Please review the information below to assist in the transition of student jobs from the 2024-2025 academic year to the summer of 2025.
Terminating Academic Year Hourly Jobs
On April 3, Student Employment will add an effective end date of May 23 to all academic-year hourly positions. After we run this process, you may no longer make changes to academic-year positions.
Student Jobs Summer Processing
You may begin entering summer student jobs in Personnel Actions on April 11.
Remember that in most cases, students cannot be employed to work while they are abroad. Please contact Student Employment if you have questions.
Graduating Students
Student employees who are moving to staff or temporary positions must complete a new I-9 through Human Resources.
If a student will be graduating this spring and rehired as a staff or temporary employee, there are timing issues you need to know.
- People cannot be paid from two different employee classes (e.g., student and staff) during the same pay period. As an example:
- A student has an hourly student job and the hourly pay period runs from 5/17/2025 to 5/30/2025. If the hourly student job ends May 23, the student cannot be paid as a staff or temp until this hourly pay period has ended on 5/30/2025.
- In addition, Human Resources cannot change the employee class until the payroll for this pay period has been processed. The pay date for the hourly 5/17/2025 - 5/30/2025 pay period is 6/6/2025. In this example, the earliest a graduating student could work as a staff person would be 6/5/2025.
Our Recommendations
- If you have an hourly student (U2 or G2) transitioning to a staff or temp position, it is important to add an end date of May 16 for the hourly job in Personnel Actions before the end of the day on Wednesday, April 2.
- If you add an end date of May 16, Human Resources could change the person’s employee class on May 22, and you will then be able to add the staff or temp job in Personnel Actions with a start date of May 22.
- If you have a stipend student (U1 or G1) transitioning to a staff or temp position, the stipend position already has an end date of May 15. Human Resources could change the person’s employee class on May 15 and you will then be able to add the staff or temp job in Personnel Actions with a start date of May 16.
- For both hourly and stipend positions, contact Kandis Hyde (khyde) in Human Resources and ask her to change the employee class of the student.
We hope this information is helpful. If another individual within your department has been designated as the primary coordinator of the student employment hiring process, please forward this email as appropriate
The 2025 Job Start and End Dates and an updated Student Jobs PA Submitter User Guide are available on our website.