Commonly Used Guides
Getting Ready for the Academic Year: a September Survival Guide provides a general checklist of student employee need going into the academic year.
To complete the Form I-9 as a student supervisor, refer to our University Form I-9 Procedure. For a federal understanding of the Form I-9 itself, A Guide to the Form I-9 is available on the USCIS.gov site.
To understand how job titles and pay are established in the Student Employment system, refer to our Job Classification Guide. This provides a general overview of payment method, grade level, and job title code.
Supervisors can refer to our comprehensive overview of the Supervisor Approval of Student Time Entry function.
Other Guides and Procedures:
- Student Worker Accident Procedure
- Student Earned Sick Time Eligibility
- Guidance on the Massachusetts Pregnant Workers Fairness Act
- Student Volunteers
To help departments budget for hourly paid student employees, please refer to the following Earnings Charts to determine a student’s total pay over time.
To help budget for hourly paid Work-Study student employees and their award amounts, please copy or download this FWS Award Tracker. Please read the instructions sheet before using Academic Year and Summer sheets. This can be used by both students and departments.
Guidance for Remote I-9
Clarification on Remote I-9s: Departments cannot remotely complete I-9s via video conferencing like Zoom or Teams. Remote I-9s can be done by an Authorized Representative – someone in the same location as the student who is not the student themselves, will complete the Form I-9, the certification form, and any additionally requested documents.
Remote I-9 requires a live meeting of the Authorized Representative and the student employee, and cannot be completed via video conference. The Authorized Representative must be someone willing to verify the student’s documents brought to complete section 2 and to authorize a legal government document for employment purposes.
Remote I-9s are used only under extraordinary circumstances when a student employee is not on campus. If the student will be on campus before their start date, they should complete the I-9 in person with a university representative.
If you have determined that the student in question should have access, have the student download the remote I-9 certification form and instructions. They should read the instructions carefully. The full Form I-9 can be found here.
The student should submit the required documents to Student Employment by sending a secure email. If hyperlink does not work, the full link is: https://firstname.lastname@example.org. Included in the email message must be their student UID and supervisor name or department staff who authorized the use of Remote I-9.
Common Payroll FAQs
If you have a student employee who is experiencing payroll problems, contact your payroll coordinator. If unable to resolve the problem, the Payroll Coordinator will contact Student Payroll. Student Payroll will work with the Payroll Coordinator to resolve the issue, who will then let the supervisor know when the problem is corrected.
- Longevity Increases — Suspended Effective Summer 2016