Career Services
Procedures for Hiring On-Campus Student Employees
The following is the Student Employment Procedure for any part time (up to 20 hours per week) on-campus employment.
- The Hiring Authority (Dept A) will complete the Request for Student Hire (RFH), for each different job title. Starting and ending dates must be included, both for budgetary purposes and student financial planning. Generally, dates should be written for the academic year.
(3-copy forms are available through Career Services or HR-just request via email, phone OR stop by and pick up all you need.)
- Dept A will submit the RFH and corresponding Student Job Description to the General Ledger Accountant in the Business Office for budget funding verification.
- The General Ledger Accountant will verify available funding and approve the RFH. S/he will then forward the original RFH and Job Description to the Career Services Office, and one of the duplicate copies of the RFH to both the Human Resources office, and the Hiring Authority. HR will also notify the Hiring Authority and Career Services of the approval via email.
- If the RFH is not approved it will be sent back to Dept A. To secure necessary funding from another budget line, a Reallocation Form must be submitted to the Controller. A copy must be attached to the RFH, which is then re-submitted to the General Ledger Accountant for approval.
- Once the RFH is approved, the signed original will be sent to Career Services. CSO staff will post the Job Description on the employment board located in Atwood Center outside the Career Services Office and also include it in the Career Services' on-line job listings.
- The Student obtains an application from Career Services office or website. Students may apply for as many openings as they want. Students who have already completed a full application for the current academic year may use the Short Form Application
- The Student will deliver the completed Application to the appropriate Supervisor and proceed with that department's hiring process.
- The Supervisor will select a candidate(s) and confirm the hiring with the student. The Supervisor will sign the candidate's application and send it to Career Services with the student. The Supervisor will notify all applicants who were not selected. That may be done directly or the supervisor may forward all the applications from candidates who were not selected to Career Services to make the notifications.
- The Career Services office and the student employee will complete the "Employee Hire and Change Form" (EHCF) and all other necessary forms including the W-4 and I-9. (Students will need 2 pieces of I.D., including one with a photo and one verifying social security number.) Career Services will forward the completed original forms, W-4, I-9 and contract, to the Hiring Authority for budget officer signature. The original signed EHCF and all payroll forms should then be forwarded to the Human Resources office. The Hiring Authority returns one copy of the EHCF to Career Services and may keep a copy on file.
- The Human Resources office matches "Request for Student Hire" Form to the "Employee Hire and Change Form" and verifies that all information on the latter is present and correct. The EHCF is then input into the payroll system.
- The Supervisor and the student employee will complete one performance evaluation each semester. The Director of Career Services and the student employee may meet to discuss the evaluation. The original evaluation will be retained in the student's personnel file in the Career Services office. The Director of Career Services may visit each student's workplace at least once during the semester.
The student workweek is limited to 20 hours per week. Total cumulative hours must not exceed eight hours per day.
- Completed Employee Hire and Change Forms are due in the Human Resources office by 5pm the 15th of the month and the last day of the month. If the paperwork, or any part of the paperwork is not presented to HR by these deadlines, the student employee CANNOT be placed on the payroll system and therefore will not be paid at that time.
- If the hiring is a RUSH item, the "Request for Student Hire" and "Employee Hire and Change" should be hand carried by the Supervisor (or a member of their staff) to obtain required signatures.
