Undergraduate Student Hiring Managers

Allow Adequate Processing Time: A minimum of 10 days should be scheduled between offer acceptance and the proposed start date.

Completion of Hiring Requirements: Students may not begin working until all required hiring processes and approvals have been fully completed.

Form I-9 Compliance: The federal Form I-9 must be completed no later than the employee’s first day of work, in accordance with federal regulations.  Visit the “Form I-9” section under “Onboarding” for additional information about this critical document.

• Position Details: Clearly outline the who, what, where, when, why, and how of the role. Be realistic about expectations and always include the rate of pay.
• Value to the Student: Highlight what’s in it for the student. Describe the skills they will develop, the experience they will gain, and how the position supports their academic or career goals.
• Recruitment Strategy: Advertise widely across appropriate channels and plan ahead to allow sufficient time for recruiting, hiring, and onboarding.

• Creating Job Postings: All undergraduate student jobs will be posted in Workday.  Students will apply, accept offers and complete new hire paperwork and onboarding inside the system.  You can find more information about how to post a job in Workday, here.
• Accessing Job Listings in Workday:
  Students can view available positions in Workday by navigating to:
  Menu → Organization → Jobs Hub → Browse Jobs
• Searching for Student Positions:
  Use the Job Category search box and enter student jobs. Positions are typically titled in the format:
  “Undergraduate Student(s) – [Job Title]”
• Filtering by Job Type:
  Students may also search by job type (e.g., undergraduate hourly, non–work-study, or work-study) by selecting the appropriate Job Family in Workday.

Position Profile Template:

Provide the information prompted by the suggested template in Workday.  This includes:

• Job Title, job duties, description  of the team, requirements of the role
• Schedule
• Pay range
• Financial Aid requirements
• Application instructions (example: cover letter required)
• Consider adding information about next steps and timing
• Sample Posting- Undergraduate Job Position Posting

Job Posting Title:

• The job title matters when you post AND at offer
• Posting and offer titles make it easy for your students to find your posted job and to pick the correct job to enter time later (when they are working multiple jobs)
• “Job Posting Title”: Job Profile Name, Department, work group or supervisor last name, then a comma, then Job Title, then a comma Financial Aid Only (if applicable)
• Example: Undergraduate Hourly, Human Resources Office Assistant, Work Study Only

A: Work-study is a financial aid program that provides eligible students with part-time employment to help cover educational expenses while gaining valuable work experience.

At Mines, work-study may be funded through:

• Federal Work-Study (funded by the U.S. Department of Education)
• Colorado State Work-Study (funded by the Colorado Department of Higher Education)
• Institutional Work-Study

Q: What makes work-study different from regular student employment?
A: Work-study positions differ from standard (non-work-study) student employment in several key ways:

• Eligibility is determined through the FAFSA (Free Application for Federal Student Aid)
• Funding is limited and must be managed carefully
• Once a student reaches their award limit, they must stop working immediately unless transitioned to another funding source

Q: How do students qualify for work-study?
A: To be considered for work-study funding, students must:

• Complete the FAFSA
• Meet financial and academic eligibility requirements
• Be awarded funds by the Financial Aid Office, based on eligibility and available resources

Students are notified of their work-study award amount for the academic year through their financial aid package.

Q: How can I confirm if a student has work-study funding?
A: There are multiple ways to verify a student’s work-study status:

• Tableau Reporting:
  Navigate to: Tableau → Explore → Financial Aid → Financial Aid Production
  This report provides details on work-study type, awarded amount, amount paid, and department.
• Trailhead (Student View):
  Students can view their work-study award information directly in Trailhead.

