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human:student_hiring_guide [2023/03/16 20:43] – [RA/GA Hiring Guide] emeliehuman:student_hiring_guide [2025/05/15 15:49] (current) – [Undergraduate Student Hiring Guide] Kelley Patient
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-====== SEHD Student Hiring Guides ======+====== SEHD Student Employment Guides ====== 
 + 
 +<WRAP center round tip 60%>\\ 
 +Who to contact about edits needed on this page: SEHD HR\\ 
 +</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 ====
 +
 +Supervisors, please review[[https://www.ucdenver.edu/offices/human-resources/learning-development/|this list of required trainings: www.ucdenver.edu/offices/human-resources/learning-development]].
 +
 +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 ====
  
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 (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)]] (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)]]
  
-==== Search ====+[[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.
  
-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.\\ +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:
-\\ +
-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) +**Fall (16 weeks, August – December) – 25 hours/max (or 50 hours per biweekly pay period)**
-  * 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. +
-  * Note: Nothing you submit is set in stone, if anything looks incorrect, we will contact you for clarification. +
-  * There is no formal process for vetting candidates, once you find a student you’d like to hire, proceed to New Hire Request.+
  
-==== New Hire Request ====+**Spring (16 weeks, January – May) – 25 hours/max (or 50 hours per biweekly pay period)**
  
-Once you have a student in mind… Please anticipate up to two weeks for hiring paperwork processing – this includes completing a background check, employment verification, and other on-boarding steps (this time frame is suggested even if the student is a current employee.)+**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 
 + <font 11pt/inherit;;inherit;;inherit>teps to set up the proxy are found in the step-by-step guide, around page 5.</font>
  
-  * Submit the [[https://ucdenverdata.formstack.com/forms/sehd_hr_new_hire|Hire Request Form]] (select Student from the drop-down menu). +==== Leave Benefits ====
-  * The submitted form will automatically notify the SEHD HR team of your hire request +
-  * Note: Nothing you submit is set in stone, if anything looks incorrect, we will contact you for clarification.+
  
-==== Pay Ranges ====+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.
  
-| \\ CU Denver| \\ Student Assistant I| \\ Student Assistant II| \\ Student Assistant III| \\ Student Assistant IV| \\ Student Assistant V| \\ Student Assistant VI| +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).
-| \\ Pay Rate:| \\ $17.29 - $18.36/hr| \\ $17.29 - $19.34/hr| \\ $17.29 - $20.28/hr| \\ $17.29 - $21.16/hr| \\ $17.29 - $22.00/hr| \\ $17.29 - $26.86/hr|+
  
-Denver minimum wage effective as of 1/1/2023 at $17.29/hour.+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.
  
 ====   ==== ====   ====
 +
 +==== Pay Ranges for undergraduate student employees, and job codes ====
 +
 +Denver minimum wage $18.81/hour as of 1/1/2025.
 +
 +CU Denver Pay Rate:
 +
 +Student Assistant I, job code 4101, $18.81/hr
 +
 +Student Assistant II, job code 4102, $18.81 - $19.34/hr
 +
 +Student Assistant III, job code 4103, $18.81 - $20.28/hr
 +
 +Student Assistant IV, job code 4104, $18.81 - $21.16/hr
 +
 +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 ====
  
-All Student Assistant positions (I-VI) must be paid on a 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://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://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.
  
 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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   * 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:
-      * A background check has been passed + 
-      * A new hire meeting has been scheduled to complete the I-9 hiring paperwork +  * A background check has been passed 
-      * Confirmation from SEHD HR with appropriate start date+ 
 +  * A new hire meeting has been scheduled to complete the I-9 hiring paperwork 
 + 
 +  * 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 ====
 +
 +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.
 +  * 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.
 +  * SEHD HR will review the details you requested and contact you for clarification or recommendation adjustments.
 +
 +==== 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.
 +
 +  * Submit the [[https://ucdenverdata.formstack.com/forms/sehd_hr_search|Job Posting – Student Hire]] form (select it 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.
 +
 +  * When selecting “Employment Type” review the Pay Matrix from the latest [[https://www.ucdenver.edu/docs/librariesprovider22/financial-aid/student-employment/2025-2026/student-hourly-employment-handbook_2025.pdf?sfvrsn=602348b4_3|Student Employment Handbook]] for assistance.
 +
 +  * Note: Nothing you submit is set in stone, if anything looks incorrect, we will contact you for clarification.
 +
 +  * There is no formal process for vetting candidates, once you find a student you’d like to hire, proceed to New Hire Request.
  
