As we prepare for students to return to campus for the fall semester, 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
3. Fall Hiring Reminders and Resources
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Note the following key dates* that will support a smooth transition for the student employees within your units.
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July 28 – Last day to modify any fall student positions (biweekly and monthly)
July 31 – Last day to submit Direct Hire eRequest for fall hires
August 4 – Last day to initiate transfer transactions
August 4 – Last day to initiate Short Work Break (SWB) transactions
August 4 – Last day to initiate terminations
August 13-15 – Student Onboarding Event
Check the Georgia Tech Human Resources (GTHR) Student Employment website later for detailed Fall 2025 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 submit outside of the recommended timeframe, we suggest that you alert your student employee(s) that they may receive a late payment.
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2. Student Hiring Information Session |
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Join the Student Hiring Information Session - Focus on Fall for important tips and updates from key stakeholders related to the student employment process. We look forward to seeing you there!
Wednesday, June 25
10:30 a.m. – noon
Virtual (Teams)
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For questions regarding the information session or student employment eligibility, please contact Karine Avagian at karine.avagian@ohr.gatech.edu.
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3. Fall Hiring Reminders and Resources |
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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.
To update an existing position, review the Change Position Transactions knowledge article.
For students hired as a Student Assistant in temporary 03C pay group due to their reduced course load over the summer, update the pay group and standard hours or transfer them to a regular student position for the fall semester.
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.
Check out the Student Employee Hiring Guide. This new resource from GTHR Student Employment provides valuable support for hiring and employing students.
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 who are no longer active or will not be active in the fall 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.
Run the OneUSG HR Ad-Hoc Report in LITE for a list of active students to determine future termination dates, if any (select the Future Termination Date from the Employment Dates category).
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.
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 summer with no return-to-work date and will be enrolled and employed in the upcoming semester, initiate SWB to return them for the fall semester. Use the Submitting a Short Work Break Request knowledge article as a guide.
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| Onboarding Paperwork and I-9 Verification Reminders |
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Employees hired at Georgia Tech are required to complete the onboarding paperwork and I-9 verification process BEFORE their employment start date. Please ask your employee to complete the process if one of the following scenarios applies:
1. They have been hired at Georgia Tech for the first time.
2. They have not worked, logged time, and received a paycheck at Georgia Tech in the past two years.
3. They have previously been employed at Georgia Tech as a different employee type.
Review the Onboarding Paperwork and I-9 Verification Process webpage for more information. |
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