All posting and hiring functions must be completed and processed through the JobX Student Job Board.<\/p>\n
JobX Student Job Board<\/button><\/a><\/p>\nWhen hiring a student, check with your payroll coordinator for the proper procedures for your department. Only students who meet\u00a0<\/span>Student Employment Eligibility Criteria<\/a>\u00a0<\/span>are eligible to be paid as student employees. Without a hire record, student employees will not be paid on time.<\/p>\nKeep in mind that many students have no previous work experience. You may need to hire and train an inexperienced student. During the interview process, make your expectations of the role clear. <\/p>\nInformational Material<\/h5>\nAre you new to Boston University or the JobX Student Job Board? Review the full JobX platform guide<\/a>.<\/p>\nCreating\/Posting Jobs<\/h5><\/p>\nStudent employment jobs must be created before students can be hired into the respective position.<\/p>\nUse the comprehensive JobX Job Management guide<\/a> for detailed instructions on the following:<\/p>\n\nSetting up a job<\/li>\nReviewing Job Applications and Hiring<\/li>\nJobX Tools<\/li>\n<\/ul>\nSetting up a Job<\/span>\u00a0\u2013\u00a0<\/span>Video<\/a><\/span><\/p>\nYou may review the <\/span>Job Classifications Guide<\/a> to identify the Job type, Job category, Job title, and pay scale.<\/span><\/p>\n<\/div>\n<\/div>\n\nHiring students<\/h5><\/p>\nUse the comprehensive JobX Job Management guide<\/a> for detailed instructions on the following:<\/p>\n\nSetting up a job<\/li>\nReviewing Job Applications and Hiring<\/li>\nJobX Tools<\/li>\n<\/ul>\nPlease refer to the Hiring International Students section below for additional information when hiring international students.<\/p>\n<\/div>\n<\/div>\n\nHiring International students<\/h5><\/p>\nTo be eligible to work on campus, international students must receive work authorization through the International Student and Scholars Office (ISSO)<\/a> and meet the following criteria:<\/p>\n\n\n\nEmployment Period<\/strong><\/td>\nUndergraduate Students<\/strong><\/td>\nGraduate Students<\/strong><\/td>\n<\/tr>\n\nAcademic Year<\/strong><\/td>\nRegistered each semester.<\/td>\nRegistered each semester<\/td>\n<\/tr>\n\nSummer *<\/strong><\/td>\nEnrolled for the upcoming fall semester, or registered for the summer.<\/td>\nEnrolled for the upcoming fall semester, or registered for the summer.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n*Students who will graduate in August must be enrolled over the summer.<\/p>\nHiring Steps<\/h5>\nNew international students (those who have never worked at Boston University before) must receive work authorization and complete I-9 documentation through Hiring Manger\/Department. They can follow instructions in the Employment Guide for International Students<\/a>.<\/p>\nYou may complete the hiring process following typical student hire procedures<\/a>.<\/p>\nThe student must\u00a0obtain a Social Security number<\/a> if they do not have one. Once they receive their Social Security number, they should complete and submit Form W-4 (Employee\u2019s Withholding Allowance Certificate) following the instructions in Tax Information for International Students<\/a>.<\/p>\nInternational students who have already worked at Boston University before will have most, if not all, of the above requirements completed already. If so, follow student hire procedures<\/a> as usual.<\/p>\n<\/div>\n<\/div>\n\nHiring students with Work-Study Awards<\/h5><\/p>\nHiring Work-Study Eligible student is no different that hiring any other student. As your proceed with the hiring process, Work-Study information will be provide on the student\u2019s profile indicating if they\u2019ve receive an award.<\/p>\nOnce Financial Assistance has awarded a student, the student’s JobX record will update to reflect the award amount and period. Staff are advised to review each student record confirming the award has been applied before assigning the Federal Work-Study Cost Object during the hiring process.<\/p>\nOnce that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown in the example below.<\/p>\nCost Object 1: 9500XXXXXX*<\/strong><\/em><\/p>\nCost Object 1 Percentage: 70<\/em><\/p>\nThe hire requestor must supply the cost object for the remaining 30%.<\/p>\n*<\/strong> Federal Work-Study IO changes annually. Student Employment will supply the new Federal Work-Study IO each year. Staff will have access to the information on the JobX hiring page when asked to input the cost distribution.<\/p>\nFederal Work-Study Overview<\/strong><\/h5>\nFederal Work-Study is a federally-funded financial aid program administered by Boston University. It is designed to provide access to employment, helping students meet educational expenses. Participants also gain valuable work experience while helping the University and nonprofit organizations meet their staffing needs. The program is not<\/span> intended to provide students with opportunities to study while at work.<\/p>\nBoston University departments that hire Work-Study students incur a charge of 30% of those students\u2019 earnings. The Federal Work-Study Program funds the remaining 70%.<\/p>\nWork-Study Awards<\/strong><\/p>\nWork-Study is awarded to eligible students as part of their financial aid packages. Work-Study awards are distributed for each program (academic year and summer) and are non transferable.<\/p>\nStudents apply for academic year Work-Study by indicating their interest in working on the FAFSA form. BU Financial Assistance selects as many participants as funding allows, based on students\u2019 financial need. Students apply for summer Work-Study by applying here<\/a>, after ensuring that their financial aid documents for the upcoming academic year are submitted and confirmed.<\/p>\nAll undergraduate Work-Study students are paid hourly, while graduate students may be paid either hourly or weekly-salaried, depending on the job. A student\u2019s gross earnings are automatically subtracted from their Work-Study Award Amount<\/a>, until either the Maximum Earnings Level is reached, or the program ends.<\/p>\nCheck our Dates and Deadlines for system programmed academic year and summer program dates using the current Fiscal Year outline, and our Work-Study Dates and Deadlines for the current Work-Study cycle.<\/p>\nAdjustment or Cancellation<\/strong><\/p>\nIf a student\u2019s eligibility changes at any time during the academic year or summer program, BU Financial Assistance may need to adjust or cancel their Work-Study award. Circumstances which may require this include, but are not limited to, withdrawal from the University, failure to maintain a satisfactory grade point average, or the addition of financial assistance from outside sources.<\/p>\nRemember:<\/strong> Students must reapply for Work-Study each year when they apply for federal financial assistance, by completing the FAFSA by the established deadline. More information is available for undergraduate students from\u00a0<\/span>Financial Assistance<\/a>. Graduate students should consult the\u00a0<\/span>financial aid coordinator<\/a>\u00a0at their school or college.<\/span><\/p>\n<\/div>\n<\/div>\n\nI-9 Status<\/h5><\/p>\nSupervisors and Payroll Coordinators will encounter a list of employment validations during the hiring process. At this stage, the system displays the current status of the student’s Form I-9 and other required employment forms. <\/span><\/p>\nStudents who have completed their I-9 will display a “PASSED” validation icon at this stage, and the user may proceed with the hire request.\u00a0<\/span><\/p>\nIf the student still needs to complete the Form I-9, the user may proceed with the hire, but the hire approval will be contingent upon completing the I-9 and any other required employment forms.\u00a0<\/span><\/p>\nUpon completion of the hire request, the user can notify the student of the pending hire. The notification will also request the student to complete any required forms, including the Form I-9, as soon as possible.\u00a0\u00a0<\/span><\/p>\nIt’s important to note that a student cannot be hired until the I-9 has been completed. Furthermore, it’s crucial that if the student has started working that do not<\/strong><\/span> continue to working<\/span><\/strong>\u00a0without the I-9 having been completed.<\/span><\/p>\nThe hire can be approved<\/span> once the I-9 is in “Completed” status on the JobX Student Job Board.<\/span><\/p>\nFollow our University Form I-9 Procedures<\/a>\u00a0<\/span>for instructions on completing this form<\/p>\n<\/div>\n<\/div>\n\nFederal Tax Withholding Certificate - W-4<\/h5><\/p>\nIf the student has never worked at BU, it is optional<\/span> for them to complete a W-4. If a W-4 is not completed, the student will be taxed at the highest rate: single with zero dependents.<\/p>\nRefer international students to Tax Information for International Students<\/a>.<\/p>\nDo not give students tax advice or tell them how to complete the W-4 form. Most students claim 0 or 1 single. Students who claim exempt must re-file every calendar year. If students have questions about what to claim, suggest they talk to their parent or guardian. Further information for students regarding taxes is available here<\/a>.<\/p>\n<\/div>\n<\/div>\n\nFERPA Policy<\/h5><\/p>\nFERPA<\/a> (Family Educational Rights and Privacy Act) is a federal law enacted in 1974 that guarantees the confidentiality of student records and general information.<\/p>\nSupervisors must familiarize themselves with FERPA and stress to their student employees the importance of confidentiality. Students who might, at any time, access student information must read and sign the FERPA Non-Disclosure Agreement, which identifies the basic provisions of the law. The agreement will be captured during the hiring process prior to employment. The Student Employment Office will retain signed FERPA agreements for future reference.<\/p>\nFERPA violations may result in disciplinary action, including, but not limited to, job termination.<\/p>\n<\/div>\n<\/div>\n\nStudent Employment Confidentiality Policy<\/h5><\/p>\nAll students working on campus must understand and sign statements agreeing to the Student Employment Confidentiality Policy. This agreement is integrated into the hiring process and are stored digitally with the Student Employment Office.<\/p>\nThe Student Employment Confidentiality Policy was created to stress to student employees the importance of confidentiality in the workplace. Information acquired at work should remain in the workplace.<\/p>\n<\/div>\n<\/div>\n\nIntellectual Property Policy<\/h5><\/p>\nStudents involved in University-supported research are required to sign an Intellectual Property Policy Agreement<\/a>. The Vice President and Associate Provost for Research will be responsible for establishing and maintaining procedures and administrative support needed to implement the Intellectual Property Policy<\/a>.<\/span><\/p>\nStudents required to sign the agreement based on University guidelines will automatically receive an email request from ippolicy@bu.edu<\/a> once they are hired. Principal investigators or student hiring managers who would like other students in their research or academic groups to sign the agreement, for any reason, will need to manually prompt students to sign by sharing the Intellectual Property Policy Agreement<\/a>.<\/p>\n<\/div>\n<\/div>\n\nAdditional Policies<\/h5><\/p>\n\nReasonable Accommodations Policy<\/a><\/li>\nBoston\u00a0University Sexual Harassment Policy<\/a><\/li>\nStudent Work Hours Policy<\/a><\/li>\n<\/ul>\n<\/div>\n<\/div>\n\nFrequently Asked Questions<\/h5><\/p>\nHow do I create a job?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a>\nAnd this video –\u00a0<\/span>Creating a Weekly Salaried Position and Hiring a Student Walkthrough<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I edit job information?<\/b><\/span><\/div>\nOnce your job is approved, you may open the \u201cAction\u201d Drop-down menu and select \u201cEdit Job.\u201d Edits will be resubmitted to Student Employment for approval.<\/span><\/div>\n<\/div>\nHow do I hire a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I hire a student employee with Work-Study funds?<\/b><\/span><\/div>\nHiring Work-Study Eligible students is no different than hiring any other student. Work-Study information will be provided on the student\u2019s profile indicating if they\u2019ve received an award as you proceed with the hiring process. Once that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown below.<\/span><\/div>\nCost Object 1: 9500########*<\/i><\/span><\/div>\nCost Object 1 Percentage: 70<\/i><\/span><\/div>\nThe hire requestor must supply the cost object for the remaining 30%.<\/span><\/div>\n* Federal Work-Study cost object changes annually. The JobX hiring page will display the current Cost Object for easy reference when inputting.<\/span><\/div>\n<\/div>\nHow do I know if a student is Work-Study eligible?<\/b><\/span><\/div>\nStudents who are eligible and awarded Work-Study funding on the JobX student profile. This can be accessed in JobX on the Supervisor Search Student and Awards page (which can be found in the JobX section of the Control Panel menu).<\/span><\/div>\n<\/div>\nWhat happens if my student\u2019s Work-Study award is depleted?<\/b><\/span><\/div>\nThe student\u2019s employment will continue and all future earnings will be charged to departmental funds as assigned at the point of hire.<\/span><\/div>\n<\/div>\nHow do I complete an I-9 for a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0Completing the Form I-9 (guide)<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I approve an hourly timesheet?<\/b><\/span><\/div>\nCheck out these guides:<\/span><\/div>\nDirect Supervisor<\/u><\/span><\/a><\/span><\/div>\nPayroll Coordinators<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nDo I need to approve a timesheet for a student receiving a weekly salary?<\/b><\/span><\/div>\nNo. Weekly salaried student will be paid out automatically each week until they are terminated.<\/span><\/div>\n<\/div>\nHow do I change the funding source of a student wages?<\/b><\/span><\/div>\nCheck out this guide –\u00a0<\/span>Adjusting Cost Distribution<\/u><\/span><\/a><\/span><\/div>\nNote: Only authorized Payroll Coordinators, Student Hire Approvers, and Manager\/Supervisors can submit a Salary Cost Distribution Change form in SAP.<\/span><\/div>\n<\/div>\nHow do I terminate a student?<\/b><\/span><\/div>\nTerminating students will be critical moving forward, especially for weekly salaried students. Departments must monitor positions and terminate students in a timely manner otherwise the student will continue to be employed and paid until the termination is processed.<\/span><\/div>\n