 ==== Grant-Funded positions ==== ==== Grant-Funded positions ====
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 Supervisors should complete this form once a student resigns and/or is terminated. Supervisors should complete this form once a student resigns and/or is terminated.
 +
 +==== 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]]]
 +
  
 ===== RA/GA Hiring Guide ===== ===== RA/GA Hiring Guide =====
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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 Patter 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]]
  
 **Graduate Assistants (GA)**: This position is focused on administrative work for a department and is not directly involved in instruction or research. **Graduate Assistants (GA)**: This position is focused on administrative work for a department and is not directly involved in instruction or research.
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 Graduate student appointments must be enrolled full-time, as a regular degree-seeking graduate student on the CU-Denver campus. Graduate student appointments must be enrolled full-time, as a regular degree-seeking graduate student on the CU-Denver campus.
 +
 +In Sept. 2023 we learned that certificate students may also be eligible for student employee roles:
 + <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/|this list of required trainings: www.ucdenver.edu/offices/human-resources/learning-development]].
 +
 +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 ====
  
-(refer to student handbook: [[https://www.ucdenver.edu/lynxconnect/career-center/student-employment|https://www.ucdenver.edu/lynxconnect/career-center/student-employment]], see the section on “Work Hour Regulation”)+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.
  
-This resource is regularly updated and should be checked first, but as of January 2021 edition…+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…
  
-“Graduate and Professional 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 employees (Work-Study and Student Hourly) 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.
  
-International Students: 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. **During the Summer semester, and when the University is on an official break and/or no classes are in session, international students may work on campus in a student hourly position, up to, but not more than, 40 hours a week**. Additional employment for international students is prohibited under [8 CFR 214.2 (f)(9)(i) and at 22 CFR 62.23 (g)(2)(iii)].” +Graduate and Professional student employees (Work-Study and Student Hourly) 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.
-====   ====+
  
-==== Pay Ranges ====+International Students: 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. During the Summer semester, and when the University is on an official break and/or no classes are in session, international students may work on campus in a student hourly position, up to, but not more than, 40 hours a week. Additional employment for international students is prohibited under [8 CFR 214.2 (f)(9)(i) and at 22 CFR 62.23 (g)(2)(iii)]."
  
-Common pay rates for SEHD graduate student positions in 2021 and 2022 are as follows.+—
  
-For context, minimum wage in Denver increased from+[[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.
  
-$12.00 –> $12.85 in 2020 –>\\ +[[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]]
-$14.77 –> $15.00 in 2021 –>\\ +
-$15.00 –> $15.87 in 2022 –>\\ +
-$15.87 –> $17.29 in 2023+
  
-| \\ Job Title| \\ Common pay rates in SEHD| +==== Leave Benefits ====
-| \\ Research Assistant| \\ $20, 22 / hour| +
-| \\ Graduate Assistant| \\ $18, 19, 20 / hour|+
  
-Masters level students tend to be more in the $18 + range\\ +Graduate 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. 
-Doctoral level students tend to be more in the $20 – 22 range.+ 
 +As of January 1, 2021, Graduate 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). 
 + 
 +Graduate 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 
 + 
 +==== 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. \\  \\ 
 +Research Assistant, job code 1505, $20 - $25 per hour 
 + 
 +Graduate Assistant, job code 1502, $19 - $23 per hour 
 + 
 +Masters level students tend to be more in the $19 + range \\ 
 +Doctoral level students tend to be more in the $20 – 23 range. 
 + 
 +For context, minimum wage in Denver increased from 
 + 
 +$12.00 –> $12.85 in 2020 –> \\ 
 +$14.77 –> $15.00 in 2021 –> \\ 
 +$15.00 –> $15.87 in 2022 –> \\ 
 +$15.87 –> $17.29 in 2023 –> \\ 
 +$17.29 –> $18.29 in 2024 –> 
 + 
 +$18.29 –> $18.81 in 2025
  
 ==== Tuition Reimbursement ==== ==== Tuition Reimbursement ====
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 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 chart 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, but $600 is a good ballpark.
  
