Managing Student Workers - "Cleaning up your Roster"

1. Create a list of all student workers you manage

Create your list via the "MHC - My Student Workers" report

  1. In the search bar at the top of the Workday home screen, enter "MHC - My Student Workers"
  2. Select the report with that name
  3. Enter an "effective as of" date
    1. Note: You can back-date this report to see students workers you managed in the past.You can forward-date this report to see student workers who have been hired but who have not yet started working for you. 
  4. Use this report to verify which student workers you manage, their rates of pay, start and end employment dates, and the Cost Center or Program their wages are charged to.
    1. Note: To validate wages for student workers who are paid by a Gift, Grant, Designated Fund, or Costing Allocation, please contact the student employment team at student-employment@mtholyoke.edu 
      screenshot of the my student workers report
       

2. End a student job

The Workday task for ending a student's job is "End Job." Follow the steps below to end student jobs that you manage.
 
  • Search for the task "End Job" at the top of the Workday homepage, then select the task with that name
  • In the pop-up menu, select the Employee field. Open the folder for "My Team," then choose the employee whose job is ending.
    • If the student has only 1 job that you manage, the position will autocomplete
    • If the student has multiple jobs that you manage, choose the position that is ending. You can search by keyword or by opening the "Additional Jobs" folder and selecting from the options. 
  • Enter the End Date for the job
  • Enter the Reason for the job ending
  • Important: open the "Additional Information" menu by clicking on the words "Additional Information"
  • Enter the student's last day of work
  • Click Submit 

The student will be able to enter hours through the Last Day of Work entered. They will be removed from your Supervisory Organization after that date. 
 

3a. Update employment dates for student workers (from report)

If the student is returning to the same position next year, or will continue working over the summer:

  1. Hover your cursor over the student's job, which is to the right of their name in the "My Student Workers" report
  2. A rectangular icon with three dots will appear (⋯). This is the "Related Actions" menu. Click the icon to open the Related Actions menu

screenshot of the "my stduent workers report" and related actions menu

  1. In the window that appears, there is a gray menu on the left, with a list of actions. Hover over the word Job to open a sub-menu. Click Edit job in that sub menu

screenshot of related actions menu and job and edit job tasks

  1. On the "Edit Job" screen, complete form fields as follows: 
    1. At the top of the screen update Effective Date to today's date
    2. Scroll down and expand Additional Information

screenshot of the edit job form. there is an arrow indicating that you have to scroll down to the additional info section

  1. In the "Additional Information" section, change the "End Employment Date" selection as needed:
    1. If the student's job will end at the end of the current semester, change to the last day of the last pay period at the end of the applicable semester: 12/28/24
      If the student will be working over the summer but not into the 2024-25 academic year, then use: 5/13/2025
      If the student will be returning for the 2025-26 academic year, regardless of summer work status, use: 5/15/2026
  2. Enter a comment to describe your action
  3. Click Submit

screesnhot of the additonal information section of the edit job form

  1. Click Submit to save your changes for the chosen student worker
  2. You will be returned to the "My Student Workers" report
  3. Repeat these steps for every student worker

 

3b. Update employment dates for all student workers (from worker profile)

If the student is returning to the same position next year, or will continue working over the summer:

  • Locate a student worker's worker profile. You can navigate to this page by clicking on the student's name from your org chart, or by searching for their name from the search bar at the top of the Workday home screen.
  • To the right of the students name and profile picture is a section with employment details. In this area, hover your cursor over the student's job title
  • A rectangular icon with three dots will appear (⋯). This is the "Related Actions" menu. Click the icon to open the Related Actions menu

screenshot of a student's worker profile. The related actions menu is visible next to the student's job title

  • In the window that appears, there is a gray menu on the left, with a list of actions. Hover over the word Job to open a sub-menu. Click Edit job in that sub menu

screenshot of related actions menu and job and edit job tasks

  • Proceed following the steps described above, in section 3a.
     

4. Ending Jobs FAQ

Answers to common questions about how to terminate student jobs at the end of the semester.

What about students leaving for study abroad?

  • Supervisors should end the student's job following the process illustrated above, at the end of the semester before the student leaves. Supervisors would need to rehire these student workers when they return from study abroad. 

What about students who are being promoted to a higher position level?

  • Guidance for this process is forthcoming. 

I manage 50+ student workers and have to edit all of their jobs. Help!

  • Get in touch with Student Employment for guidance, at student-employment@mtholyoke.edu

What happens if I don't adjust students' job dates?

  • The Student Employment team conducts routine audits of student worker records. If a student worker's End Employment date has passed, the student's position may be ended by an administrator. Then, the student would no longer be able to log hours in that position, and the manager would no longer see the student in their Org Chart or My Student Workers report. 
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