• Make a Verbal Offer: Begin by extending a verbal offer to the selected candidate.
• Avoid a Weekend Start Date: Student workers should start on a business day, so MAPS is available to help with outstanding onboarding tasks.
• Review Key Details: Clearly discuss the position expectations, rate of pay, and work schedule to ensure alignment.  If a Background Check is required for the position, this is a good time to let your student know.  Refer to the section on “Background Checks” for more information on this process.
• Outline Next Steps: Explain the hiring process, including the requirement to accept the formal offer or employment agreement in the system.
• Clarify Start Requirements: Emphasize that students may not begin working until all hiring processes and approvals are fully completed.
• Offer Timeline: The offer date in Workday must be at least 7 days before the start date.  If your candidate has not accepted the offer at least 5 days prior to their start date, you will need to restart the offer approval process, change the date, and send a new offer.
• Job Aid: How to View and Hire Undergraduate Student Job Candidates

Verify Work-Study Funds:

On the job application, students will be asked to indicate whether they have been awarded work-study funding.  They will also need to upload a screenshot of their current status in Workday.  Their screenshot should match the example shown below.

Supervisors should:

• View and confirm the student’s aid status when starting an offer.
• Verify the Job Profile on the offer matches the Financial Aid award status of the student.

• Process Initiation: Human Resources will manually initiate the background check process.  This is not the supervisor’s responsibility.
• Timelines: Students should begin completing all required steps as soon as possible, as the process may take up to 10 days to complete.
• Background Check Communication: Students will receive an email from our third-party screening provider, Phoenix Global Employment Screening, containing a link to complete the required questionnaire.
  • Email sent by:  Colorado School of Mines <automation@instascreen.net>
  • Advise students that the email is NOT SPAM and that prompt action is required.
  • Phoenix GES will send daily reminders to the student if they have not initiated the process.
• Required Information: Students will be asked to provide:
  • Five years of address history
  • Social Security Number (SSN)- If the student does not have an SSN, they should enter: 000-00-0000

Background Check Requirements

Background check requirements are determined by the position, not the student.  Refer to the Background Check Policy for additional information.

Background checks are required only for students working in designated areas, including:

• Bursar/Cashier
• Public Safety
• Registrar
• Payroll
• Residence Life
• Human Resources
• Legal
• Positions that require operating a motor vehicle
• Athletics camps
• Roles involving minors, as defined in the Policy for the Protection of Minors
• Other departments, at the discretion of the department head

Employees should refer to the following policies for additional guidance:

• Background Check Policy
• Policy for Protection of Minors

A student worker is designated Ready for Hire when:

1. The employment offer has been accepted, and
2. Any required background check has been completed and cleared.

After the student worker is marked Ready for Hire, MAPS initiates the onboarding process in Workday.  The student worker will receive an email from MAPS with instructions and required onboarding tasks that must be completed before they are eligible to start work.

 Prior to their start date, your student worker will receive a welcome email from MAPS, if they are a new hire or a rehire who needs an I-9, outlining their onboarding tasks and important deadlines.  They should carefully review and follow the instructions, as the information is tailored to their individual employment situation.

Onboarding tasks and Form I-9 will be available in your student’s Workday inbox up to 5 days prior to their start date (depending on when the hire is processed in the system).  Please have them review and complete these tasks promptly.  They can refer to the Onboarding Job Aid for assistance.

All newly hired student workers, who have not yet completed the onboarding process, should use their regular student accounts (firstname_lastname@mines.edu) to complete all Onboarding tasks, including Form I-9.

All active student workers must sign into Workday using _sw@mines.edu to complete Onboarding tasks, including Form I-9.

Refer to the section on Student Worker Accounts for additional information.

Important Notes:

Completion Timeline

• Availability: Form I-9 is available in Workday up to 5 days prior to the employment start date.
• Section 1 (Employee): Must be completed by the employee no later than their first day of work.
• Section 2 (Employer): Must be completed and signed by the employer within three business days of the employee’s start date.
• Completing Section 2: Can be done one of the following ways
  • In person: Visit the MAPS Office, Room 224, Guggenheim Hall
  • Virtual I-9 Verification: Requesting & Preparing for your Virtual I-9 Verification

Document Verification Requirements

• No Guidance on Document Selection: Employers must not suggest, request, or direct employees on which documents to provide.
• Original Documents Only: Employees must present original, unexpired documents for verification. Photocopies are not acceptable.
• A list of acceptable documents can be found here.

Timeliness and Start Dates

• If Form I-9 requirements are not completed within the required timeframe, the employee’s start date must be adjusted.
• Supervisors and admins will receive an email once section 2 of the I-9 has been completed.

