Hiring Checklist

Steps to hiring student employees are listed below. Students should not begin working until the entire hiring process has been completed. Before completing these steps, check with your department to see if there is an individual, most often a Business Officer, who is responsible for the these hiring duties. In addition, be sure you have access to the following systems: PCO, HireRight, and Banner.

PCO Access: PCO is the job and internship database for students. You will post jobs here to recruit students. If you are posting a position for the first time, register for an account with PCO.

HireRight Access: HireRight is the system that runs background checks for all new employees at DU. It is also the system where students will begin initial completion of their I-9. To obtain access, email Talent Acquisition at jobs@du.edu.

Banner Access: Banner is the system you will be able to track students’ work-study funding and when funding is near depletion. If you are new to Banner, request a new Banner login. You’ll also need to submit a request for access to the Human Resources/Payroll and Financial Aid modules. This module is only needed to verify and track work-study awards.

Step 1: Post Positions in PCO & Collect Applications.

All student employee positions must be posted to PCO to support equity best practices. This gives all students access to apply. Positions will be approved and available for students to view within 48 hours. If you have any questions, please email stuemp@du.edu

Post Positions & Review Applicants

Step 2: Start Hire in PCO.

  • Once candidates have been interviewed and a final candidate is selected, offer the job to the candidate in writing (email is sufficient). Once the candidate has accepted, follow the steps below.
  • Log into the employer portal of PCO and find your job posting by selecting “Job Board” on the left side of the screen.
  • Type the Job Title in the search box to quickly locate your job and select job.
  • Select “Applicants” (listed next to Job Posting in the middle of the screen).
  • Go to the student you would like to hire and the Hiring Decision column. Select the three dots located at the end of the row for the student.
  • Select “Set Hiring Decision“. Select “Hired“. An email will be sent to this student that informs them of required paperwork (background check, I-9, etc.) and training (New Student Employee Orientation in Canvas). See the end of this post for an example email (entire email not shown).
  • Respond to the remaining candidates via email that the position has been filled. Select “Set Hiring Decision” for the remaining students. Select the value that is the most appropriate for the situation.

Step 3: Submit Background Check in HireRight.

  • All new hires, included student new hires, must pass a background check before they can be hired. To request a background check follow the guide provided through the HR Knowledge Base.
  • The student will receive an email instructing them to begin the background check, and you check the status at any time through your HireRight account.

Important note for current/returning students: A background check is not required for students who are currently employed by DU, or whose first day of employment in your position is less than 120 days from their last separation date.

Step 4: Complete Hire in MyDU.

  • Once background check is cleared, complete Hire in MyDU.
    • For non-work study funded student employees follow the Hiring Non-Benefited Staff steps.
      • Login into MyDU and select “Administrative Resources and Processes” on the left side of the screen.
      • Select “Hiring: Non-Benefited” then “Non-Benefited Staff Hire”.
    • For work-study funded student employees, follow the same steps and select “work award hire” under “Hiring: Non-Benefited”.
    • Once submitted, it will require approval from your Budget Officer and Financial Aid. Both the supervisor and student will receive an email when the hiring request has been approved.

Step 5: Ensure Student Completes Hiring Paperwork & Training.

  • I-9, W-4, and Confidentiality Agreement: Within three days of the student’s first day of work, they must complete an I-9. Please note students will only be able to access their W-4 after their official start date. Once hired, the student may complete the Confidentiality Agreement through the Employee tab on MyDU, where they can also set up direct deposit and enroll in electronic W-2s.
  • Training (found in Canvas) to include in the on-boarding process:
    • New Student Employee Orientation
      • Developed by the Office of Student Employment and provided through Canvas.
      • Enrollment in this course is automatic when student employees are hired.
      • Please include this training in your student’s onboarding plan.
      • If student employees do not receive this training in Canvas within their first week of hire, please reach out to stuemp@du.edu.
    • FERPA and Active Shooter Preparedness
      • Developed by the Registrar’s Office and provided through Canvas.
      • Enrollment in this course is automatic when student employees are hired.
      • Please include these trainings in your student’s onboarding plan.
      • If student employees do not receive this training in Canvas within their first week of hire, please reach out to Jamaal Ahmed at jamaal.ahmed@du.edu.

Step 6: Approve hours worked in PioneerTime.

Once hired, you’ll need to determine the work schedule with your student, who will log hours worked through PioneerTime. Students are paid every two weeks, and supervisors will need to approve timecards at the end of each biweekly pay period. Please note student employees are required to approve their timecards prior to the supervisor approving them.