CHM HR - Undergraduate Student Hourly Paid Appointment Requests

Instructions on how to request a new paid student hourly appointment or make a change to a current paid student hourly employee at the Center for Healthy Minds

Student Help/Hourly Appointments

L&S Student Help/Hourly Hire (SH Process)

Workday Request Forms Process

When a student help employee hire or change is needed, the request is completed in Workday.

Overview

The following walks through the “Workday Request” process step-by-step in Workday to request the hire or change to a paid student hourly employee.

Lisa Wesley, HR Generalist will help facilitate the paid new hires in Workday and process job change requests as needed.
Jane Lambert will continue to oversee the for credit student help appointments.

The request options you will use are:

Request Direct Hire or Add Job
Request Change Job (ie: increase in hourly rate, change supervisor)
Request Termination or End Job

For questions for paid hourly student help employees, contact the department’s HR Generalist - Lisa Wesley

Requests submitted by CHM staff will automatically route to the CHM HR Generalist.

Faculty -- Please note if your home department is not with the Center for Healthy Minds the Workday process will route your request to your home department.

You may use one of the following options to complete your request:
- Ask a CHM employee to submit the request on your behalf — this could be a Research Program Manager/Coordinator, Research Specialist or another staff member within your work unit
- Send an email with the required information directly to Lisa Wesley for entry and processing
- Work with Administrative Staff to submit the request on your behalf

Workday Request Forms Process

1. From the Workday home page

Select Menu > under Organization select ‘Requests’

Workday Menu

This will open the Requests page

2. From the Requests page

Under Actions select 'Create Request'

Requests Page in Workday

This will open the Create Requests window

3. From the Create Request Window

Select the 'Request Type' from the drop-down > then click 'Ok'

Request Change Job
Request Direct Hire or Add Job
Request Termination or End Job

Create Request Image

This will open the selected requests type window

Create Requests Window in Workday

4. Fill out the request form with information

Direct Hire or Add Job (Please complete the following fields as indicated)

Use this form to request a direct hire for a new employee or an add job for an existing employee. Please complete the fields relevant to the action you are requesting.

Please fill out this information to the best of your knowledge.

What is the effective date of this hire or additional job (Required)?

MM/DD/YY

Please allow a minimum of 7 business days to allow for processing and new hire orientation scheduling

If the hire requires expedited processing please reach out to the CHM HR Generalist to discuss options

What is the student's name (Required)?

First Name Middle Initial (or name) Last Name

Important - please note your student's name currently used in the UW SIS (Student Information System). Not identifying the corrent student can lead to hiring the wrong student or duplicate entry errors

Is this person an existing employee (Required)? If YES this is an existing employee, please enter the employee ID

######## (8 digit number)

Ask if the student is currently working elsewhere on campus or has worked in an employment capacity for UW in the past, if so please select "YES"
If this is the student's first employment position with UW, please select "NO"

You can do a quick search in Workday to see if the student is currently employed and view their employee ID

employee search

Please provide this person's email address (Required)

................@wisc.edu

Please provide this person's phone number

###-###-####

Who will this person report to (Required)?

First Name Last Name

This should be a current CHM Supervisor.
The individual noted will be responsible for approving the student's hours each pay period

What is the employee type for this position?

Temporary (Fixed Term)

Employee's new end date (Required)

MM/DD/YY

Please enter the end date intended
If you are unsure how long your student may continue working, use the month/day they plan to graduate - Fall - Dec xx, xxxx or Spring - May xx, xxxx (feel free to use the last day of the month if it is a few years out)
The official last day a student help employee may work is the last day of the bi-weekly period in which the degree-conferral date falls in their final semester

What building is this position based in (Required)?

Center for Healthy Minds - 625 West Washington Ave

What is the job profile (official UW title) for this position (Required)?

Student Help

What is the business title for this position?

Please clearly designate in the title Undergraduate if you need to use a title similar to one that already exists
Please DO NOT use Research Assistant or Project Assistant alone (these titles are reserved for Graduate Students ONLY)
Please DO NOT use Administrative Assistant alone (this title is reserved for University Staff Employees)

EX: Title of Study - Student Help
EX: Title of Study - Undergraduate Research Assistant
EX: Title of Work Unit - Student Help
EX: Title of Work Unit - Undergraduate Administrative Assistant
EX: Undergraduate Assistant Researcher
EX: Undergraduate ......

This is the official job title Student Help - UW Business Title Guidelines

A business title should not:

- - Duplicate a title of record
  - Misrepresent the university or the authority of a position
  - Include “Distinguished,” unless used in accordance with UW-726: Distinguished Status Guideline

What is the pay rate type for this position (Required)?

Hourly

Please enter the pay rate for the position (Required)

$ ##.##

$15.00 is the typical starting rate for CHM undergraduates
Maximum pay rate: $25.00/hour.
- Pay over $20.00/ hour requires justification for advanced-level work requiring specialized knowledge, skills, or abilities.
- L&S Student Help/Hourly Hire (SH Process) - see page 3-4
Graduate students may start at a higher rate due to the advanced level of the work

What are the scheduled weekly hours for the position (Required)?

0 - ##

How will this position be funded (Required)?

GF0000#####
GR0000#####
PG0000#####

Please designate the funding percent split if needed

What is the compensation basis for this position?

12 month

Is this a position of trust?

No, CBC not required (most SH appointments)

If the student's research or work falls under a Position of Trust designation, please consult with HR on the appropriate CBC (Criminal Background Check).

Position of Trust is defined in the campus policy as-

Position with one or more of the following characteristics or responsibilities:

- access to vulnerable populations
- responsible for property access
- executive positions
- financial/fiduciary duty
- legally mandated.

Please provide any additional comments for information for this request:

This is an open text field, please add any additional information that should be noted

Job Change

Use this form to request a change to a student employee's current job. Please complete the fields relevant to the action you are requesting.

Please fill out this information to the best of your knowledge.

What action are you requesting? (Required)

Common Response options for student help:

Compensation Change
Expected Job End Date Change
Supervisory Org Change

What is the student employee’s name? (Required)

First Name Last Name

Use the name as it appears in the Workday system

Who does this person currently report to? (Required)

First Name Last Name

This should be a current CHM Supervisor.
The individual noted will be responsible for approving the student's hours each pay period