When hiring a student, check with your payroll coordinator for the proper procedures for your department. Only students who meet\u00a0<\/span>Student Employment Eligibility Criteria<\/a>\u00a0<\/span>are eligible to be paid as student employees. Without a hire record, student employees will not be paid on time.<\/p>\nKeep in mind that many students have no previous work experience. You may need to hire and train an inexperienced student. During the interview process, make your expectations of the role clear. <\/p>\nInformational Material<\/h5>\nAre you new to Boston University or the JobX Student Job Board? Review the full JobX platform guide<\/a>.<\/p>\nCreating\/Posting Jobs<\/h5><\/p>\nStudent employment jobs must be created before students can be hired into the respective position.<\/p>\nUse the comprehensive JobX Job Management guide<\/a> for detailed instructions on the following:<\/p>\n\nSetting up a job<\/li>\nReviewing Job Applications and Hiring<\/li>\nJobX Tools<\/li>\n<\/ul>\nSetting up a Job<\/span>\u00a0\u2013\u00a0<\/span>Video<\/a><\/span><\/p>\nYou may review the <\/span>Job Classifications Guide<\/a> to identify the Job type, Job category, Job title, and pay scale.<\/span><\/p>\n<\/div>\n<\/div>\n\nHiring students<\/h5><\/p>\nUse the comprehensive JobX Job Management guide<\/a> for detailed instructions on the following:<\/p>\n\nSetting up a job<\/li>\nReviewing Job Applications and Hiring<\/li>\nJobX Tools<\/li>\n<\/ul>\nPlease refer to the Hiring International Students section below for additional information when hiring international students.<\/p>\n<\/div>\n<\/div>\n\nHiring International students<\/h5><\/p>\nTo be eligible to work on campus, international students must receive work authorization through the International Student and Scholars Office (ISSO)<\/a> and meet the following criteria:<\/p>\n\n\n\nEmployment Period<\/strong><\/td>\nUndergraduate Students<\/strong><\/td>\nGraduate Students<\/strong><\/td>\n<\/tr>\n\nAcademic Year<\/strong><\/td>\nRegistered each semester.<\/td>\nRegistered each semester<\/td>\n<\/tr>\n\nSummer *<\/strong><\/td>\nEnrolled for the upcoming fall semester, or registered for the summer.<\/td>\nEnrolled for the upcoming fall semester, or registered for the summer.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n*Students who will graduate in August must be enrolled over the summer.<\/p>\nHiring Steps<\/h5>\nNew international students (those who have never worked at Boston University before) must receive work authorization and complete I-9 documentation through Hiring Manger\/Department. They can follow instructions in the Employment Guide for International Students<\/a>.<\/p>\nYou may complete the hiring process following typical student hire procedures<\/a>.<\/p>\nThe student must\u00a0obtain a Social Security number<\/a> if they do not have one. Once they receive their Social Security number, they should complete and submit Form W-4 (Employee\u2019s Withholding Allowance Certificate) following the instructions in Tax Information for International Students<\/a>.<\/p>\nInternational students who have already worked at Boston University before will have most, if not all, of the above requirements completed already. If so, follow student hire procedures<\/a> as usual.<\/p>\n<\/div>\n<\/div>\n\nHiring students with Work-Study Awards<\/h5><\/p>\nHiring Work-Study Eligible student is no different that hiring any other student. As your proceed with the hiring process, Work-Study information will be provide on the student\u2019s profile indicating if they\u2019ve receive an award.<\/p>\nOnce Financial Assistance has awarded a student, the student’s JobX record will update to reflect the award amount and period. Staff are advised to review each student record confirming the award has been applied before assigning the Federal Work-Study Cost Object during the hiring process.<\/p>\nOnce that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown in the example below.<\/p>\nCost Object 1: 9500XXXXXX*<\/strong><\/em><\/p>\nCost Object 1 Percentage: 70<\/em><\/p>\nThe hire requestor must supply the cost object for the remaining 30%.<\/p>\n*<\/strong> Federal Work-Study IO changes annually. Student Employment will supply the new Federal Work-Study IO each year. Staff will have access to the information on the JobX hiring page when asked to input the cost distribution.<\/p>\nFederal Work-Study Overview<\/strong><\/h5>\nFederal Work-Study is a federally-funded financial aid program administered by Boston University. It is designed to provide access to employment, helping students meet educational expenses. Participants also gain valuable work experience while helping the University and nonprofit organizations meet their staffing needs. The program is not<\/span> intended to provide students with opportunities to study while at work.<\/p>\nBoston University departments that hire Work-Study students incur a charge of 30% of those students\u2019 earnings. The Federal Work-Study Program funds the remaining 70%.<\/p>\nWork-Study Awards<\/strong><\/p>\nWork-Study is awarded to eligible students as part of their financial aid packages. Work-Study awards are distributed for each program (academic year and summer) and are non transferable.<\/p>\nStudents apply for academic year Work-Study by indicating their interest in working on the FAFSA form. BU Financial Assistance selects as many participants as funding allows, based on students\u2019 financial need. Students apply for summer Work-Study by applying here<\/a>, after ensuring that their financial aid documents for the upcoming academic year are submitted and confirmed.<\/p>\nAll undergraduate Work-Study students are paid hourly, while graduate students may be paid either hourly or weekly-salaried, depending on the job. A student\u2019s gross earnings are automatically subtracted from their Work-Study Award Amount<\/a>, until either the Maximum Earnings Level is reached, or the program ends.<\/p>\nCheck our Dates and Deadlines for system programmed academic year and summer program dates using the current Fiscal Year outline, and our Work-Study Dates and Deadlines for the current Work-Study cycle.<\/p>\nAdjustment or Cancellation<\/strong><\/p>\nIf a student\u2019s eligibility changes at any time during the academic year or summer program, BU Financial Assistance may need to adjust or cancel their Work-Study award. Circumstances which may require this include, but are not limited to, withdrawal from the University, failure to maintain a satisfactory grade point average, or the addition of financial assistance from outside sources.<\/p>\nRemember:<\/strong> Students must reapply for Work-Study each year when they apply for federal financial assistance, by completing the FAFSA by the established deadline. More information is available for undergraduate students from\u00a0<\/span>Financial Assistance<\/a>. Graduate students should consult the\u00a0<\/span>financial aid coordinator<\/a>\u00a0at their school or college.<\/span><\/p>\n<\/div>\n<\/div>\n\nI-9 Status<\/h5><\/p>\nSupervisors and Payroll Coordinators will encounter a list of employment validations during the hiring process. At this stage, the system displays the current status of the student’s Form I-9 and other required employment forms. <\/span><\/p>\nStudents who have completed their I-9 will display a “PASSED” validation icon at this stage, and the user may proceed with the hire request.\u00a0<\/span><\/p>\nIf the student still needs to complete the Form I-9, the user may proceed with the hire, but the hire approval will be contingent upon completing the I-9 and any other required employment forms.\u00a0<\/span><\/p>\nUpon completion of the hire request, the user can notify the student of the pending hire. The notification will also request the student to complete any required forms, including the Form I-9, as soon as possible.\u00a0\u00a0<\/span><\/p>\nIt’s important to note that a student cannot be hired until the I-9 has been completed. Furthermore, it’s crucial that if the student has started working that do not<\/strong><\/span> continue to working<\/span><\/strong>\u00a0without the I-9 having been completed.<\/span><\/p>\nThe hire can be approved<\/span> once the I-9 is in “Completed” status on the JobX Student Job Board.<\/span><\/p>\nFollow our University Form I-9 Procedures<\/a>\u00a0<\/span>for instructions on completing this form<\/p>\n<\/div>\n<\/div>\n\nFederal Tax Withholding Certificate - W-4<\/h5><\/p>\nIf the student has never worked at BU, it is optional<\/span> for them to complete a W-4. If a W-4 is not completed, the student will be taxed at the highest rate: single with zero dependents.<\/p>\nRefer international students to Tax Information for International Students<\/a>.<\/p>\nDo not give students tax advice or tell them how to complete the W-4 form. Most students claim 0 or 1 single. Students who claim exempt must re-file every calendar year. If students have questions about what to claim, suggest they talk to their parent or guardian. Further information for students regarding taxes is available here<\/a>.<\/p>\n<\/div>\n<\/div>\n\nFERPA Policy<\/h5><\/p>\nFERPA<\/a> (Family Educational Rights and Privacy Act) is a federal law enacted in 1974 that guarantees the confidentiality of student records and general information.<\/p>\nSupervisors must familiarize themselves with FERPA and stress to their student employees the importance of confidentiality. Students who might, at any time, access student information must read and sign the FERPA Non-Disclosure Agreement, which identifies the basic provisions of the law. The agreement will be captured during the hiring process prior to employment. The Student Employment Office will retain signed FERPA agreements for future reference.<\/p>\nFERPA violations may result in disciplinary action, including, but not limited to, job termination.<\/p>\n<\/div>\n<\/div>\n\nStudent Employment Confidentiality Policy<\/h5><\/p>\nAll students working on campus must understand and sign statements agreeing to the Student Employment Confidentiality Policy. This agreement is integrated into the hiring process and are stored digitally with the Student Employment Office.<\/p>\nThe Student Employment Confidentiality Policy was created to stress to student employees the importance of confidentiality in the workplace. Information acquired at work should remain in the workplace.<\/p>\n<\/div>\n<\/div>\n\nIntellectual Property Policy<\/h5><\/p>\nStudents involved in University-supported research are required to sign an Intellectual Property Policy Agreement<\/a>. The Vice President and Associate Provost for Research will be responsible for establishing and maintaining procedures and administrative support needed to implement the Intellectual Property Policy<\/a>.<\/span><\/p>\nStudents required to sign the agreement based on University guidelines will automatically receive an email request from ippolicy@bu.edu<\/a> once they are hired. Principal investigators or student hiring managers who would like other students in their research or academic groups to sign the agreement, for any reason, will need to manually prompt students to sign by sharing the Intellectual Property Policy Agreement<\/a>.<\/p>\n<\/div>\n<\/div>\n\nAdditional Policies<\/h5><\/p>\n\nReasonable Accommodations Policy<\/a><\/li>\nBoston\u00a0University Sexual Harassment Policy<\/a><\/li>\nStudent Work Hours Policy<\/a><\/li>\n<\/ul>\n<\/div>\n<\/div>\n\nFrequently Asked Questions<\/h5><\/p>\nHow do I create a job?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a>\nAnd this video –\u00a0<\/span>Creating a Weekly Salaried Position and Hiring a Student Walkthrough<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I edit job information?<\/b><\/span><\/div>\nOnce your job is approved, you may open the \u201cAction\u201d Drop-down menu and select \u201cEdit Job.\u201d Edits will be resubmitted to Student Employment for approval.<\/span><\/div>\n<\/div>\nHow do I hire a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I hire a student employee with Work-Study funds?<\/b><\/span><\/div>\nHiring Work-Study Eligible students is no different than hiring any other student. Work-Study information will be provided on the student\u2019s profile indicating if they\u2019ve received an award as you proceed with the hiring process. Once that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown below.<\/span><\/div>\nCost Object 1: 9500########*<\/i><\/span><\/div>\nCost Object 1 Percentage: 70<\/i><\/span><\/div>\nThe hire requestor must supply the cost object for the remaining 30%.<\/span><\/div>\n* Federal Work-Study cost object changes annually. The JobX hiring page will display the current Cost Object for easy reference when inputting.<\/span><\/div>\n<\/div>\nHow do I know if a student is Work-Study eligible?<\/b><\/span><\/div>\nStudents who are eligible and awarded Work-Study funding on the JobX student profile. This can be accessed in JobX on the Supervisor Search Student and Awards page (which can be found in the JobX section of the Control Panel menu).<\/span><\/div>\n<\/div>\nWhat happens if my student\u2019s Work-Study award is depleted?<\/b><\/span><\/div>\nThe student\u2019s employment will continue and all future earnings will be charged to departmental funds as assigned at the point of hire.<\/span><\/div>\n<\/div>\nHow do I complete an I-9 for a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0Completing the Form I-9 (guide)<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I approve an hourly timesheet?<\/b><\/span><\/div>\nCheck out these guides:<\/span><\/div>\nDirect Supervisor<\/u><\/span><\/a><\/span><\/div>\nPayroll Coordinators<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nDo I need to approve a timesheet for a student receiving a weekly salary?<\/b><\/span><\/div>\nNo. Weekly salaried student will be paid out automatically each week until they are terminated.<\/span><\/div>\n<\/div>\nHow do I change the funding source of a student wages?<\/b><\/span><\/div>\nCheck out this guide –\u00a0<\/span>Adjusting Cost Distribution<\/u><\/span><\/a><\/span><\/div>\nNote: Only authorized Payroll Coordinators, Student Hire Approvers, and Manager\/Supervisors can submit a Salary Cost Distribution Change form in SAP.<\/span><\/div>\n<\/div>\nHow do I terminate a student?<\/b><\/span><\/div>\nTerminating students will be critical moving forward, especially for weekly salaried students. Departments must monitor positions and terminate students in a timely manner otherwise the student will continue to be employed and paid until the termination is processed.<\/span><\/div>\n
