Below are some basic details you’ll need to know when employing a student.

PeopleAdmin

PeopleAdmin, our posting and applicant tracking system, must be used to process all hires (this includes new hires and students that wish to be rehired each academic year and/or summer). See Using PeopleAdmin for more details on each step.

If the position that you are hiring for already exists, please see Posting your position on the Web below.

If you are a new supervisor and would like to request the creation of a new student position, please use the New Student Job Request Form. Once SEO has completed your request you will be emailed a confirmation that includes next steps. The creation process can take up to two weeks depending on the workload of all coordinating departments.

Posting a Position on the Web

Open student positions are posted in PeopleAdmin. See Posting a Student Position for instructions. If the position that you are looking to post is not listed, we will need to create a new student position. New student positions can be requested using the New Student Job Request Form in the Supervisor Tool Box.

Required Hiring Proposal 

This is a required action to hire a student.

Please complete these steps in PeopleAdmin as soon as you are ready to hire a student applicant and no less than five days before their start date. If a Hiring Proposal is submitted for a student who does not have an I9 on record they will receive an invitation from HireRight to complete their I9. The student must complete the I9 within three days of beginning employment. Tax documents and other onboarding requirements will be provided via Oracle Onboarding.

Employment Eligibility

Student employees MUST complete the federally required I-9 Employment Eligibility Verification Form in order to work. Hiring proposal submissions will be used to identify students who need to complete federally required documents. Students will receive electronic invitations to complete their I9. Students cannot begin work before the Hiring Proposal submission and must complete the I9 within three days of their start date.

Hour Limitations

All student employees are limited to working no more than 20 hours per week in on-campus jobs during the academic year (this includes exam periods). The only exception is when there is a full week when school is not in session. Specifically: February recess, Spring recess and full weeks of December recess. During these time periods only, students can work up to 40 hours per week.

Approving Timesheets

Students hired to work, in an ongoing capacity, submit their hours bi-weekly via Oracle. Supervisors must review and approve these hours in order for the student to receive compensation. See Approving Timesheets for instructions.

Important Forms