Position Updates & Terminations

Rate Increases

Please review the Promotions vs. Rate Increases document to determine which action you will be performing prior to moving forward. To perform a promotion you will start the hiring process from the beginning and place the student in a new position, you will not submit a rate increase. To submit a rate increase request:

Complete a GW Student Employee Performance Review with the student.
Initiate a Rate Change Form in the SE Talent Management System. Review the Hiring Manager User's Guide for step-by-step instructions.

Start Date Change

FWS Positions:

It is not possible to retroactively change the start date or pay for FWS positions. If the student was inappropriately allowed to work prior to being hired, the department will need to hire the student onto a Non-FWS position to pay for any hours worked before the start date of the FWS position.

Non-FWS Positions:

Initiate a Start Date Change Form in the SE Talent Management System. Review the Hiring Manager User’s Guide for step-by-step instructions.

Supervisor Update

Initiate a Supervisor Change Form in the SE Talent Management System. Review the Hiring Manager User’s Guide for step-by-step instructions.

Terminations

Departments are responsible for submitting a termination form when a student employee is no longer working for the department (on or before the student's last day with the department). This includes students whose positions have ended, are studying abroad, taking a leave of absence, or are otherwise not actively employed by the department. Student positions may remain active during winter and fall break if the student will be continuing with the department in the upcoming semester.

To terminate a student’s employment, the department’s Hiring Manager must complete a Termination Form in Employee Records. Step-by-step instructions for submitting a Termination Form are available in the Hiring Manager Guide.

Timely termination is essential to maintain accurate employment records, prevent unauthorized access to time submission, reduce institutional risk, and ensure system access is removed when employment ends. Departments are responsible for submitting terminations on or before the student’s last day of work.

Automatic Terminations

Under limited circumstances, Student Employment will automatically terminate student positions without a termination form, including:

FWS students are terminated automatically at the end of the FWS program year or if their FWS offer is exhausted/canceled.
Graduating student employees are terminated when their degrees are conferred.
Student's whose I-9 has expired and has not been reverified.
Any student position that is inactive for 180 days will be terminated for payroll inactivity.

Please do not submit termination forms for any of these situations.

Special Note About FWS Positions

Please note, FWS student employees are only allowed to have one FWS position at a time, so if the student is no longer working for your department it is imperative to terminate the position quickly so that the student may move forward with a new position.

If your FWS student employee meets or exceeds their allotted FWS funding, their position will be immediately terminated. Please carefully track students’ hours to make sure they do not exceed their allowable FWS offer limit. When you become aware that a student employee is nearing their offer limit, you may decide to hire the student into a non-FWS position.

How to Contact Student Employment

Student Employment is available by emailing gwsegwu [dot] edu (gwse[at]gwu[dot]edu) or calling 202-994-8046. We are also available for virtual appointments for employers and students; please visit our Support Meeting website to schedule your appointment.