Create a Welcoming Experience
Kick off orientation by making it personal and engaging. Provide opportunities for students to get to know you and their coworkers, helping to build a sense of community, connection, and approachability from day one.

Set Expectations Early
Clearly outline job responsibilities, workplace expectations, scheduling practices, and communication standards. Establishing clarity upfront helps students feel confident and prepared in their roles.

Reinforce Key Information
Highlight essential policies and procedures, and offer refresher training for returning students to ensure consistency and alignment across the team.

Support First-Time Employees
For many students, this may be their first job. A thoughtful onboarding experience and structured introduction to the workplace will set the tone for their success, confidence, and long-term engagement.

Training

Use a Consistent Training Approach
Implement a structured and standardized training program so all students receive the same level of preparation and can perform their duties effectively.

Invest in Training
Training is an investment. The more time and effort dedicated to developing student workers, the greater the return in performance, reliability, and overall team success.

Document Training Activities
Maintain records of all training activities to ensure accountability, consistency, and an accessible reference for future needs.

Complete Hiring First
Training must not begin until all hiring processes in Workday have been fully completed!

Building Career Readiness

As a supervisor, you play an important role in your student workers’ professional growth.  Through on-campus employment, students build valuable career readiness skills such as professional communication, workplace etiquette, and time management.

In addition to setting expectations, consider meeting with your student workers within their first 30 days to discuss their professional goals and create clear goals that support their development, connecting their on-campus role to future career aspirations.

Interested in learning more about infusing the competencies into your student supervision?  Reach out to the Career Center and Vallejo Irvine Program (VIP) for Professional Development, vip@mines.edu.

Resources

• Utilize Canva or OreConnect as centralized information hubs for manuals, training checklists, FAQs, and other resources
• Use Workday to assign training modules
• Utilize student supervisors or leaders if possible

Student worker (_sw) accounts are automatically created based on the contract start date recorded in Workday.  Okata sends activation emails 5 days prior to the contract start date.

To activate the account,  your student should  log in to my.mines.edu using their _sw credentials.

Onboarding Checklist Items:

• Secondary Email Check: Ensure students have a valid, updated secondary (personal) email on file in system records to receive activation links.
• Spam Filter: If activation links are missing on their start date, advise students to check their spam/junk folders before contacting IT.
• Recommendation: Add “Log into _sw account” as the first step on your department’s onboarding checklist to ensure timely access.

Common Issue: Account Confusion

The _sw account should be used for all work-related activities:

• Work Communications
  Send and receive work emails, participate in Teams chats with coworkers, and store files in your department’s SharePoint.
• Teaching & TA Responsibilities
  TAs should provide students with their _sw email address. This keeps your personal inbox separate from course-related communication.
• Department Printing
  When printing flyers, lab manuals, or other work materials, log in to BlasterPrint using your _sw account. This ensures printing costs are charged to the department.
• Timesheets
  Always sign in to Workday using your _sw@mines.edu account when completing timesheets.

Student (firstname_lastname@mines.edu) Account

The primary student account should be used for personal and academic activities:

• Classes
  Homework, emails to professors, Canvas notifications, and other course-related tasks.
• Registrar & Financial Aid
  All official university communications related to enrollment, billing, and financial aid.
• Personal Printing
  Printing for classwork or personal use.

Student workers are responsible for transferring all critical files, work materials, emails, and project documentation to a shared SharePoint or Teams site before their contract ends.

Once a contract ends, _sw accounts are deactivated, and all associated data will eventually be permanently removed.

Returning Student Workers
Students who return to a student worker role will go through the standard account creation process again. This means:

• A new _sw account is issued
• Previous data is not retained
• Mailbox and OneDrive will be empty (fresh start)

Full-Time Enrollment:
Students enrolled full-time may work no more than 20 hours per week, combined across all positions (hourly and stipend).

Part-Time Enrollment:
Students enrolled part-time may work no more than 20 hours per week, combined across all positions (hourly and stipend).

International Students:
International student workers on a visa status have a strict 20 work hours per week limit.  Exceeding that limit may negatively impact visa status.  Students should contact International Students and Scholar Services (ISSS) for questions and support.

