New Hire Request for Student Employee

New Hire Request – Purpose

Supervisors must submit the New Hire Request only when a student is being hired to work at RISD for the first time and does not yet have a Worker Profile in Workday.

Information collected through the New Hire Request is used by Student Employment to:

Create the student’s initial Worker Profile and first on-campus job in Workday
Verify Federal Form I-9 employment eligibility
Issue the required Rhode Island Wage Notice
Confirm and approve the student’s authorized start date

For students who already have a Worker Profile in Workday:

Departments are responsible for adding all subsequent student jobs by submitting an Add Job request.

Do not submit a New Hire Request for students who have worked at RISD previously.

Students may not begin working, including training, shadowing, or informal assistance, until all required steps have been completed and the hire has been confirmed by Student Employment.

Allowing a student to work prior to confirmation may result in delayed or unpaid wages for the student and creates serious compliance risk. For international students, unauthorized work may jeopardize visa status. Departments that permit work to begin without confirmation may be subject to corrective action and loss of hiring privileges.

Process

Step 1: Access the New Hire Request task in Workday

In the Workday search bar, type Create Request and select Create Request – Task from the results.

This task should be used only for students who have never worked at RISD before and do not yet have a Worker Profile in Workday.
If the student has worked at RISD previously, do not continue. Departments must add subsequent jobs using the Add Job process

Step 2: Select the correct request type

When the Create Request window opens, select New Student Hire as the Request Type, then click OK.

Step 3: Review the form purpose and required compliance information

The New Student Hire form opens as a single page divided into sections. Before entering any information, review the Purpose of This Form and Required Compliance sections at the top of the page.

These sections explain:

When this form should be used (first-time student workers only)
Federal Form I-9 requirements
Rhode Island Wage Notice requirements
Conditions that must be met before a student may begin working

Step 4: Enter the student’s identifying information and job title

Complete all required fields in this section:

RISD ID Number – Enter the student’s RISD ID
Student Name – Enter the student’s legal name as it appears in Workday
Job Title – Enter a clear, descriptive student job title (for example: Front Desk Ambassador, Textiles Student Monitor, EFS TA)

Important:

The job title entered here will be used to create the student’s initial job record in Workday.
Use a specific, department-appropriate title rather than a generic label (e.g., avoid “Student Worker”, “Assistant III”).
Do not include wage information in the job title.

Step 5. Supervisor Information

Complete all required fields in this section. This information is used by Student Employment to confirm supervisory responsibility and send system notifications.

Supervisor Name (Required)

Enter the primary supervisor responsible for day-to-day oversight of the student and approval of time worked.
This should be the person approving time and supervising work
- The supervisor must have an active Student Supervisor Profile in Workday. If a profile does not exist, Student Employment will coordinate with IT to have one created.

Supervisor Email (Required)

Enter the supervisor’s RISD email address
Notifications regarding the hire will be sent to this address

Location – RISD Building Where Job Is Based (Required)

Enter the primary RISD building where the student will perform their work.
- Examples: 20 Washington Place, CIT, BEB, Carr House.
If the role spans multiple locations, list the primary building

Step 6: Wage Level and Compensation Details

Complete all required fields in this section to establish the student’s pay rate and work schedule.

Wage Level (Required)

Wage levels are pre-defined by Student Employment and are based on job classification, required skills, and experience.
If unsure which level applies, consult the Student Employment Wage Guidelines or contact Student Employment before proceeding.

Hourly Wage (Required)

Enter the hourly wage as a numeric value (e.g., 16.05).
The wage must meet or exceed Rhode Island minimum wage and align with the selected wage level.
Do not include dollar signs, text, or commas in this field.

Estimated Weekly Hours (Required)

Enter the typical number of hours the student is expected to work per week.
This estimate is used for budgeting and compliance monitoring and does not guarantee a fixed schedule.
Weekly hours must comply with RISD’s student employment policy (generally not to exceed 20 hours per week during academic terms).

Planned Start Date (Required)

Enter the date the student is expected to begin working.
This date must be after the hire has been fully processed and confirmed by Student Employment.
Do not enter a date that has already passed

Step 7: Funding Source / Cost Center (Required)

Cost Center/ I-9 Completion

Enter the Cost Center or internal order number that will fund this position.
Add the Program code or Grant number in parentheses ( CC13432, PRG 114)

Step 8: Provide a Brief Job Description

Job Description / Primary Duties (Required)

Provide a concise summary (2-4 sentences) of the primary responsibilities.
Example: "Assist patrons at the library circulation desk, check materials in and out, shelve books, and help maintain a quiet study environment."

Key Responsibilities

List the main tasks and duties for this job.
Example: "Monitor studio equipment, assist students with basic tool use, maintain cleanliness of the workshop."

Step 9: Review, Attach Documents & Submit

Final Review: Scroll up and verify all information is accurate.

Attach Documents: If required (e.g., grant approval), use the Attachment button.
Submit: Click Submit. Note the Request ID for tracking.