FAQs & Quick Links

A Supervisory Organization is the umbrella above the requisition level. All student Supervisory Organizations will start with "STU" for student hiring restrictions. Within a Supervisory Organization, you can have multiple requisitions and endless student hires, but please note - they will all have the same manager and timekeeper (aka who approves their timesheet).

That means that if you hire 5 students as "Research Assistants" within the same requisition, or you create 5 different requisitions all under the same Supervisory Organization - in both cases, all 5 students will always have the same people as their managers in Workday and the same people as their timekeepers.

If you want students to have different timekeepers, they need to be hired not only under different requisitions, but most importantly, they need to be hired under different Supervisory Organizations. If you only have one and need additional Supervisory Organizations, you can contact studentemployment@wellesley.edu for assistance.

All student employment positions must be posted on Workday. To post a position, you will need to be a Hiring Manager or Student Hiring Manager for a “[STU]” organization on Workday.

All requisitions need to have a job profile of "Workstudy Student Preferred" in order to route to the Student Employment Specialist in Workday. The job profile family is not the same as where the job is posted, it simply determines who the job routes to in Workday. So, if you request the job to be visible to all students (not just work-study students) after 2 weeks, the posting will be visible to all, while the job profile will still read "Workstudy Student Preferred."

• Posting Student Employment Positions in Workday 
• Position Requisition Guidelines

Once your position has been submitted, you can expect it to be posted within 1 - 2 business days.

Please note that when creating the requisition, you will simply be asked for a cost center. If there is a specific activity/endowment/agency/grant/gift code you need to input, that step will be done in the final step of the hire process for each student.

Yes, unless you have an internal candidate identified and have stated that in the Workday comments and job description, your requisition will be posted as visible to only work-study students. After 2 or more weeks, you may send an email to studentemployment@wellesley.edu if you would like to make the posting visible to all students at that time.

All student employment positions will pay a wage within the range of $15 - $17.25. Most positions will start at $15 per hour, with a $0.25 each year the student returns to the position. Over the summer, students are usually paid between $16.50 - $17.25 as a $1.50 increase to their base pay. This is recommended due to an increase in taxes that students incur over the summer (when they are not enrolled full-time).

If the position requires a specialized skill set or prerequisites, you are welcome to start above the $15 per hour rate. But remember, the maximum you can pay per hour for on-campus positions is $17.25. Please keep that in mind if you expect the student to work in the position for multiple years and would like to give rate increases in the future. 

Hiring Managers can begin to review candidate materials as soon as students apply. To review candidates, Hiring Managers will need to navigate to the position and click on “Candidates.” Students with work-study should be prioritized as candidates for positions.

• Reviewing Student Job Candidates in Workday

You can conduct interviews however you see fit, with the process taking place outside of Workday.

• Sample Interview Questions

Once you know who you'd like to send an offer to, you can use this job aid to complete the hire process.

Yes, as they have additional steps to complete. You can find out more about the process they must do here, and expect them to reach out about the On-Campus Employment Form. They cannot be hired until they have a U.S. SSN and have completed onboarding.

When the amount of positions in the job requisition equals the amount of students hired for the position, the requisition does not allow further candidates to be moved forward. However, this is an easy fix! You will need to email studentemployment@wellesley.edu with the number of positions you would like added to the requisition. We can then update the requisition allowing you to move forward with offering or hiring your selected candidates.

Once the job has been posted, you must contact studentemployment@wellesley.edu to change the number of openings. 

This happens when 2 jobs are trying to hire the student into a primary job at the same time. Workday only allows one primary job, and the rest of a student's jobs are added as "additional" jobs. It makes no difference if the job is a student's primary or additional job, but it does stop the hire process.

When this occurs, please email studentemployment@wellesley.edu so that we can end one of the hire processes, allow the other hire process to complete, and then the ended hire process can be restarted as an additional job process. 

Requisitions will only be closed automatically as "Filled" once the number of openings equals the number of hires, AND it's after the hire start date. 

If you're done hiring and have extra openings, you can simply close the requisition. 

