Student Employment Policies
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Table of Contents
General Policies Selection and Interview Tips
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On-Campus Employment Policies Student Classification
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Types of Student Positions
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Eligibility for On-Campus Student Employees
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International Students
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Hiring Process
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Student Employment Paperwork
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Off-Campus Employment Policies How to Post a Job
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How to Review Applicants on TRL
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Third Party Recruiting Policy
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Contact Information
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General Policies
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Selection and Interview Tips When Hiring a Student Worker • Discuss the student’s class and exam schedule to ensure they have adequate time to balance work and school. • If holidays and weekends are required, list the dates the student is expected to be available to work and have them agree before being hired. • Consider a Statement of Understanding outlining policies and expectations for requesting time off, dress code, eating on the job, etc. This should be signed before the student begins work or within the first few days of hire. • The student is at Auburn University to receive an education, but part-time employment can help a student achieve that goal and at the same time enhance the education they receive. Interviewing Candidates Choose applicants who: • Fully complete your application requirements • Follow directions • Meet your requested qualifications Setting up the Interviews • You may choose how many to interview • Invited applicants to interview • Provide 2-3 time slot for them to choose from During the Interviews • Select job appropriate, open-ended questions • Ask all interviewees the same questions • Explain and clarify the job description • Let interviewees ask questions • Inform them of next steps and follow through Make Selection and Notify Applicants • Make your selection • Notify all other applicants that the position has been filled (TRL allows you to send a batch email to all applicants)
Sample Interview Questions Sample Interview Evaluation Form (1) Sample Interview Evaluation Form (2)
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On-Campus Employment Policies
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Student Classification New Hires This is a student who has never been employed at Auburn University. The student will need to complete all applicable employment, tax, and payroll forms.
Re-Hire Active This is a student who has been employed at Auburn University and is still active in the Banner HR system as an employee; however, has no current jobs. The employer will need to complete an ePAF in Banner Self-Serve for approval to hire.
Re-Hire Separated This is a student who has been employed at Auburn University but is currently inactive in Banner HR as an employee. The student will need to complete all applicable employment, tax, and payroll forms.
Currently Employed This is a student who currently holds an active position(s) on campus. The student may work up to 20 hours per week for all total jobs.
Types of Student Positions On-Campus Regular Student Employee Positions These positions are open to all currently enrolled Auburn University students. The department pays 100% of student wages for regular student employees. Students are employed in a variety of positions in numerous areas of the University. Federal Work Study Students Federal Work Study provides job opportunities for graduate and undergraduate students demonstrating financial need to help pay for educational expenses. Financial need is derived from a student’s FAFSA (Free Application for Federal Student Aid) information, and work study is part of a student’s financial aid package. Off-campus work study jobs must be with a private non-profit organization or a public agency—work must be in the “public interest.” Student work hours are dictated by recognized need, and the total amount earned cannot exceed the Work Study Award. A portion of the student’s wage is subsidized by the government. For more information, visit the Student Financial Services Office at 203 Mary Martin Hall or call 844-4367. Off-Campus Student Employment Positions Off-Campus student employment positions range from part-time employment opportunities in the Auburn/Opelika area to seasonal, temporary and summer employment. These opportunities are open to all currently enrolled Auburn students. Wages and hours are set by off-campus employers. To view listed positions, visit www.jobs.auburn.edu. Graduate Assistantships Graduate Assistantships are administered and processed through the Graduate School. For more information, visit the Graduate Assistant Handbook at www.grad.auburn.edu.
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Eligibility for On-Campus Student Employees • An individual enrolled in one or more semester hours at Auburn University. • An individual not enrolled for the current semester but enrolled for the previous semester and the following semester (Excluding summer semesters— i.e. student attended classes in spring 2015, not enrolled for fall, but plans to enroll in spring 2016 = they are eligible for student employment). • An incoming student is not eligible to begin work on-campus at Auburn University until five days before classes start. The five days should be used as a training period. Prior to this time, individuals must be employed through Temporary Services.
International Students Immediately upon receiving a job offer, international students must go to the Office of International Education (OIE), located in 201 Hargis Hall, to be counseled on their work status. Students hold varying types of Visas, and to best protect our international population, OIE determines if international students are allowed to work. OIE provides eligible international students with the Alien Employment Form.
