L&S STS and Student Assistant Hiring Tools and Process
Processes are outlined for the following employment categories:
- Short-term Instructional Staff (STS)
- Student Assistant (SA)
- Employees-in-Training (ET)
Employee categories not included in the process:
- Faculty
- Renewable Staff
- Student Hourlies (SH)
Student hourly appointments will be entered directly in Workday and will not be processed through the STS/Student Assistant Hire Request form. L&S Student Help/Hourly Appointments KB
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 and Student Assistant 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 and Student Assistant Hiring Application
The L&S STS and Student Assistant Hiring 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) - Link to recording | 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) - Link to recording | 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 |
All steps of hire complete in Workday - Appointment Active |
Anyone involved in process steps in Workday |
| 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 and Student Assistant 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 and Student Assistant Hiring App dashboard. Follow up with staff in areas where there appear to be hang ups in the process. Set up and remove temporary reassignments for approvals in the app when staff are out of the office. |
| 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 and Student Assistant Hiring App dashboard. Follow up with staff in areas where there appear to be hang ups in the process. Set up and remove temporary reassignments for approvals in the app when staff are out of the office. |
| 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 and Student Assistant 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. |
| ART HR Manager | Set up and remove temporary reassignments for approvals in the app when staff are out of the office. |
Process Overview
Process Maps
Functional Areas Instructions
This is a placeholder section for links to procedures by functional area. Relevant information to be added by functional team leaders.
Finance
Financial Review – Reports for Reviewers
- If 101 funding is to be used, the L&S STS and Student Assistant Hiring 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.
Research Administration
- ART RA Support
- ART RA Manager
Human Resources
- ART HR Support
- HR Subject Matter Expert (SME) Team
Resources for the L&S STS and Student Assistant Hiring App
L&S STS and Student Assistant Hiring App Links
Submit a STS/Student Assistant Hire Request
L&S STS and Student Assistant Hiring App KB
L&S STS and Student Assistant Hiring App KB
An instruction manual with the following information:
- App background and features
- App use - for reviewers
- App use - for all users
- Frequently asked questions
Helpful Information
Zero-Dollar Appointments
Zero-dollar appointments do not need to be entered into the app because they do not have any financial implications.
Tuition Remission
Tuition remission is factored into the application, though it is not visible on the initial entry screen.
- It is viewable in finance-related fields when the appropriate selections trigger it
- After submission, tuition remission is only editable in the Finance Approval step
Email notifications from Kuali Build
The system is designed to send automatic email notifications and reminders to keep users on task and keep documents moving through the workflow. You cannot turn off notifications for a task once you have been assigned to it.
Submission Naming Convention
Department name - Hire type - FTE - Term - Year - Name of person if known
If FTE Needs to Change
FTE can be changed if the document hasn’t yet gone through the funding approval stage. After a document has had the funding approved, FTE can be changed by having the document sent back to the Finance team to make the change.
Can I send back at the ‘Submitter Enter Name’ step if a change is needed?
No. Withdraw the form and resubmit.
Enter Multiple Submissions at Once
This option is only available to Teaching Assistant positions and if you have multiple hires that are the exact same (job category, FTE, compensation basis, funding type, etc.).
- If there are ANY differences, this method should NOT be used, and submissions should be entered individually.
- Find steps for how to enter multiple submissions at once in the L&S STS and Student Assistant Hiring App KB.
Backup Approvers During an Out of Office
If an approver in the workflow is out of the office, their approval step can be temporarily reassigned to another person. Only certain roles (HR Managers, Finance Managers, RA Managers) will have the permissions and training to temporarily reassign a workflow approval step.
Recording for managers - Training: How to Set Up Approver Backups for L&S and Student Assistant Hiring App
Instructions for managers - How to Add Vacation Approvers
How to get a backup approver:
- Contact your manager to let them know that temporary reassignment will be necessary.
- Your manager will temporarily reassign the approval step to a backup.
Important caveats:
- The temporary approver will NOT receive email notifications for existing assigned approvals
- Existing approvals DO show up in the temporary approver’s Actions List
- Any incoming approvals will trigger an email notification to the temporary approver until they are removed from the group
- If a document gets sent back in real time while it is with a temporary approver, it will go back to the temporary approver
Tip: Use the Action List as a check for to-do items no matter the circumstances.
When and How to Add Names to Hire Requests
1. Include the name(s) when the form is submitted.
- Add the names in single entry or the Multi-hire Details section (as a table or by uploading a document).
2. If you do not know the name of the hire at the time of submission, you will have the opportunity to add the name(s) later.
- After the Finance team has approved the submission, the L&S STS and Student Assistant Hiring App will send the submitter an email notification to add names for the hires.
- Click on the link in the email or find the task in your Action List in the L&S STS and Student Assistant Hiring App.
- You will need to change your selection within the form here, then enter the name(s).
Single hire:
Frequently Asked Questions
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 and Student Assistant 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)
- 6/11/26: Training session for hire requestors
- 6/11/26: Training session for hire reviewers/approvers
- 6/15/26: L&S STS and Student Assistant Hiring App and KB live
- 6/17/26: L&S STS and Student Assistant Hiring App - Go-Live (sent by Kari Stratman)
- 6/22/26: How to Add Vacation Approvers documentation added