Student Hiring & Student Hiring Form Instructions

Owned by Sue Kukurugya
Last updated: Jan 19, 2023
3 min read

General Student Hiring and Form Instructions

  • The department makes the decision to hire a student

  • Completing the Student Hiring Form (Link to 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, the system will automatically send the student the new hire packet to complete. The packet 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) but must be hired using the Notice of Employment form.
    • 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
      • Select the department from the drop-down list.  Please contact the HR department if your department is not on the list.
    • Submitter email
      • The person completing the form
    • Supervisor email
    • Time Entry Approver email
      • The person who will approve the student’s hours within 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 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

  • Form Submission

    • 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 CANNOT 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