Student Employment Partner

Student Employment Partners perform HR functions for student employees (Graduate Assistants, Teaching Assistants, and Student Workers) for their assigned supervisory organization(s). Student Employment Partners are responsible for initiating position creation, job requisitions, job changes, hires, proposing compensation, background checks, organizational assignments, adding additional jobs, and termination for student employees.

Student Employment Partner 101

The following video covers the foundation of the role of Student Employment Partner including organizations, positions and hiring. It explains the importance of supervisory organizations, the security access request process, the difference between student workers and graduate assistants, what to know when creating a job requisition, how to hire a student, and a quick look at the student’s onboarding process in Workday.

Student Employment Partner (Video)

The following video covers the responsibilities the Student Employment Partner has in terms of compensation actions and changes to student workers and graduate assistants. You will learn about the different compensation plans available for student workers and graduate assistants, how to make changes to compensation and the position once your student is hired, change in source of funds, work study and president’s student aid positions, and when to terminate, continue or end an additional job for a student.

SEP Compensation (Video)

The Costing Allocation Online Training Course is designed primarily for HR Analysts, Student Employment Partners, and Cost Center Managers. It covers costing allocation levels, who performs costing allocations, costing allocation comments, assigning costing allocations for positions vs. workers, updating and reviewing costing allocations, work study and president student aid costing allocations, and maintaining costing allocations.

Costing Allocation Online Training Course (Video)

Creating Requisitions and Managing Positions

The following resources provide instructions for creating and editing job requisitions and managing your open positions for student employees.

Create GA Job Requisition Quick Guide (PDF)
Create Job Requisition (Students and GAs) (PDF)
Edit Job Requisition (PDF)
Close, Freeze, or Unfreeze Positions (PDF)

Change Job and Compensation Changes

The following resources provide instructions for continuing student employee jobs, moving student employees from one job to another, and modifying existing positions (editing job details, compensation, and costing allocation).

Change Job Quick Guide (PDF)
Change Job - Work Study and President's Student Aid (PDF)
Change Job - Student to GA Conversion (PDF)
Job Continuation (PDF)

Adding Additional Job and One Time Payment

The following resources provide instructions for managing additional jobs for student employees who work multiple jobs and how to process one time payments (lump sum).

Add Additional Job (PDF  | Video)
GA Additional Job PowerPoint (PDF)
End Additional Job (Students and GAs)(PDF)
Switch Primary Job (PDF | Video)
One Time Payment (PDF)

Hiring and Onboarding

The following resources provide instructions for hiring and onboarding new student employees. Hiring and onboarding involves hiring a new student employee who is not currently working another position. To avoid creating duplicate employee record and to avoid causing payroll errors, please ensure that you are hiring off the employee's existing prehire profile, if one exists, instead of creating a new pre-hire profile.

Edit Pre-Hire (PDF
Hire Quick Guide (PDF
Hire Student or GA (PDF)
QuickStart Students and GAs (PDF)
I-9 Job Aid (PDF
To Do: LSU ID Verification (Video)

Work Study and President's Student Aid

The following resources provide instructions for hiring or continuing students with Work Study, Community Service Work Study or President's Student Aid funding.

Change Job - Work Study and President's Student Aid (PDF)
Work Study and President's Student Aid Quick Guide (PDF)
Presidents Student Aid Costing Allocations (PDF)
Community Service Work Study Quick Guide (PDF)

Termination, Change in Source of Funds, Change in Organizations

The following resources provide instructions for terminating a student employee, changing the source of funds or account numbers used to fund a position (Costing Allocation), and updating the organizational assignments (Cost Center and Campus). Terminating student employees should only be performed when student will no longer be working at the university (i.e. graduation).

Maintain Costing Allocation (PDF)
Change Organization Assignment (PDF)
Terminate Student or GA (PDF)