Student Assistant Hire Process

  • I. Confirm Funding Availability

  • I. Prepare Position Description

    Requirement: The department submits a position description request in UGAJobs.

    Minimal information is required for student position descriptions. The position request is submitted for review by OFHR Human Resources.

    III. Position Description Tips

    • Minimum qualifications are set by UGA Human Resources and cannot be edited.
    • Preferred qualifications can be used to provide additional clarity regarding expectations for candidates at the time of application.
    • Any experience listed as a qualification must be quantified (for example, two years of office experience preferred).

    IV. Department Initiates New or Evaluate Position Description in UGAJobs

    • The job cannot be posted until after the position description is approved.
    • An Evaluate Position Description is used to update the position description in UGAJobs when filling a current vacant position.
    • The University HR Document & Resource Library provides links to workflow diagrams and training guides.

    V. Department Initiates Posting in UGAJobs

    Requirement: Departments must wait a minimum of 24 hours after a new position description is approved before initiating the job posting. This timeframe allows the PeopleSoft position number to be generated and the information to transition from UGAJobs to OneUSG Connect.

    • Student job postings can be direct hired through a targeted posting.
    • There is no minimum posting time required for student job postings.
    • The University HR Document & Resource Library provides links to workflow diagrams and training guides.

    VI. Interview Applicants

    The supervisor develops interview questions to be asked of all candidates and conducts interviews for all finalists.

    VII. Check References

    The supervisor conducts reference checks with individuals provided by the candidate as references. Other individuals may be contacted only if the candidate approves contacting individuals beyond the listed references.

    VIII. Offer Position

    • The supervisor offers the position to the best qualified candidate.
    • The hourly pay should align with the Student Assistant Pay Rate Structure.
    • The supervisor extends a student offer letter that includes the start date and hourly pay (recommended).
    • Please include any limitations regarding the length of employment in the offer letter.

  • I. In UGAJobs, the department enters the reasons for not hiring any unsuccessful applicants.

    II. The department moves the candidate to “Recommended for Hire” in UGAJobs.

    III. The department initiates the hiring proposal in UGAJobs and submits it to the designated approver.

    • The approver in UGAJobs is OFHR Human Resources.

    IV. The department checks with candidate to ensure they have completed the electronic Background Investigation Consent Form, as applicable.

    • After the hiring proposal is at the University Human Resources level in UGAJobs, the candidate will receive an email from the UGA background check vendor, Accurate, to complete the online Background Investigation Consent Form.

    V. A background investigation will be completed by University Human Resources as part of the hiring proposal approval process.

    • This review is conducted based on whether the position is considered a position of trust according to USG Policy.

  • I. Hiring Proposal Receives Approval

    1. The department receives an automatic notification from University Human Resources once the hire is fully approved.
    2. The employee cannot begin work until the hiring proposal has received “All Approvals Obtained.”

    II. I-9 Completion

    1. All newly hired students must complete required paperwork in the UGA Onboarding System.
    2. The I-9 form must be completed at the University Human Resources’ Office located at 215 S. Jackson St, Athens, GA 30602 within three (3) business days of the employee’s start date.
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