YOUR GUIDE TO HIRING A STUDENT EMPLOYEE
(without recruitment)

In some situations, a department may identify a qualified candidate to be hired into a Student position without formal recruitment. Please review the information below to see if your potential employee qualifies to be a student employee as well as the steps to begin the hiring process.

A Student employee is an FAU student who works for the University in a temporary capacity and whose primary purpose for being at the University is the achievement of a degree or certification. Students are eligible for Student Employment if:

  1. They are registered at least half-time at FAU (full-time registration may be required for certain statuses)
  2. They are degree-seeking
  3. They are in good academic standing with the University

Total student assignments shall not exceed 20 hours or 0.5 FTE per week during the fall and spring semesters. However, student employees may exceed the maximum amount of hours with proper approval. Undergraduate student and graduate students who do not have an assistantship will need to obtain written approval from their academic advisors to work over 20 hours per week. Graduate students with an assistantship will have to petition the Graduate College for approval by completing and submitting a Form 10: Request to Waive a University Regulation.

Steps to hire a Student Employee without recruitment:

  1. Application (must be completed by candidate):

    The selected candidate must create a user account or if one is created they must login to FAU’s career website (http://jobs.fau.edu) and complete a Student Application.
    In order for it to be considered complete, the application must be filled out in its entirety. Verify with the student that the application is completed prior to moving onto step two.
  2. Request Background Check (must be requested by the department):

    After the application has been completed, contact Recruitment Services at empl@fau.edu to request a background check. The student may not begin working until the background check has been approved by Human Resources and the appropriate Workday process is finalized.

    The background check email should include answers to the following questions:

    • Student’s name and email address:
    • Student’s Z number (if applicable):
    • Ideal Start Date for Candidate:
    • In what capacity is the candidate being hired (i.e. Student Assistant, Graduate Teaching Assistant, Graduate Research Assistant, etc.)?
    • Will the candidate be driving a University vehicle (includes golf cart)?
    • Does the candidate have a social security number or should an international background check be conducted (NOTE: we do not need the SSN)?
    • SmartTag # to charge the background check:
    • Official name of the hiring department and division the department falls under (i.e. VP of Student Affairs, Provost Office, etc.):
    • Will the candidate work directly with a protected class (i.e. children under the age of 18, elderly, or individuals with disabilities)?

    After receiving the background check information, Recruitment Services will initiate the background screening process.

    The candidate will receive an email from Customersupport@hireright.com. The email subject line will read “Florida Atlantic University background verification”. The email notification will explain the background screening process and request specific information from the candidate. He/She must provide the required information before the check may proceed.

    Individuals working with a protected class will be required to complete a level 2 background screening instead of the Hire Right screening. For questions on this process, contact Recruitment Services.

    On average background investigations can take three (3) to five (5) business days from the date the applicant submits the request. However, completion dates can also be affected by local jurisdictions’ response time.


    Any questionable responses will be escalated to the Senior Associate Director of Human Resources.


    NOTE: Returning employees may be subject to a background check dependent upon break in service.  Employees transferring to a new division are also subject to an updated background check. Motor Vehicle record and Level 2 background checks are performed based on requirements of the position.


  3. Background Check Approved: Department Contacts Candidate to Establish Start Date:

    The hiring department will receive notification from Recruitment Services when the background screening process has been completed.
    The hiring manager may contact the candidate to confirm continued employment or agree upon a start date (when establishing start dates, please refer to the Hire Timeline ). If the selected candidate is an employee leaving their current assignment, the start date must be coordinated with their current supervisor.
  4. Complete the Appropriate Workday Process:

    NOTE: All HIRE EMPLOYEE business processes must be completed by 5:00pm on the Wednesday the week before the expected start date. Processes that are not finalized by the deadline may result in a delayed start date for the employee.


    For new or returning employee complete the following process in Workday:

    HIRE EMPLOYEE business process:

    Select new hire for new employees (no previous FAU work experience) or former employees who have not previously completed onboarding in Workday. Attach an executed OPS Conditions of Employment Form to the HIRE EMPLOYEE process in Workday.

    The OPS Conditions of Employment Form must be on departmental letterhead and signed by the candidate (Offer Letter Templates)

    For current employees, complete the following process in Workday:

    For current employees accepting a new student position: please initiate the ADD JOB business process. The OPS Conditions of Employment Form must be on departmental letterhead and signed by the candidate (Offer Letter Templates) and attached to the ADD JOB.

    For more information on ADD JOB and additional Workday actions for Student Employees, please refer to the Student Hiring section of the Recruitment Services website.

    For assistance with initiating HIRE EMPLOYEE business process, please review the appropriate Job Aid’s (http://www.fau.edu/hr/hr-forms.php#recruit) or by contacting Recruitment Services at empl@fau.edu.

    For more information on the ADD JOB business process, please review the appropriate Job Aid or contact Student Employment at stuemp@fau.edu.

  5. New Hire Responsibilities (manager and student employee)

    NOTE: This does not apply for current employees processed with via the ADD JOB business process.
    It is important to notify new employees that they are required to complete the Onboarding process in Workday no later than their first day of employment. New employees will receive an email with instructions on how to sign-in to their Workday account and an email notifying them to complete the Onboarding process.
    In addition to completing the Onboarding process, the new employee must report to the Department of Human Resources on their first day of employment to provide proof of eligibility to work in the U.S by presenting acceptable identification for the I-9 form.


 Last Modified 11/8/16