Student Summer Employment Cutover Information

The Workday cutover will temporarily suspend all student employment hiring processes, including contract approvals, onboarding, and payroll setup, from May 1 to July 15. Departments that typically hire large groups of student workers for summer operations (e.g., summer programs, ambassadors, orientation teams) are at high risk for staffing gaps and operational disruptions during this period. Completing early hiring will allow your team to maintain full staffing levels and avoid delays in student pay and onboarding.

To support departments with early hiring, OSE has outlined the following steps to streamline the process:

Identify Hiring Needs

• Assess your department’s summer staffing needs.
• Determine the number of student workers required and the roles to be filled.
• Create job descriptions and outline specific responsibilities.

Contract Completion

• Submit student contracts and ensure students complete all hiring forms through the Student Timesheet System by April 18, 2025.
• Any contracts submitted after this date will be voided and will need to be resubmitted after the freeze lifts on July 15, 2025.

The Office of Financial Aid is working to prioritize the packaging of student awards for all current student workers returning in Fiscal Year 25–26 (July 1, 2025 – June 30, 2026) to ensure students’ financial aid eligibility is confirmed in time for the creation of their new contracts.

Please note the following key steps and requirements:

• Students must accept their financial aid awards in order for their contracts to be created.
• If a student has not accepted their award or their financial aid package has not been finalized at the time of contract creation, the contract cannot be processed until the financial aid status is confirmed.
• If funds are not available or confirmed at the time of contract creation, please reach out to the Office of Financial Aid for further assistance at finaid@nyit.edu.

For current student workers continuing into the next fiscal year (July 1, 2025 – June 30, 2026), please note the following:

• All returning students who will continue working beyond June 30, 2025, will require new contracts to be established with a start date of July 1, 2025, or later.
• Contracts for the new fiscal year cannot be processed during the Workday cutover period.
• To ensure a seamless transition into the new fiscal year [for your student summer workers], please submit returning student contracts by April 18 to allow time for processing.

Returning students whose contracts are not processed by this deadline will not be able to work or be compensated until after July 15.

Supervisor Changes

• Primary & Secondary Supervisors: No adjustments to primary or secondary supervisors will be made during the hiring freeze. All reporting structures will remain with the exception of a current supervisor who has departed from their position or New York Tech.

Compensation Changes

• Increases or Decreases in Hourly Rates: No changes to hourly rates will be processed during the hiring freeze to maintain payroll accuracy and compliance.
• Increase or Decrease of Funds: No increases or decreases in funding (Student Aid, Federal Work Study) will be made during the hiring freeze.
  
  Example: Increasing a students total award to account for increase in hours worked during summer I. Plan ahead for the upcoming hiring freeze by making your best estimates for student staffing needs. OSE highly recommends that supervisors meet with all student workers to review available funds and work schedules to ensure a smooth transition. Careful planning now will help avoid disruptions during the freeze.