even if the student is a current employee. Onboarding requirements include completing a background check, employment verification, and other on-boarding steps. Generally, the more advance notice we can have, the smoother the onboarding can be for you and the new colleague.
   * Submit the [[https://ucdenverdata.formstack.com/forms/sehd_hr_new_hire|Hire Request Form]] (select Student from the drop-down menu) using your requested details.   * Submit the [[https://ucdenverdata.formstack.com/forms/sehd_hr_new_hire|Hire Request Form]] (select Student from the drop-down menu) using your requested details.
   * The submitted form will automatically notify the SEHD HR team of your hire request.   * The submitted form will automatically notify the SEHD HR team of your hire request.
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 If the supervisor prefers, HR can set up the position as hourly/biweekly. This means the student will need to submit biweekly timesheets, and the supervisor will need to log in to review and approve timesheets. This option is sometimes used if the work is sporadic and hours vary, or if the supervisor has others using timesheets and wants to simplify the routine for all student workers, etc. If the supervisor prefers, HR can set up the position as hourly/biweekly. This means the student will need to submit biweekly timesheets, and the supervisor will need to log in to review and approve timesheets. This option is sometimes used if the work is sporadic and hours vary, or if the supervisor has others using timesheets and wants to simplify the routine for all student workers, etc.
  
-Here is a link to the student biweekly schedule: [[https://www.ucdenver.edu/docs/librariesprovider134/student-employment/2022-2023-student-employment-bi-weekly-payroll-calendar.pdf?sfvrsn=a476f2ba_4|2022-2023-student-employment-bi-weekly-payroll-calendar.pdf (ucdenver.edu).]] We encourage all students and supervisors to set reoccurring reminders for deadlines.+Here is a link to the student biweekly schedule: [[https://www.ucdenver.edu/docs/librariesprovider134/student-employment/2022-2023-student-employment-bi-weekly-payroll-calendar.pdf?sfvrsn=a476f2ba_4|2026-2027-student-employment-bi-weekly-payroll-calendar.pdf.]] We encourage all students and supervisors to set reoccurring reminders for deadlines.
  
 For students being paid on a biweekly basis, we encourage them to review the MyLeave Guide ([[https://olucdenver-my.sharepoint.com/:b:/g/personal/emilie_seneff_ucdenver_edu/EXbmcGHTz3lFqr2sqQcmepoBzeCdgacizUsb6pFs8MZU7w?e=AOSQko|How to Use MyLeave - Student Guide.pdf]]) to set up preferences prior to their first timesheet deadline. For students being paid on a biweekly basis, we encourage them to review the MyLeave Guide ([[https://olucdenver-my.sharepoint.com/:b:/g/personal/emilie_seneff_ucdenver_edu/EXbmcGHTz3lFqr2sqQcmepoBzeCdgacizUsb6pFs8MZU7w?e=AOSQko|How to Use MyLeave - Student Guide.pdf]]) to set up preferences prior to their first timesheet deadline.
  
-For new supervisors (and as a refresher for current supervisors), you may reference this guide on how to acces MyLeave, approve timesheets, and general FAQs: [[https://www.cu.edu/docs/sbs-my-leave-supervisors|https://www.cu.edu/docs/sbs-my-leave-supervisors]]+For new supervisors (and as a refresher for current supervisors), you may reference this guide on how to access MyLeave, approve timesheets, and general FAQs: [[https://www.cu.edu/docs/sbs-my-leave-supervisors|https://www.cu.edu/docs/sbs-my-leave-supervisors]]
  
 Are you going on vacation? Set up a proxy! This feature allows supervisors to "transfer" timesheet approval to another leader on the team. This comes in handy right around payroll deadline time & has less impact on student pay. See more information here: [[https://www.cu.edu/docs/sbs-my-leave-supervisors|https://www.cu.edu/docs/sbs-my-leave-supervisors]] Are you going on vacation? Set up a proxy! This feature allows supervisors to "transfer" timesheet approval to another leader on the team. This comes in handy right around payroll deadline time & has less impact on student pay. See more information here: [[https://www.cu.edu/docs/sbs-my-leave-supervisors|https://www.cu.edu/docs/sbs-my-leave-supervisors]]
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 ==== Job description standards ==== ==== Job description standards ====
  
