The Workday Resources tab below will link you to many resources to help you navigate the change to Workday for hiring student employees.
Below are additional tools for Managers to be aware of.
Criminal Background Check (CBC)
Completing a Criminal Background Check (CBC), Financial, or Misconduct Reference Check (MRC) for Your Student Employees will be part of the new hire request process in Workday.
For requests outside of this process, resources are below.
A student employee must pass a criminal background check (CBC), financial, and/or misconduct reference check (MRC) if the position they hold is a Position of Trust (POT-Y) or a Position of Trust with access to Vulnerable Populations (POT-VP) as defined under the 
UW System Administrative Policy 625: Youth Protection and Compliance.
Refer to below when hiring students and requesting criminal background checks and misconduct reference checks:
- POT-Y: CBC only
- POT-VP: CBC and MRC
- If the position is cash-handling: add the Financial Check
Complete a 
Background Check Request about 2-3 weeks prior to the student employee's start date.
Do not have the student employee start work if the checks are not fully completed and you haver been alerted by HR that the student has passed.
UWSP Staff email address for Students
Some student employees will need a student staff account. The requirements and guidelines for when a student employee needs a student staff account is located on the UWSP IT page Account Requests webpage.
Non-UWSP Students or Minors
If you are hiring a student employee who is not a UWSP student, use the 
Non-UWSP Student Form to start the process of hiring the student employee.
Considerations for Hiring Non-UWSP Students who are minors:
- Additional rules and regulations need to be followed when hiring a minor, includingbut not limited to work permit requirements, limitations on the type of work and hours, break requirements, additional safety requirements.
- If you are interested in hiring minors or posting a job for non-UWSP employees to consider who would/could be minors, please consult with Human Resources prior to posting or filling your position.
- Background
checks for those entrusted with the minor’s care (contact us for
guidance), work limitations (no hazardous work allowed), etc. See the UWS Minors on Campus and UWSP Minor Protection and Adult Leadership webpage.
Work-Study
A student's work study information or availability is not readily viewable in Workday at this time. Please reach out to HR or UWSP CASE Program Manager for Student Employment and Volunteerism to help you connect with that information.
- Coming soon - completeing a costing allocation for work study.
Maximum Work Hours Ability
Student employees can only work a maximum of 25 hours per week during fall and spring semesters. They can work up to 40 hours during winterim break and summer break.
If the student employee has more than one position at UWSP, all hours worked count towards the threshholds above. Thus, it's critical to speak with your student employees to confirm if they have other employment at UWSP. If so, they cannot go above the hours listed above per week between all jobs held. Also, ensure your student employees know that they are responsible for notifying you if they get another job at UWSP after starting in your department. As needed, coordinate with their other supervisors to verify the student is not going beyond the hours work threshholds.
Approving Time as a Manager
Student Employee Job Active / Inactive Status
Please contact the HR office you need activate or deactivate a job.
Graduating Student Employees and Working Ability
If a student graduates in fall semester they cannot work past the start of the following spring semester.
Example: Student graduates in December 2025. They cannot work past January 23, 2026.
If a student graduates in the spring semester they cannot work past commencement.
Example: Student graduates in May 2026. They cannot work past May 15, 2025.
You may ask for approval for an exception to the above timeframes. To request an exception please contact, Nora Boomer, HR Manager at nboomer@uwsp.edu.
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