Bates > Student Employment Office > Frequently Asked Questions

Frequently Asked Questions

For general information about Student Employment and its website, please refer to the Q & A below .

For Students

When can I begin applying for jobs?

On the first day of classes, available positions for the academic year will be posted on the SEO website. Before applying, students must visit the SEO to complete the Federal W-4, I-9, and Maine W-4 forms before they begin working. They must also complete a banking form to setup direct deposit. Upon completion of these documents, students will receive a Work Authorization Card enabling them to apply for positions on campus.

What do I need in order to obtain a WAC?

Go to the “Get Started” tab on the menu bar and select the “Preparations for Work” link.

Must I visit the SEO to fill out all the forms?

Yes. SEO must verify identification (Unexpired Passport, U.S. Social Security Card, or Birth Certificate) before the forms can be properly processed.

Does the SEO accept copies of Passports, Social Security Cards, or Birth Certificates?

No. All forms of identification MUST be original copies.

How does work study help me get a job?

For the first three weeks of the academic year, supervisors are told to give priority to qualified work study applicants over non-work study applicants for on-campus positions.

Can I apply for more than one job? What if I am offered multiple jobs? Can I only accept one?

Yes, you are encouraged to apply for many jobs, as it increases the chances of getting an interview and being hired. You are allowed to accept more than one job if you feel you can commit to all of them. Remember, you are only allowed to work a total of 20 hours, between all your jobs. If you ARE offered more than one job, and only want to accept one, simply (politely!) decline the employer’s offer by saying you have chosen to pursue employment opportunities elsewhere.

What are some tips for obtaining a job?

Students who are serious about obtaining an on campus position are encouraged to apply for positions within the first two weeks of the semester. Be persistent. If you do not hear from a potential supervisor within a few days, feel free to follow up. At the beginning of each semester, many students are applying for jobs, so show enthusiasm and interest. Be proactive after submitting your application.

Take note, during the first three weeks of a semester, supervisors are giving extra consideration towards Work Study students. If you are not a Work Study student and you are struggling early to find a job, keep persisting and being proactive after the third week of classes.

I still can’t find a job. Please help me!

Be patient, continue to be persistent, and be open to options. Furthermore, keep an eye out for notifications of new positions from the SEO On-Call list. Students who have completed the required forms for working on campus will automatically be subscribed to SEO On-Call, which will send out updates on opportunities regarding student employment.

In the event that a desired position is taken, you may ask to have your name put on a list by the supervisor, who may refer to it if they need to find a replacement.

Why can’t I see my “Employee Menu” on Garnet Gateway?

The reason why you may be unable to see your Employee Menu on Garnet Gateway may be for one of two reasons: 1) Your supervisor may not have submitted a hiring form to the payroll office. Before contacting the Student Employment Office, ask your supervisor if they have submitted a hiring form for you. 2) The payroll office may not have processed your hiring form yet, although it has been submitted. Due to large volumes of hiring forms received (especially during the beginning of the academic year), the payroll office may not have processed yours yet. However, within 2-3 days of filling out your tax forms and being hired by a supervisor, you should be able to see the Employee Menu.

I have a job. How do I get paid?

Student pay is directly deposited to the student’s bank account. A pay period begins on a Sunday and lasts for two weeks. In order to get paid, student workers must record the hours they work during that period on an electronic time sheet located on Garnet Gateway. The deadline for time entry is 11:59 P.M. on the first Sunday of the new pay period. To view the payroll calendar, click HERE.

How can I change my direct deposit information?

Simply go to the SEO and fill out a Direct Deposit Authorization Form. Our office will process the bank change, and your paycheck will be deposited to the new account the NEXT pay period.

I forgot to submit my timesheet. What do I do?

Students must submit a paper timesheet for the pay period they missed. If students forget to submit their electronic timesheet three times, their position is subject to termination. For more details on timesheets, click HERE.

Do I need to fill out tax forms every year in order to have a Work Authorization Card?

No. If you have completed your tax forms once, that is the ONLY time you must fill them out while you attend Bates.

FOR SUPERVISORS:

I’m new to the SEO site. How do I hire a student?

If you are a member of the Faculty, click HERE to learn about your hiring procedures. If you are Administration or Staff, click HERE.

How do I post an available position?

If the position is new, you will have to submit a “Create a Position” form. On that document, you will have the option of posting the position as available. If the position already exists, you will need to submit a “Post Existing Position” form. Both forms are found under “Employer Forms” on the main menu bar.

How do I modify an old position description?

You will need to submit a “Modify Existing Position” form found under “Employer Forms” on the main menu bar.

I need to hire a student. What form do I need to submit? Where do I find it?

You will need to submit a Hiring form found under “Employer Forms” on the main menu bar. Once you have hired a student, it is your responsibility to monitor the number of hours a student has worked.

Why do hiring forms need to be resubmitted every year?

All positions require supervisors to put an end date on the hiring from (the last day of the pay period during the academic school year). WHY?

Because summer rates change. There are new hiring forms submitted for students who work during the summer.
Because work study status changes from year to year.
Because if supervisors never put an end date on the hiring form, jobs would still be active. Students would have a list of all the jobs that they have once worked, even if the student isn’t in the job anymore. Many students do not work in the same department year to year, thus it is important to end all positions at the end of the academic year.

FOR OFF CAMPUS EMPLOYERS:

How do I post a position on the SEO website?

To post a position onto the SEO website, off campus employers must submit a Post Off Campus Position form.

Once SEO has received this form, they will promptly post the job description onto the website and send out a notification to students via their On-Call list.