End Dates - Student Employment Positions

End dates will need to be updated annually. Upon hire, supervisors should input the end date as the last day of the academic year. If the position is temporary or only for the semester, then the end date should reflect this.

At the end of the academic year, if a student worker’s end date is approaching and has not been updated, the Student Employment Office will reach out to the supervisor about this. The Student Employment Office will provide a date for the supervisor to confirm the student’s hire. If the student worker’s end date is not updated by the end of the academic year, the Student Employment Office will terminate the student worker’s position.

Instructions for Updating End Dates

1. Under Menu in Workday, please select My Team
2. Select My Org Chart under View
3. Select the Student Worker whose job you will be updating
4. Actions
5. Job Change
6. Select Transfer, Promote, or Change Job
7. If the student has more than one position, please make sure the correct position is selected under Job.
8. Start: Click into the form to fill out the following fields:
   
   • When do you want this change to take effect? The change automatically defaults to the start of the next pay period. However, you can change this date to the desired effective date (it should always be a Monday). The date can be in the past if the desired change should’ve been effective earlier.
   • Why are you making this change? Select Data Changes, and then select Contract Extended
   • Who will be the manager after this change? This will populate (do not change). This should always be you. Never use this function to switch a student’s supervisor. If you need to transfer a student over to a different supervisor, please contact the Office of Student Employment.
   • Which team will this person be on after this change? This will populate.
   • Where will this person be located after this change? This will populate based on your supervisory org.
   • Do you want to use the next pay period? This will only appear if you are using the next pay period.
9. Select Details
   
   • Go to Administrative. Information in this field will populate. Please do not change anything in these fields unless indicated below.
   • End Employment Date: This will display the end date determined upon hire. It should be updated to the end of the following academic year (if the student is in a temporary role or a position that will only last a semester, this should be reflected accordingly).
10. Select Next
11. Select Summary
12. Review all changes
13. Select Submit