Hiring Student Employees & Request Form
The following process is to be used when hiring student employees.
A. Returning Student Employees
- Complete a student employment request form and submit it to the Career Planning and Placement Office. Request forms will be sent out at the end of the Winter semester and at the end of the Fall semester. Request forms that are not filled out completely will not be processed. Request forms will be processed in the order that they are received. If a supervisor does not request a returning student, it is their responsibility to inform the student of their decision and provide an appropriate explanation. The Student Employment Coordinator will reassign returning student employees to their departments if they meet the following criteria:
a. The department requests the student
b. The student wishes to be re-assigned to the department
c. The student is eligible for student employment
- Supervisors will receive a referral form for each returning student that will contain student contact information obtained from University records, the total award given to the student, the award type, and the student's pay rate.
- Supervisors need to "approve" or "disapprove" each student, fill out the information at the bottom of the referral form, and return the yellow copy to the Career Planning and Placement Office. The white copy of the referral form should be given to the student and the supervisor should keep the pink copy for their records.
B. New Student Employees
- Complete a student employment request form indicating funds available for new students and submit it to the Career Planning and Placement Office. Request forms will be sent out at the end of the Winter semester and at the end of the Fall semester. Request forms that are not filled out completely will not be processed. Request forms will be processed in the order that they are received.
- Supervisors can recommend a new student for employment in their office by directly contacting the Student Employment Coordinator through email. Please do not send students to the Career Planning and Placement Office to obtain a referral form. All new students must complete a student employment application before a referral form will be sent to the department.
- Supervisors will receive two referral forms per position opening. The referral form will contain student contact information obtained from University records, the total award given to the student, the award category, and the pay rate. Request forms will be sent out at the end of the Winter semester and at the end of the Fall semester. When referring new students to departments, every attempt is made to match skills and knowledge, student preferences, past experience, and early applicants with department requirements. Supervisors may submit a job description to assist the Student Employment Coordinator in matching new students to departments.
- Supervisors have ten days to contact new students and make hiring decisions. It is strongly encouraged that supervisors interview all students either by phone or in person to make an appropriate match to the department. If a hiring decision is not made in ten days, the Student Employment Coordinator may re-refer those students. If a student is inadvertently offered more than one position as they are being re-referred, the student has the option to choose which department they prefer to work in.
- It is the supervisor's responsibility to inform an interviewed student of their hiring decision either verbally or in writing. The Student Employment Coordinator does not contact "disapproved" students.
- Once hiring decisions have been made, supervisors need to "approve" or "disapprove" each student, fill out the information at the bottom of the referral form, and return the yellow copy to the Career Planning and Placement Office. The White copy of the referral form should be given to the student and the supervisor should keep the pink copy.
- Departments should direct new students to come to the Career Planning and Placement Office to fill out federally required I-9 and W-4 forms. Students must bring proof of identification with them. New students who have not completed the paperwork or shown appropriate identification are not to begin working and will not be entered into payroll.