Hiring Procedure For Faculty and Staff

FACULTY/STAFF – Each academic department has four generic positions:

  1. Student Assistant: Mainly office work, answering the phone, photocopying, running errands, stapling and 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:


    1. Check with your department for previously established position descriptions and see if the position you need has already been created.
    2. If you wish to create a new position, you will need to fill out the form Create a New Position Description on the Student Employment website at the Home Page under Quick Links. Please complete it to the best of your ability. 
  • Do you need to find a student to hire?  Fill out the form Post an Existing Positon on the Student Employment website at the Home Page under Quick Links and we will post it on Handshake for students to apply.   

The current minimum wage is $12.15.  All student jobs have the same rate of pay at $12.15 per hour until further notice from the Office of Finance.


  1. After you have offered the job to the student, verify that the student has their Bates Work Authorization document (BWA). The student’s BWA document is located in Garnet Gateway. Only the student has access to it.  There are two ways for students to verify that they have their work authorization. They can show it to you or they can send you an email. If the student has a BWA document, you may proceed to the hiring form.  
  2. A student who does not have a BWA document should be directed to the Student Employment website . There they will find out what documents are necessary to bring to the HR Office for verification and what forms to be completed for their BWA. (For your reference these are some of the forms required I-9, federal W4, Maine State W4 and direct deposit).
  3. Once the student has completed their forms and provided the HR office with their identification, their BWA document will be created.  The student will be instructed to send their hiring manager an email confirmation.
  4. Once you have confirmation that the student has their BWA document, you may send the hiring form.  Only at this time can the student begin to work.


    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 time sheets.
    2. Students may have more than one job and are allowed to work a maximum of 20 hours a week including all jobs.  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 that position.
    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. Students must submit their time sheet by 11:59PM on the second Saturday of the pay period. You have the right as their supervisor to require that the student submit their time sheet 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 time sheet deadline or forgets to record hours on the time sheet,  you must submit an electronic paper time sheet for them using our Adobe Sign Paper Time Sheet. Please see this Adobe Sign Paper Time Sheet page for more information on how to fill out these electronic paper time sheets.


  1. Time sheets should be approved no later than noon time the Tuesday following the pay period end date. If this is not possible, please contact someone from the Payroll Office.
  2. Time sheets in the IN PROGRESS status 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. Time sheets in ERROR status can also be approved.
  3. Every approver must have a PROXY. A proxy can approve the time sheets in your absence. On the Time Sheet page on the Garnet Gateway, there is a link to set up a proxy.  You may set up more than one. Faculty members may ask their Academic Administrative Assistant to act as their Proxy.
  4. Student time sheets become available on the first Tuesday of the pay period.  

There is much more information available on the SEO website.  Please familiarize yourself with the website. For assistance, contact Dot Letourneau dletourn@bates.edu  Phone X6173