Campus schools and departments are the largest employment resource for student employees. Many students seek on-campus employment to gain work experience and to assist with meeting their academic expenses.
Hiring supervisors are responsible for many steps in the student employment experience. The following resources have been provided to guide supervisors through the student employment process:
The first step in the hiring process is to determine the scope of the job and advertise the job online.
- Duties and pay rate: Job duties should include meaningful work that aids in professional experience. The salary for the job should reflect responsibilities and work experience required for the position. For assistance, please refer to the guide for determining an appropriate wage.
- Posting on job board: On-campus positions can be posted on the student employment job board. To post a job, simply complete the posting form. To remove a job posting, please send an email request to firstname.lastname@example.org. Please note that the database does not save the job posting for later use; please save the text of your posting prior to requesting deletion.
- Select a candidate: The process of selecting a candidate is left to the discretion of the hiring supervisor. We strongly encourage the collection of a resume and cover letter, as well as conducting an interview prior to the job offer.
- Work Clearance Form: Upon offering a job to a student, you must ask the student to provide a copy of the work clearance form, which the student can obtain at the One Stop office. This form is used to ensure a student meets the requirements for starting work and provides supervisors information needed to complete an Electronic Personnel Action Form (EPAF). You must collect the work clearance form after you have made the job offer but before you submit the EPAF. You may, however, verbally ask if the student has a Federal Work-Study or Campus Job award at any time during the hiring process.
- Electronic Personnel Action Form (EPAF): To add the student employee to payroll, an EPAF must be submitted.
- The hiring supervisor or business manager must have an Org number issued by Payroll. Have this number handy to place on the EPAF. If you do not have an Org number, obtain one from Payroll by emailing email@example.com.
- Deadline: In order to pay the student in a timely fashion, EPAFs should be submitted as soon as the work clearance is on file. Each pay period includes an EPAF deadline by which the submission must be made for the student to receive their first paycheck on time. Please refer to the listing of EPAF deadlines (SH) . The student should not begin working until you receive an email that the EPAF has been approved.
- Step-by-step guides for submitting hire, rehire, wage adjustment, and termination EPAFs are available on the HR website.
- Additional information, including how to complete the EPAF and upcoming training is available on the HR website.
For a list of frequently asked questions, please see the Supervisor FAQs.
- Pay types: All student jobs are hourly positions. Payments for academic merit awards should be submitted through the Financial Aid Operations and Services Office.
- Hours: Domestic students may work up to twenty-five (25) hours per week while classes are in session and thirty-five (35) hours per week during academic breaks, summer session, and winter intersession. International students (F-1 or J-1 visa) may work up to twenty (20) hours per week while classes are in session and thirty-five (35) hours per week during academic breaks, summer session, and winter intersession. All student employees are limited to 7.5 hours per day.
- Time sheets: E-Timesheets must be submitted each pay period and approved by the time sheet approval date (SH). It is the supervisor’s responsibility to help ensure that a student employee completes the timesheet correctly and on time for each pay period during which the student worked. Students should not hold timesheets for late submission. More information about time sheets is available on the Payroll website. If a time sheet is missed, a paper timesheet must be submitted to Payroll for payment on the next pay cycle.
- Evaluations: Supervisors are encouraged to provide constructive feedback to student employees throughout the year. Supervisors are asked to complete an employee evaluation at the end of each assignment. In addition to identifying a student employee's strengths and areas needing improvement, the evaluation can be used as a tool to determine eligibility for rehire for the following year.