As we make preparations for Spring 2026, we would like to share the three things you need to know to support successful student transactions, including hiring, transfers and terminations.
1. Critical Hiring Dates
2. Student Hiring Information Session - Focus on Spring
3. Spring Hiring Reminders
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Note the following key dates* that will support a smooth transition for the student employees within your units.
December 6: Last day to submit Direct Hire eRequest for spring hires
December 16: Last day to modify any spring student positions (biweekly and monthly), initiate transfer transactions, initiate Short Work Break (SWB) transactions, and submit termination or termination extension requests
View the complete listing of key days on the Spring 2026 Student Employment Timelines.
*Please be advised that hiring requests submitted outside of recommended timeframes may result in delays in student employees being paid on time. If you do submit outside of the recommended timeframe, we suggest that you alert your student employees that they may receive a late payment.
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2. Student Hiring Information Session - Focus on Spring |
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Last week, we shared reminders in the Student Hiring Information Session – Focus on Spring. If you missed it, take a moment to view the presentation and recording.
Don't forget to check out the Student Employee Hiring Guide. This resource from GTHR Student Employment provides valuable support for hiring and employing students. For student employment eligibility inquiries and invitations to future information sessions, email GTHR Student Employment at student-employment@gatech.edu.
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3. Spring Hiring Reminders |
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| Hiring Transaction Reminders |
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Direct Hire eRequests should be used to hire or rehire a student employee.
To initiate new student hires and rehires, use the Direct Hire eRequest.
To hire or rehire a group of 10 or more, use the Bulk Student Hiring eRequest.
Manager Self-Service (MSS) transactions should be used to update or change an aspect of the position OR if the employee is transferring to a different position.
IMPORTANT! Hiring employees retroactively may lead to noncompliance with federal I-9 requirements, which mandate that employment eligibility verification be completed on or before the employee’s first day of work. Delays in this process can increase the risk of audit findings, potential penalties, and broader institutional risk.
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| Employment Termination Reminders |
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Students no longer active or will not be active in the spring should have their employment terminated. Use the Submitting a Termination Request or Extending an Assignment knowledge article as a guide.
Before terminating a student's employment, consider the following:
- Verify the current termination dates for your student positions are appropriate.
- Graduating (non-returning) students can only stay in a student job until the end of the pay period that includes graduation OR, for international students, until the semester end date on their I-20 or DS-2019 form.
IMPORTANT! System access should be terminated within five days of the employee’s last day.
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| Short Work Break Reminders |
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Place graduate students in GRA/GTA positions on Short Work Break (SWB) for the period they are not working.
If they have been on SWB for fall with no return-to-work date, initiate SWB to return them for the spring semester. Use the Submitting a Short Work Break Request knowledge article as a guide.
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- Call the Administrative Services Center (ASC) at 404.385.1111.
- Email the ASC at support@asc.gatech.edu.
- Submit a General HR Request via the Administrative Services portal.
- If you find that your ticket has been closed and the issue remains unresolved, please do not open a new ticket. Instead, reach out to the ASC with the closed ticket number for the team to research and provide resolution.
- For student employment eligibility inquiries, email GTHR Student Employment at student-employment@gatech.edu.
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