Keep in mind that many students have no previous work experience. You may need to hire and train an inexperienced student. During the interview process, make your expectations of the role clear. <\/p>\n
Are you new to Boston University or the JobX Student Job Board? Review the full JobX platform guide<\/a>.<\/p>\nCreating\/Posting Jobs<\/h5><\/p>\nStudent employment jobs must be created before students can be hired into the respective position.<\/p>\nUse the comprehensive JobX Job Management guide<\/a> for detailed instructions on the following:<\/p>\n\nSetting up a job<\/li>\nReviewing Job Applications and Hiring<\/li>\nJobX Tools<\/li>\n<\/ul>\nSetting up a Job<\/span>\u00a0\u2013\u00a0<\/span>Video<\/a><\/span><\/p>\nYou may review the <\/span>Job Classifications Guide<\/a> to identify the Job type, Job category, Job title, and pay scale.<\/span><\/p>\n<\/div>\n<\/div>\n\nHiring students<\/h5><\/p>\nUse the comprehensive JobX Job Management guide<\/a> for detailed instructions on the following:<\/p>\n\nSetting up a job<\/li>\nReviewing Job Applications and Hiring<\/li>\nJobX Tools<\/li>\n<\/ul>\nPlease refer to the Hiring International Students section below for additional information when hiring international students.<\/p>\n<\/div>\n<\/div>\n\nHiring International students<\/h5><\/p>\nTo be eligible to work on campus, international students must receive work authorization through the International Student and Scholars Office (ISSO)<\/a> and meet the following criteria:<\/p>\n\n\n\nEmployment Period<\/strong><\/td>\nUndergraduate Students<\/strong><\/td>\nGraduate Students<\/strong><\/td>\n<\/tr>\n\nAcademic Year<\/strong><\/td>\nRegistered each semester.<\/td>\nRegistered each semester<\/td>\n<\/tr>\n\nSummer *<\/strong><\/td>\nEnrolled for the upcoming fall semester, or registered for the summer.<\/td>\nEnrolled for the upcoming fall semester, or registered for the summer.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n*Students who will graduate in August must be enrolled over the summer.<\/p>\nHiring Steps<\/h5>\nNew international students (those who have never worked at Boston University before) must receive work authorization and complete I-9 documentation through Hiring Manger\/Department. They can follow instructions in the Employment Guide for International Students<\/a>.<\/p>\nYou may complete the hiring process following typical student hire procedures<\/a>.<\/p>\nThe student must\u00a0obtain a Social Security number<\/a> if they do not have one. Once they receive their Social Security number, they should complete and submit Form W-4 (Employee\u2019s Withholding Allowance Certificate) following the instructions in Tax Information for International Students<\/a>.<\/p>\nInternational students who have already worked at Boston University before will have most, if not all, of the above requirements completed already. If so, follow student hire procedures<\/a> as usual.<\/p>\n<\/div>\n<\/div>\n\nHiring students with Work-Study Awards<\/h5><\/p>\nHiring Work-Study Eligible student is no different that hiring any other student. As your proceed with the hiring process, Work-Study information will be provide on the student\u2019s profile indicating if they\u2019ve receive an award.<\/p>\nOnce Financial Assistance has awarded a student, the student’s JobX record will update to reflect the award amount and period. Staff are advised to review each student record confirming the award has been applied before assigning the Federal Work-Study Cost Object during the hiring process.<\/p>\nOnce that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown in the example below.<\/p>\nCost Object 1: 9500XXXXXX*<\/strong><\/em><\/p>\nCost Object 1 Percentage: 70<\/em><\/p>\nThe hire requestor must supply the cost object for the remaining 30%.<\/p>\n*<\/strong> Federal Work-Study IO changes annually. Student Employment will supply the new Federal Work-Study IO each year. Staff will have access to the information on the JobX hiring page when asked to input the cost distribution.<\/p>\nFederal Work-Study Overview<\/strong><\/h5>\nFederal Work-Study is a federally-funded financial aid program administered by Boston University. It is designed to provide access to employment, helping students meet educational expenses. Participants also gain valuable work experience while helping the University and nonprofit organizations meet their staffing needs. The program is not<\/span> intended to provide students with opportunities to study while at work.<\/p>\nBoston University departments that hire Work-Study students incur a charge of 30% of those students\u2019 earnings. The Federal Work-Study Program funds the remaining 70%.<\/p>\nWork-Study Awards<\/strong><\/p>\nWork-Study is awarded to eligible students as part of their financial aid packages. Work-Study awards are distributed for each program (academic year and summer) and are non transferable.<\/p>\nStudents apply for academic year Work-Study by indicating their interest in working on the FAFSA form. BU Financial Assistance selects as many participants as funding allows, based on students\u2019 financial need. Students apply for summer Work-Study by applying here<\/a>, after ensuring that their financial aid documents for the upcoming academic year are submitted and confirmed.<\/p>\nAll undergraduate Work-Study students are paid hourly, while graduate students may be paid either hourly or weekly-salaried, depending on the job. A student\u2019s gross earnings are automatically subtracted from their Work-Study Award Amount<\/a>, until either the Maximum Earnings Level is reached, or the program ends.<\/p>\nCheck our Dates and Deadlines for system programmed academic year and summer program dates using the current Fiscal Year outline, and our Work-Study Dates and Deadlines for the current Work-Study cycle.<\/p>\nAdjustment or Cancellation<\/strong><\/p>\nIf a student\u2019s eligibility changes at any time during the academic year or summer program, BU Financial Assistance may need to adjust or cancel their Work-Study award. Circumstances which may require this include, but are not limited to, withdrawal from the University, failure to maintain a satisfactory grade point average, or the addition of financial assistance from outside sources.<\/p>\nRemember:<\/strong> Students must reapply for Work-Study each year when they apply for federal financial assistance, by completing the FAFSA by the established deadline. More information is available for undergraduate students from\u00a0<\/span>Financial Assistance<\/a>. Graduate students should consult the\u00a0<\/span>financial aid coordinator<\/a>\u00a0at their school or college.<\/span><\/p>\n<\/div>\n<\/div>\n\nI-9 Status<\/h5><\/p>\nSupervisors and Payroll Coordinators will encounter a list of employment validations during the hiring process. At this stage, the system displays the current status of the student’s Form I-9 and other required employment forms. <\/span><\/p>\nStudents who have completed their I-9 will display a “PASSED” validation icon at this stage, and the user may proceed with the hire request.\u00a0<\/span><\/p>\nIf the student still needs to complete the Form I-9, the user may proceed with the hire, but the hire approval will be contingent upon completing the I-9 and any other required employment forms.\u00a0<\/span><\/p>\nUpon completion of the hire request, the user can notify the student of the pending hire. The notification will also request the student to complete any required forms, including the Form I-9, as soon as possible.\u00a0\u00a0<\/span><\/p>\nIt’s important to note that a student cannot be hired until the I-9 has been completed. Furthermore, it’s crucial that if the student has started working that do not<\/strong><\/span> continue to working<\/span><\/strong>\u00a0without the I-9 having been completed.<\/span><\/p>\nThe hire can be approved<\/span> once the I-9 is in “Completed” status on the JobX Student Job Board.<\/span><\/p>\nFollow our University Form I-9 Procedures<\/a>\u00a0<\/span>for instructions on completing this form<\/p>\n<\/div>\n<\/div>\n\nFederal Tax Withholding Certificate - W-4<\/h5><\/p>\nIf the student has never worked at BU, it is optional<\/span> for them to complete a W-4. If a W-4 is not completed, the student will be taxed at the highest rate: single with zero dependents.<\/p>\nRefer international students to Tax Information for International Students<\/a>.<\/p>\nDo not give students tax advice or tell them how to complete the W-4 form. Most students claim 0 or 1 single. Students who claim exempt must re-file every calendar year. If students have questions about what to claim, suggest they talk to their parent or guardian. Further information for students regarding taxes is available here<\/a>.<\/p>\n<\/div>\n<\/div>\n\nFERPA Policy<\/h5><\/p>\nFERPA<\/a> (Family Educational Rights and Privacy Act) is a federal law enacted in 1974 that guarantees the confidentiality of student records and general information.<\/p>\nSupervisors must familiarize themselves with FERPA and stress to their student employees the importance of confidentiality. Students who might, at any time, access student information must read and sign the FERPA Non-Disclosure Agreement, which identifies the basic provisions of the law. The agreement will be captured during the hiring process prior to employment. The Student Employment Office will retain signed FERPA agreements for future reference.<\/p>\nFERPA violations may result in disciplinary action, including, but not limited to, job termination.<\/p>\n<\/div>\n<\/div>\n\nStudent Employment Confidentiality Policy<\/h5><\/p>\nAll students working on campus must understand and sign statements agreeing to the Student Employment Confidentiality Policy. This agreement is integrated into the hiring process and are stored digitally with the Student Employment Office.<\/p>\nThe Student Employment Confidentiality Policy was created to stress to student employees the importance of confidentiality in the workplace. Information acquired at work should remain in the workplace.<\/p>\n<\/div>\n<\/div>\n\nIntellectual Property Policy<\/h5><\/p>\nStudents involved in University-supported research are required to sign an Intellectual Property Policy Agreement<\/a>. The Vice President and Associate Provost for Research will be responsible for establishing and maintaining procedures and administrative support needed to implement the Intellectual Property Policy<\/a>.<\/span><\/p>\nStudents required to sign the agreement based on University guidelines will automatically receive an email request from ippolicy@bu.edu<\/a> once they are hired. Principal investigators or student hiring managers who would like other students in their research or academic groups to sign the agreement, for any reason, will need to manually prompt students to sign by sharing the Intellectual Property Policy Agreement<\/a>.<\/p>\n<\/div>\n<\/div>\n\nAdditional Policies<\/h5><\/p>\n\nReasonable Accommodations Policy<\/a><\/li>\nBoston\u00a0University Sexual Harassment Policy<\/a><\/li>\nStudent Work Hours Policy<\/a><\/li>\n<\/ul>\n<\/div>\n<\/div>\n\nFrequently Asked Questions<\/h5><\/p>\nHow do I create a job?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a>\nAnd this video –\u00a0<\/span>Creating a Weekly Salaried Position and Hiring a Student Walkthrough<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I edit job information?<\/b><\/span><\/div>\nOnce your job is approved, you may open the \u201cAction\u201d Drop-down menu and select \u201cEdit Job.\u201d Edits will be resubmitted to Student Employment for approval.<\/span><\/div>\n<\/div>\nHow do I hire a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I hire a student employee with Work-Study funds?<\/b><\/span><\/div>\nHiring Work-Study Eligible students is no different than hiring any other student. Work-Study information will be provided on the student\u2019s profile indicating if they\u2019ve received an award as you proceed with the hiring process. Once that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown below.<\/span><\/div>\nCost Object 1: 9500########*<\/i><\/span><\/div>\nCost Object 1 Percentage: 70<\/i><\/span><\/div>\nThe hire requestor must supply the cost object for the remaining 30%.<\/span><\/div>\n* Federal Work-Study cost object changes annually. The JobX hiring page will display the current Cost Object for easy reference when inputting.<\/span><\/div>\n<\/div>\nHow do I know if a student is Work-Study eligible?<\/b><\/span><\/div>\nStudents who are eligible and awarded Work-Study funding on the JobX student profile. This can be accessed in JobX on the Supervisor Search Student and Awards page (which can be found in the JobX section of the Control Panel menu).<\/span><\/div>\n<\/div>\nWhat happens if my student\u2019s Work-Study award is depleted?<\/b><\/span><\/div>\nThe student\u2019s employment will continue and all future earnings will be charged to departmental funds as assigned at the point of hire.<\/span><\/div>\n<\/div>\nHow do I complete an I-9 for a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0Completing the Form I-9 (guide)<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I approve an hourly timesheet?<\/b><\/span><\/div>\nCheck out these guides:<\/span><\/div>\nDirect Supervisor<\/u><\/span><\/a><\/span><\/div>\nPayroll Coordinators<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nDo I need to approve a timesheet for a student receiving a weekly salary?<\/b><\/span><\/div>\nNo. Weekly salaried student will be paid out automatically each week until they are terminated.<\/span><\/div>\n<\/div>\nHow do I change the funding source of a student wages?<\/b><\/span><\/div>\nCheck out this guide –\u00a0<\/span>Adjusting Cost Distribution<\/u><\/span><\/a><\/span><\/div>\nNote: Only authorized Payroll Coordinators, Student Hire Approvers, and Manager\/Supervisors can submit a Salary Cost Distribution Change form in SAP.<\/span><\/div>\n<\/div>\nHow do I terminate a student?<\/b><\/span><\/div>\nTerminating students will be critical moving forward, especially for weekly salaried students. Departments must monitor positions and terminate students in a timely manner otherwise the student will continue to be employed and paid until the termination is processed.<\/span><\/div>\n
Student employment jobs must be created before students can be hired into the respective position.<\/p>\n
