Hire and Termination Process for Student, Part-Time and Temporary Employees

Step 1: Position Number

  • Manager should check to ensure they have a vacant position number.
  • If not, request one immediately, as reclassifying a position can take time.

Step 2: Job Posting

  • Submit the Student Job Template for posting on Handshake. Handshake is the system used for students applying for jobs.

Step 3: New Hire Form

  • Manager sends the completed New Hire Personnel Information Form to the Division HR Coordinator who is assigned to temporary employees.

Step 4: Work Study Verification (if applicable)

  • If hiring a Federal Work Study student, request a copy of the award letter from the student to verify funding.

Step 5: HR Actions

  • IIT HR submits the Hire Form (a Manager Self Service (MSS) transaction) in OneUSG Connect.
  • IIT HR requests a background investigation for the selected candidate.
  • IIT HR sends onboarding instructions to the candidate. The candidate will receive separate emails from Azure and Accurate (external vendors) to complete their new hire forms and background investigation. These links expire quickly, so candidates must act promptly.

Step 6: I-9 Verification

  • Candidate schedules an appointment with Central HR to submit original I-9 documents in person. NO COPIES. The original documents must be submitted in person to Central HR.

Step 7: Final Approval

  • Supervisor receives notification from IIT HR when the employee is in OneUSG Connect AND the background check is completed.
  • Do not allow the employee to begin work until both conditions are met.
  • Once these conditions are met, the supervisor can communicate to the new employee their work schedule and any expectations for their first day of work.

Step 8: Employee’s First Day

  • Ensure the employee can log into OneUSG Connect for timekeeping.
  • Confirm with the employee that they have set up direct deposit in OneUSG Connect.
  • Begin training (as needed).

Special Notes: Terminations and Summer Employment

Students/temporary employees should notify their supervisor if they will not return to work for the next semester, including summer semesters. All terminations should be reported to IIT HR immediately. Managers must submit a termination request as soon as they become aware that a student/temporary employee is not returning to work. The termination request should include the reason for termination (i.e. graduation, resignation, no show, etc.) and the date of the employee’s last day of work.

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