Hiring Process Step 1: Recruitment of Student Worker: • Excerpted from the Auburn University Personnel Policies and Procedures at www.auburn.edu/ administration/human_resources/manual/sect02.htm: 2.15.2 Campus Only Recruitment: • If recruitment for a position vacancy is limited to eligible Auburn University employees, the vacancy will be posted for a minimum of five working days. *ALL STUDENT EMPLOYMENT POSITIONS MUST BE POSTED ON WWW.JOBS.AUBURN.EDU* Step 2: When Hiring a Student Worker: • Discuss the student’s class and exam schedule to ensure they have adequate time to balance work and school. • If holidays and weekends are required, list the dates the student is expected to be available to work and have them agree before being hired. • Consider a Statement of Understanding outlining policies and expectations for requesting time off, dress code, eating on the job, etc. This should be signed before the student begins work or within the first three days of hire. • The student is at Auburn University to receive an education, but part-time employment can help a student achieve that goal and at the same time enhance the education they receive. 7
Interviewing Candidates: Choose applicants who: • Fully complete your application requirements • Follow all directions • Meet your requested qualifications Setting up the interviews • You may choose how many applicants to interview • Invite applicants to interview • Provide 2-3 time slots for them to choose from During the interviews • Select job appropriate questions • Ask all interviewees the same questions • Ask open ended questions • Limit interruptions • Explain and clarify the job description • Inform them of next steps and follow through Step 3: Determine if the Student is enrolled in Auburn University classes. • Option 1: Ask students to provide a copy of their current class schedule. If they are not enrolled this semester, ask for a copy of last semester’s class schedule and the next semester’s schedule (if possible). • Option 2: 1. Log-in to AU Access. a. Click on the Employee Services tab. b. Scroll down to the Student Schedule Quick Links. c. Click on “View/Print Student Schedules.” 2. Determining if a student that does not currently have a schedule can or cannot work: a. Click on “Select Term” to ensure that you are looking at the semester in which you are hiring the student to work (i.e. If you are hiring for Fall 2015, you will need to look at the Fall 2015 schedule). Change to the term you need and hit “Submit.” b. On the next screen, click on “View Student Schedule.” c. Enter the student’s Banner ID # in the “Student or Advisee ID:” box. d. Verify the student’s name and hit Submit. e. If a schedule appears, continue to Step 3.
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f. If a schedule does not appear, hit the “Back” button until you get back to the screen that allows you to “Select Term.” g. Click on “Select Term” and change it to the semester before the semester you are trying to hire the student to work (i.e. If you are hiring for Fall 2015, you will need to look at Summer or Spring 2015 schedule). Hit “Submit” once you have chosen the previous semester. h. On the next screen, click on “View Student Schedule.” i. If a schedule appears for that semester, continue to Step 4. j. If a schedule does not appear, the student is not eligible to work as a student employee and MUST go through TES to work in your department. You will need to contact TES. Step 4: Determine the Hiring Status of Student: 1. Determine the hiring status of the student by reviewing the PEAEMPL screen in Banner Admin. Scenarios: Scenario # 1: • The Employee Status is “Active.” • The Home Department, Check Distribution, and District or Division are entered. • The Last Work Date is blank. • The number of hours the student can work will need to be determined (see Step 5). Complete an ePAF through Banner to add the new job. Scenario # 2: • The Employee Status is “New Hire.” • The Home Department, Check Distribution, and District or Division are blank. • The Last Work Date is blank. • The student is a new hire and will need to fill out all paperwork. • The paperwork should be sent to Human Resources, 1550 East Glenn Ave. Scenario # 3: • The Employee Status is “Terminated.” • The Home Department, Check Distribution, and District or Division are entered. • The Last Work Date is filled. • The student will need to be treated as a new hire and will need to fill out all paperwork. • Send all completed paperwork to Human Resources, 1550 East Glenn Ave.
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Step 5: Determine the Number of Hours the Student Can Work: • Regular Undergraduate Student Employees (not International, Work Study, or Assistantships) can work up to 20 hours per week for all total jobs and up to 40 hours per week for all total jobs during a semester /summer break (unless enrolled in summer courses). • A student that is considered a new hire or has been terminated can work up to 20 hours per week.
FTE (Full-Time Equivalent)
# of Hours
1
40
.75
30
.50
20
.25
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• A student that currently holds one position or more cannot work more than 20 hours per week for all total jobs which equates to .50 FTE. • View the NBIJLST screen in Banner Admin to see a list of all current positions the student is holding (note: current jobs will have a Begin Date entered and the End Date field will be blank). • Double click on the Position box and the NBAJOBS screen will open. • Click “Next Block” to see the Job FTE for that position. Be sure to write this number down. • If the student holds multiple current positions, go back to NBIJLST and repeat these instructions. You will need to add all of the FTEs to determine if the student can work an additional position. • When you have determined the student’s current FTE, you will need to subtract the current FTE from .50 to get the number of hours the student can work in your position.
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Student Employment Paperwork Human Resources Forms Direct Deposit Guide
Forms
New Hire
Re-Hire Separated
Bi-Weekly Paid Student Authorization Form
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X
A-4 Form or A-4E Form
I-9 Form & supporting documents
Currently Employed
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X
X
X
X
X
X
X
W-4 Form
X Direct Deposit
Description
ePAF: Complete online through AU Access
Electronic Personnel Action Form Appendix D Personal Data Form
Re-Hire Active
X
X
X
International Students must go to the Office of International Programs.
PDF: Serves simply as an information sheet on the student worker and is updated on a yearly basis. Any new job appointment also requires new PDF. You must supply HR with a current mailing address. Alabama Employee’s Withholding Exemption Certificate. Students should complete one or the other but not both.
