Hiring Process
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Student Employment must approve and advertise a student employment job before a student employee may begin working in the position. Affirmative Action requires that each job be posted for five (5) working days before a hiring decision can be made.
Steps for hiring a student employee:
Supervisors seeking to fill positions must first ensure that they have a current job description on file with the Student Employment office.
If Student Employment does not have a current job description on file, a Position Description must be submitted to Student Employment to be properly classified.
Positions are classified and approved by Student Employment. Submit the detailed Position Description to Student Employment including the duties, responsibilities, knowledge, skills required, and the amount of supervision the student employee will receive.
- The position must be advertised for at least five (5) working days. Supervisors must complete a Student Employment Job Posting Form, and submit the form to Student Employment. Student Employment positions are advertised on the job board located outside Career Services, E334 Student Union, and on the Career Services Web site.
Student Employment operates a self-referral system. Students may contact hiring officials directly to apply for positions that are advertised.
Hiring officials may require candidates to complete the Student Employment Sample Application, the department’s own application or to submit résumés to review candidate qualifications.
If the Student Employment Sample Application is used, hiring officials need to be aware that the application includes a question about felony convictions. All questions on the application should be completed by the candidate. If all questions are not completed, it is recommended by the office of Human Resources that the application be considered incomplete and not viable.
If the candidate of choice has marked Yes on the felony conviction question and is the candidate of choice, Human Resources recommends that a conditional offer be made to the student until a background check is completed. If a conditional offer of employment is made, the student is not permitted to work until the background check is complete. Complete the forms for the Background Screening Request.
Forward the completed Background Screening Request forms to Tamara Jones in Human Resources. Human Resources will receive the results of the background check and advise the hiring official on the pending offer.
After the hiring official interviews applicants and selects a student to be hired, Student Employment should be notified so that the job posting can be removed from the job board and the web site.
The hiring official and the student employee must complete and submit the required paperwork to Student Employment.
If this is the student’s first job on campus, he or she must complete and submit the required forms for new employees:
- Student Employment Authorization Form
- Tax Form, which includes:
- W-4, Employee's Withholding Exemption Certificate
- State of Ohio, Employee's Withholding Exemption Certificate
- Address/Local Taxation for Payroll Withholding
- Employment Eligibility Verification (I-9), the original identification presented with the form, and copies of the IDs
- Public Employees Retirement System of Ohio Exemption
- Direct Deposit Authorization Form
- Student Employee Contract
- Statement Concerning Social Security
- Ohio Department of Public Safety Declaration
If the student is an international student, he or she must complete and submit the additional following forms, to the specified offices, following the specified timeline:
- Before submitting the required forms to Student Employment, he or she must first present the completed Student Employment Authorization Form to University Center for International Education (UCIE), E190 Student Union, to receive a Work Authorization.
- Once the student receives the Work Authorization from UCIE, he or she must bring the packet of completed student employment forms to Student Employment for processing, including a copy of the email informing of the approved Work Authorization, a passport, I-94 document, a receipt from the Social Security office (if the student does not yet have a Social Security number), and the I-20.
- Regulations for International Students
If the student has recently worked on campus in the Student Employment Program, he or she must complete and submit the following forms:
- Student Employment Authorization Form
- Additional forms if there has been a change in name, address, tax information or direct deposit. If there has been a change, the student will need to consult with Student Employment to determine which additional forms to complete.
- Additional forms required by changes in government or university policy since the student's file was established. These forms, if needed, will be determined at the time of processing in Student Employment.
- If an international student has not worked on campus for a period of 30 days or longer, he or she must also request a new Work Authorization from UCIE and then submit to Student Employment a copy of the email informing of the new, approved Work Authorization.
The student must hand carry all required forms to Student Employment in Career Services, E334 Student Union. It is essential that these forms are processed in Student Employment before the student begins to work.
Student employees must submit hiring paperwork to Student Employment between the hours of 8:30 a.m. and 11:30 a.m., and 1:00 p.m. to 3:30 p.m., on Mondays, Wednesdays, and Thursdays.
To have an electronic time card available for the pay period, all paperwork must be submitted to Student Employment before 3:30 p.m. on the second Monday of the pay period. Since time sheets are due on the Friday of the second week of the pay period, Student Employment requires the remainder of that week to ensure that students are entered into Banner and that electronic time sheets are available to submit by the payroll deadline.
It is very important to remember that a student employee should NEVER begin working until employment paperwork has been submitted to Career Services; this is a federal policy. A student is not officially authorized to work until Career Services receives and approves all employment forms. Therefore, a student should not submit paperwork and expect that a time sheet is available to record hours already worked.
Supervisors who hire several students at one time may make special arrangements for a group processing session by contacting Student Employment at 937.775.2556.
©2004 - 2008 Wright State University
This page was last updated Wednesday, 13-Aug-2008 11:13:38 EDT.
Questions or comments?
Email career_services@wright.edu