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Hiring Process

Student Employment must approve and advertise a student employment job before a student employee may begin working in the position.

Steps for hiring a student employee:

  • Supervisors seeking to fill positions must first ensure that they have a current job description on file with the Student Employment office.
  • If Student Employment does not have a current job description on file, a descrition must be submitted to Student Employment to be properly classified. Position Description Form
  • Positions are classified and approved by Student Employment. Submit the detailed Position Description to Student Employment including the duties, responsibilities, knowledge, skills required, and the amount of supervision the student employee will receive.
  • The position must be advertised. Supervisors must complete a Student Employment Job Posting Form, and submit the form to Student Employment. Student Employment positions are advertised on the job board located inside Career Services, Gallagher Student Center, and on the Career Services Website.
  • Student Employment operates a self-referral system. Students may contact hiring officials directly to apply for positions that are advertised.
  • Hiring officials may require candidates to complete the department’s own application or to submit résumés to review candidate qualifications.
  • If the Student Employment Sample Application is used, hiring officials need to be aware that all questions on the application should be completed by the candidate. If all questions are not completed, it is recommended that the application be considered incomplete and not viable.
  • After the hiring official interviews applicants and selects a student to be hired, Student Employment should be notified so that the job posting can be removed from the job board and the web site.
  • The hiring official and the student employee must complete and submit the required paperwork to Student Employment.
    • If this is the student’s first job on campus, he or she must complete and submit the required forms for new employees:
      • Student Employment Interview Form Tax Form, which includes:
      • Employment Eligibility Verification (I-9), the original identification presented with the form, and copies of the IDs
      • Direct Deposit Authorization Form (optional)
      • If the student is an international student, he or she must complete and submit the additional following forms, to the specified offices, following the specified timeline:
        • Before submitting the required forms to Student Employment, he or she must first present the completed Student Employment Authorization Form to the Office of International Student Services (ISS) , 230 Gallagher Student Center, to receive a Work Authorization.
        • Once the student receives the Work Authorization from ISS, he or she must obtain an employment packet from Student Employment for processing, a passport, I-94 document, I-20, (if the student does not yet have a Social Security, Student Employment will provide a request form to obtain a social security card number).
      • If the student has recently worked on campus in the Student Employment Program, he or she must complete and submit the following forms:
        • Returning Student Employment Authorization Form if returning to the same position and department.
        • Payroll Authorization Form if hired in new department or position title has changed.
        • Additional forms if there has been a change in name, address, tax information or direct deposit. If there has been a change, the student will need to consult with Student Employment to determine which additional forms to complete.
      • Additional forms required by changes in government or university policy since the student's file was established. These forms, if needed, will be determined at the time of processing in Student Employment.
        • The student must hand carry all required forms to Student Employment in Career Services, 310 Gallagher Student Center. It is essential that these forms are processed in Student Employment before the student begins to work. Student employees must submit hiring paperwork to Student Employment between the hours of 8:30 a.m. and 5:00 p.m Monday thru Friday.
        • It is very important to remember that a student employee should NEVER begin working until employment paperwork has been submitted to Career Services; this is a federal policy. A student is not officially authorized to work until Career Services receives and approves all employment forms. Therefore, a student should not submit paperwork and expect that a time sheet is available to record hours already worked.
        • Supervisors who hire several students at one time may make special arrangements for a group processing session by contacting Student Employment at 513.745.4880.