This form is only required of first-time, oncampus employees. This form is used to verify that new employees, whether U.S. citizens or resident aliens, are eligible for employment. See back of I-9 for required supporting documents. Unless a student wants to make changes, this form is only required of first-time, on-campus employees. This form indicates the employee’s tax exemption choice. Effectively immediately, all student employees should use Self-Service Banner to enter and/ or change their Direct Deposit information for payroll. International students must also supply the Alien Employment Form obtained from the Office of International Programs.
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Off-Campus Employment Policies
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How to Post a Job 1. Login into your Tiger Recruiting Link (TRL) account 2. Select the “Jobs” tab at the top of your screen 3. Under the “Single School Job Posting” tab, click the “Add New” button Copy Existing: Allows you to copy previous job postings to avoid re-entering the same information repeatedly. Be sure to check old postings to ensure minimum wage is being met or exceeded, contact and application information is current, and to update posting start and end dates. 4. Fill in the Position Information: (Only items marked by an asterisk (*) on the form are required) • Position Type: Choose one or more boxes that relate best to the type of position you are posting. Note: Only positions funded through Auburn University should be listed as Student Employment: University Departmental Part time. • Job Description: Please provide as much information as possible. This will help ensure that you receive only the most qualified and interested applicants. Click here for a sample description. • Resume Submission Method: You can choose how you want to receive submitted resumes/ documents: • Email: resumes will be emailed to you as they are submitted • Accumulate Online: resume will accumulate in the system and you will have to log-in to your TRL account, click on the Jobs menu, then click on the Student Resumes tab to see applicants and resumes. You can also access them through the Alerts feature on your TRL home screen. • Other: You may include a physical address, fax, website or other method of application. • Contact Information: You may choose not to display your name and contact information. We recommend that employers make at least their name and email or phone number visible to students as we encourage students to address employers by name in their cover letters and correspondence. • Posting Date & End Date: Specify when you would like the posting to go active and inactive. Note: Dates selected more than six months out will be altered by the AU Career Center. • GPA: If you don’t have a GPA requirement, you can enter 0.0. Please consider setting your GPA requirement to below a 3.0. There are many good students who for various reasons may not have a 3.0 or higher GPA. • Graduation Start and End Date (optional): Select the earliest and latest graduation date you will consider. • Work Authorization: Select work authorization(s) your organization is allowed to consider. To select more than one, hold the CTRL key down as you click on your choices. • Desired Majors: Choose all of the majors your are interested in interviewing. You may select multiple majors. • Location: Enter the location(s) where the employees will be working. 5. Click on the Submit button when the posting is ready. Note: Your job will be pending until the AU Career Center reviews and approve it, which will be done the same day you post the position. When it has been approved, you will see a green check mark in the Approved column and will receive an email confirmation 13
How to Review Applicants on TRL To view the applicants/resumes for your posting click on the “Jobs” menu and go to the “Student Resumes” tab. • Click on the documents in the Documents column to review resumes, etc. • The Status box allows you to track students you are and are not interested in. (Note: this information is NOT sent to the students) • We encourage employers to inform students who are not selected when the hiring process is complete. To send one email to all students not selected, click the check box next to each student’s name and click the “Mail to Checked” tab. You can then type your message.
Third Party Recruiting Policy The Auburn University Career Center works to connect our students and alumni with varied kinds of bona fide employment opportunities. We encourage organizations large and small, in the public or private sector to utilize our services. Network Marketing Agencies The Auburn University Career Center does not consider these organizations “employers” and thus they are not eligible to participate in job postings, career expos, on-campus interviewing, résumé referrals, employer presentations, or sponsorships for on-campus recruiting activities. A network marketing company is defined as one that engages in the following: • Sponsors individuals to set up their own businesses for the purpose of selling products or services and/or recruiting other individuals to set up their own businesses • Requires an initial investment (payment of a fixed fee, payment to attend orientation or training session(s), and/or the purchase of a starter kit or product samples) • Offers compensation in the form of straight commission, fees from others under their sponsorship in the organization, and/or a percentage of sales generated by others • Offers compensation in the form of merchandise (commonly known as “swag”) Third Party Agencies • These organizations (search firms, placement services, etc.) who are not considered the employer of record are offered job positing assistance ONLY when they meet the following: • Provide disclosure of vacancy position(s) and employer represented for recruiting activities • Acknowledges that the Auburn University Career Center may verify with the employer the third party’s recruiter relationships • We reserve the right to review all postings for legitimacy and accuracy Third Party Agencies are not eligible for other employer services. If you have questions or require further detail, please contact the Auburn University Career Center at (334) 844-4744.
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Questions? Contact Lauren Hobbs, Student Employment Coordinator, at hobbs@auburn.edu or (334) 844-3867.
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303 Martin Hall | 334.844.4744 | auburn.edu/career 16