As we approach the July 31 deadline to submit fall Direct Hire eRequests, we’ve curated three additional resources to support you in the fall student hiring process.
1. Student Employee Onboarding Event
2. Fall Hiring Best Practices, Resources, and Tools
3. Useful Student Employee Reports
If you missed the Fall 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. Student Employee Onboarding Event |
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As part of the Week of Welcome activities for students, we will be hosting our annual three-day Student Employee Onboarding Event on August 13-15 on the second floor of the Instructional Center (located across from the Exhibition Hall). This event is open to all graduate and undergraduate students who need to complete their in-person onboarding requirements (e.g., Form I-9 verification and notarized Georgia Security Questionnaire).
Students hired at Georgia Tech are required to complete the onboarding paperwork and I-9 verification process BEFORE they can begin work. Encourage your student employee to sign up for an appointment at the event if one of the following scenarios applies:
- They have been hired at Georgia Tech for the first time.
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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.
We ask that you share this information with your students and ensure they complete the onboarding documents and I-9 verification process before they begin work. More information can be found on the webpage linked below.
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2. Fall Hiring Best Practices, Resources, and Tools
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As we prepare for fall 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 Fall Staffing Needs |
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Select fall hires and determine if they need to be hired, rehired, or transferred. Submit employment transactions early and review future terminations dates to extend if necessary. Submit termination transactions for students who will not be working in the fall to avoid overpayment. | |
| 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 and avoid a termination/rehire transaction, except those with USG-GRA insurance. Request SWB before the end date in OneUSG Connect. Click here to view the Submitting a Short Work Break Request knowledge article.
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| Direct Hire eRequest Reminder |
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| Ensure accurate information is used to hire students and communicate next steps. |
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| Communication Reminders |
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Student employees receive important information about their onboarding documents and I-9 verification next steps through emails and SMS messages from the Equifax Compliance Center and ASC. Ask your student employees for their cell phone number prior to submitting hire requests. It is critical that hiring managers provide correct contact information when submitting the Direct Hire eRequest and Bulk Hire eRequest forms.
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| Summer Graduation Reminders |
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| Confirm graduation plans and termination dates for student employees. Graduating students who will not be enrolled for fall must adhere to specific termination dates based on their pay schedule, or they must be hired into a Tech Temp or Staff position. |
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| Graduate Student Employee Hiring Reminders |
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GTA/GRA students must register for 12 hours of credit (9 hours must be graded or pass/fail). Thesis/Dissertation hours count towards Pass/Fail. Any GRA/GTA hired outside of the Colleges must have prior approval from the Vice Provost for Graduate and Postdoctoral Education (GTPE GTAs are pre-approved and do not require the request form) GRA form and GTA form by August 4.
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| Federal Work-Study Considerations |
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Federal Work-Study (FWS) students will be hired for the full academic year unless they are attending for only one term, reducing excess requests and processing times. Federal regulations prohibit students from working during course or exam times. Students are limited to reporting no more than 20 hours per week. For FWS employment resources, please visit the GTHR Student Employment webpage.
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| International Student Considerations |
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International students MUST apply for a Social Security Number (SSN) as soon as possible. Social Security Administration representatives will be on campus at a date to be confirmed. Departments are required to provide SSN support letters. Click here for more information.
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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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