Use the comprehensive JobX Job Management guide<\/a> for detailed instructions on the following:<\/p>\n\nSetting up a job<\/li>\nReviewing Job Applications and Hiring<\/li>\nJobX Tools<\/li>\n<\/ul>\nSetting up a Job<\/span>\u00a0\u2013\u00a0<\/span>Video<\/a><\/span><\/p>\nYou may review the <\/span>Job Classifications Guide<\/a> to identify the Job type, Job category, Job title, and pay scale.<\/span><\/p>\n<\/div>\n<\/div>\n\nHiring students<\/h5><\/p>\nUse the comprehensive JobX Job Management guide<\/a> for detailed instructions on the following:<\/p>\n\nSetting up a job<\/li>\nReviewing Job Applications and Hiring<\/li>\nJobX Tools<\/li>\n<\/ul>\nPlease refer to the Hiring International Students section below for additional information when hiring international students.<\/p>\n<\/div>\n<\/div>\n\nHiring International students<\/h5><\/p>\nTo be eligible to work on campus, international students must receive work authorization through the International Student and Scholars Office (ISSO)<\/a> and meet the following criteria:<\/p>\n\n\n\nEmployment Period<\/strong><\/td>\nUndergraduate Students<\/strong><\/td>\nGraduate Students<\/strong><\/td>\n<\/tr>\n\nAcademic Year<\/strong><\/td>\nRegistered each semester.<\/td>\nRegistered each semester<\/td>\n<\/tr>\n\nSummer *<\/strong><\/td>\nEnrolled for the upcoming fall semester, or registered for the summer.<\/td>\nEnrolled for the upcoming fall semester, or registered for the summer.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n*Students who will graduate in August must be enrolled over the summer.<\/p>\nHiring Steps<\/h5>\nNew international students (those who have never worked at Boston University before) must receive work authorization and complete I-9 documentation through Hiring Manger\/Department. They can follow instructions in the Employment Guide for International Students<\/a>.<\/p>\nYou may complete the hiring process following typical student hire procedures<\/a>.<\/p>\nThe student must\u00a0obtain a Social Security number<\/a> if they do not have one. Once they receive their Social Security number, they should complete and submit Form W-4 (Employee\u2019s Withholding Allowance Certificate) following the instructions in Tax Information for International Students<\/a>.<\/p>\nInternational students who have already worked at Boston University before will have most, if not all, of the above requirements completed already. If so, follow student hire procedures<\/a> as usual.<\/p>\n<\/div>\n<\/div>\n\nHiring students with Work-Study Awards<\/h5><\/p>\nHiring Work-Study Eligible student is no different that hiring any other student. As your proceed with the hiring process, Work-Study information will be provide on the student\u2019s profile indicating if they\u2019ve receive an award.<\/p>\nOnce Financial Assistance has awarded a student, the student’s JobX record will update to reflect the award amount and period. Staff are advised to review each student record confirming the award has been applied before assigning the Federal Work-Study Cost Object during the hiring process.<\/p>\nOnce that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown in the example below.<\/p>\nCost Object 1: 9500XXXXXX*<\/strong><\/em><\/p>\nCost Object 1 Percentage: 70<\/em><\/p>\nThe hire requestor must supply the cost object for the remaining 30%.<\/p>\n*<\/strong> Federal Work-Study IO changes annually. Student Employment will supply the new Federal Work-Study IO each year. Staff will have access to the information on the JobX hiring page when asked to input the cost distribution.<\/p>\nFederal Work-Study Overview<\/strong><\/h5>\nFederal Work-Study is a federally-funded financial aid program administered by Boston University. It is designed to provide access to employment, helping students meet educational expenses. Participants also gain valuable work experience while helping the University and nonprofit organizations meet their staffing needs. The program is not<\/span> intended to provide students with opportunities to study while at work.<\/p>\nBoston University departments that hire Work-Study students incur a charge of 30% of those students\u2019 earnings. The Federal Work-Study Program funds the remaining 70%.<\/p>\nWork-Study Awards<\/strong><\/p>\nWork-Study is awarded to eligible students as part of their financial aid packages. Work-Study awards are distributed for each program (academic year and summer) and are non transferable.<\/p>\nStudents apply for academic year Work-Study by indicating their interest in working on the FAFSA form. BU Financial Assistance selects as many participants as funding allows, based on students\u2019 financial need. Students apply for summer Work-Study by applying here<\/a>, after ensuring that their financial aid documents for the upcoming academic year are submitted and confirmed.<\/p>\nAll undergraduate Work-Study students are paid hourly, while graduate students may be paid either hourly or weekly-salaried, depending on the job. A student\u2019s gross earnings are automatically subtracted from their Work-Study Award Amount<\/a>, until either the Maximum Earnings Level is reached, or the program ends.<\/p>\nCheck our Dates and Deadlines for system programmed academic year and summer program dates using the current Fiscal Year outline, and our Work-Study Dates and Deadlines for the current Work-Study cycle.<\/p>\nAdjustment or Cancellation<\/strong><\/p>\nIf a student\u2019s eligibility changes at any time during the academic year or summer program, BU Financial Assistance may need to adjust or cancel their Work-Study award. Circumstances which may require this include, but are not limited to, withdrawal from the University, failure to maintain a satisfactory grade point average, or the addition of financial assistance from outside sources.<\/p>\nRemember:<\/strong> Students must reapply for Work-Study each year when they apply for federal financial assistance, by completing the FAFSA by the established deadline. More information is available for undergraduate students from\u00a0<\/span>Financial Assistance<\/a>. Graduate students should consult the\u00a0<\/span>financial aid coordinator<\/a>\u00a0at their school or college.<\/span><\/p>\n<\/div>\n<\/div>\n\nI-9 Status<\/h5><\/p>\nSupervisors and Payroll Coordinators will encounter a list of employment validations during the hiring process. At this stage, the system displays the current status of the student’s Form I-9 and other required employment forms. <\/span><\/p>\nStudents who have completed their I-9 will display a “PASSED” validation icon at this stage, and the user may proceed with the hire request.\u00a0<\/span><\/p>\nIf the student still needs to complete the Form I-9, the user may proceed with the hire, but the hire approval will be contingent upon completing the I-9 and any other required employment forms.\u00a0<\/span><\/p>\nUpon completion of the hire request, the user can notify the student of the pending hire. The notification will also request the student to complete any required forms, including the Form I-9, as soon as possible.\u00a0\u00a0<\/span><\/p>\nIt’s important to note that a student cannot be hired until the I-9 has been completed. Furthermore, it’s crucial that if the student has started working that do not<\/strong><\/span> continue to working<\/span><\/strong>\u00a0without the I-9 having been completed.<\/span><\/p>\nThe hire can be approved<\/span> once the I-9 is in “Completed” status on the JobX Student Job Board.<\/span><\/p>\nFollow our University Form I-9 Procedures<\/a>\u00a0<\/span>for instructions on completing this form<\/p>\n<\/div>\n<\/div>\n\nFederal Tax Withholding Certificate - W-4<\/h5><\/p>\nIf the student has never worked at BU, it is optional<\/span> for them to complete a W-4. If a W-4 is not completed, the student will be taxed at the highest rate: single with zero dependents.<\/p>\nRefer international students to Tax Information for International Students<\/a>.<\/p>\nDo not give students tax advice or tell them how to complete the W-4 form. Most students claim 0 or 1 single. Students who claim exempt must re-file every calendar year. If students have questions about what to claim, suggest they talk to their parent or guardian. Further information for students regarding taxes is available here<\/a>.<\/p>\n<\/div>\n<\/div>\n\nFERPA Policy<\/h5><\/p>\nFERPA<\/a> (Family Educational Rights and Privacy Act) is a federal law enacted in 1974 that guarantees the confidentiality of student records and general information.<\/p>\nSupervisors must familiarize themselves with FERPA and stress to their student employees the importance of confidentiality. Students who might, at any time, access student information must read and sign the FERPA Non-Disclosure Agreement, which identifies the basic provisions of the law. The agreement will be captured during the hiring process prior to employment. The Student Employment Office will retain signed FERPA agreements for future reference.<\/p>\nFERPA violations may result in disciplinary action, including, but not limited to, job termination.<\/p>\n<\/div>\n<\/div>\n\nStudent Employment Confidentiality Policy<\/h5><\/p>\nAll students working on campus must understand and sign statements agreeing to the Student Employment Confidentiality Policy. This agreement is integrated into the hiring process and are stored digitally with the Student Employment Office.<\/p>\nThe Student Employment Confidentiality Policy was created to stress to student employees the importance of confidentiality in the workplace. Information acquired at work should remain in the workplace.<\/p>\n<\/div>\n<\/div>\n\nIntellectual Property Policy<\/h5><\/p>\nStudents involved in University-supported research are required to sign an Intellectual Property Policy Agreement<\/a>. The Vice President and Associate Provost for Research will be responsible for establishing and maintaining procedures and administrative support needed to implement the Intellectual Property Policy<\/a>.<\/span><\/p>\nStudents required to sign the agreement based on University guidelines will automatically receive an email request from ippolicy@bu.edu<\/a> once they are hired. Principal investigators or student hiring managers who would like other students in their research or academic groups to sign the agreement, for any reason, will need to manually prompt students to sign by sharing the Intellectual Property Policy Agreement<\/a>.<\/p>\n<\/div>\n<\/div>\n\nAdditional Policies<\/h5><\/p>\n\nReasonable Accommodations Policy<\/a><\/li>\nBoston\u00a0University Sexual Harassment Policy<\/a><\/li>\nStudent Work Hours Policy<\/a><\/li>\n<\/ul>\n<\/div>\n<\/div>\n\nFrequently Asked Questions<\/h5><\/p>\nHow do I create a job?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a>\nAnd this video –\u00a0<\/span>Creating a Weekly Salaried Position and Hiring a Student Walkthrough<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I edit job information?<\/b><\/span><\/div>\nOnce your job is approved, you may open the \u201cAction\u201d Drop-down menu and select \u201cEdit Job.\u201d Edits will be resubmitted to Student Employment for approval.<\/span><\/div>\n<\/div>\nHow do I hire a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I hire a student employee with Work-Study funds?<\/b><\/span><\/div>\nHiring Work-Study Eligible students is no different than hiring any other student. Work-Study information will be provided on the student\u2019s profile indicating if they\u2019ve received an award as you proceed with the hiring process. Once that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown below.<\/span><\/div>\nCost Object 1: 9500########*<\/i><\/span><\/div>\nCost Object 1 Percentage: 70<\/i><\/span><\/div>\nThe hire requestor must supply the cost object for the remaining 30%.<\/span><\/div>\n* Federal Work-Study cost object changes annually. The JobX hiring page will display the current Cost Object for easy reference when inputting.<\/span><\/div>\n<\/div>\nHow do I know if a student is Work-Study eligible?<\/b><\/span><\/div>\nStudents who are eligible and awarded Work-Study funding on the JobX student profile. This can be accessed in JobX on the Supervisor Search Student and Awards page (which can be found in the JobX section of the Control Panel menu).<\/span><\/div>\n<\/div>\nWhat happens if my student\u2019s Work-Study award is depleted?<\/b><\/span><\/div>\nThe student\u2019s employment will continue and all future earnings will be charged to departmental funds as assigned at the point of hire.<\/span><\/div>\n<\/div>\nHow do I complete an I-9 for a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0Completing the Form I-9 (guide)<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I approve an hourly timesheet?<\/b><\/span><\/div>\nCheck out these guides:<\/span><\/div>\nDirect Supervisor<\/u><\/span><\/a><\/span><\/div>\nPayroll Coordinators<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nDo I need to approve a timesheet for a student receiving a weekly salary?<\/b><\/span><\/div>\nNo. Weekly salaried student will be paid out automatically each week until they are terminated.<\/span><\/div>\n<\/div>\nHow do I change the funding source of a student wages?<\/b><\/span><\/div>\nCheck out this guide –\u00a0<\/span>Adjusting Cost Distribution<\/u><\/span><\/a><\/span><\/div>\nNote: Only authorized Payroll Coordinators, Student Hire Approvers, and Manager\/Supervisors can submit a Salary Cost Distribution Change form in SAP.<\/span><\/div>\n<\/div>\nHow do I terminate a student?<\/b><\/span><\/div>\nTerminating students will be critical moving forward, especially for weekly salaried students. Departments must monitor positions and terminate students in a timely manner otherwise the student will continue to be employed and paid until the termination is processed.<\/span><\/div>\n
