Hiring Procedure For Faculty and Staff

To make the hiring process as uncomplicated as possible, here is a reference guide that will take you step by step through the hiring process.

The Hiring Process 

1. Ask to see the student’s Bates Work Card (BWC)

The card is located on the Garnet Gateway. Only the student has access to this document. If the student has a BWC, you may proceed to the hiring form.

2. If the student does not have a BWC, please refer them to the Student Employment office

A student who does not have a BWC should be directed to the Student Employment Office at 215 College Street to complete the necessary forms (I-9, Federal W4, Maine State W4 and Direct Deposit forms).

3. Once the student has completed their forms and provided the HR office with their identification, their BWC will be created

The student will be instructed to return to the hiring manager to confirm they have received their BWC. It is each supervisor’s prerogative whether they want a copy of a student’s Bates Work Card (BWC).

4. Once the student has notified you they have obtained their BWC, you may send the Student Employment Office (SEO) a hiring form

Positions are identified by the name of the department, the position number and the position title. Example: College Advancement – S9801B-ADV Donor Program Intern

Rates of pay are identified by the letter at the end of the position number.

Example:  S9988A=$8.10 S9603B=S8.40 S9670C=$8.60  

S9956X special rate: Requires consent and recommendation of the Assistant VP of HR

Time Keeping

1. Once the Hiring Form has been received by SEO, an electronic time sheet will be created in the student’s Garnet Gateway Account. 

The students are responsible for recording their hours on the timesheet.  A pay period lasts two weeks. Please familiarize yourself with the student payroll calendar and create reminders on your Google calendar to indicate when you should approve the timesheets.

2. Students are allowed to work a maximum of 20 hours a week

They may have more than one job. It helps if you know that your student worker has more than one job so that the student can be scheduled correctly.  Any student who exceeds the 20 hour maximum is subject to termination in one or more of their positions.

3. International students are allowed to work 20 hours a week

Any international student who exceeds this number of hours is in violation of federal law and is subject to dismissal from the college. Be particularly vigilant with the international students.  We want to protect their status in the United States.

4. Timesheets are to be submitted no later than the Sunday following the end of the two week pay period

The deadline is 11:59 p.m.  You have the right as their supervisor to require that the student submit their timesheet earlier.

5. Do not allow or accept the recording of any hours other than those hours worked during that two week period

Do not suggest to your student worker that they can exceed the 20 hour limit and record the additional hours in a different week or pay period. A time sheet is a legal document and must only reflect what was actually worked.

6. If a student does not meet the timesheet deadline or forgets to record hours on the timesheet, s/he/they should go to the SEO website and print a paper timesheet

Your Responsibilities as a Timesheet Approver 

1. Time sheets should be approved no later than the Monday immediately following the end of the pay period end date

If this is not possible, please contact Dot or Shirley.

2. Time sheets in the PENDING status on Monday morning will automatically be submitted by a member of the payroll staff

Always check on Monday to see if there is a time sheet in the Pending list.

3. Every approver must have a PROXY

A proxy can approve the timesheets in your absence. On the Timesheet page on the Garnet Gateway, there is a link to set up a proxy. You may set up more than one. Student time sheets become available on the first Tuesday of the pay period.  

Bates Faculty Use Only

Faculty members should consult with their department chair before submitting any student employment forms.

Each academic department has four generic positions:

  1. Student Assistant: Mainly office work, answering the phone, photocopying, running errands, stapling and her such tasks. The student may also need to use a computer. 
  2. Teaching Assistant: Position involves more responsibility.  Student works independently and often has specialized knowledge.  Helps classes run smoothly.  
  3. Research Assistant: Requires specialized knowledge of material and techniques. Works independently and has a high level of responsibility.
  4. Lab Assistant: This position is usually associated with science courses. The student prepares labs for classes.  Supervised.  Requires some specialized knowledge.

Note: The above descriptions may not exactly describe the job description you have in mind. The key factors in deciding which position is correct for your job are the level of responsibility and amount of supervision required. If you need a more specialized job, please contact the Student Employment Office.