Administration/Staff Hiring Steps
Step 1. Determine the Position Title
The first step staff members must take before hiring a student is to determine the position title of the job for which they wish to hire students.
- You will need to determine if the position currently exists. Visit the All Jobs (Reference Only) page located on the main menu bar. This page lists all of the existing student positions within each department on campus. See if the position you desire is listed under your department.
- If your desired position does not currently exist, you will need to create the position. To do so, submit the Create a Position (On Campus) electronic form, found under the main menu tab “Employer Forms.” When completing this form, you will have to provide details of the responsibilities and prerequisites of the position. Student Employment personnel will review the position description and determine the appropriate pay grade.
Step 2. Post the Position
If you are looking for students to fill your position, you can find them by posting the position on our website. You can have a position posted by submitting an electronic form found under the main menu tab “Employer Forms.” There are three electronic forms that will allow you to Post a Position:
- The Post an Existing Position form. Submit this form if you know that the position is already established in your department.
- The Modify Existing Position form. Submit this form if you know that the position already exists in your department and needs to be updated before it is posted.
- The Create a Position (On Campus) form. When you create an entirely new position, you can opt to have that position posted immediately.
Once one of these forms is submitted, the Student Employment Office will post the job on its website and send a message notifying students of the new available position. Students will apply on the SEO website. Applications will be sent directly to the supervisor listed on the position description.
Step 3. Hiring Students
1. Check WAC
Before hiring a student, both faculty and staff must ask to see the student’s Work Authorization Card (WAC). This card verifies that the student is eligible to work on campus. Students must have their WAC before they can be hired.
2. Submit Hiring Form
After you have checked the WAC, you must submit an electronic Hiring Form. This form is also found under the main menu tab “Employer Forms.” It is of extreme importance that the Hiring Form is submitted before a student begins working. If the student starts working before a hiring form is processed, then the student will not have access to his or her time sheet and will not get paid.
3. Remove Position Posting
Once you have hired all your students for a specific position, you will need to notify the Student Employment Office so they can remove that Position’s Posting from the “Available On Campus Positions” List. To make this request, please submit the Position Taken electronic form. We will not remove any positions from our available listing until we receive this form.
Hiring Policies and Guidelines:
- For the first three weeks of the academic year, qualified work study applicants should be considered before non-work study applicants for on campus positions.
- Students indicate whether they are work study eligible or not on their electronic applications. Supervisors can also distinguish work study students by the “WS” symbol located at the bottom right corner of the student’s Work Authorization Card.
20 Hour Limit
- All students are limited to working a maximum of 20 hours per week. This policy is enforced regardless of citizenship or work study status.
- If students work more than one on campus position, they may work a maximum of 20 hours between both/all jobs. Ask your student workers if they hold another position on campus. If they do, it is your responsibility that your student does not exceed the 20 hours per week total, maximum.
- It is advised that students do not work more than 12 hours per week during the academic year, to allow ample time for their academic studies
- During week-long (or longer) breaks from class (i.e. winter break, April break, summer break), students may work a maximum of 40 hours per week on campus.
- Similarly to all other students, international students must have a WAC before they can be hired on campus
- International students also share the same hour restrictions.
- More information regarding the employment of international students can be found HERE.
Once you have hired a student, it is your responsibility to monitor the number of hours a student has worked. Please review Supervising Student Time Sheets.