Summer On-Campus Employment

Enrolled Students (6+ Credit Hours):
Undergraduate student workers enrolled in at least 6 credit hours during the summer are limited to 20 hours per week.

Not Enrolled or Under 6 Credits:
Students who are not enrolled, or enrolled in fewer than 6 credit hours during the summer, may work full-time (up to 40 hours per week) as Mines employees.

Summer Work-Study Funding

Summer work-study funding is not automatic and requires a separate application process.

• The summer work-study waitlist opens April 1
• Supervisors must request placement for students on the waitlist
• Students must have a confirmed job offer before funding can be awarded
• Summer work-study earnings are available through June 30
• Funding is distributed on a first-come, first-served basis

Student Employee Summer Pay Deductions (TIAA & Medicare)

Student employees paid on an hourly basis are required to clock in and clock out and submit their timesheets in Workday to their supervisor by the 1st and 15th of each month.

• Student Responsibilities:
  • Ensure all hours worked are accurately recorded and submitted on time
  • Enter time daily; lump-sum entries are not permitted
  • Verify that submitted hours reflect actual time worked
• Supervisor Responsibilities:
  • Ensure their employees know how to enter time
  • Review and approve submitted timesheets promptly
  • Ensure timely approval so students are paid within the appropriate pay period
  • Pay close attention to work-study students, as approval timing impacts their award balances

Work-Study Reminders

To maintain compliance with work-study requirements, please note the following:

• No Overtime, Paid Leave or Late Timesheets: Work-study funds cannot be used to pay for overtime, sick leave, vacation, holiday pay, or hours submitted on a late timesheet.  Students must still be paid for all hours worked; however, any overtime, paid leave, or late-submitted time will be charged to the department’s funding source/worktag.  Departments are responsible for covering these costs and may not withhold payment from students for hours worked.
• 20-Hour Weekly Limit: Students may not work more than 20 hours per week while classes are in session.
• Award Limits: Students must stop working immediately once their work-study award is exhausted if departmental funding is not available.
• Eligibility Requirements: Students must remain enrolled and meet academic progress standards to continue participation.
• Departmental Responsibility: Departments are responsible for paying any student earnings that cannot be charged to work-study funds, including hours worked after a student’s work-study award has been exhausted.
• Funding Notifications: Supervisors will receive notification once a student’s work-study funding is depleted (note: notification occurs after funds are exhausted).
• Additional Funding Requests: Students and supervisors may request additional funding before funds are exhausted by contacting the Financial Aid Office.
• Scheduled Class Time: Students may not work during scheduled class time unless the class is canceled or an approved exception is documented.

Delegation

If you will be out of the office during a timesheet approval period, you are responsible for delegating the approval task in Workday to ensure continuity.

Resources

• Delegating Tasks in Workday
• How To Enter Time in Workday
• Semi-Monthly Payroll Schedule

• Onboarding Business Process Status Summary
  Provides an overview of onboarding progress, helping you track where employees are in the hiring and setup process.
• Student Employee Payroll (Aggregated)
  Displays total hours worked and total pay for each employee, summarized across the selected reporting periods.
• Student Employee Payroll – By Period
  Breaks down total hours and pay for each employee by individual pay periods for more detailed tracking.
• Student Employee Payroll Lines
  Offers detailed line-level information for each employee and position, including breakdowns such as hourly pay and sick pay.
• New– Fiscal YTD Student Employee Payroll
  Shows all payment and hours, across all payment worktags, for student workers for the fiscal year up to the current period.
• CSM – Fixed Term Employees / Contingent Workers with End Dates 
  Lists fixed-term and contingent workers along with their assignment end dates to support workforce planning and compliance.

Student workers accrue paid sick leave at a rate of one hour for every 30 hours worked. Employees may:

• Accrue and use up to 48 hours of paid sick leave per fiscal year
• Carry over up to 48 hours of unused sick leave into the next fiscal year

However, employees may not use more than 48 hours of paid sick leave in a single fiscal year.

FAMLI (Family and Medical Leave Insurance)
Student workers may be eligible for FAMLI when extended or continuous time off is needed. This program provides:

• Partial wage replacement
• Job protection during qualifying leave

Refer to benefits@mines.edu for FAMLI processing.

