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March 12, 2026 – Student Employment Timelines for Hiring as We Transition to Workday

by Jaelynn Blenkush

This communication shares important information regarding the student employment program as we begin planning for summer hiring and the 2026-2027 academic year. 

As you are aware, we are implementing Workday with a go-live day of June 1, 2026. This transition will change several student employment processes, including how positions are posted, how students are hired, how onboarding is managed and how students clock in for their shifts. As a result, our hiring timelines and procedures will look different this spring.

To ensure a smooth transition, it is important to follow the updated deadlines and process steps outlined below. Please read this message in its entirety, take note of the deadlines, and plan your hiring accordingly. 

Academic Year 2026-2027 Hiring

Returning Students

  • March 11: Hiring in JobX for 2026-2027 academic year begins.
  • May 18: All academic year job postings should be closed in JobX. Students must accept their job offer in JobX by May 18 in order for their position to be carried over into Workday. Any offer that is not accepted by this date will not transfer into the new system. If your position is not filled by May 18 and you would like to continue recruiting, you will need to repost and manage the hiring process in Workday beginning June 1. All students who have been successfully hired in JobX by May 18 will have their data migrated into Workday, and they can begin working this fall.
  • May 18 – May 31: Hiring Freeze. There will be a freeze on student hiring during this period. No new job postings, hires, or job changes can be processed. These two weeks are critical to our Workday implementation, as we will be finalizing data conversation and entering remaining student employment transactions from Banner into Workday to ensure accurate records at go-live.
  • June 1: Workday Go-Live – Hiring Resumes. Hiring activity will officially resume in Workday on June 1. Beginning on this date, supervisors may post student jobs, review applicants and complete hiring directly within Workday. All student employment actions moving forward- including job postings, offers, hires and job changes must be completed in Workday. 

First Year Students

  • June 1 – 14: Post Positions for First Year Students. In Workday, post all open jobs that will be available for first year students.
  • June 15: First Year Student Hiring Begins. Incoming first year students will be instructed to start applying for jobs in Workday. 

Academic Year Hiring Practices/ Reminders

  • JobX Job Descriptions: Job descriptions will not transfer into Workday as part of the implementation. Supervisors will be responsible for creating and submitting new job postings in Workday once hiring resumes. Please save copies of your job descriptions from JobX so you can recruit for them in Workday.
  • Award Release Forms: We will not be accepting award release forms for the 2026-2027 academic year. Supervisors will be able to hire students into multiple positions in Workday starting June 1. 
  • Work Study Focus: The Student Employment program is first and foremost a financial aid program for students who have received student employment work awards as part of their student financial aid package. Please review this document for our policy and practices for prioritizing students with awards and our timeline for hiring students without awards. 
  • Early Start Date: Academic year positions begin on 9/8/2026 but can start as early as 8/22/2026. If you plan to have your student employee start before 9/8, you must update the start date on the job offer.
  • Award Increases: We anticipate that we will only be able to approve award increases for a limited number of students who have the highest level of demonstrated need with the Financial Aid office. Departments should plan staffing and hiring within the constraints of your budget and not rely on award increases to be approved.
  • Title IX Checks: Title IX checks need to be completed for students who hold supervisory roles, positions that require authority or decision making over other students, or leadership positions. 

Summer 2026 Hiring

  • March 11: Hiring in JobX for summer jobs begins.
  • May 12: Summer jobs may begin.
  • May 25: Recruiting/ hiring for summer job positions will close in JobX. Students must accept their job offer in JobX by May 25 in order for their position to be carried over into Workday. Offers that are not accepted by this date will not transfer into Workday. Exceptions may be made for summer student employees who will not work past June 13. 
  • June 1: Workday Go-Live- Hiring Resumes. Hiring activity will officially resume in Workday on June 1. Beginning on this date, supervisors may post student jobs, review applicants and complete hiring directly within Workday. All student employment actions moving forward- including job postings, offers, hires and job changes must be completed in Workday. 
  • June 13: Last day to clock into TimeClock Plus for students in hourly summer jobs.
  • June 14: Students will begin clocking into Workday on June 14 and will receive their first biweekly paycheck on July 2.

Newly Graduated Students

Students who graduate in May will no longer be eligible for summer student employment jobs after May 11, 2026 as they will no longer be considered active students in Workday. If your department would like to hire a newly graduated student, this will be processed through the temporary employee hiring form through Human Resources. Please complete the Temporary Requisition Intake Google Form. Starting in fiscal year 2028, newly graduated students will need to be paid through the department’s operations budget versus the Student Employment budget. Reminder: newly graduated international students must have an OPT card in order to be eligible to work after graduation.

General Reminders for Summer Employment

  • Students are not able to work over 40 hours per week across all on-campus positions during the summer.
  • Summer employment begins on May 12. All academic-year jobs end on May 11. If your department requires students working between May 12 – May 31, your department must have a remaining budget from summer 2025.

I understand the Workday implementation brings a lot of change and can feel overwhelming as we adjust timelines and processes. This transition will ultimately create a more streamlined, transparent and efficient student employment experience for both supervisors and students. Support and training will be available throughout the transition. Student Employees will be receiving a similar email next week that will outline the updated timelines. Please let me know what questions you have and I will try my best to answer them.

Thank you.

Visit the Workday homepage for details and progress updates.