January freeze on some student hiring transactions in Workday

If you are hiring – or planning to hire – a student this month (January 2024), please note the upcoming freeze dates on student hiring transactions in Workday. 

This student hiring freeze is in place to support the transition to Workday Student.  

From January 23 to January 28, there is a freeze on some student hiring transactions in Workday. During this time, please do not: 

1. Hire a new student (who is not a current student worker) into any position. This includes hiring a current UBC student into a staff position. 
2. Rehire a student (i.e. hire a previous student worker whose job has ended/was terminated). 
3. Terminate a current student worker. (This is currently done automatically as well as manually.) 

This freeze is important in order to prevent the creation of duplicate records in Workday as student records from our Student Information System are added to Workday in advance of Launch 2.  

Important dates

If you wish to hire, terminate or rehire a student in January, please note the following dates: 

• The deadline to initiate a hire, terminate or rehire a student is 4:00 pm on Friday, January 19. 
• The deadline for any in-progress transactions to be completed (i.e. all approvals done) is 4:00 pm on Monday, January 22.   
• Student hiring reopens 9:00 am on Monday, January 29. A new process for hiring students using their Workday student record will be available. More details on this process to come. 

The following processes in Workday are not impacted by the freeze and can continue as usual: Add Job; End Job; Change Job (including Transfer and Extension). 

If you have in-progress transactions (e.g. awaiting approvals), please monitor these processes and seek the appropriate approvals. See Check Business Process Transactions Awaiting Action in the Workday Knowledge Base for how to identify in-progress hires.  

Transactions that are not completed by January 22 will be cancelled, and will need to be restarted on January 29.  

We understand this is a busy period for student hiring and we appreciate your patience as we best support the transition to Workday Student.  

Questions?

If you have questions or concerns about this freeze or future student hiring, please submit a Workday support request. Your inquiry will then be directed to the appropriate person to respond.