L&S STS and Student Hiring Tools and Process
Processes are outlined for the following employment categories:
- Short-term Instructional Staff (STS)
- Student Assistant (SA)
- Employees-in-Training (ET)
- Student Hourlies (SH)
Employee categories not included in the process:
- Faculty
- Renewable Staff
A full list of all the job profiles can be found here.
Tool and Process Change
Beginning with fall hiring, L&S will be moving away from Shared Google Drive and Sheets and will instead begin using a new tool called the L&S STS/Student Hiring application built in campus’ Kuali Build platform. This app will aid in the collection, processing, and approval of Fall semester short term instructional staff (STS) and student assistant (SA) hires. The adoption of this app was driven by the need to continue to standardize processes and procedures, bring more automation to the process, allow for change control, and factor in the new budget approach.
The L&S STS/Student Hires Application
The L&S STS/Student Hires application is our long-term technology solution for cyclical hires over the academic year. Some benefits of moving the hire requests pre-approval process into an application designed to facilitate the pre-approvals workflow are:
- Provides change control
- Establishes automated routing of reviews/approvals to individuals/teams
- Contains checkpoints for all L&S administrative teams (Finance, HR, Research Administration, Teaching, Learning and Academic Planning (TLA)) to finalize information before entry into Workday
- Maintains data integrity
- Provides a single location for all hire requests
TIP: To search entire page, click Expand All then Ctrl + F to search.
Timeline
| Date | Task | Responsible Party |
|---|---|---|
| 6/3 | Communication to units and ART Staff | L&S Leadership |
| 6/11 (3-4pm) | Demo/Training/Q&A for submitters (unit staff, HR support) | PSI team, SDI team |
| 6/11 (9-10am) | Demo / Training / Q&A for reviewers/approvers (ART Finance Managers, Cost Center Managers, RA Support, RA Managers, TLA, HR SME) | PSI team, SDI team |
| 6/15 | Fall hiring tools are live | PSI team, SDI team |
| 6/16 |
Phase 1 submissions begin in the application
|
Unit staff/ART HR Support |
| 6/30 | Phase 1 submissions due | Unit staff/ART HR Support |
| Ongoing | Initial review/adjustment of submitted plans |
ART HR Support |
| Ongoing | Approval of plans | ART Finance, HR SME team (if applicable), TLA (if applicable) |
| Ongoing | Entry into Workday | ART HR Support |
| 7/15 |
Phase 2 submissions begin
|
Unit staff/ART HR Support |
| 7/30 |
Phase 2 submissions due |
Unit staff/ART HR Support |
| Ongoing |
Initial review/adjustment of submitted plans |
ART HR Support |
| Ongoing |
Approval of plans |
ART Finance, HR SME team (if applicable), TLA (if applicable) |
| 8/14 |
Entry into Workday complete |
ART HR Support |
| 8/17 |
Faculty contract year begins |
|
| 9/2 |
Fall term begins |
Roles & Responsibilities Matrix (List of All Impacted Roles)
| Roles | Responsibilities |
|---|---|
|
Unit staff, which may include any of the following depending on your unit’s unique circumstances
The submitting person/people will be identified prior to the launch of the tool, and training provided |
|
| Teaching, Learning, & Academic Planning (TLA) | Review instructional qualifications, FTE and LSA Professional Development details as related to course details |
| Finance Initiator | Review STS and SA hires approved in the L&S STS/Student Hiring App to confirm approved funding for Workday tasks that come through to them |
| Cost Center Manager (CCM) | Review/approve the use of the funds that units request for their STS and SA Hires |
| ART Finance Manager | Monitor the status of the hire request transactions in the L&S STS/Student Hiring App dashboard. Follow up with staff in areas where there appear to be hang ups in the process. |
| RA Support | Review/approve the use of the funds that units request for their STS and SA Hires |
| RA Manager | Monitor the status of the hire request transactions in the L&S STS/Student Hiring App dashboard. Follow up with staff in areas where there appear to be hang ups in the process. |
| ART HR Support | If unit staff are unable to submit STS and SA hire requests, HR Support staff will have access to submit request on behalf of the unit they support. |
| HR SME team | Receive an email notification that you have STS or SA hire requests to review in the L&S STS/Student Hiring App. Provide your review and approval, perform any needed follow up with ART HR support staff, and add notes in the document to explain any unique scenarios. |
Process Overview
Process Map
Detailed process map - Link will be added by Thursday, 6/11
Simplified process map = Link will be added by Thursday, 6/11
Process steps - High-level
- Unit / ART HR Support initiate request in the L&S STS/Student Hiring Application
- Finance review/approval
- HR SME review/approval
- TLA review (if needed)
- ART HR Support enter in Workday
Role-based Instructions
This is a placeholder section that includes links for procedures based on specific roles in L&S. Relevant information to be added by functional team leaders.
- Unit leaders & staff
- Teaching, Learning & Academic Planning (TLA)
- ART Finance Initiator
- ART Cost Center Manager
- ART Finance Manager
Financial Review – Reports for Reviewers
- If 101 funding is to be used, the L&S STS/Student Hires App accounts for it and no additional research should be needed.
- If funding other than 101 is used, use existing reporting in Workday to complete the review.
- ART RA Support
- ART RA Manager
- ART HR Support
- HR Subject Matter Expert (SME) Team
Resources for the L&S STS/Student Hires App
Submission Naming Convention
Department name - Hire type - FTE - Term - Year - Name of person if known
Links will be provided by Thurs, 6/11. Link to a separate L&S STS/Student Hires App KB
- How to access Kuali
- Documents in Kuali (contains information about statuses and views)
- How to duplicate an existing entry
- How to withdraw a submission
- How to enter multiple requests at once
- How to update an existing entry (in process vs. Completed)
- How and when to add names to hire requests
- How to a send a request back to previous approval step
- Guide on notes and comments field
- Guide on the functions that are not visible
- How to create your own view in the Documents list for specific excel export
Frequently Asked Questions (FAQ)
Q: What should Botany, iBio, and BioCore do given that the Biology department will launch 7/1?
A: Work through the process as if the departments were already a part of Biology
Q: What's the difference between the L&S STS/Student Hiring App and Workday?
A: The hiring application allows for review by teams such as Finance and TLA ahead of the hire officially being entered into Workday. Preapprovals need to be completed before the hire is made because if the funds are not available, or the qualifications of the instructor do not meet the necessary standards, the hire should not be made. Workday's workflow doesn't accommodate these reviews. Additionally, including the HR SME teams' reviews in this process streamlines their work and cuts down on emails.
Communications and Updates
- 6/3/26: Fall Hiring Pre-Approval Request Process (sent by Dani Delmore)