Once the requisition is Filled or Closed, there is nothing we can do to re-open it. You will have to create a new requisition to hire more students.

Yes, the best practice is to close the requisitions from previous semesters, and open new ones for each new semester. For example, close your Fall requisition, and create a new requisition for Spring and another new requisition for Summer.

This is not only for data integrity purposes, but also so that students don't see old start dates when applying. If a student applying for a Spring semester job sees a requisition with a start date of September, they would likely not apply at all, assuming the requisition is old.

You can copy your old requisition to create new ones in order to keep the job description, but you must remember to update the start dates. 

Students must be officially hired into a position on Workay before they can begin working. You can see if a student is officially hired if they are a member of your supervisory organization [job aid coming soon]. You can also check the status of their hire using this job aid.

If they are new to on-campus employment, they will then need to complete onboarding before they can begin working. Workday as a system will not allow students to log any hours until their onboarding is complete. You can monitor a student's onboarding status using this job aid. Once a student can see their position in their timecard, that is a great check to know their onboarding is complete.

Students are paid weekly and receive payment on the Friday following the week worked. Supervisors are responsible for approving all hours before noon on Monday. To approve hours, a supervisor must be a Hiring Manager or Timekeeper in Workday. These roles can view all time worked by their student employees throughout the semester with the “Time Block by Status” report.

• Approving Student Employee Time Sheets and Time Block by Status 

This could be for a couple of reasons:

1. The student submitted their time incorrectly
2. It's after Monday at noon, when all submitted time is automatically approved from the previous week and that time approval task is removed from your Workday inbox
3. You are not assigned to be their timekeeper
4. There are multiple timekeepers for the student, and someone else already approved their time

If you cannot determine the reason, please reach out to studentemployment@wellesley.edu.

Performance evaluations are an essential part of the student employee experience. Providing students feedback creates open communication between students and employers, where employers feel comfortable providing feedback and students are available to receive said feedback. These conversations will also assist students in preparing for life beyond Wellesley. 

Performance evaluations for student employees at Wellesley College allow the student to:

• Experience scenarios of receiving feedback and making necessary adjustments.
• Reflect on strengths, areas of growth, and self-expectations.
• Articulate transferable skills from their current position.
• Become self-aware of their abilities. 
• Receive incentives based on merit.
• Understand the supervisor's commitment to student development. 

Use these tools to help navigate the evaluation process:

• Performance Management Tips

While there are many ways to recognize your students for work well done, we have gathered some suggestions listed in the document below. We also welcome supervisors to be creative in thinking about recognizing their students! 

• Recognizing Student Employees 

Yes. Hiring Managers will receive more information about the Compensation Review process, formally known as Merit, in the Spring semester. Hiring Managers will be expected to complete a form determining which students will be returning for the Fall semester, and at what compensation rate. 

The Compensation Review process, formally known as “Merit,” for student employees occurs in April of each year. The goal of the process is to confirm which students will be returning in the Fall semester and/or academic year while also allowing supervisors the opportunity to provide a small raise to returning employees. 

• Merit Compensation Review

Toward the middle of the Spring semester, all supervisors (labeled as Hiring Managers in Workday) will receive information regarding the Compensation Review Process. Hiring Managers will receive a task asking them to determine which students will be returning and if they would like to update the student’s compensation. The recommended merit increase is $0.25 per academic year. Students can be paid a maximum of $17.25 per hour. 

Any returning student review process not completed by commencement will be used as confirmation that the student is not returning, and thus signal that the role is able to be ended in the system. This process is important for all student workers in order to clean up their job records and have accurate start/end dates for future employers who may contact the College to confirm work history. 

Questions regarding incorrect timesheets should be directed to Payroll, while Student Employment can help with compensation and costing allocation changes. 

The Hiring Manager Manual and Student Employee Manual review policies that Hiring Managers and student employees must be aware of. Students and employers must follow all Wellesley College policies including those from Campus Life. Students and employers are also subject to state and federal policies including FERPA.