Hiring Process for New Student Employees
Once you decide to hire a student employee, your first step is to complete the temp appointment form in JAZZ. Your employment specialist will use the JAZZ temp appointment form to enter the JAR (Job Action Request) in the HR/Payroll system. The JAR is approved by Linda Marciniak or Kristie Juda the same day. The supervisor designated on the temp appointment form will be set up as the supervisor in the HR/Payroll system. The designated supervisor will receive an automated email once the JAR is approved.
CE HR has set up JAZZ to send the new student employee an email that they need to complete Section 1 of the I-9 Form. New student employees should complete Section 1 of the I-9 Form prior to going to CE HR to complete Section 2.
New Student Employees and I-9 Completion
The I-9 process is a very important part of the hiring process, and it is critical that all new hires complete Section 1 before or on the first day of work. In order to improve the process, please do not send your new student employees to CE HR until the supervisor has received the approval email from the HR/Payroll system and student has received the automated email and completes Section 1.
- Having the student complete Section 1 of the I-9 prior to appearing at CE HR, speeds up the process for everyone involved. If the new student employee only needs to complete Section 2 with CE HR, the process will take the student approximately 10 minutes. If the student has to complete Section 1 and 2 with CE HR, the process will take approximately 25 minutes. The longer time period CE HR spends with the new student employee to complete the I-9 will take time away from processing all other hiring actions.
- Sending new student employees directly to CE HR, before completing the JAZZ temp appointment form, typically ends up creating duplicate records in the Guardian I-9 system. Duplicate I-9 records are created when the new student employee is sent directly to CE HR to complete their I-9 before the JAZZ temp appointment form. A majority of student employees forget they have previously completed the I-9 form with CE HR. So upon receipt of the automatic email, the student will unnecessarily complete Section 1 a second time. Duplicate I-9 records are difficult to remove from the system and requires CE HR and University HR to collaborate and remedy.
Starting Dates for Student Employees
There have been many instances thus far where the employment specialist has been asked to modify a student’s hire date because the department was short staffed and needed to have the student start a couple days early. Changing start dates in the HR/Payroll system can only be completed by University HR, and it is a labor intensive process for them.
- Student employees cannot work until the JAR is entered and approved in the HR/Payroll system, and has completed Section 1 of the I-9.
- Once you have informed your employment specialist of your student’s start date, you must adhere to this date.
Federal Work Study
Federal Work-Study (FWS) is a federally-funded, need-based employment program. Eligible students may earn FWS funds by working part-time with approved FWS employers. Students are awarded FWS based on financial need, availability of FWS funds, and job availability. Employing departments, and the state and federal governments share in the payment of student wages. When a student is on FWS, 75% of their wages comes out of the FWS monies from the federal government and 25% comes out of your budget. If the student reaches the maximum award they were given, 100% of their wages will revert to your budget.
- Student indicates on the application in JAZZ whether they are FWS eligible.
- When submitting the JAZZ temp appointment form, answer the question whether the student is FWS eligible.
- CE HR will verify that the student is eligible and the accounting will be handled on the back end.
- All undergraduate students who qualify for Federal Work-Study will see the FWS award as part of their financial aid package.
- Participants can work each term from the first day of class through the last day of exams.