September Survival Guide

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Departmental employment through the Student Job Service is open to any student at the University who meets eligibility criteria. Department budget lines are charged 100% of the employee’s gross earnings.

Work-Study employment is open only to students participating in Federal Work-Study. Department budgets are charged 30% of the employee’s gross earnings.

Your Starting Fall Line Up

To see the list of students already hired for the fall in your department, use the Business Link function Student Employees by Mail Code. If you do not have access to this function, request permit E200 from your department’s Data Security Administrator.

  1. Work-Study Rehires
    Throughout August students who had any Work-Study earnings in your department last Spring (January through May) are subject to Automatic Rehire into the same job and given the appropriate merit increases.
  2. Pre-placed Freshmen
    If you participate in the Freshman Pre-placement Program, you will have been notified of the Work-Study freshmen that have been pre-placed with you.
  3. Work-Study Students You Hired This Summer
    Students who worked for you during the summer but not last Spring are not automatically rehired. Follow your department’s procedure to hire them for the Fall semester.
  4. Returning Departmental Student Employees
    Departmentally-paid students are not automatically rehired. Follow your department’s procedure for rehiring any departmental student employees who wish to return for the Fall, using the same job number they had in Spring. Remember to add the necessary merit increase.

Planning

In August:

  • Contact your returning students to confirm their plans to return and discuss their schedules.
  • Contact any pre-placed freshmen if they have not already contacted you about their schedules.

Be aware when setting up student work schedules that there are Restrictions on Student Work Hours.

Remember: Students are hired to be of help to you. You do not need to give them the schedule they ask for if it does not work for you.

Use the Academic Year Earnings Chart to determine how many hours each student will work per week.

  • For Work-Study Students: The Work-Study Award Amount is the maximum amount a student can earn. Consider each student’s award amount and the pay rate of the position when calculating work hours per week. If the student has additional Work-Study jobs, be sure to take those expected earnings into consideration.
  • For Departmental Student Employees: Use the earnings chart to help you budget for the student’s hours. The chart will show how much the student will earn based on the number of hours he or she works.

Remember to factor in returning students’ merit increases.

Hiring Students

If your starting fall lineup is not enough to meet your needs, follow the procedures for Hiring Students.

Keys to a successful September

  • Monitor the weekly Student Payroll reports. If there is something that does not look correct, contact your payroll coordinator.
  • Monitor Work-Study balances:
  • Remind your Work-Study students to monitor their award balances on the Student Link Work tab, under View Pay Stub.