If a student worker is injured while performing work duties, the following steps must be followed:

• Report the Injury Immediately:
  Notify your manager or supervisor as soon as the injury occurs so that an incident report can be completed.
• Engage Human Resources:
  Human Resources must be alerted promptly and will assist with coordinating care and completing any required documentation.
• Medical Care:
  Seeking medical attention is not required; however, it is available if needed.
• Approved Care Providers:
  If treatment is sought, employees should reach out to EHS, their supervisor, or benefits@mines.edu for a list preferred providers.
• Emergency:
  In an emegency situation, please call 911 or go to the nearest emergency room.

Workplace expectations are shaped by a variety of sources that help ensure a safe, compliant, and productive environment:

• Laws and Regulations
  Federal, state, and local requirements that guide employment practices.
• Department and Program Policies & Procedures
  Internal guidelines specific to your unit or program.
• The Student Code of Conduct
  Standards for student behavior and accountability.
• Mines Policies
  Institutional policies that apply to all employees and student workers.
  • Personal Relationships
    Expectations to maintain an environment that is collegial, respectful, and free from relationships that cause a real or perceived conflict of interest.
  • Alcohol and Other Drugs Policy
    Requirements to maintain an alcohol and drug free workplace and campus.
  • Policies on Sexual Misconduct, Discrimination, and Retaliation
    Standards that promote a working environment that is safe, inclusive, and respectful.

Setting Expectations

Clear expectations start early and should be reinforced throughout employment.

• Hiring and Selection:Job postings, offer letters, and interviews can provide what initial insight into the responsibilities and expectations of the position.
• Onboarding: Supervisors should dedicate time onboarding their student worker to topics including but not limited to:
  • Responsibilites and duties within the job description
  • Work schedules and attendance requirements, including practices for calling out or taking sick leave
  • Communication and professionalism expectations, specifically in email and when interacting with the Mines community
  • Expectations, 1:1 meetings and norms within group setting

Departmental Performance & Conduct Agreements

Performance and conduct guidelines are tools supervisors can use to establish clear expectations and promote accountability among student workers.  The sample below may be customized to reflect the specific needs and responsibilities in your program or department.  Supervisors are encouraged to review and discuss any applicable guidelines or agreements with student employees during the onboarding process.

Department Performance & Conduct Agreement Sample

The Importance of Feedback

Ongoing feedback helps employees succeed and grow:

• Positive Feedback: Even small acknowledgments can have a lasting impact. Recognizing good work reinforces its value and encourages continued success.
• Constructive Feedback: Supports a growth mindset by providing opportunities to improve, adjust, and develop new skills.

When Expectations Are Not Met

Addressing concerns effectively helps maintain a healthy workplace:

• Approach the situation with curiosity, not assumptions
• Address issues promptly
• Ensure clarity and transparency around expectations
• Consider any extenuating circumstances
• Help the employee understand the impact of their actions or inactions
• DOCUMENT– For additional information refer to the section on “Elements of Documentation”.

Effective documentation ensures clarity, consistency, and accountability when addressing performance concerns. Each record should include the following four elements:

Required Elements

• Clearly Defined Expectations
  Outline the specific expectation or standard that was established.
• Description of the Concern and Student Response
  Explain how the expectation was not met, including relevant details, and document the student’s response or perspective.
• Path to Improvement
  Identify what actions the student can take to meet or exceed expectations moving forward.
• Statement on Future Consequences
  Include a clear note that additional consequences may occur if performance does not improve.

Methods for Documentation

Supervisors can use different approaches depending on the situation:

• Verbal Coaching with Follow-Up Email
  Discuss expectations in real time, then reinforce key points and next steps in writing.
• Coaching Document
  Provide a more formal, structured record of the discussion and agreed-upon actions.  Use the following  sample coaching document or a department specific equivalent.

End Job
Use End Job when a student holds multiple positions on campus and only one of those jobs is ending. This allows the student to remain active in their other role(s) without interruption.