Setting up a Job<\/span>\u00a0\u2013\u00a0<\/span>Video<\/a><\/span><\/p>\nYou may review the <\/span>Job Classifications Guide<\/a> to identify the Job type, Job category, Job title, and pay scale.<\/span><\/p>\n<\/div>\n<\/div>\n\nHiring students<\/h5><\/p>\nUse the comprehensive JobX Job Management guide<\/a> for detailed instructions on the following:<\/p>\n\nSetting up a job<\/li>\nReviewing Job Applications and Hiring<\/li>\nJobX Tools<\/li>\n<\/ul>\nPlease refer to the Hiring International Students section below for additional information when hiring international students.<\/p>\n<\/div>\n<\/div>\n\nHiring International students<\/h5><\/p>\nTo be eligible to work on campus, international students must receive work authorization through the International Student and Scholars Office (ISSO)<\/a> and meet the following criteria:<\/p>\n\n\n\nEmployment Period<\/strong><\/td>\nUndergraduate Students<\/strong><\/td>\nGraduate Students<\/strong><\/td>\n<\/tr>\n\nAcademic Year<\/strong><\/td>\nRegistered each semester.<\/td>\nRegistered each semester<\/td>\n<\/tr>\n\nSummer *<\/strong><\/td>\nEnrolled for the upcoming fall semester, or registered for the summer.<\/td>\nEnrolled for the upcoming fall semester, or registered for the summer.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n*Students who will graduate in August must be enrolled over the summer.<\/p>\nHiring Steps<\/h5>\nNew international students (those who have never worked at Boston University before) must receive work authorization and complete I-9 documentation through Hiring Manger\/Department. They can follow instructions in the Employment Guide for International Students<\/a>.<\/p>\nYou may complete the hiring process following typical student hire procedures<\/a>.<\/p>\nThe student must\u00a0obtain a Social Security number<\/a> if they do not have one. Once they receive their Social Security number, they should complete and submit Form W-4 (Employee\u2019s Withholding Allowance Certificate) following the instructions in Tax Information for International Students<\/a>.<\/p>\nInternational students who have already worked at Boston University before will have most, if not all, of the above requirements completed already. If so, follow student hire procedures<\/a> as usual.<\/p>\n<\/div>\n<\/div>\n\nHiring students with Work-Study Awards<\/h5><\/p>\nHiring Work-Study Eligible student is no different that hiring any other student. As your proceed with the hiring process, Work-Study information will be provide on the student\u2019s profile indicating if they\u2019ve receive an award.<\/p>\nOnce Financial Assistance has awarded a student, the student’s JobX record will update to reflect the award amount and period. Staff are advised to review each student record confirming the award has been applied before assigning the Federal Work-Study Cost Object during the hiring process.<\/p>\nOnce that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown in the example below.<\/p>\nCost Object 1: 9500XXXXXX*<\/strong><\/em><\/p>\nCost Object 1 Percentage: 70<\/em><\/p>\nThe hire requestor must supply the cost object for the remaining 30%.<\/p>\n*<\/strong> Federal Work-Study IO changes annually. Student Employment will supply the new Federal Work-Study IO each year. Staff will have access to the information on the JobX hiring page when asked to input the cost distribution.<\/p>\nFederal Work-Study Overview<\/strong><\/h5>\nFederal Work-Study is a federally-funded financial aid program administered by Boston University. It is designed to provide access to employment, helping students meet educational expenses. Participants also gain valuable work experience while helping the University and nonprofit organizations meet their staffing needs. The program is not<\/span> intended to provide students with opportunities to study while at work.<\/p>\nBoston University departments that hire Work-Study students incur a charge of 30% of those students\u2019 earnings. The Federal Work-Study Program funds the remaining 70%.<\/p>\nWork-Study Awards<\/strong><\/p>\nWork-Study is awarded to eligible students as part of their financial aid packages. Work-Study awards are distributed for each program (academic year and summer) and are non transferable.<\/p>\nStudents apply for academic year Work-Study by indicating their interest in working on the FAFSA form. BU Financial Assistance selects as many participants as funding allows, based on students\u2019 financial need. Students apply for summer Work-Study by applying here<\/a>, after ensuring that their financial aid documents for the upcoming academic year are submitted and confirmed.<\/p>\nAll undergraduate Work-Study students are paid hourly, while graduate students may be paid either hourly or weekly-salaried, depending on the job. A student\u2019s gross earnings are automatically subtracted from their Work-Study Award Amount<\/a>, until either the Maximum Earnings Level is reached, or the program ends.<\/p>\nCheck our Dates and Deadlines for system programmed academic year and summer program dates using the current Fiscal Year outline, and our Work-Study Dates and Deadlines for the current Work-Study cycle.<\/p>\nAdjustment or Cancellation<\/strong><\/p>\nIf a student\u2019s eligibility changes at any time during the academic year or summer program, BU Financial Assistance may need to adjust or cancel their Work-Study award. Circumstances which may require this include, but are not limited to, withdrawal from the University, failure to maintain a satisfactory grade point average, or the addition of financial assistance from outside sources.<\/p>\nRemember:<\/strong> Students must reapply for Work-Study each year when they apply for federal financial assistance, by completing the FAFSA by the established deadline. More information is available for undergraduate students from\u00a0<\/span>Financial Assistance<\/a>. Graduate students should consult the\u00a0<\/span>financial aid coordinator<\/a>\u00a0at their school or college.<\/span><\/p>\n<\/div>\n<\/div>\n\nI-9 Status<\/h5><\/p>\nSupervisors and Payroll Coordinators will encounter a list of employment validations during the hiring process. At this stage, the system displays the current status of the student’s Form I-9 and other required employment forms. <\/span><\/p>\nStudents who have completed their I-9 will display a “PASSED” validation icon at this stage, and the user may proceed with the hire request.\u00a0<\/span><\/p>\nIf the student still needs to complete the Form I-9, the user may proceed with the hire, but the hire approval will be contingent upon completing the I-9 and any other required employment forms.\u00a0<\/span><\/p>\nUpon completion of the hire request, the user can notify the student of the pending hire. The notification will also request the student to complete any required forms, including the Form I-9, as soon as possible.\u00a0\u00a0<\/span><\/p>\nIt’s important to note that a student cannot be hired until the I-9 has been completed. Furthermore, it’s crucial that if the student has started working that do not<\/strong><\/span> continue to working<\/span><\/strong>\u00a0without the I-9 having been completed.<\/span><\/p>\nThe hire can be approved<\/span> once the I-9 is in “Completed” status on the JobX Student Job Board.<\/span><\/p>\nFollow our University Form I-9 Procedures<\/a>\u00a0<\/span>for instructions on completing this form<\/p>\n<\/div>\n<\/div>\n\nFederal Tax Withholding Certificate - W-4<\/h5><\/p>\nIf the student has never worked at BU, it is optional<\/span> for them to complete a W-4. If a W-4 is not completed, the student will be taxed at the highest rate: single with zero dependents.<\/p>\nRefer international students to Tax Information for International Students<\/a>.<\/p>\nDo not give students tax advice or tell them how to complete the W-4 form. Most students claim 0 or 1 single. Students who claim exempt must re-file every calendar year. If students have questions about what to claim, suggest they talk to their parent or guardian. Further information for students regarding taxes is available here<\/a>.<\/p>\n<\/div>\n<\/div>\n\nFERPA Policy<\/h5><\/p>\nFERPA<\/a> (Family Educational Rights and Privacy Act) is a federal law enacted in 1974 that guarantees the confidentiality of student records and general information.<\/p>\nSupervisors must familiarize themselves with FERPA and stress to their student employees the importance of confidentiality. Students who might, at any time, access student information must read and sign the FERPA Non-Disclosure Agreement, which identifies the basic provisions of the law. The agreement will be captured during the hiring process prior to employment. The Student Employment Office will retain signed FERPA agreements for future reference.<\/p>\nFERPA violations may result in disciplinary action, including, but not limited to, job termination.<\/p>\n<\/div>\n<\/div>\n\nStudent Employment Confidentiality Policy<\/h5><\/p>\nAll students working on campus must understand and sign statements agreeing to the Student Employment Confidentiality Policy. This agreement is integrated into the hiring process and are stored digitally with the Student Employment Office.<\/p>\nThe Student Employment Confidentiality Policy was created to stress to student employees the importance of confidentiality in the workplace. Information acquired at work should remain in the workplace.<\/p>\n<\/div>\n<\/div>\n\nIntellectual Property Policy<\/h5><\/p>\nStudents involved in University-supported research are required to sign an Intellectual Property Policy Agreement<\/a>. The Vice President and Associate Provost for Research will be responsible for establishing and maintaining procedures and administrative support needed to implement the Intellectual Property Policy<\/a>.<\/span><\/p>\nStudents required to sign the agreement based on University guidelines will automatically receive an email request from ippolicy@bu.edu<\/a> once they are hired. Principal investigators or student hiring managers who would like other students in their research or academic groups to sign the agreement, for any reason, will need to manually prompt students to sign by sharing the Intellectual Property Policy Agreement<\/a>.<\/p>\n<\/div>\n<\/div>\n\nAdditional Policies<\/h5><\/p>\n\nReasonable Accommodations Policy<\/a><\/li>\nBoston\u00a0University Sexual Harassment Policy<\/a><\/li>\nStudent Work Hours Policy<\/a><\/li>\n<\/ul>\n<\/div>\n<\/div>\n\nFrequently Asked Questions<\/h5><\/p>\nHow do I create a job?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a>\nAnd this video –\u00a0<\/span>Creating a Weekly Salaried Position and Hiring a Student Walkthrough<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I edit job information?<\/b><\/span><\/div>\nOnce your job is approved, you may open the \u201cAction\u201d Drop-down menu and select \u201cEdit Job.\u201d Edits will be resubmitted to Student Employment for approval.<\/span><\/div>\n<\/div>\nHow do I hire a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I hire a student employee with Work-Study funds?<\/b><\/span><\/div>\nHiring Work-Study Eligible students is no different than hiring any other student. Work-Study information will be provided on the student\u2019s profile indicating if they\u2019ve received an award as you proceed with the hiring process. Once that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown below.<\/span><\/div>\nCost Object 1: 9500########*<\/i><\/span><\/div>\nCost Object 1 Percentage: 70<\/i><\/span><\/div>\nThe hire requestor must supply the cost object for the remaining 30%.<\/span><\/div>\n* Federal Work-Study cost object changes annually. The JobX hiring page will display the current Cost Object for easy reference when inputting.<\/span><\/div>\n<\/div>\nHow do I know if a student is Work-Study eligible?<\/b><\/span><\/div>\nStudents who are eligible and awarded Work-Study funding on the JobX student profile. This can be accessed in JobX on the Supervisor Search Student and Awards page (which can be found in the JobX section of the Control Panel menu).<\/span><\/div>\n<\/div>\nWhat happens if my student\u2019s Work-Study award is depleted?<\/b><\/span><\/div>\nThe student\u2019s employment will continue and all future earnings will be charged to departmental funds as assigned at the point of hire.<\/span><\/div>\n<\/div>\nHow do I complete an I-9 for a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0Completing the Form I-9 (guide)<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I approve an hourly timesheet?<\/b><\/span><\/div>\nCheck out these guides:<\/span><\/div>\nDirect Supervisor<\/u><\/span><\/a><\/span><\/div>\nPayroll Coordinators<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nDo I need to approve a timesheet for a student receiving a weekly salary?<\/b><\/span><\/div>\nNo. Weekly salaried student will be paid out automatically each week until they are terminated.<\/span><\/div>\n<\/div>\nHow do I change the funding source of a student wages?<\/b><\/span><\/div>\nCheck out this guide –\u00a0<\/span>Adjusting Cost Distribution<\/u><\/span><\/a><\/span><\/div>\nNote: Only authorized Payroll Coordinators, Student Hire Approvers, and Manager\/Supervisors can submit a Salary Cost Distribution Change form in SAP.<\/span><\/div>\n<\/div>\nHow do I terminate a student?<\/b><\/span><\/div>\nTerminating students will be critical moving forward, especially for weekly salaried students. Departments must monitor positions and terminate students in a timely manner otherwise the student will continue to be employed and paid until the termination is processed.<\/span><\/div>\n
You may review the <\/span>Job Classifications Guide<\/a> to identify the Job type, Job category, Job title, and pay scale.<\/span><\/p>\n<\/div>\n<\/div>\n\nHiring students<\/h5><\/p>\nUse the comprehensive JobX Job Management guide<\/a> for detailed instructions on the following:<\/p>\n\nSetting up a job<\/li>\nReviewing Job Applications and Hiring<\/li>\nJobX Tools<\/li>\n<\/ul>\nPlease refer to the Hiring International Students section below for additional information when hiring international students.<\/p>\n<\/div>\n<\/div>\n\nHiring International students<\/h5><\/p>\nTo be eligible to work on campus, international students must receive work authorization through the International Student and Scholars Office (ISSO)<\/a> and meet the following criteria:<\/p>\n\n\n\nEmployment Period<\/strong><\/td>\nUndergraduate Students<\/strong><\/td>\nGraduate Students<\/strong><\/td>\n<\/tr>\n\nAcademic Year<\/strong><\/td>\nRegistered each semester.<\/td>\nRegistered each semester<\/td>\n<\/tr>\n\nSummer *<\/strong><\/td>\nEnrolled for the upcoming fall semester, or registered for the summer.<\/td>\nEnrolled for the upcoming fall semester, or registered for the summer.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n*Students who will graduate in August must be enrolled over the summer.<\/p>\nHiring Steps<\/h5>\nNew international students (those who have never worked at Boston University before) must receive work authorization and complete I-9 documentation through Hiring Manger\/Department. They can follow instructions in the Employment Guide for International Students<\/a>.<\/p>\nYou may complete the hiring process following typical student hire procedures<\/a>.<\/p>\nThe student must\u00a0obtain a Social Security number<\/a> if they do not have one. Once they receive their Social Security number, they should complete and submit Form W-4 (Employee\u2019s Withholding Allowance Certificate) following the instructions in Tax Information for International Students<\/a>.<\/p>\nInternational students who have already worked at Boston University before will have most, if not all, of the above requirements completed already. If so, follow student hire procedures<\/a> as usual.