L&S STS and Student Assistant Hiring Tools and Process

The L&S STS and Student Assistant Hiring Tools and Processes KB is a resource for faculty, department administrators, staff, and L&S ART staff for processes related to the collection, review, and entry of hires for Short Term Instructional Staff, as well as many student assistant hires.

This KB has been created for Fall 2026. Additional information will continue to be added throughout fall. Please continue to reference this KB for information on future hiring processes. 

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 move 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. The app will be used going forward and it is our long-term technology solution. The L&S STS and Student Assistant Hiring app will aid in the collection, processing, and approval of short term instructional staff (STS), student assistant (SA), and employee-in-training (ET) hires. The adoption of the 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

Timeline of events for the Fall 2026 hiring for STS and Student Assistants
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

  • STS, LSA, Fellow, Post-docs
  • TA submissions can also be submitted at this time, with or without specific people identified to fill the position. Submissions can be updated with names at a later date.
 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

  • This may include RA, PA
  • This can also include follow ups/completions of TA requests
 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 and responsibilities for the hiring process
Roles Responsibilities

Unit staff, which may include any of the following depending on your unit’s unique circumstances

  • Department Administrator
  • Department Chair
  • Hiring Supervisors/Managers
  • Hiring PIs
  • Admin Assistants
  • Instructional Coordinator
  • Grad Program Coordinator
  • Undergrad Program Coordinator

The submitting person/people will be identified prior to the launch of the tool, and training provided 
  • Submit STS and SA hire requests via the L&S STS and Student Assistant Hiring App
  • Submit change requests on previously completed requests to get needed updates into Workday
  • If you are alerted to a warning that your unit's Temporary Instructional Staff (TIS) budget has hit the limit, please reach out to your Department Administrator and Finance Manager
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. Add and remove temporary approvers in Manifest 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. Add and remove temporary approvers in Manifest 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 Add and remove temporary approvers in Manifest when staff are out of the office.

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

Human Resources 

Resources for the L&S STS and Student Assistant Hiring App

Backup Approvers During an Out of Office 

If an approver in the workflow is out of the office and needs coverage, their approval step can be temporarily reassigned to another person. Only certain roles (HR Managers, Finance Managers, RA Managers) have the permissions and training to temporarily reassign a workflow approval step in Manifest.  

Recording for managers - Training: How to Set Up Approver Backups for L&S and Student Assistant Hiring App

Instructions for managers - How to Add and Remove Approvers in Manifest

 How to get a backup approver:  

  1. Contact your manager to let them know that temporary reassignment will be necessary. 
  2. 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.    

 

    Frequently Asked Questions 

    Q: Do zero-dollar appointments need to be entered into the L&S STS and Student Assistant Hiring app? 

    A: No, Zero-dollar appointments do not need to be entered into the app because they do not have any financial implications. 

    Q: Is tuition remission accounted for in the L&S STS and Student Assistant Hiring app? 

    A: 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

    Q: How does the app handle split funding?  

    A: The app is not meant to handle split funding in a single submission. However, split funding can be done by completing a submission for each appointment. (Two appointments = two separate submissions)  

    Q: Which fields in the document lock after submission in the L&S STS and Student Assistant Hiring app? 

    A: After the submission has gone through Finance and or Grant Funding approval, all fields that impact total cost are locked. Submission name and comments left in an approval step are locked as they move through the workflow. 

    Q: What should I do if FTE needs to change on a submission? 

    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. Reviewers can Send Back a document.  

    Q: Can I send back at the ‘Submitter Enter Name’ step if a change is needed?

    A: No, please withdraw the form and resubmit it.

    Q: How do I enter multiple submissions at once? 

    A: 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.).

    Q: When and how do I add hire names to a submission? 

    A: There are two options for when to add names to hiring 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.  

    Single hire:  

    Person details 

    Multi-hire: 

    Multi-hire details 

    For more details, see the Enter Multiple Submissions at once (multi-hire) step 6 in the L&S STS and Student Assistant Hiring App KB.  

    Q: How to update a document after it has been submitted? 

    The action you take to make an adjustment will depend on whether the submission is still in progress, or if it has already been completed. Note that edits to the document will restart the approval process. To determine the status of your submission: 

    1. Navigate to the Documents List.   

    My Docuuments

    2. Find your document and check its Workflow Status. 

    Workflow Status 

    The status will be In Progress or Completed. See below for next steps for each status.   

