Posting & Promoting

All on-campus employment job postings must be made available on Handshake. Through this platform, students have immediate access to a searchable database of every open job available on campus, providing up-to-the-minute information on what opportunities exist. To hire work study eligible students only please include this in the body of your posting. When asked to select a “Job Type” please select “on-campus job”.

If you are interested in screening potential candidates at an On Campus Job Fair (see our Events Calendar) this can be a great way to meet the students who are considering applying for positions in your department, and can be students who will be utilizing Work Study funds or students who will be hired on internal payroll. On campus Job Fairs are typically held twice per academic year.

Screening & Interviewing

The on-campus student employment hiring process is designed to mimic the process candidates undergo when applying for a full-time job or internship. As this may be a student’s first time applying for a professional position, employers are encouraged to view this process as a learning opportunity for potential candidates.

Completed applications can be automatically emailed to supervisors by Handshake. These application packets will include student profile data, resumes, cover letters and supplemental documents as you request. As a best practice, the Center for Career & Experiential Education  recommends creating a folder within your email inbox to collect application packets as you receive them in order to stay organized, or utilize Handshake as a secure place to complete all parts of the process. 

When reviewing applications, it’s helpful to think realistically about how well the students skills match the needs of the position. On-campus student employment is a learning experience for students and may be their first professional position. By acting as a mentor and guiding them along their career development pathway, you not only prepare them for the world of work, but increase the student’s effectiveness and investment in your department’s position.

Position interviews can be conducted at any time once applications are open and candidates have completed applications. Supervisors should give candidates advance notice of interview availability, who will be conducting the interview, and any requirements of the interview if appropriate. 

Once interviews have been completed and a decision has been made on which candidate or candidates to hire, please be sure to issue an offer to the successful candidate. This should include the anticipated start date, pay rate, and any additional information useful to the newly-hired employee.  This can be done directly through Handshake, as can an email sent to those applicants who will not be hired.  This communication should thank candidates who were not selected for their interest in the department and position and should encourage them to continue searching for opportunities on Handshake.  If applicable, it is appropriate to share feedback with interviewees to assist them in their job search. 

Hiring & On-Boarding

REQUIRED GOVERNMENT DOCUMENTS

All student employees are treated as employees of the University and are required to complete documents as specified by the Office of Enrollment Services.  These documents include, but are not limited to: 

• An I-9 form verifies and authorizes an employee to work in the United States
• A W-4 form stating federal income tax withholdings
• Valid identification

Once you have selected and are prepared to officially hire your student employee, contact your department fiscal clerk and/or Paula Murray to be granted access to resources and training related to in-house payroll.

ORIENTATIONS

Supervisors are responsible for introducing new student employees to the department/office staff and any specific policies and procedures. Training should address the student’s specific responsibilities, such as answering the phone, sorting and distributing mail, utilizing specialized software, etc. It also is important for supervisors to discuss their expectations regarding attendance, punctuality, and general work performance with student employees when they begin employment. In addition, supervisors should promote the professional development of student employees. Many departments/offices have developed policies and procedures for their student employees and it is strongly encouraged that all departments or offices develop a procedures manual for student employees.

Virtual Supervising & Supporting

Supervising a Student Employee in a Virtual Setting

• Create a training program that can be delivered online or in person so the student has a strong foundation right from the start. 
• Select and test the technology that will be ideal for the student employee in accomplishing the projects and tasks. Ensure that they have access to that technology on campus or remotely.
•  Clearly define expectations and deadlines at the beginning of the students’ employment. All tasks and projects should be carefully planned out in order to allow the student employee to manage the work effectively and independently. 
• Supervisors and other staff members need to be committed and available to engage with student employees on a consistent basis virtually. 
• Create a routine schedule with consistent progress checks and support.