 **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.ucdenver.edu/student-finances/tuition-fees/graduate|https://www.ucdenver.edu/student-finances/tuition-fees/graduate]].**
  
-**__Here’s an example from June 2021:__ ** +**Fall/Spring (9 credits)** \\ 
- +Tuition Credits = $3,393.00 \\ 
-| \\ Semester| \\ # of \\ Credits| \\ $ Amount of \\ Tuition Credits|Fees| \\ Hourly \\ Rate| \\ Hours \\ per Week| \\ Total Salary \\ Amount| \\ Total $ Award| +Fees = $600.00 \\ 
-| ::: | ::: | ::: | | ::: | ::: | | | +Hourly rate = $22.00 for 20 hours per week \\ 
-| \\ Summer| \\ –| \\ –| \\ –| \\ –| \\ –| \\ –| \\ –| +Total Salary Amount = $7,040.00 \\ 
-| \\ Fall| \\ 9| \\ $3,393| \\ $600.00| \\ $22.00| \\ 20| \\ $7,040| \\ $11,033.00| +Total Dollar Award = $11,033.00 \\  \\  \\  \\
-| \\ Spring| \\ 9| \\ $3,393| \\ $600.00| \\ $22.00| \\ 20| \\ $7,040| \\ $11,033.00| +
- +
-Scholarship reasons are recruitment, retention, and grants. Information about scholarships is here – [[https://www.ucdenver.edu/student-finances/billing-payments/interdepartmental-invoice|https://www.ucdenver.edu/student-finances/billing-payments/interdepartmental-invoice]] +
 Most of the time, scholarships are given to RAs, because those positions are research oriented, and funds come from a grant. Some scholarships are paid through SEHD for recruitment, reviewed by a committee, from a PhD tuition speedtype. Most of the time, scholarships are given to RAs, because those positions are research oriented, and funds come from a grant. Some scholarships are paid through SEHD for recruitment, reviewed by a committee, from a PhD tuition speedtype.
  
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 ==== Advertising for SEHD student positions ==== ==== Advertising for SEHD student positions ====
  
-Student positions are posted on Handshake and renewed each semester. The job ad template was created in 2021, in collaboration with Sandy Mondragon.+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.
  
-Template text: +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.
- +
----- +
- +
-This is an open continuous posting for you to express interest in working for the School of Education & Human Development when a Graduate Assistant job becomes available. +
- +
-Job Description +
- +
-(specific to each job title, for ex: Graduate Assistant ….) +
- +
-Effective 1/1/2023, salary ranges are $17.29 to $26.86 +
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-Fall Deadline: July 31 +
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-Spring Deadline: December 31 +
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-Summer Deadline: April 30 +
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-Applications must be received by the deadline in order to be considered when a position becomes available. Applications will be cleared each semester as positions are filled; you must resubmit your application each semester to be considered. +
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-Please include in your cover letter the name of the degree program area you are enrolled in. +
- +
-For more information about the SEHD, please visit our website: [[https://education.ucdenver.edu/|https://education.ucdenver.edu/]] +
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-For more information about Student Employment at the University, please visit this website: [[https://www.ucdenver.edu/lynxconnect/career-center/student-employment|https://www.ucdenver.edu/lynxconnect/career-center/student-employment]] +
- +
-Please address any inquiries about the application process or submission of application materials to: [[SEHDHR@ucdenver.edu|SEHDHR@ucdenver.edu]]+
  
 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). 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 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. 
 +  * 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. 
 +  * SEHD HR will review the details you requested and contact you for clarification or recommendation adjustments. 
 +  * Once HR has cleared the student for hire, HR will communicate the approved start date with supervisor. A letter of offer is signed and submitted to HR for further processing. 
 +  * A student may begin work after all the on-boarding steps have been completed and have received notice from SEHD HR.
  
-Once a student has been identified, a few hiring steps need to be taken:+*Important note regarding start dates: students who are paid monthly must have their official hire date on the first calendar day of a month. This timing sometimes limits us, due to I-9 and background checks required to be clear before the start date.
  
-  - Complete HR Hire Request: [[https://ucdenverdata.formstack.com/forms/sehd_hr_new_hire|HR New Hire - Formstack]] +Students paid biweekly can start as soon as the on-boarding steps are completed.
-  - This notifies HR a new student is to be hired +
-  - HR will determine what on-boarding steps need to be taken (ie: background check and/or I-9 verification). This process can take up to 2 weeks, if the student is a new employee to the University +
-  - Once HR has cleared the student for hire, HR will communicate the approved start date with supervisor. A letter of offer is signed and submitted to HR for further processing. +
-  - A student may begin work after all the on-boarding steps have been completed and have received notice from SEHD HR.+
  
-*Important note regarding start dates: students who are paid monthly must start on the first of a month; students paid biweekly can start as soon as the on-boarding steps are completed; and contract students will begin the first day of the semester.+Students paid on contracts generally begin the first day of the semester, or a shorter contract can be worked out in advance with SEHD HR.
  