<\/p>\n<\/div>\n<\/div>\n\nHiring students with Work-Study Awards<\/h5><\/p>\nHiring Work-Study Eligible student is no different that hiring any other student. As your proceed with the hiring process, Work-Study information will be provide on the student\u2019s profile indicating if they\u2019ve receive an award.<\/p>\nOnce Financial Assistance has awarded a student, the student’s JobX record will update to reflect the award amount and period. Staff are advised to review each student record confirming the award has been applied before assigning the Federal Work-Study Cost Object during the hiring process.<\/p>\nOnce that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown in the example below.<\/p>\nCost Object 1: 9500XXXXXX*<\/strong><\/em><\/p>\nCost Object 1 Percentage: 70<\/em><\/p>\nThe hire requestor must supply the cost object for the remaining 30%.<\/p>\n*<\/strong> Federal Work-Study IO changes annually. Student Employment will supply the new Federal Work-Study IO each year. Staff will have access to the information on the JobX hiring page when asked to input the cost distribution.<\/p>\nFederal Work-Study Overview<\/strong><\/h5>\nFederal Work-Study is a federally-funded financial aid program administered by Boston University. It is designed to provide access to employment, helping students meet educational expenses. Participants also gain valuable work experience while helping the University and nonprofit organizations meet their staffing needs. The program is not<\/span> intended to provide students with opportunities to study while at work.<\/p>\nBoston University departments that hire Work-Study students incur a charge of 30% of those students\u2019 earnings. The Federal Work-Study Program funds the remaining 70%.<\/p>\nWork-Study Awards<\/strong><\/p>\nWork-Study is awarded to eligible students as part of their financial aid packages. Work-Study awards are distributed for each program (academic year and summer) and are non transferable.<\/p>\nStudents apply for academic year Work-Study by indicating their interest in working on the FAFSA form. BU Financial Assistance selects as many participants as funding allows, based on students\u2019 financial need. Students apply for summer Work-Study by applying here<\/a>, after ensuring that their financial aid documents for the upcoming academic year are submitted and confirmed.<\/p>\nAll undergraduate Work-Study students are paid hourly, while graduate students may be paid either hourly or weekly-salaried, depending on the job. A student\u2019s gross earnings are automatically subtracted from their Work-Study Award Amount<\/a>, until either the Maximum Earnings Level is reached, or the program ends.<\/p>\nCheck our Dates and Deadlines for system programmed academic year and summer program dates using the current Fiscal Year outline, and our Work-Study Dates and Deadlines for the current Work-Study cycle.<\/p>\nAdjustment or Cancellation<\/strong><\/p>\nIf a student\u2019s eligibility changes at any time during the academic year or summer program, BU Financial Assistance may need to adjust or cancel their Work-Study award. Circumstances which may require this include, but are not limited to, withdrawal from the University, failure to maintain a satisfactory grade point average, or the addition of financial assistance from outside sources.<\/p>\nRemember:<\/strong> Students must reapply for Work-Study each year when they apply for federal financial assistance, by completing the FAFSA by the established deadline. More information is available for undergraduate students from\u00a0<\/span>Financial Assistance<\/a>. Graduate students should consult the\u00a0<\/span>financial aid coordinator<\/a>\u00a0at their school or college.<\/span><\/p>\n<\/div>\n<\/div>\n\nI-9 Status<\/h5><\/p>\nSupervisors and Payroll Coordinators will encounter a list of employment validations during the hiring process. At this stage, the system displays the current status of the student’s Form I-9 and other required employment forms. <\/span><\/p>\nStudents who have completed their I-9 will display a “PASSED” validation icon at this stage, and the user may proceed with the hire request.\u00a0<\/span><\/p>\nIf the student still needs to complete the Form I-9, the user may proceed with the hire, but the hire approval will be contingent upon completing the I-9 and any other required employment forms.\u00a0<\/span><\/p>\nUpon completion of the hire request, the user can notify the student of the pending hire. The notification will also request the student to complete any required forms, including the Form I-9, as soon as possible.\u00a0\u00a0<\/span><\/p>\nIt’s important to note that a student cannot be hired until the I-9 has been completed. Furthermore, it’s crucial that if the student has started working that do not<\/strong><\/span> continue to working<\/span><\/strong>\u00a0without the I-9 having been completed.<\/span><\/p>\nThe hire can be approved<\/span> once the I-9 is in “Completed” status on the JobX Student Job Board.<\/span><\/p>\nFollow our University Form I-9 Procedures<\/a>\u00a0<\/span>for instructions on completing this form<\/p>\n<\/div>\n<\/div>\n\nFederal Tax Withholding Certificate - W-4<\/h5><\/p>\nIf the student has never worked at BU, it is optional<\/span> for them to complete a W-4. If a W-4 is not completed, the student will be taxed at the highest rate: single with zero dependents.<\/p>\nRefer international students to Tax Information for International Students<\/a>.<\/p>\nDo not give students tax advice or tell them how to complete the W-4 form. Most students claim 0 or 1 single. Students who claim exempt must re-file every calendar year. If students have questions about what to claim, suggest they talk to their parent or guardian. Further information for students regarding taxes is available here<\/a>.<\/p>\n<\/div>\n<\/div>\n\nFERPA Policy<\/h5><\/p>\nFERPA<\/a> (Family Educational Rights and Privacy Act) is a federal law enacted in 1974 that guarantees the confidentiality of student records and general information.<\/p>\nSupervisors must familiarize themselves with FERPA and stress to their student employees the importance of confidentiality. Students who might, at any time, access student information must read and sign the FERPA Non-Disclosure Agreement, which identifies the basic provisions of the law. The agreement will be captured during the hiring process prior to employment. The Student Employment Office will retain signed FERPA agreements for future reference.<\/p>\nFERPA violations may result in disciplinary action, including, but not limited to, job termination.<\/p>\n<\/div>\n<\/div>\n\nStudent Employment Confidentiality Policy<\/h5><\/p>\nAll students working on campus must understand and sign statements agreeing to the Student Employment Confidentiality Policy. This agreement is integrated into the hiring process and are stored digitally with the Student Employment Office.<\/p>\nThe Student Employment Confidentiality Policy was created to stress to student employees the importance of confidentiality in the workplace. Information acquired at work should remain in the workplace.<\/p>\n<\/div>\n<\/div>\n\nIntellectual Property Policy<\/h5><\/p>\nStudents involved in University-supported research are required to sign an Intellectual Property Policy Agreement<\/a>. The Vice President and Associate Provost for Research will be responsible for establishing and maintaining procedures and administrative support needed to implement the Intellectual Property Policy<\/a>.<\/span><\/p>\nStudents required to sign the agreement based on University guidelines will automatically receive an email request from ippolicy@bu.edu<\/a> once they are hired. Principal investigators or student hiring managers who would like other students in their research or academic groups to sign the agreement, for any reason, will need to manually prompt students to sign by sharing the Intellectual Property Policy Agreement<\/a>.<\/p>\n<\/div>\n<\/div>\n\nAdditional Policies<\/h5><\/p>\n\nReasonable Accommodations Policy<\/a><\/li>\nBoston\u00a0University Sexual Harassment Policy<\/a><\/li>\nStudent Work Hours Policy<\/a><\/li>\n<\/ul>\n<\/div>\n<\/div>\n\nFrequently Asked Questions<\/h5><\/p>\nHow do I create a job?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a>\nAnd this video –\u00a0<\/span>Creating a Weekly Salaried Position and Hiring a Student Walkthrough<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I edit job information?<\/b><\/span><\/div>\nOnce your job is approved, you may open the \u201cAction\u201d Drop-down menu and select \u201cEdit Job.\u201d Edits will be resubmitted to Student Employment for approval.<\/span><\/div>\n<\/div>\nHow do I hire a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I hire a student employee with Work-Study funds?<\/b><\/span><\/div>\nHiring Work-Study Eligible students is no different than hiring any other student. Work-Study information will be provided on the student\u2019s profile indicating if they\u2019ve received an award as you proceed with the hiring process. Once that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown below.<\/span><\/div>\nCost Object 1: 9500########*<\/i><\/span><\/div>\nCost Object 1 Percentage: 70<\/i><\/span><\/div>\nThe hire requestor must supply the cost object for the remaining 30%.<\/span><\/div>\n* Federal Work-Study cost object changes annually. The JobX hiring page will display the current Cost Object for easy reference when inputting.<\/span><\/div>\n<\/div>\nHow do I know if a student is Work-Study eligible?<\/b><\/span><\/div>\nStudents who are eligible and awarded Work-Study funding on the JobX student profile. This can be accessed in JobX on the Supervisor Search Student and Awards page (which can be found in the JobX section of the Control Panel menu).<\/span><\/div>\n<\/div>\nWhat happens if my student\u2019s Work-Study award is depleted?<\/b><\/span><\/div>\nThe student\u2019s employment will continue and all future earnings will be charged to departmental funds as assigned at the point of hire.<\/span><\/div>\n<\/div>\nHow do I complete an I-9 for a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0Completing the Form I-9 (guide)<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I approve an hourly timesheet?<\/b><\/span><\/div>\nCheck out these guides:<\/span><\/div>\nDirect Supervisor<\/u><\/span><\/a><\/span><\/div>\nPayroll Coordinators<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nDo I need to approve a timesheet for a student receiving a weekly salary?<\/b><\/span><\/div>\nNo. Weekly salaried student will be paid out automatically each week until they are terminated.<\/span><\/div>\n<\/div>\nHow do I change the funding source of a student wages?<\/b><\/span><\/div>\nCheck out this guide –\u00a0<\/span>Adjusting Cost Distribution<\/u><\/span><\/a><\/span><\/div>\nNote: Only authorized Payroll Coordinators, Student Hire Approvers, and Manager\/Supervisors can submit a Salary Cost Distribution Change form in SAP.<\/span><\/div>\n<\/div>\nHow do I terminate a student?<\/b><\/span><\/div>\nTerminating students will be critical moving forward, especially for weekly salaried students. Departments must monitor positions and terminate students in a timely manner otherwise the student will continue to be employed and paid until the termination is processed.<\/span><\/div>\n
<\/div>\n<\/div>\n\n
Use the comprehensive JobX Job Management guide<\/a> for detailed instructions on the following:<\/p>\n\nSetting up a job<\/li>\nReviewing Job Applications and Hiring<\/li>\nJobX Tools<\/li>\n<\/ul>\nPlease refer to the Hiring International Students section below for additional information when hiring international students.<\/p>\n<\/div>\n<\/div>\n\nHiring International students<\/h5><\/p>\nTo be eligible to work on campus, international students must receive work authorization through the International Student and Scholars Office (ISSO)<\/a> and meet the following criteria:<\/p>\n\n\n\nEmployment Period<\/strong><\/td>\nUndergraduate Students<\/strong><\/td>\nGraduate Students<\/strong><\/td>\n<\/tr>\n\nAcademic Year<\/strong><\/td>\nRegistered each semester.<\/td>\nRegistered each semester<\/td>\n<\/tr>\n\nSummer *<\/strong><\/td>\nEnrolled for the upcoming fall semester, or registered for the summer.<\/td>\nEnrolled for the upcoming fall semester, or registered for the summer.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n*Students who will graduate in August must be enrolled over the summer.<\/p>\nHiring Steps<\/h5>\nNew international students (those who have never worked at Boston University before) must receive work authorization and complete I-9 documentation through Hiring Manger\/Department. They can follow instructions in the Employment Guide for International Students<\/a>.<\/p>\nYou may complete the hiring process following typical student hire procedures<\/a>.<\/p>\nThe student must\u00a0obtain a Social Security number<\/a> if they do not have one. Once they receive their Social Security number, they should complete and submit Form W-4 (Employee\u2019s Withholding Allowance Certificate) following the instructions in Tax Information for International Students<\/a>.<\/p>\nInternational students who have already worked at Boston University before will have most, if not all, of the above requirements completed already. If so, follow student hire procedures<\/a> as usual.<\/p>\n<\/div>\n<\/div>\n\nHiring students with Work-Study Awards<\/h5><\/p>\nHiring Work-Study Eligible student is no different that hiring any other student. As your proceed with the hiring process, Work-Study information will be provide on the student\u2019s profile indicating if they\u2019ve receive an award.<\/p>\nOnce Financial Assistance has awarded a student, the student’s JobX record will update to reflect the award amount and period. Staff are advised to review each student record confirming the award has been applied before assigning the Federal Work-Study Cost Object during the hiring process.<\/p>\nOnce that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown in the example below.<\/p>\nCost Object 1: 9500XXXXXX*<\/strong><\/em><\/p>\nCost Object 1 Percentage: 70<\/em><\/p>\nThe hire requestor must supply the cost object for the remaining 30%.<\/p>\n*<\/strong> Federal Work-Study IO changes annually. Student Employment will supply the new Federal Work-Study IO each year. Staff will have access to the information on the JobX hiring page when asked to input the cost distribution.<\/p>\nFederal Work-Study Overview<\/strong><\/h5>\nFederal Work-Study is a federally-funded financial aid program administered by Boston University. It is designed to provide access to employment, helping students meet educational expenses. Participants also gain valuable work experience while helping the University and nonprofit organizations meet their staffing needs. The program is not<\/span> intended to provide students with opportunities to study while at work.