The last day to initiate summer Direct Hire eRequests is April 21. We’ve curated three additional topics to support you in the summer student hiring process.
1. Onboarding Paperwork and I-9 Verification Process Reminders
2. Semester Break and Summer Hiring Practices At-a-Glance
3. Useful Student Employee Reports
If you missed the Summer 2025 Student Hiring Information Session, you can download the presentation pdf and view the recording on the Georgia Tech Human Resources (GTHR) Student Employment webpage.
You can also click here to view the last email that included information about critical dates, reminders, and available support.
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1. Onboarding Paperwork and I-9 Verification Process Reminders |
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Employees hired at Georgia Tech are required to complete the onboarding paperwork and I-9 verification process BEFORE they can begin work. Please ask your employee to complete the process if one of the following scenarios applies:
- They have been hired at Georgia Tech for the first time.
- They have not worked, logged time, and received a paycheck at Georgia Tech for the past two years.
- They have previously been employed at Georgia Tech as a different employee type.
Affiliates only need to complete the online onboarding documents and are not required to complete I-9 verification.
We ask that hiring managers and HR Partners share this information with new employees and ensure they provide the necessary documentation to the ASC before they begin work. More information can be found on the Onboarding Paperwork and I-9 Verification webpage linked below.
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2. Semester Break and Summer Hiring Practices At-a-Glance |
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As we prepare for the end of the semester, it's important to ensure all staffing needs and employment guidelines are clearly understood. Whether you're planning for new hires or managing your current student employees, we've got you covered. Click the link at the end of this section for more information.
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| Determine Summer Staffing Needs |
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Select summer hires and determine if they need to be hired, rehired, or transferred. Submit employment transactions early and review terminations to extend individuals if necessary. |
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| Short Work Break (SWB) Reminders |
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| Monthly paid student employees are automatically paid if active. GRAs and GTAs can be put on SWB to pause pay, except those with USG-GRA insurance. Request SWB before the end date in OneUSG Connect. |
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| Direct Hire eRequest Reminder |
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| Ensure accurate information is used to hire students and communicate next steps. | |
| May Graduation Reminders |
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| Confirm graduation plans and termination dates for student employees. Graduating students returning for another degree can work in summer as Student Assistants. Those not returning must adhere to specific termination dates based on their pay schedule. |
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| Employment During Semester Break |
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Federal Work-Study (FWS) students awarded for summer and registered for classes can work during the semester break with supervisor permission. Those not awarded or not registered should have their positions terminated by May 2. PURA students should not work during the break and must have their positions terminated by May 3. Other student employees can work during the break with permission, and Student Assistants can work up to 40 hours per week without changing their FTE or pay group.
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| Summer Employment While Taking Classes |
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| Students registered for at least half-time must be hired into a student pay group and cannot work more than 20 hours per week. GRAs should register for 12 summer credit hours to continue their research work. |
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| Summer Employment While NOT Taking Classes |
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| Students not registered for at least half-time and working over 20 hours per week should be hired as Student Assistants in pay group 03C. |
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| International Student Considerations |
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International students with valid F-1 and J-1 student status not taking classes can work up to 20 hours per week in a student pay group or 21-40 hours per week in pay group 03C, with appropriate payroll deductions.
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3. Useful Student Employee Reports |
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Use the following reports to review detailed information on active student employees (e.g., employee ID, employee record, position information, FTE, standard hours, pay rate, employee status, hire, rehire, position entry and future term dates, and report to supervisor name and email). Click the link below to learn more about how to access these reports.
Leading Insight Through Empowerment (LITE) HCM Reports
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Student Employment Report
- OneUSG HR Ad-Hoc Report
- Future Dated Termination
- Report To
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Employee ID Crosswalk
Direct Hire eRequest Unit Report
This report provides a comprehensive overview of submitted Direct Hire eRequests to see where hires are in the compliance process.
Student Combo Code Query in OneUSG
This query pulls real-time data into one easy to manage report in OneUSG Connect.
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