As we prepare for summer, 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. Summer 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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April 21 – Last day to modify any summer student positions (biweekly and monthly)
April 21 – Last day to submit Direct Hire eRequest for summer hires*
April 25 – Last day to initiate transfer transactions
April 25 – Last day to initiate Short Work Break (SWB) transactions
April 25 – Last day to initiate terminations
Check the Georgia Tech Human Resources (GTHR) Student Employment website later for detailed Summer 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 Summer for important tips and updates from key stakeholders related to the student employment process. We look forward to seeing you there!
Wednesday, March 26
10:30 a.m. - 11:30 a.m.
Virtual (Teams)
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Please reach out to Karine Avagian (karine.avagian@ohr.gatech.edu) if you have any questions related to the information session.
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3. Summer 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.
To update an existing position for students who will not be enrolled at least half-time and will be working over 20 hours per week during the summer, review the Changing Pay Group for Student Employees - Reduced Credit Hours Working More Than 20 Hours Per Week knowledge article.
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.
NEW! Check out the Student Employee Hiring Guide. This new resource from GTHR Student Employment provides valuable support for hiring and employing students.
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| Employment Termination Reminders |
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Students who are no longer active or will not be active in the summer 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 spring with no return-to-work date, initiate SWB to return them for the summer 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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