    In Progress

    A submission that is still in progress can be modified in one of two ways:  

    • Option 1: Reach out to the person currently working on your submission to request that they make the edit.  
    • Option 2: Withdraw the document, make the edit, and resubmit the document. 
    Option 1:

    1. In the Document List, for the document in question, see the step listed in the Current Workflow Step column.

    Current Workflow Step 

    2. Use the description to know who to reach out to. Provide that person with the document number. In this example, the document is in the Finance Approval step. The user would reach out to their Cost Center Manager (CCM) who would make the edit. The example's document number is 0440.

    Tip: The Simplified STS/SA Process Map document will help you see where in the overall workflow the document is and which role will assist. 

    3. The current approver will make the edit (and send back to the appropriate step based on the edit, if needed). 

    Option 2: 

    1. Follow the instructions for How to Withdraw a Submission and How to Resubmit Withdrawn Documents sections in the L&S STS and Student Assistant Hiring Application KB.  

    2. The document will go back through the approval workflow.  

    Completed - documentation coming soon 

    Q: What is the suggested naming convention for submissions in the L&S STS and Student Assistant Hiring app? 

    A: Department name - Hire type - FTE - Term - Year - Name of person if known 

    Q: What does ‘Completed’ mean in the Document List workflow status? 

    A: The hire has been entered into Workday and the L&S STS and Student Assistant Hiring App workflow is complete. 

    Q: Can I turn off email notifications from Kuali Build?

    A: The application 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.   

    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.  

    General Communications and Updates

    L&S STS and Student Assistant Hiring App Updates

    Changes will NOT apply to documents or workflows that have already been submitted through the app. They will only apply to new submissions. This functionality is native to the Kuali Build platform.  

    L&S STS and Student Assistant Hiring App Updates
    Updated On Description of the Update  Submission Numbers Impacted (submission numbers are in the Document List (first column))
    6/23/26 at 2:30 pm The Hire Scope field (which asked if the hire was for a single term or if it spanned the full academic year) has been removed from the form. Submissions numbered 0750 and higher will have the Hire Scope removed as options.
    6/25/26 at 5:06 pm EMPL ID and Position Number fields have now been added to the form. Submissions numbered 0815 and higher will have these fields as options.
    6/25/26 at 5:24 pm Kuali Build new feature - you can now resubmit withdrawn documents. This update applies to all existing and future forms that have been withdrawn in the app.
    6/26/26 at 4:40pm

    EMPL ID and Position ID showing when "Do you have someone in mind for this position? = No" is now fixed

    		 Submissions numbered 0878 and higher have this improvement.
    6/26/26 at 4:40pm

    Student Assistant - Fellows have a standard rate and an option to set their own rate.

    		 Submissions numbered 0878 and higher have this improvement.
    6/26/26 at 4:40pm 

    The standard rate for Student Assistant - Fellows was corrected.

    		 Submissions numbered 0878 and higher have this improvement.
    6/30/26 at 5:00pm

    Removed "Hourly" option from Comp Basis. Older Hourly submissions still work, but it is not an option moving forward.  FTE with the hourly conversion should be utilized with a 9-month or 12-month appointment

    		 Submissions numbered 0992 and higher
    6/30/26 at 5:00pm 

    Project Assistant NEs now have an extra checkbox that asks "Is this an hourly Project Assistant? (Rare)" If the box is checked, a total hours field is used instead of the entered FTE

    		 Submissions numbered 0992 and higher
    6/30/26 at 5:00pm

    Highlighted reminders were added when selecting a Job Profile that has a required document.

    		 Submissions numbered 0992 and higher
    6/30/26 at 5:00pm

    Corrected all Academic Staff roles to have updated required documents

    		 Submissions numbered 0992 and higher
    7/6/26 at 3:38pm

    Marching Band is now a selectable department with a budget cap and default budget approach fund worktag. The routing is the same as the Music department.

    		 Submissions numbered 1109 and higher
     


    Keywords:
    STS, Student Hourlies, SH, SA, Student Assistants, hire, hiring, fall, spring, academic year, Kuali, form, request, submit, planning, payroll, process, faculty, student, graduate, short term staff 
    Doc ID:
    161730
    Owned by:
    Dani D. in L&S KB
    Created:
    2026-06-03
    Updated:
    2026-07-10
    Sites:
    L&S KB