New Hire Request for Student Employee

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 Student Employment Profile in Workday.

Information collected through the New Student Hire Request is used by Student Employment to create the student’s initial Student Employment Profile and first on-campus job in Workday. Do not submit an Add Job after the New Student Hire request is completed.

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

For students who already have a Student Employment Profile in Workday: Departments are responsible for adding all subsequent student jobs by submitting an Add Job request.

Supervisors must wait for a confirmation from Student Employment before a student may begin working.

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. Departments that permit work to begin without confirmation may be subject to corrective action and loss of hiring privileges in accordance with the Student Employment Pay Policy.

New Student Hire

From the Workday homepage:

Access the New Hire Request task in Workday

Enter Create Request in the Search bar and select the task

Select the Correct Request Type

Enter New Student Hire in the pop-up box Create Request and hit “OK”

Review the Form Purpose and Required Compliance Information

The New Student Hire request 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 employees only)
Federal Form I-9 Requirements
Rhode Island Wage Notice Requirements
Conditions that must be met before a student may begin working

Enter the Student’s Identifying Information and Job Title

Complete all required fields in this section:

RISD ID Number
Student Name
Job Title - Enter a clear, descriptive student job title (for example: Front Desk Ambassador, Textiles Student Monitor, EFS TA)

Important Note:

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” or “Assistant III”)
Do not include wage information in the job title.

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 ITS 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 of RISD Building Where Job is Based (Required)

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

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
The wage must meet or exceed Rhode Island minimum wage and align with the selected wage level

Planned Start Date and End Date (Required)

Enter the date the student is expected to begin working
- Please Note: the request start date does not authorize the student to begin working.
  - The student may not work until Student Employment confirms approval
  - Supervisors must receive notification that confirms the student may begin
  - Supervisors must contact Student Employment immediately if the student has already started and provide the actual first day worked
Enter the date the student is expected to stop 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

Estimated Weekly Hours (Required)

Enter the typical number of hours the student is expected to work per week
The 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)

Funding Source / Cost Center (Required)

Cost Center / I-9 Completion

Select whether a student has completed a Federal Form I-9 before or select “Not Sure” if unknown
Enter the Cost Center or internal order number that will fund this position
Add the Program Code or Grant Number in the required field

Provide a Brief Job Description

Job Description / Primary Duties (Required)

Provide a concise summary (1 - 2 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

Provide a list of the main tasks and duties for this job (3 - 5 bullet items)
Example:
- Monitor studio equipment, assist students with basic tool use, and maintain cleanliness of the workshop.

Acknowledgements & Submission

Compliance Acknowledgement (Required)

Select “Yes”

Review & Submit

Final Review: Scroll up and verify all information is accurate

What Happens Next

There are a few more steps to take before the student may begin!

Once the request is completed, it goes to Student Employment to begin the Onboarding Process for the student
Student Employment will send an email via studentemployment@risd.edu to both the student and to the student supervisor, instructing the student to meet with a staff member to complete Section 1 and Section 2 of the Federal Form I-9
Once the student has completed their Federal Form I-9, the student supervisor who submitted the New Student Hire request will receive notification in Workday that their request has been processed