Student Recruiting and Hiring in GMS

Once your job posting is approved, you can view it in the Georgetown Management System (GMS). Navigate to the ‘Recruiting’ dashboard and select ‘My Job Postings’ to see all your active postings. You can also filter by status or date to find specific listings.You can also run the Student Job Postings report to view all job postings and confirm that your posting is live and looks as expected. If changes are needed, you can initiate an edit job requisition process to unpost and repost the position.

Yes, each job posting in GMS generates a unique external link. After approval, you can find this link by searching for and running the Student Job Postings report to view all job postings. Click on yours and copy the link in the address bar to share with candidates.

To ensure students remain active in your supervisory organization, verify their employment status in GMS. If they are still active and meet all work eligibility criteria, no further action is needed. If adjustments are necessary, update their status or rehire them as required.

To post and hire for a Graduate Academic Graduate Employee (GAGE) position:

• Complete the Graduate Student Position Request Form to determine GAGE qualification.
• Submit the form for approval through your department.
• Once approved, create and post the job in GMS following the standard job posting procedures.
• Ensure the term ‘GAGE’ is included in the job posting title.
• Conduct interviews and select a candidate through the system.

If you lack the role in GMS to post jobs, request access by contacting your department’s HR administrator or the GMS helpdesk. They can provide guidance on obtaining the necessary permissions or post the job on your behalf.

An HRC can change an incorrect start date on a hire business process (Business Process), initiate a correction request in GMS. Navigate to the specific Business Process, select ‘Actions,’ then ‘Correct Start Date.’ If you encounter issues, contact the HR support team for assistance.

An HRC can change an active student’s compensation or job title, submit a ‘Change Job’ action in GMS. Provide the updated details and justification for the change. 

The Primary Recruiter and the Manager can disposition candidates, but not the HR Contact. The Primary Recruiter can be changed at any time directly from the Job Requisition if the HRC wants to take over this task.

The Student Employment Reviewer role processes job postings as they come in. Typically, approval takes about a day, but the exact time may vary depending on the assigned reviewer in your area.

Most resources can be found on the GSAS website under the GAGE resources section, particularly in the Hiring section. GAGE AFT Resources

Before a department can post a GAGE position, they must fill out a Position Review.  After submitting, the position will be reviewed by the Merit Aid team to determine if they qualify as GAGE-eligible or not. The Merit Aid team will review and provide their feedback. Based on Merit Aid’s review, the person creating the position description should ensure it is correctly tagged as GAGE eligible. If the position is GAGE-eligible, the individual must ensure the correct hourly rate is applied. Positions must be posted before students can be hired and begin working.

Once a candidate has been selected, the hiring department must extend a formal offer letter (template: Student Hiring Offer Letter Template) and a Confidentiality Agreement (template: Confidentiality Agreement Form) to the candidate; both documents must be submitted to the Student Employment Office at the hire step.

Yes, the compensation can be adjusted during the offer step, once you know who you may hire.

It is recommended to include that you are seeking FWS students in the job description and the job title. This helps students identify relevant opportunities more easily.

Yes, you can assign yourself as the primary recruiter. The primary recruiter can be in a different Sup Org as well.

Yes, you will receive a notification when the position is posted.

Yes, you can bulk download applications in GMS. The system will collate them into a single PDF with a clickable table of contents for easy navigation.

To find your roles, go to your profile in GMS, select click the Related Actions button next to your name (…) > Security Profile > View Role Assignments to see what roles you have and for which organizations. 

• To add more openings to your student JR, please create a ticket to the core team by emailing, help@georgetown.edu use Subject line:  Add more openings to JR______. 

Please note your JR# and the total # of openings you want the JR to have.

Tip*:  If you are down to 1 opening in your JR and you know you are hiring more than that, please use the job aid: Editing a Student Job Requisition Job Aid to add more openings to your position.

Students should only be hired into a Student Sup Organization…These Sup orgs will have “students” in the name and have JM at the end of the name. These sup orgs are typically a subordinate sup org of the managers sup org. If you are unsure of your student sup org, reach out to your campus HR Contact and they should be able to provide you that information.

If you are hiring a graduate student in a Teacher Assistant (TA) or Research Assistant (RA)  position, you will need to first get approval from the Graduate School team (GSAS) on if it’s deemed a GAGE union position or not. Please refer to the step by step hiring process to guide depts on Hiring a GAGE student:

1. Fill out GSAS’s Graduate Student Position Request Form for AFT-GAGE approval
   1. Job description must have consistent rational – See GSAS guidelines
2. Once approved, Post Job in GMS for 5 days prior to the effective date of the position. (see job aides page for posting student positions in GMS)

Almost all on-campus positions are FWS-eligible. FWS positions must not involve constructing, operating, or maintaining any part of a building used for religious worship or sectarian instruction.The Fair Labor Standards Act of 1938 prohibits employers (including schools) from accepting voluntary services from any paid employee. Any student employed under FWS must be paid for all hours worked. If you have questions, you may direct them to finseo@georgetown.edu. 

To search for Federal Work-Study (FWS) or Non-FWS jobs, log in to GMS and access the ‘Student Jobs’ Dashboard. Use the search filters to find available positions. A job aid is available on the HR website for step-by-step instructions on Applying to a Student Posting in GMS.

All GAGE positions should have the term GAGE in the job posting title. Search for this term on the student jobs site.

If you cannot log in to GMS, verify your credentials and contact UIS at help@georgetown.edu for support or to reset your password.

If you are unsure of your Supervisory Organization (Sup Org) in GMS, connect with your HR Contact. They can help you identify your current Sup Org or assist in requesting a new one. Your Department Administrator might also be able to help.

Please reach out to your HR contact to begin the process of requesting these roles.

Yes, you can accept a job if you are under 18, but you must obtain a signed work permit. The permit must be submitted to your hiring manager before starting work. Visit the HR website for more details on obtaining a DC work permit.

New hires must complete an I-9 form. If you are a returning student and completed an I-9 within the past three years, your I-9 should still be valid. Confirm your status by emailing I-9@georgetown.edu. Section 1 of the I-9 is completed online in GMS Onboarding tasks, and Section 2 is done in person at the I-9 office within the first three days of your start date. For questions, contact the I-9 office directly.

For tax-related questions during onboarding, contact the tax office at taxdepartment@georgetown.edu. They can assist with state and federal form inquiries.

For paycheck issues, contact the Payroll Services team at payrollservices@georgetown.edu or visit their office at 2115 Wisconsin Avenue NW – Suite 601. Office hours are Monday to Friday, 8:30 am – 5 pm.