Changes to hiring with student records now in Workday

There is currently a freeze on some student hiring transactions as student data is added to Workday in preparation for the transition to Workday Student.   

On Monday, January 29, student hiring transactions will reopen, and there will be changes to hiring in general as a result of student records being available in Workday. Going forward, when hiring for any position – student, faculty, and staff – hiring managers will need to check if their candidate has a student record in Workday to prevent creating duplicate records. This applies to hiring current students, as well as recent past students and alumni.  

The new student hiring process is designed to streamline hiring for current students. To start the hiring process, you will search for the candidate’s student record directly in Workday using their Student ID number, reducing the amount of data entry required during the hiring process and bypassing the DeDupe step.  

Additional student records to be added to Workday in February: temporary impact to hiring 

While most student records were added to Workday in January, a small number (approx. 1,000) will be added in February. This will not require an additional freeze, but will require patience from the community. 

Until March 1, if you are hiring someone you believe should have a student record in Workday but cannot find it, we strongly recommend delaying the hire, if possible, to prevent potential duplicates being created. Visit the IRP Cutover page to see what records will be added in February.  

If you need to hire someone urgently, you can proceed and hire them using the direct hire process provided they meet the following criteria: Start date is before March 1 and they need to be paid on February 15 or 29 for the corresponding pay periods in the payroll calendar. 

Please note that in these cases there is a chance that your transaction will not be successful in Workday. To prevent this, ensure hiring transactions are completed as quickly as possible, and prepare for delays. 

When hiring in this scenario, please also submit a Workday support request with this information (including their Student ID number) to help us catch potential duplicate records in advance. 

Resources

Check Workday This Week on Monday for resources on the new student hiring process and other updates to the Workday Knowledge Base. 

We will share links to these resources in our next issue of HR Network News.