1. The Basics of Hiring Student Employees The basic steps for hiring a student employee are as follows: What’s different about hiring a graduate student for work- study? Many graduate students are receiving stipends. This means they already have a job on-campus. It is possible for them to work for you; however, there are several conditions that must be met. 1.Ask the student if they receive a stipend, who provides the stipend, how many hours per week they work for the stipend and in what academic program they are enrolled. 2.You must receive approval from their academic degree program director if the student is receiving a stipend. 3.You must get approval from that supervisor if the student is receiving a stipend. 4.The hours the student works for you plus the hours they work for their stipend cannot total more than 20 hours per week. Twenty hours per week is the maximum number of hours any student may work. Determine whether the student receives a stipend or not. Grad School approvals may be obtained via e-mail. Step 1 Determine your department’s needs and budget. Step 2 “Post” your job opening (Job Order). 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. Step 6 Make sure the student completes, or has completed, an I9 form and a W4 form. Step 7 “Close” the job opening. Notify applicants not selected of hiring decision. Conduct Interviews Step 8 Graduate Students

2. The Basics of Hiring Student Employees Information to obtain from the student you wish to hire Getting approval from the graduate program director that provides the stipend to the student Getting approval from the graduate program director after confirming hours with the non-academic program supervisor Extra! Extra! Other important facts In this lesson you will learn about: Graduate Students

3. The Basics of Hiring Student Employees Information to obtain from the student you wish to hire Questions to ask the graduate student you wish to hire: 1.Are you receiving a stipend? 2.In what academic degree program are you enrolled? Who is the director? 3.What department or program is providing the stipend? Who is your supervisor? 4.How many hours of work per week are required by the department or program providing the stipend? Begin by sending the graduate student you wish to hire an e-mail to gather some information. Once the student replies, you will know how to proceed. 1.If the degree program in which the student is enrolled provides the stipend, you will only need to contact the graduate program director. 2.If another campus department provides the stipend, you will need to first contact the supervisor of the student in that department, and then get approval from the graduate program director. Graduate Students

4. The Basics of Hiring Student Employees Getting approval from the graduate program director that provides the stipend to the student Information to provide the academic degree program director: 1.Student’s name and ID number 2.Maximum number of hours per week you expect the student to work 3.Description of the task 4.Approximate pay rate 5.Semesters you expect to need the student If the student receives a stipend from his/her academic degree program, begin by e-mailing the graduate program director. If the director denies your request, you may not employ the student. If the director approves your request you should forward the e- mail approval, along with all the student information listed in the yellow callout box to Anna_Henderson@baylor.edu and indicate that the graduate program director has granted approval.@baylor.edu Graduate Students

5. The Basics of Hiring Student Employees Getting approval from the graduate program director after confirming hours with the non-academic program supervisor If the student receives a stipend from a non- academic degree program or department, begin by e- mailing the student’s stipend work supervisor. Ask the supervisor to confirm the number of hours per week required by the stipend. Next you should forward that e-mail to the graduate program director for approval. Be sure to include the following in this e-mail: 1.Student’s name and ID number 2.Maximum number of hours per week working for you 3.Description of task 4.Approximate pay rate 5.Number of semesters you expect to need the student 6.Student’s current stipend hours and department providing the stipend Graduate Students

6. The Basics of Hiring Student Employees Getting approval from the graduate program director after confirming hours with the non-academic program supervisor If you receive approval from the graduate program director, please forward that approval to Anna_Henderson@baylor.edu.@baylor.edu If the graduate program director denies your request, you may not hire the student. Graduate Students

7. The Basics of Hiring Student Employees Extra! Extra! Other important facts Once you forward the approval you received from the graduate program director to Anna Henderson, she will send an e-mail memo confirming the approval to the Student Financial Aid Office, the stipend supervisor, the work-study supervisor requesting approval (you), and the graduate program director. Once you receive that e-mail you will need to follow all the steps you normally would if you were hiring any student for a work-study position. You will need to submit the “Student Worker Request” form. You will need to check for work approval through Banner as you would any other student employee. The student may not work until approval is noted through Banner on RJASEAR. The student will need to complete an I-9 and W-4 form in Human Resources, if he has not already done so. Human Resources keeps all graduate student I-9 and W-4 forms on file. Remember, students may not work more than 20 hours per week. Graduate Students

8. The Basics of Hiring Student Employees Review Question If I want to hire a graduate student for a work-study position I should begin by e-mailing: A.the student’s graduate program director B.the student C.the student’s non-academic degree program stipend supervisor D.the Student Financial Aid Office Graduate Students

9. The Basics of Hiring Student Employees Review Question The correct answer is B. There is information you need to gather from the student so you know where to begin. You need to find out if they receive a stipend, who provides the stipend, how many hours per week they work for the stipend and in what academic degree program they are enrolled. Answer If I want to hire a graduate student for a work-study position I should begin by e-mailing: A.the student’s graduate program director B.the student C.the student’s non-academic degree program stipend supervisor D.the Student Financial Aid Office Graduate Students

10. The Basics of Hiring Student Employees Review Question The graduate student I want to hire for work-study works 18 hours per week for her stipend. I will only be allowed to have her work for me A.Two hours per week. B.No hours per week. She’s already at the maximum number. C.Five hours per week. D.Twelve hours per week. Graduate Students

11. The Basics of Hiring Student Employees Review Question The graduate student I want to hire for work-study works 18 hours per week for her stipend. I will only be allowed to have her work for me A.Two hours per week. B.No hours per week. She’s already at the maximum number. C.Five hours per week. D.Twelve hours per week. The correct answer is A. The maximum number of hours a student may work per week is 20. Exceeding this number puts the student’s academic pursuits at risk. It is a violation of university policy. Answer Graduate Students

12. The Basics of Hiring Student Employees Review Question True or false? If the student receives a stipend from their academic degree program, the only person I need to contact for approval is the graduate program director. Graduate Students

13. The Basics of Hiring Student Employees Review Question True. You need approval from the academic degree program director only. Once you receive approval, you should forward that message to Anna_Henderson@baylor.edu. Answer True or false? If the student receives a stipend from their academic degree program, the only person I need to contact for approval is the graduate program director. Graduate Students

14. The Basics of Hiring Student Employees Review Question True or false? The graduate program director denied my request to hire a graduate student. I may make an appeal to the graduate school. Graduate Students

15. The Basics of Hiring Student Employees Review Question False. The graduate director has the final say in hiring a graduate student receiving a stipend, because he understands the time demands the student currently has. No appeals will be accepted. Answer True or false? The graduate program director denied my request to hire a graduate student. I may make an appeal to the graduate school. Graduate Students

16. The Basics of Hiring Student Employees Review Question True or false? If the stipend is provided by a department other than the academic degree program I must first contact the supervisor (of the student) in that department to obtain the specifics of the stipend. Graduate Students

17. The Basics of Hiring Student Employees Review Question True. Begin by contacting the supervisor and determine how many hours per week are required for the stipend. Next you will need to contact the academic degree program director to obtain approval. Answer True or false? If the stipend is provided by a department other than the academic degree program I must first contact the supervisor (of the student) in that department to obtain the specifics of the stipend. Graduate Students

18. The Basics of Hiring Student Employees End of Section. Click to return to the main menu. Graduate Students