Terminating Academic Year Hourly Jobs
On April 2, Student Employment will add an effective end date of May 22 to all academic year hourly positions. After we run this process, you may no longer make changes to academic year positions.
Note: We will be unable to manually change the end date of jobs once the process to add the end date of May 22 has been completed.
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
- If a student has an hourly job that is scheduled to end May 22, but the student will be graduating May 17, the student can still work through May 22, assuming the student will not also be hired as a staff/temp.
- 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 be aware of.
- 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 5/16/2026 to 5/29/2026. If the hourly student job ends May 22, the student cannot be paid as staff until this hourly pay period has ended on 5/29/2026.
- 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 5/16/2026 - 5/29/2026 pay period is 6/5/2026. In this example, the earliest a supervisor could hire this person as a staff/temp/faculty would be 6/5/2026.
Our recommendations
- If you have an hourly student (U2 or G2) transitioning to a staff or temp position, add an end date of May 15 in Personnel Actions for the job before the end of the day on Tuesday, March 31. All approvals would also need to be completed by March 31.
- If you add an end date of May 15, 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 16.
- To add an end date to an hourly position, follow the “End A Job” instructions in the Student Jobs Personnel Actions (PA) Submitter User Guide. The guide is available on the For Employers page of the Student Jobs website, and also via the “Student Jobs User Guide” link at the bottom of the Personnel Actions form.
- 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 Olivia Hertsel (ohertsel) in Human Resources and ask her to change the employee class of the student.
Students Transitioning to PostDoc
If you will be adding a summer job for a graduate student, but that student will be transitioning to a PostDoc role in August 2026, be sure the end date of the summer job is July 31. This will then allow the PostDoc position to begin August 1.