-Currently in SEHD, available resources regarding job descriptions are in the student handbook ([[https://www.ucdenver.edu/docs/librariesprovider134/student-employment/student-hourly-employment-handbook.pdf?sfvrsn=3691c0ba_4|student-hourly-employment-handbook.pdf (ucdenver.edu)]]) page 28. This provides an overview of the information that could be included in the job description. Additionally, on the Student Hire Formstack (found on [[https://wiki.cu.studio/|SEHD Wiki page]]) where the job description upload is needed, an example is provided.+Currently in SEHD, available resources regarding job descriptions are in the student handbook ([[https://www.ucdenver.edu/lynxconnect/student-resources/student-employment/forms-policies|student-hourly-employment-handbook.pdf (ucdenver.edu)]]). This provides an overview of the information that could be included in the job description. Additionally, on the [[https://ucdenverdata.formstack.com/forms/sehd_hr_new_hire|Student Hire Formstack]] where the job description upload is needed, an example is provided.
  
 ==== Semester dates for each semester and for summer ==== ==== Semester dates for each semester and for summer ====
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 HR can check with the Student Employment team to get the specific dates for each semester. HR can check with the Student Employment team to get the specific dates for each semester.
  
-Although this link provides monthly payroll deadlines ([[https://www.cu.edu/hcm-community/pay-employees/payroll-production-calendars|https://www.cu.edu/hcm-community/pay-employees/payroll-production-calendars]]), the student biweekly calendar can be hard to find. It’s a button at the bottom of this page as of 6/28/21: [[https://www.ucdenver.edu/lynxconnect/career-center/student-employment|https://www.ucdenver.edu/lynxconnect/career-center/student-employment]]+Monthly payroll deadlines can be found here: [[http://www.cu.edu/hcm-community/pay-employees/payroll-production-calendars|www.cu.edu/hcm-community/pay-employees/payroll-production-calendars]] (may require sign-in) 
 + 
 +The biweekly payroll calendar can be found here: [[http://2026-2027-student-employment-bi-weekly-payroll-calendar.pdf|2026-2027-student-employment-bi-weekly-payroll-calendar.pdf]]
  
 ==== Can we hire a GA or RA prior to them starting classes in the fall? ==== ==== Can we hire a GA or RA prior to them starting classes in the fall? ====
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 After a student resigns (or is terminated) from their position with SEHD, the best practice is to close out any access they may have been granted. If SEHD IT granted the access (ie: Q/T drives, or other programs), a email must be sent to remove the access (send to: [[sehdhelp@ucdenver.edu|sehdhelp@ucdenver.edu]]). After a student resigns (or is terminated) from their position with SEHD, the best practice is to close out any access they may have been granted. If SEHD IT granted the access (ie: Q/T drives, or other programs), a email must be sent to remove the access (send to: [[sehdhelp@ucdenver.edu|sehdhelp@ucdenver.edu]]).
  
-Additionally, the supervisor is responsible for submitting a [[https://ucdenverdata.formstack.com/forms/employee_checkout_notification?sso=5f0dd3f462ad5&sso=63e28f36407fc|checkout notification form]]. (*This is to be completed if a student is leaving University employment and does not hold a position with another team.)+Additionally, the supervisor is responsible for submitting a [[https://ucdenverdata.formstack.com/forms/sehd_hr_separations|Separations form]]. If the student has multiple positions with you, please specify which one(s) are being terminated. If you know the student is graduating or separating from the university entirely, please note this in the "additional pertinent details" section, as this will prompt us to reach out to other relevant parties to determine if other positions can be terminated.
  
 For other applications/programs granted by the supervisor, the supervisor is responsible for removing the resigned student. For other applications/programs granted by the supervisor, the supervisor is responsible for removing the resigned student.
- 
-Supervisors should complete this form once a student resigns and/or is terminated. 
  
  
human/student_hiring_guide.1743702754.txt.gz · Last modified: by kelleypatient