The Basics of Hiring Student Employees The basic steps for hiring a student employee are as follows: Step 1 Determine your department’s needs and budget. Step 2 “Post” your job opening. Step 3 Research eligibility of applicants in Banner Step 4 Select the student you want to hire & submit a “Student Worker Request.” Step 5 Check for work approval using the Banner system (job set up on RJASEAR). Step 6 Make sure the student completes, or has completed, an I9 form and a W4 form (RJASERF). Step 7 “Close” the job opening. Notify applicants not selected of hiring decision (Job Closure). Conduct Interviews Step 8 Step 1 This section of the tutorial will walk you through Step 1: Determine your department’s needs and budget. The sub-steps are: 1.Take time to determine your department’s needs. 2.Determine that you have sufficient budget to pay a student employee.

The Basics of Hiring Student Employees Take the time to determine your department’s needs. Student employees are just that – employees, who happen to also be students. If you were hiring a regular staff employee, you would take the time to think about that person’s job description – what you want him or her to do. You should do the same for your student employee positions. You might think of your student employee’s time as a pie-chart. What part of his/her time will be spent on what kinds of tasks? Answering the phone Filing, making copies, other errands Entering information in database Creating Power Point presentations Preparing bulk mailings Helping to keep the web page up to date Step 1

The Basics of Hiring Student Employees Take the time to determine your department’s needs. Once you have determined what you will expect your student employee to do, you can come up with interview questions that will help you determine which applicant is likely to best meet those requirements. Here are some questions you might want to ask yourself as you plan for hiring your student employee: What hours do you prefer a student employee to work? (You may or may not have a preference). Are there special skills needed for the position? What kind of social skills will your student employee need? What are the top two or three behavioral characteristics you would like for the student employee to have? Friendly and outgoing? Quiet and diligent? Detail oriented? Lots of initiative? Patient? Organized? Reliable? Spending time doing this kind of planning will help you make sure you get a person who will be a good fit in your department. It takes a little longer up front, but thoughtful preparation can prevent many headaches later. Step 1

The Basics of Hiring Student Employees Determine that you have sufficient budget to pay a student employee. Student employees are paid from budget account Before you start the process of hiring a student employee, you should make sure that you have the budget to pay the student. To make sure you have adequate budget funds you should talk to the person in your office or department that handles the budget. For example, most students earn $7.25 an hour (minimum rate as of 7/24/09). It’s recommended that students work hours per week depending on their eligibility. (Working only hours per week helps to keep students from using up all their eligibility before the end of the semester). That equals to approximately $ per year. Keep in mind that student employees may never work more than 20 hours per week and will depend on the amount of their work-study award. Step 1

The Basics of Hiring Student Employees True or false? Checking my budget before hiring a student employee is not that important. Review Question Step 1

The Basics of Hiring Student Employees False. Checking your budget before hiring student employees is very important! A student must be compensated for work performed even if you later determine you don’t have enough money in your budget. Checking the budget ahead of time may save you from a headache in the future. Answer True or false? Checking my budget is before hiring a student employee is not that important. Review Question Step 1

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