Student Hiring and Student Hiring Form Instructions

General Student Hiring and Form Instructions

I. Department Makes the Decision to Hire a Student

• Student position is posted on Valpo CareerHub

  • To begin using Valpo CareerHub, follow the instructions provided in the Valpo CareerHub Employer Toolkit

  • The department finds, interviews, and selects the student to hire

II. Department Completes the Student Hiring Form

• Student name

  • Student ID number

  • Student phone number

  • Student email address

  • Has the student ever worked on campus?

    • When you select that a student has not previously worked on campus, HR will send the student information for Red Carpet to complete the hiring paperwork online. The link will be sent directly to the email address you provide for the student on the form. 

    • Students who have never worked on campus must complete all new hire documentation and provide I-9 identification before starting work.

  • Job title

  • Estimated weekly hours the student will be working

    • Domestic Undergraduate and Graduate students can work 29 hours per week with classes

    • International students can work 20 hours per week with classes

    • Students not taking classes can work 40 hours per week in the summer (Domestic and International).

  • Anticipated start date - The start date should coincide with the start of a new pay week.

  • How is the student paid for this job?

    • Hourly

      • The pay scale ranges between $7.25 to $13.50 per hour and depends on the position's job classification.

  • Stipend

    • Stipend pay frequency

      • Per pay period (bi-weekly)

      • Per event

      • Per semester (to be divided across remaining pay periods) 

  • Semester(s) to be worked

    • Fall only

    • Spring only 

    • Fall and Spring (full academic year)

    • Summer I only

    • Summer II only

    • Full Summer

      • Separate Student Hiring Forms must be completed for summer terms. (You cannot use the same form to hire a student for the academic year AND the summer.)

  • Academic year

    • Academic year(s) that the student will be working

  • Department

    • Please select the department from the drop-down list. If your department is not on the list, please contact the HR department.

  • Submitter email

    • The person completing the form

  • Supervisor email

  • Time Entry Approver email

    • The person who will approve the student’s hours within the Time Entry System

  • Time Entry System Approver telephone extension

    • This is in case the payroll department needs to contact them regarding any issues with the student’s hours within the Time Entry System.

• Form options

  • The Student Hiring Form can be saved and completed at a later time.

  • Click “Previous” to change the information

  • Click “Submit” to send the form

III. Department Submits Student Hiring Form

• Once submitted, the form goes to Financial Aid for review

  • If any corrections are needed, you will be contacted by Financial Aid

  • Once Financial Aid approves the form, it is sent to Human Resources 

    • HR will contact the student and update the paperwork, if necessary 

    • HR processes the new hire documentation, if necessary 

    • HR verifies employment documentation on file is current and up to date

  • Once HR has completed its process, the form is sent to Payroll

    • Payroll enters the employee into Colleague

    • Data transfer from Colleague to Time Entry System adds student employees to the system

  • The hiring process is complete when payroll is done, and the student may start working. 

    • The Time Entry System supervisor will receive an email letting them know it is complete.

    • The student CAN NOT start working until the supervisor has been notified that they have been hired and that they may begin.

Click here for information regarding the Summer Student Hiring Process

Click here for information regarding Student Job Classification Guidance