Student employment - required supervisor actions at end of semester

Steps

Create a list of all student workers you manage

• Create list via "My Student Workers" report (recommended)
  • In the search bar at the top of the Workday home screen, enter "My Student Workers"
    • Select the report with that name
    • Enter an "effective as of" date
    • You may begin updating employment dates once you are on the "My Student Workers" report screen
      • Optional: You can export the report data to an Excel or PDF file by clicking the relevant icons located in the upper right side of the screen, in the dark blue banner.
• Create list via exporting the organization chart
  • View and print your Org Chart to generate an Excel file with all your student workers

Update employment dates for all student workers (from report)

Note: These steps begin from the "My Student Workers" report. Refer to the next section of this guide to update employment dates from an exported Excel list of student workers.

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

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

• 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

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

• In the "Additional Information" section, change the "End Employment Date" selection as needed:
  • If the student's job will end at the end of the current semester, change to the last pay period at the end of the applicable semester
  • If the student will be working over the summer but not into the 2024-25 academic year, then use: 8/17/2024
  • If the student will be returning for the 2024-25 academic year, regardless of summer work status, use: 5/10/2025
• Enter a comment to describe your action
• Click Submit

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

Update employment dates for all student workers (from Excel file)

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

• 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

• Proceed following the steps described above