 ==== SEHD Students working for other CU Denver Teams ==== ==== SEHD Students working for other CU Denver Teams ====
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 Example: a working SEHD doctoral student who wants to work as a Teaching Assistant or a GA or RA in SEHD during their studies. Example: a working SEHD doctoral student who wants to work as a Teaching Assistant or a GA or RA in SEHD during their studies.
  
-  * It’s no problem if one position is a student position with a limit of 25 hours on our campus and another position is a staff position at another campus. We don’t have to worry about the 25-hour limit. However, we do not want to ask someone to work more than 40 hours across two positions.+  * If one position is a student position with a limit of 25 hours on our campus and another position is a staff position at another campus, working both may be possible. SEHD HR should work with the other HR team to confirm the setup details.
   * SEHD HR would like to receive a copy of confirmation from the supervisor in the other CU department if applicable that they are aware that the employee is also working _#_ hours at CU Denver SEHD in _Title_ work appointment. Positions at Anschutz, in particular, may require a buy-out arrangement and can be a challenge to get approved by the Anschutz side. Staff & PRA positions at Anschutz and less than 100%-time positions at Anschutz may be possible to add an SEHD role.   * SEHD HR would like to receive a copy of confirmation from the supervisor in the other CU department if applicable that they are aware that the employee is also working _#_ hours at CU Denver SEHD in _Title_ work appointment. Positions at Anschutz, in particular, may require a buy-out arrangement and can be a challenge to get approved by the Anschutz side. Staff & PRA positions at Anschutz and less than 100%-time positions at Anschutz may be possible to add an SEHD role.
   * The intended employee should connect SEHD HR with their HR person at Anschutz/AMC Prior to beginning any work with SEHD. We in SEHD are happy to support these hires, just need to know what actions are required to partner with the AMC policies related to that person, for example letting AMC know what speedtype to charge, etc. Sometimes, for example, we add an appointment here on our side and just pay the additional work above the regular full-time position, if that works for the home HR department.   * The intended employee should connect SEHD HR with their HR person at Anschutz/AMC Prior to beginning any work with SEHD. We in SEHD are happy to support these hires, just need to know what actions are required to partner with the AMC policies related to that person, for example letting AMC know what speedtype to charge, etc. Sometimes, for example, we add an appointment here on our side and just pay the additional work above the regular full-time position, if that works for the home HR department.
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 If a student starts after the semester, but in the middle of a month, SEHD HR will advise biweekly pay. This includes submission of timesheets, and the student will receive a payment biweekly (according to the pay schedule, see below under “Tracking Work Time”). If a student starts after the semester, but in the middle of a month, SEHD HR will advise biweekly pay. This includes submission of timesheets, and the student will receive a payment biweekly (according to the pay schedule, see below under “Tracking Work Time”).
 +
 +==== Tracking Work Time ====
 +
 +GA/RA appointments who are paid monthly, on the last business day of each month, and typically do not submit time sheets in the MyLeave system (although you should ask your GA/RA to be accountable for their hours or work a regular schedule). SEHD HR will calculate monthly pay based on the hourly rate and hours per week.
 +
 +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.
 +
 +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]]
 +
 +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]]
 +
 +==== Continuing Employment ====
 +
 +Each semester, SEHD HR will notify supervisors for confirmation of continued hiring of student employees. It is the supervisor’s responsibility to inform HR if there are any changes to their student employment status and details. This includes if the student is active, resigned, or graduated; accurate salary; correct speedtype; and hours per week.
 +
 +==== 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.
 +
 +==== Semester dates for each semester and for summer ====
 +
 +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]]
 +
 +==== Can we hire a GA or RA prior to them starting classes in the fall? ====
 +
 +HR can check with the Student Employment team to find out if any policies have changed.
 +
 +Otherwise, as of April 2021, we were told that:
 +
 +If you are going to be hiring a new student for the RA position, then they can begin to work in the Summer as long as they have documentation showing they are enrolled in a program for the Fall such as their class schedule or letter of admission. If they are going to be paid by a grant, we recommend that you check the fund agreement or the project officer of the grant for additional details.
 +
 +==== Closing out a student position after resignation/termination ====
 +
 +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.)
 +
 +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.1678999381.txt.gz · Last modified: by emelie