<\/p>\nBoston University departments that hire Work-Study students incur a charge of 30% of those students\u2019 earnings. The Federal Work-Study Program funds the remaining 70%.<\/p>\nWork-Study Awards<\/strong><\/p>\nWork-Study is awarded to eligible students as part of their financial aid packages. Work-Study awards are distributed for each program (academic year and summer) and are non transferable.<\/p>\nStudents apply for academic year Work-Study by indicating their interest in working on the FAFSA form. BU Financial Assistance selects as many participants as funding allows, based on students\u2019 financial need. Students apply for summer Work-Study by applying here<\/a>, after ensuring that their financial aid documents for the upcoming academic year are submitted and confirmed.<\/p>\nAll undergraduate Work-Study students are paid hourly, while graduate students may be paid either hourly or weekly-salaried, depending on the job. A student\u2019s gross earnings are automatically subtracted from their Work-Study Award Amount<\/a>, until either the Maximum Earnings Level is reached, or the program ends.<\/p>\nCheck our Dates and Deadlines for system programmed academic year and summer program dates using the current Fiscal Year outline, and our Work-Study Dates and Deadlines for the current Work-Study cycle.<\/p>\nAdjustment or Cancellation<\/strong><\/p>\nIf a student\u2019s eligibility changes at any time during the academic year or summer program, BU Financial Assistance may need to adjust or cancel their Work-Study award. Circumstances which may require this include, but are not limited to, withdrawal from the University, failure to maintain a satisfactory grade point average, or the addition of financial assistance from outside sources.<\/p>\nRemember:<\/strong> Students must reapply for Work-Study each year when they apply for federal financial assistance, by completing the FAFSA by the established deadline. More information is available for undergraduate students from\u00a0<\/span>Financial Assistance<\/a>. Graduate students should consult the\u00a0<\/span>financial aid coordinator<\/a>\u00a0at their school or college.<\/span><\/p>\n<\/div>\n<\/div>\n\nI-9 Status<\/h5><\/p>\nSupervisors and Payroll Coordinators will encounter a list of employment validations during the hiring process. At this stage, the system displays the current status of the student’s Form I-9 and other required employment forms. <\/span><\/p>\nStudents who have completed their I-9 will display a “PASSED” validation icon at this stage, and the user may proceed with the hire request.\u00a0<\/span><\/p>\nIf the student still needs to complete the Form I-9, the user may proceed with the hire, but the hire approval will be contingent upon completing the I-9 and any other required employment forms.\u00a0<\/span><\/p>\nUpon completion of the hire request, the user can notify the student of the pending hire. The notification will also request the student to complete any required forms, including the Form I-9, as soon as possible.\u00a0\u00a0<\/span><\/p>\nIt’s important to note that a student cannot be hired until the I-9 has been completed. Furthermore, it’s crucial that if the student has started working that do not<\/strong><\/span> continue to working<\/span><\/strong>\u00a0without the I-9 having been completed.<\/span><\/p>\nThe hire can be approved<\/span> once the I-9 is in “Completed” status on the JobX Student Job Board.<\/span><\/p>\nFollow our University Form I-9 Procedures<\/a>\u00a0<\/span>for instructions on completing this form<\/p>\n<\/div>\n<\/div>\n\nFederal Tax Withholding Certificate - W-4<\/h5><\/p>\nIf the student has never worked at BU, it is optional<\/span> for them to complete a W-4. If a W-4 is not completed, the student will be taxed at the highest rate: single with zero dependents.<\/p>\nRefer international students to Tax Information for International Students<\/a>.<\/p>\nDo not give students tax advice or tell them how to complete the W-4 form. Most students claim 0 or 1 single. Students who claim exempt must re-file every calendar year. If students have questions about what to claim, suggest they talk to their parent or guardian. Further information for students regarding taxes is available here<\/a>.<\/p>\n<\/div>\n<\/div>\n\nFERPA Policy<\/h5><\/p>\nFERPA<\/a> (Family Educational Rights and Privacy Act) is a federal law enacted in 1974 that guarantees the confidentiality of student records and general information.<\/p>\nSupervisors must familiarize themselves with FERPA and stress to their student employees the importance of confidentiality. Students who might, at any time, access student information must read and sign the FERPA Non-Disclosure Agreement, which identifies the basic provisions of the law. The agreement will be captured during the hiring process prior to employment. The Student Employment Office will retain signed FERPA agreements for future reference.<\/p>\nFERPA violations may result in disciplinary action, including, but not limited to, job termination.<\/p>\n<\/div>\n<\/div>\n\nStudent Employment Confidentiality Policy<\/h5><\/p>\nAll students working on campus must understand and sign statements agreeing to the Student Employment Confidentiality Policy. This agreement is integrated into the hiring process and are stored digitally with the Student Employment Office.<\/p>\nThe Student Employment Confidentiality Policy was created to stress to student employees the importance of confidentiality in the workplace. Information acquired at work should remain in the workplace.<\/p>\n<\/div>\n<\/div>\n\nIntellectual Property Policy<\/h5><\/p>\nStudents involved in University-supported research are required to sign an Intellectual Property Policy Agreement<\/a>. The Vice President and Associate Provost for Research will be responsible for establishing and maintaining procedures and administrative support needed to implement the Intellectual Property Policy<\/a>.<\/span><\/p>\nStudents required to sign the agreement based on University guidelines will automatically receive an email request from ippolicy@bu.edu<\/a> once they are hired. Principal investigators or student hiring managers who would like other students in their research or academic groups to sign the agreement, for any reason, will need to manually prompt students to sign by sharing the Intellectual Property Policy Agreement<\/a>.<\/p>\n<\/div>\n<\/div>\n\nAdditional Policies<\/h5><\/p>\n\nReasonable Accommodations Policy<\/a><\/li>\nBoston\u00a0University Sexual Harassment Policy<\/a><\/li>\nStudent Work Hours Policy<\/a><\/li>\n<\/ul>\n<\/div>\n<\/div>\n\nFrequently Asked Questions<\/h5><\/p>\nHow do I create a job?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a>\nAnd this video –\u00a0<\/span>Creating a Weekly Salaried Position and Hiring a Student Walkthrough<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I edit job information?<\/b><\/span><\/div>\nOnce your job is approved, you may open the \u201cAction\u201d Drop-down menu and select \u201cEdit Job.\u201d Edits will be resubmitted to Student Employment for approval.<\/span><\/div>\n<\/div>\nHow do I hire a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I hire a student employee with Work-Study funds?<\/b><\/span><\/div>\nHiring Work-Study Eligible students is no different than hiring any other student. Work-Study information will be provided on the student\u2019s profile indicating if they\u2019ve received an award as you proceed with the hiring process. Once that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown below.<\/span><\/div>\nCost Object 1: 9500########*<\/i><\/span><\/div>\nCost Object 1 Percentage: 70<\/i><\/span><\/div>\nThe hire requestor must supply the cost object for the remaining 30%.<\/span><\/div>\n* Federal Work-Study cost object changes annually. The JobX hiring page will display the current Cost Object for easy reference when inputting.<\/span><\/div>\n<\/div>\nHow do I know if a student is Work-Study eligible?<\/b><\/span><\/div>\nStudents who are eligible and awarded Work-Study funding on the JobX student profile. This can be accessed in JobX on the Supervisor Search Student and Awards page (which can be found in the JobX section of the Control Panel menu).<\/span><\/div>\n<\/div>\nWhat happens if my student\u2019s Work-Study award is depleted?<\/b><\/span><\/div>\nThe student\u2019s employment will continue and all future earnings will be charged to departmental funds as assigned at the point of hire.<\/span><\/div>\n<\/div>\nHow do I complete an I-9 for a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0Completing the Form I-9 (guide)<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I approve an hourly timesheet?<\/b><\/span><\/div>\nCheck out these guides:<\/span><\/div>\nDirect Supervisor<\/u><\/span><\/a><\/span><\/div>\nPayroll Coordinators<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nDo I need to approve a timesheet for a student receiving a weekly salary?<\/b><\/span><\/div>\nNo. Weekly salaried student will be paid out automatically each week until they are terminated.<\/span><\/div>\n<\/div>\nHow do I change the funding source of a student wages?<\/b><\/span><\/div>\nCheck out this guide –\u00a0<\/span>Adjusting Cost Distribution<\/u><\/span><\/a><\/span><\/div>\nNote: Only authorized Payroll Coordinators, Student Hire Approvers, and Manager\/Supervisors can submit a Salary Cost Distribution Change form in SAP.<\/span><\/div>\n<\/div>\nHow do I terminate a student?<\/b><\/span><\/div>\nTerminating students will be critical moving forward, especially for weekly salaried students. Departments must monitor positions and terminate students in a timely manner otherwise the student will continue to be employed and paid until the termination is processed.<\/span><\/div>\n
Please refer to the Hiring International Students section below for additional information when hiring international students.<\/p>\n
To be eligible to work on campus, international students must receive work authorization through the International Student and Scholars Office (ISSO)<\/a> and meet the following criteria:<\/p>\n
*Students who will graduate in August must be enrolled over the summer.<\/p>\n
New international students (those who have never worked at Boston University before) must receive work authorization and complete I-9 documentation through Hiring Manger\/Department. They can follow instructions in the Employment Guide for International Students<\/a>.<\/p>\nYou may complete the hiring process following typical student hire procedures<\/a>.<\/p>\nThe student must\u00a0obtain a Social Security number<\/a> if they do not have one. Once they receive their Social Security number, they should complete and submit Form W-4 (Employee\u2019s Withholding Allowance Certificate) following the instructions in Tax Information for International Students<\/a>.<\/p>\nInternational students who have already worked at Boston University before will have most, if not all, of the above requirements completed already. If so, follow student hire procedures<\/a> as usual.<\/p>\n<\/div>\n<\/div>\n\nHiring students with Work-Study Awards<\/h5><\/p>\nHiring Work-Study Eligible student is no different that hiring any other student. As your proceed with the hiring process, Work-Study information will be provide on the student\u2019s profile indicating if they\u2019ve receive an award.<\/p>\nOnce Financial Assistance has awarded a student, the student’s JobX record will update to reflect the award amount and period. Staff are advised to review each student record confirming the award has been applied before assigning the Federal Work-Study Cost Object during the hiring process.<\/p>\nOnce that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown in the example below.<\/p>\nCost Object 1: 9500XXXXXX*<\/strong><\/em><\/p>\nCost Object 1 Percentage: 70<\/em><\/p>\nThe hire requestor must supply the cost object for the remaining 30%.<\/p>\n*<\/strong> Federal Work-Study IO changes annually. Student Employment will supply the new Federal Work-Study IO each year. Staff will have access to the information on the JobX hiring page when asked to input the cost distribution.<\/p>\nFederal Work-Study Overview<\/strong><\/h5>\nFederal Work-Study is a federally-funded financial aid program administered by Boston University. It is designed to provide access to employment, helping students meet educational expenses. Participants also gain valuable work experience while helping the University and nonprofit organizations meet their staffing needs. The program is not<\/span> intended to provide students with opportunities to study while at work.<\/p>\nBoston University departments that hire Work-Study students incur a charge of 30% of those students\u2019 earnings. The Federal Work-Study Program funds the remaining 70%.<\/p>\nWork-Study Awards<\/strong><\/p>\nWork-Study is awarded to eligible students as part of their financial aid packages. Work-Study awards are distributed for each program (academic year and summer) and are non transferable.<\/p>\nStudents apply for academic year Work-Study by indicating their interest in working on the FAFSA form. BU Financial Assistance selects as many participants as funding allows, based on students\u2019 financial need. Students apply for summer Work-Study by applying here<\/a>, after ensuring that their financial aid documents for the upcoming academic year are submitted and confirmed.<\/p>\nAll undergraduate Work-Study students are paid hourly, while graduate students may be paid either hourly or weekly-salaried, depending on the job. A student\u2019s gross earnings are automatically subtracted from their Work-Study Award Amount<\/a>, until either the Maximum Earnings Level is reached, or the program ends.<\/p>\nCheck our Dates and Deadlines for system programmed academic year and summer program dates using the current Fiscal Year outline, and our Work-Study Dates and Deadlines for the current Work-Study cycle.<\/p>\nAdjustment or Cancellation<\/strong><\/p>\nIf a student\u2019s eligibility changes at any time during the academic year or summer program, BU Financial Assistance may need to adjust or cancel their Work-Study award. Circumstances which may require this include, but are not limited to, withdrawal from the University, failure to maintain a satisfactory grade point average, or the addition of financial assistance from outside sources.<\/p>\nRemember:<\/strong> Students must reapply for Work-Study each year when they apply for federal financial assistance, by completing the FAFSA by the established deadline. More information is available for undergraduate students from\u00a0<\/span>Financial Assistance<\/a>. Graduate students should consult the\u00a0<\/span>financial aid coordinator<\/a>\u00a0at their school or college.