This process only applies to positions that are not for Federal Work Study (FWS) students. If you are looking to employ a FWS student, please follow the steps for employing a Federal Work Study student.
Posting a Student Job
Step 1: Fill out the Student Job Posting Form.
This form will communicate to the HR Partner that you have a student job you’d like to post. Please be as detailed as possible when filling out the form. Refer to the Undergraduate Student Employment Scale when considering pay.
Step 2: Wait to hear that the job has been posted.
After the form has been submitted, the Admin. will post the job to the Libraries website and submit a test application to ensure that the hiring supervisor receives it.
Hiring a Student
Step 1: Send student email template with appropriate attachments.
Step 2: Fill out the Student Action Form.
The Student Action Form is used for several types of HR action related to student employees (hire, termination, pay increase, etc.). Please select “New Hire” as your action on the form when trying to hire a student and fill out the necessary information.
Always make the hire date future-dated 3-5 days to allow time for processing (especially since COVID is still creating some delays).
Step 3: Complete the I-9 form (pages 1-2, two-sided)
Please instruct the student you are hiring to fill out Section 1 of the I-9 form according to the instructions. Section 2 should be filled out by the supervisor. The preferred forms of documentation are a valid driver’s license and Social Security Card. The driver’s license information should be included under List B and the Social Security Card information should be included under List C. Leave the “employee’s first day of employment” line blank.
*An electronic I-9 is available to use in place of the paper I-9. Email Kristy (email@example.com) for instructions.
If the student you are hiring does not have the necessary documentation, please contact Kristy Snider, HR Generalist (firstname.lastname@example.org / 656-3026).
Step 4: Make a copy of the documentation used for the I-9 form.
Please make a copy of both forms of documentation on one page. *If the back of the Social Security Card has not been signed by the student, it is not valid. Please make sure it is signed before making a copy.
Step 5: Present a spiral-bound copy (or print one) of the Student Employee Manual to the student.
Please tear out the back page of the Manual to discuss the contents of the Student Employee Acknowledgement form. Ensure that they understand the different elements of the policy and ask them to sign the form. Also, make sure the student reads and signs the Receipt of Handbook.
Step 6: Refer the student the Important Payroll Information handout.
Advise them to complete the Direct Deposit instructions on the first day of work.
Step 7: If the student will be driving a University vehicle, let Kristy know so that a motor vehicle check can be completed.
Do not allow anyone to drive a university vehicle until favorable results from the motor vehicle check are received.
Step 8: Deliver the completed I-9 form, copies of documentation, completed New Employee Data Sheet, and Student Change/Hire Form (Kristy will provide the completed Student Change/Hire Form upon entry of the Student Action Form) to the Administrative Services Building (ASB) located at 108 Perimeter Road.
Soon after you have delivered the completed paperwork to an HR Representative at ASB (or dropped in the blue box in the parking lot at ASB), the student can be hired. If you are unable to deliver to ASB, please contact Kristy so that other arrangements can be made. Kristy can help you decide on a start date for the student and then confirm the hire date.