How to Submit an End Job

Submit an End Job request in Workday when:

• A student is leaving one position but continuing in another campus job
• How to Submit an End Job

Termination
Use Termination when a student has only one job on campus. This action will fully separate the student from campus employment.

Note: A primary position supervisor for a student with multiple jobs may see both End Job and Termination options, but may not have visibility into details of the student’s other position(s).

Supervisors of a student’s additional (secondary) position will not see the Termination option.

How to Terminate an Ended Student Position

Submit a Termination in Workday when:

• A student has no remaining campus jobs
• All positions are ending simultaneously
• The student is fully separating from campus employment
• How to Terminate an Ended Student Position

To ensure a consistent and compliant separation process, supervisors should follow these guidelines:

• Maintain Documentation: Keep all relevant documentation related to performance, conduct, and communications in a supervisory file.
• Consult Human Resources: Prior to initiating any involuntary termination, discuss the situation with Human Resources to ensure proper procedures are followed.
• Communicate Concerns: Notify Human Resources immediately if any concerns arise during the separation process, including employee reactions or potential risks.

• Required Roles and Responsibilities: Student workers are considered Mandated Reporters, and some may also serve as Campus Security Authorities (CSAs) depending on their position.
• Training and Awareness: Supervisors must ensure student workers complete all required trainings and understand their reporting responsibilities. It is equally important for supervisors to be prepared to support students in fulfilling these roles.
• Training Support:For assistance with assigning required training, please contact Tammy Curry or Rakhi Ihiga
• Office for Institutional Equity

Record Checks for Student Employees

If your department requires a prior record check for violations of OIE policies, please submit a request using the form linked below.

• Requests will return a negative result only if a student has been found responsible in a prior case.
• Required Information for Requests:
  • Purpose of the request
  • A copy of the language used to inform students that their records will be reviewed
  • A file containing the requested CWIDs
• Submit a Request: http://oie.mines.edu/student_check/

Under the Clery Act, certain employees are designated as Campus Security Authorities (CSAs) and have specific reporting responsibilities.

• Reporting Requirement:
  If a student, faculty, or staff member discloses a Clery-reportable crime to a CSA, the CSA is required to report the incident.
• Who Is a CSA?
  Campus Security Authorities include individuals who:
  • Have significant contact with students
  • Are responsible for student or campus activities
  • Monitor building access or campus entrances and exits
  • Are in roles where a student is likely to report a concern or incident

  Some roles are automatically designated as CSAs (e.g., resident advisors, coaches, desk assistants, and campus police). Others may be considered CSAs based on context, such as faculty leading field trips or study abroad programs.

  • When to Report: CSAs must report Clery-reportable crimes occurring on campus or on campus-owned property.
  • How to Report: Reports should be submitted promptly to Campus Police, or the Clery reporting form available through the Office of Institutional Equity (OIE) website

Student Worker Safety Essentials

• Recognize risk factors: Student workers may have limited experience, lower risk awareness, and competing academic demands, which can increase the likelihood of workplace incidents.
• Be aware of higher-risk activities: Tasks such as operating equipment, working alone, driving, or performing unfamiliar duties require extra supervision and precaution.

Supervisor Responsibilities

• Set clear expectations: Define safe work practices, work boundaries, and when to ask for help.
• Provide thorough training: Use a structured approach (tell, show, do, review) to ensure students understand how to perform tasks safely.
• Model safe behavior: Consistently demonstrate proper use of personal protective equipment (PPE) and safe work habits.
• Ensure preparedness: Make sure students know where emergency equipment is located and how to respond in an emergency.

Creating a Safe Work Environment

• Conduct task-specific training for equipment, tools, and job duties.
• Encourage communication: Foster a culture where students feel comfortable asking questions and raising concerns.
• Stay accessible: Be available to support and supervise students, especially during new or complex tasks.
• Reinforce safety regularly: Incorporate safety topics into meetings and check for understanding.

Incident Response

• Act quickly: In an emergency, call 911 if there is any doubt.
• Report all incidents: Students must notify supervisors immediately so proper care, documentation, and follow-up can occur.
• Use incidents as learning opportunities to improve processes and prevent future issues.

For more information, visit the Environmental Health and Safety (EHS) website or report a safety concern to EHS here.