Refer to Workday Learning job aids for assistance:

• Create Student Job Requisition
• Managing Student Jobs in Workday Recruiting

To grant someone in your department access to view applicants for a student requisition in Workday, email student_employment@brown.edu with the requisition number and the name(s) of the individual(s) who need access. 

Student Employment will assign the Requisition Viewer role for that specific requisition.

Before closing:

• All candidates must be dispositioned (declined)

Then email student_employment@brown.edu with the requisition number(s).

Email student_employment@brown.edu with the requisition number(s) when the role should be removed from posting.

You will receive a notification in Workday once the student job has been approved. At that point, the student will also appear under the Members tab on your student worker organization page.

The student is required to:

• Complete onboarding in Workday
• Complete Form I-9 verification within three days of the start date

The Federal Form I-9 is used to verify identity and employment authorization and is required for all U.S. employees. Students must present original, unexpired acceptable documents to representatives of the HR Service Center.

Student Form I-9 and Onboarding Instructions

Required for all students receiving wages:

• Students without a Social Security Number must apply through the Social Security Administration
• Students have 90 days from their start date to provide their SSN to the HR Service Center
• An SSN is required to enroll in direct deposit

For international students:

• Must wait 10 days after arriving in the U.S. before applying for an SSN
• The Office of International Student and Scholar Services (OISSS) can assist with obtaining and completing the required documentation for the application

Use the Student I-9 Verification report in Workday to confirm that the form has been completed. You can find this report in the Student Recruitment app on your Workday home page.

To end a student job and remove the student from your student worker organization, submit End Additional Job. The job aid for this process is available in Workday Learning under Student Worker Management.

To extend a student’s employment end date, submit Edit Job. The job aid for the Edit Job process is also available in Workday Learning under Student Worker Management.

Student Worker Management

Students may be promoted without posting only if:

• The new role is higher-level
• The student previously held the lower-level role
• The prior role is a required prerequisite

Additional requirements:

• Must follow established grade levels and pay rates
• A job description is required

*Note: The exception does not apply to prerequisites based solely on having taken a specific class or on skills or prior experience outside the department; in these cases, the position must be posted. To qualify for the exception, a student must be currently or previously employed by the department, and the work they performed must serve as the prerequisite for the higher-level position.