Promotion - Student Workers

This process explains how to promote a student worker in Workday. These instructions can also be used to update a student’s compensation, and/or job title.

Instructions for a Student Promotion

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 (if this is for a student’s compensation, the pay will be processed retroactively).
   • Why are you making this change?:
     
     • For a promotion, select Promotion, and then select Promotion
     • For a compensation change only, select Data Changes, and then select Adjustment to Salary Structure
     • For a job title change only, select Data Changes, and then select Change Job Title
     • Additional fields: You may still update additional fields if your intention is to change one main area. Pick the reason that best reflects why you are making this change.
   • Who will be the manager after this change? This will populate (please 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. Job: Click into the form to fill out the following fields:
   • Job Profile: Select the job profile accordingly.
     • Refer to Pay Grades for assistance.
     • EME, FWS, Grant Non-FWS, Office of the Arts - EME, Office of the Arts - FWS, refers to how the position will be paid.
   • Job Title: Please revise if necessary. If you change the job profile, this will automatically populate as the job profile. Ensure that the job title is distinct from the job profile.
   • Business Title: Will populate the job title in this field.
10. Location: Click into the form to fill out the following fields:
    
    • Location: will populate this information
    • Work Space: Do not need to fill out this field
    • Scheduled Weekly Hours: This should always say 1
    • Work Shift: Do not need to fill out this field
11. Details: Click into the form to fill out the following fields:
    
    • Administrative: Information in this field will populate. Please do not change anything in these fields unless indicated below.
      
      • End Employment Date: This field displays the end date determined at the time of hire. Please update the end date if the student is active in the role. It should always be the end of the current academic year (if the student is in a temporary role or a position that will only last a semester, this should be reflected accordingly). End dates will need to be updated every year.
12. Organizations: Click into the form to fill out the following fields:
    
    • Company: Emerson College
    • Cost Center: will populate the cost center from your supervisory organization. Please make sure this is correct
    • Program: will populate from your supervisory organization
    • Fund: will populate from your supervisory organization.
    • Position Type: will populate from the job profile (i.e Federal Work Study, Emerson Employment, Grant Non-FWS).
    • Position Union Designation: will populate as Non Union
    • Academic Program: leave blank
    • Position Annual Work Period: leave blank
    • Division: leave blank
13. Compensation: Click into the form to fill out the following fields:
    
    • Information will populate based on the job profile. Please do not change unless indicated below.
    • Hourly: Assignment Details will populate as the lowest hourly rate in the job profile. Select this to revise accordingly.
14. Select Next
15. Review all changes
16. Select Submit

The request will then come to the Office of Student Employment for approval. Once it’s been approved by our office, the change will take effect based on the date specified as the effective date.

Updating a Job Description 

If you are promoting a student, it is strongly advised to update their job description as well if their responsibilities have changed. This way, the Office of Student Employment has the updated job description on record in Workday. 

1. Under the Menu in Workday, please select My Team 
2. Select My Org Chart under View
3. Select the Student Worker whose job description you will be updating 
4. Select Personal 
5. Select Documents 
6. Select Add at the top of the Documents section
7. It’ll bring you to the Add Worker Document 
8. Select Upload to upload the document with the updated job description 
9. For Document Category, please choose Position 
10. Select OK