Paperless Student EDF Google Form

In May 2021, a new paperless form replaced the paper student EDF (sEDF) for all actions related to hourly, non-work study student employees. The paper sEDF is no longer accepted.

The new Student EDF Google Form is used by hiring managers to collect information needed for student hire requests, and once submitted, the approval process is executed using an automated workflow. Approvers throughout the process receive an email indicating that the request is ready for their review, approval or action. The requester is able to track the progress of the submission throughout the process, as well as receive notices when a request needs additional information, is completed or declined. 

The Student EDF Google Form process does not impact the hiring process for work study student employees, or Graduate Research and Teaching Assistantships & Fellowships. The Google Form is used for hourly student assignments funded by the Department only. 

As always, student employees may not begin working until an authorization email has been received from the office of Human Resources.

Please view the Student Hiring Google Form Process Guide for help getting started. 

As we approach the end of each semester, department hiring managers should review their needs for student employment during next semester. If you are renewing any existing student employee assignments that had an end date at the completion of this semester, student hiring requests must be submitted using the Student EDF Google Form in advance of their assignment end date. If your student employee has been hired already with an end date beyond this semester, then no additional paperwork is needed at this time.

Critical Reminders and New Charges

  • The date used on the Student EDF form is the date that you would like for the student to begin working. However the student may not actually begin working until you receive an authorization email from HR confirming the student's authorized start date. 
    • The email itself is not the authorization to begin work upon receipt, but contains the date that student is allowed to start work - please read each message carefully.
  • Departments will be charged a $100 processing fee for each and every timesheet that includes hours to be paid for any date before the student's authorization date.
  • Please also keep in mind that regardless of on campus or remote employment, students may work no more than an accumulated total of 19 hours a week and a maximum of 999 hours during the calendar.
  • All hours that the student works must be submitted to Payroll on the department's recap timesheet by the deadline for the pay period in which the hours were worked. Hours that are submitted on timesheets after the deadline for the current pay period will be paid at the 'next' pay period.  Departments asking to provide pay earlier than the 'next' pay period will be charged a $100 processing fee for each and every off-cycle check request.
  • For Federal Work Study funded positions, guidelines from the Center for Academic and Career Success and the Office of Student Financial Assistance must be followed.