Student Manager Job Aids

Workday is live! As a student employee manager, you will be using Workday to:

  • Recruit student employees and/or graduate assistants
  • Hire student employees and/or graduate assistants
  • Approve hourly student employee time
  • Request student hire changes


Read the details below and click on the individual jobs aids to learn how to complete these tasks in the Workday system.

Recruiting Students

Handshake is no longer being used to recruit students for on-campus employment. While it can still be used to post internships and off-campus opportunities, Workday is the primary way to search for student candidates for your on-campus department. If you don't already have a candidate in mind to hire, you can post a job requisition (job req) in Workday. If you have already selected the student(s) you wish to employ, you can use the "Direct Hire" process and follow the instructions in the next section.

Hiring Students

Before students can complete their onboarding tasks and employment paperwork, they must be hired in the Workday system. Please follow the steps listed in the job aids below to hire your students. 

  • "Complete Hire" job aids are used for students who went through the recruiting process and applied to your job requisition
  • "Direct Hire" job aids are used for students who did not apply to a position in Workday
    • External Student: A student who has not worked at GVSU
    • Existing Student: A student who is already employed at GVSU in Workday

Time Tracking

Only students in hourly positions need to enter their time for approval. Students hired on one-time payments and period activity pays (formerly known as stipends) do not need to enter their hours. Keep in mind that there are hour regulations that need to be followed when creating schedules and approving hours for your student employees. Please look through the job aids below to learn more.

Student Hire Changes

Throughout their employment, there may be times when changes need to be made to your student hires. We've included the most common instances below to help walk you through that process step by step.

Page last modified June 25, 2024