<\/span><\/p>\n<\/div>\n<\/div>\n\nI-9 Status<\/h5><\/p>\nSupervisors and Payroll Coordinators will encounter a list of employment validations during the hiring process. At this stage, the system displays the current status of the student’s Form I-9 and other required employment forms. <\/span><\/p>\nStudents who have completed their I-9 will display a “PASSED” validation icon at this stage, and the user may proceed with the hire request.\u00a0<\/span><\/p>\nIf the student still needs to complete the Form I-9, the user may proceed with the hire, but the hire approval will be contingent upon completing the I-9 and any other required employment forms.\u00a0<\/span><\/p>\nUpon completion of the hire request, the user can notify the student of the pending hire. The notification will also request the student to complete any required forms, including the Form I-9, as soon as possible.\u00a0\u00a0<\/span><\/p>\nIt’s important to note that a student cannot be hired until the I-9 has been completed. Furthermore, it’s crucial that if the student has started working that do not<\/strong><\/span> continue to working<\/span><\/strong>\u00a0without the I-9 having been completed.<\/span><\/p>\nThe hire can be approved<\/span> once the I-9 is in “Completed” status on the JobX Student Job Board.<\/span><\/p>\nFollow our University Form I-9 Procedures<\/a>\u00a0<\/span>for instructions on completing this form<\/p>\n<\/div>\n<\/div>\n\nFederal Tax Withholding Certificate - W-4<\/h5><\/p>\nIf the student has never worked at BU, it is optional<\/span> for them to complete a W-4. If a W-4 is not completed, the student will be taxed at the highest rate: single with zero dependents.<\/p>\nRefer international students to Tax Information for International Students<\/a>.<\/p>\nDo not give students tax advice or tell them how to complete the W-4 form. Most students claim 0 or 1 single. Students who claim exempt must re-file every calendar year. If students have questions about what to claim, suggest they talk to their parent or guardian. Further information for students regarding taxes is available here<\/a>.<\/p>\n<\/div>\n<\/div>\n\nFERPA Policy<\/h5><\/p>\nFERPA<\/a> (Family Educational Rights and Privacy Act) is a federal law enacted in 1974 that guarantees the confidentiality of student records and general information.<\/p>\nSupervisors must familiarize themselves with FERPA and stress to their student employees the importance of confidentiality. Students who might, at any time, access student information must read and sign the FERPA Non-Disclosure Agreement, which identifies the basic provisions of the law. The agreement will be captured during the hiring process prior to employment. The Student Employment Office will retain signed FERPA agreements for future reference.<\/p>\nFERPA violations may result in disciplinary action, including, but not limited to, job termination.<\/p>\n<\/div>\n<\/div>\n\nStudent Employment Confidentiality Policy<\/h5><\/p>\nAll students working on campus must understand and sign statements agreeing to the Student Employment Confidentiality Policy. This agreement is integrated into the hiring process and are stored digitally with the Student Employment Office.<\/p>\nThe Student Employment Confidentiality Policy was created to stress to student employees the importance of confidentiality in the workplace. Information acquired at work should remain in the workplace.<\/p>\n<\/div>\n<\/div>\n\nIntellectual Property Policy<\/h5><\/p>\nStudents involved in University-supported research are required to sign an Intellectual Property Policy Agreement<\/a>. The Vice President and Associate Provost for Research will be responsible for establishing and maintaining procedures and administrative support needed to implement the Intellectual Property Policy<\/a>.<\/span><\/p>\nStudents required to sign the agreement based on University guidelines will automatically receive an email request from ippolicy@bu.edu<\/a> once they are hired. Principal investigators or student hiring managers who would like other students in their research or academic groups to sign the agreement, for any reason, will need to manually prompt students to sign by sharing the Intellectual Property Policy Agreement<\/a>.<\/p>\n<\/div>\n<\/div>\n\nAdditional Policies<\/h5><\/p>\n\nReasonable Accommodations Policy<\/a><\/li>\nBoston\u00a0University Sexual Harassment Policy<\/a><\/li>\nStudent Work Hours Policy<\/a><\/li>\n<\/ul>\n<\/div>\n<\/div>\n\nFrequently Asked Questions<\/h5><\/p>\nHow do I create a job?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a>\nAnd this video –\u00a0<\/span>Creating a Weekly Salaried Position and Hiring a Student Walkthrough<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I edit job information?<\/b><\/span><\/div>\nOnce your job is approved, you may open the \u201cAction\u201d Drop-down menu and select \u201cEdit Job.\u201d Edits will be resubmitted to Student Employment for approval.<\/span><\/div>\n<\/div>\nHow do I hire a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I hire a student employee with Work-Study funds?<\/b><\/span><\/div>\nHiring Work-Study Eligible students is no different than hiring any other student. Work-Study information will be provided on the student\u2019s profile indicating if they\u2019ve received an award as you proceed with the hiring process. Once that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown below.<\/span><\/div>\nCost Object 1: 9500########*<\/i><\/span><\/div>\nCost Object 1 Percentage: 70<\/i><\/span><\/div>\nThe hire requestor must supply the cost object for the remaining 30%.<\/span><\/div>\n* Federal Work-Study cost object changes annually. The JobX hiring page will display the current Cost Object for easy reference when inputting.<\/span><\/div>\n<\/div>\nHow do I know if a student is Work-Study eligible?<\/b><\/span><\/div>\nStudents who are eligible and awarded Work-Study funding on the JobX student profile. This can be accessed in JobX on the Supervisor Search Student and Awards page (which can be found in the JobX section of the Control Panel menu).<\/span><\/div>\n<\/div>\nWhat happens if my student\u2019s Work-Study award is depleted?<\/b><\/span><\/div>\nThe student\u2019s employment will continue and all future earnings will be charged to departmental funds as assigned at the point of hire.<\/span><\/div>\n<\/div>\nHow do I complete an I-9 for a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0Completing the Form I-9 (guide)<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I approve an hourly timesheet?<\/b><\/span><\/div>\nCheck out these guides:<\/span><\/div>\nDirect Supervisor<\/u><\/span><\/a><\/span><\/div>\nPayroll Coordinators<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nDo I need to approve a timesheet for a student receiving a weekly salary?<\/b><\/span><\/div>\nNo. Weekly salaried student will be paid out automatically each week until they are terminated.<\/span><\/div>\n<\/div>\nHow do I change the funding source of a student wages?<\/b><\/span><\/div>\nCheck out this guide –\u00a0<\/span>Adjusting Cost Distribution<\/u><\/span><\/a><\/span><\/div>\nNote: Only authorized Payroll Coordinators, Student Hire Approvers, and Manager\/Supervisors can submit a Salary Cost Distribution Change form in SAP.<\/span><\/div>\n<\/div>\nHow do I terminate a student?<\/b><\/span><\/div>\nTerminating students will be critical moving forward, especially for weekly salaried students. Departments must monitor positions and terminate students in a timely manner otherwise the student will continue to be employed and paid until the termination is processed.<\/span><\/div>\n
You may complete the hiring process following typical student hire procedures<\/a>.<\/p>\nThe student must\u00a0obtain a Social Security number<\/a> if they do not have one. Once they receive their Social Security number, they should complete and submit Form W-4 (Employee\u2019s Withholding Allowance Certificate) following the instructions in Tax Information for International Students<\/a>.<\/p>\nInternational students who have already worked at Boston University before will have most, if not all, of the above requirements completed already. If so, follow student hire procedures<\/a> as usual.<\/p>\n<\/div>\n<\/div>\n\nHiring students with Work-Study Awards<\/h5><\/p>\nHiring Work-Study Eligible student is no different that hiring any other student. As your proceed with the hiring process, Work-Study information will be provide on the student\u2019s profile indicating if they\u2019ve receive an award.<\/p>\nOnce Financial Assistance has awarded a student, the student’s JobX record will update to reflect the award amount and period. Staff are advised to review each student record confirming the award has been applied before assigning the Federal Work-Study Cost Object during the hiring process.<\/p>\nOnce that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown in the example below.<\/p>\nCost Object 1: 9500XXXXXX*<\/strong><\/em><\/p>\nCost Object 1 Percentage: 70<\/em><\/p>\nThe hire requestor must supply the cost object for the remaining 30%.<\/p>\n*<\/strong> Federal Work-Study IO changes annually. Student Employment will supply the new Federal Work-Study IO each year. Staff will have access to the information on the JobX hiring page when asked to input the cost distribution.<\/p>\nFederal Work-Study Overview<\/strong><\/h5>\nFederal Work-Study is a federally-funded financial aid program administered by Boston University. It is designed to provide access to employment, helping students meet educational expenses. Participants also gain valuable work experience while helping the University and nonprofit organizations meet their staffing needs. The program is not<\/span> intended to provide students with opportunities to study while at work.<\/p>\nBoston University departments that hire Work-Study students incur a charge of 30% of those students\u2019 earnings. The Federal Work-Study Program funds the remaining 70%.<\/p>\nWork-Study Awards<\/strong><\/p>\nWork-Study is awarded to eligible students as part of their financial aid packages. Work-Study awards are distributed for each program (academic year and summer) and are non transferable.<\/p>\nStudents apply for academic year Work-Study by indicating their interest in working on the FAFSA form. BU Financial Assistance selects as many participants as funding allows, based on students\u2019 financial need. Students apply for summer Work-Study by applying here<\/a>, after ensuring that their financial aid documents for the upcoming academic year are submitted and confirmed.<\/p>\nAll undergraduate Work-Study students are paid hourly, while graduate students may be paid either hourly or weekly-salaried, depending on the job. A student\u2019s gross earnings are automatically subtracted from their Work-Study Award Amount<\/a>, until either the Maximum Earnings Level is reached, or the program ends.<\/p>\nCheck our Dates and Deadlines for system programmed academic year and summer program dates using the current Fiscal Year outline, and our Work-Study Dates and Deadlines for the current Work-Study cycle.<\/p>\nAdjustment or Cancellation<\/strong><\/p>\nIf a student\u2019s eligibility changes at any time during the academic year or summer program, BU Financial Assistance may need to adjust or cancel their Work-Study award. Circumstances which may require this include, but are not limited to, withdrawal from the University, failure to maintain a satisfactory grade point average, or the addition of financial assistance from outside sources.<\/p>\nRemember:<\/strong> Students must reapply for Work-Study each year when they apply for federal financial assistance, by completing the FAFSA by the established deadline. More information is available for undergraduate students from\u00a0<\/span>Financial Assistance<\/a>. Graduate students should consult the\u00a0<\/span>financial aid coordinator<\/a>\u00a0at their school or college.<\/span><\/p>\n<\/div>\n<\/div>\n\nI-9 Status<\/h5><\/p>\nSupervisors and Payroll Coordinators will encounter a list of employment validations during the hiring process. At this stage, the system displays the current status of the student’s Form I-9 and other required employment forms. <\/span><\/p>\nStudents who have completed their I-9 will display a “PASSED” validation icon at this stage, and the user may proceed with the hire request.\u00a0<\/span><\/p>\nIf the student still needs to complete the Form I-9, the user may proceed with the hire, but the hire approval will be contingent upon completing the I-9 and any other required employment forms.\u00a0<\/span><\/p>\nUpon completion of the hire request, the user can notify the student of the pending hire. The notification will also request the student to complete any required forms, including the Form I-9, as soon as possible.\u00a0\u00a0<\/span><\/p>\nIt’s important to note that a student cannot be hired until the I-9 has been completed. Furthermore, it’s crucial that if the student has started working that do not<\/strong><\/span> continue to working<\/span><\/strong>\u00a0without the I-9 having been completed.<\/span><\/p>\nThe hire can be approved<\/span> once the I-9 is in “Completed” status on the JobX Student Job Board.<\/span><\/p>\nFollow our University Form I-9 Procedures<\/a>\u00a0<\/span>for instructions on completing this form<\/p>\n<\/div>\n<\/div>\n\nFederal Tax Withholding Certificate - W-4<\/h5><\/p>\nIf the student has never worked at BU, it is optional<\/span> for them to complete a W-4. If a W-4 is not completed, the student will be taxed at the highest rate: single with zero dependents.<\/p>\nRefer international students to Tax Information for International Students<\/a>.<\/p>\nDo not give students tax advice or tell them how to complete the W-4 form. Most students claim 0 or 1 single. Students who claim exempt must re-file every calendar year. If students have questions about what to claim, suggest they talk to their parent or guardian. Further information for students regarding taxes is available here<\/a>.<\/p>\n<\/div>\n<\/div>\n\nFERPA Policy<\/h5><\/p>\nFERPA<\/a> (Family Educational Rights and Privacy Act) is a federal law enacted in 1974 that guarantees the confidentiality of student records and general information.<\/p>\nSupervisors must familiarize themselves with FERPA and stress to their student employees the importance of confidentiality. Students who might, at any time, access student information must read and sign the FERPA Non-Disclosure Agreement, which identifies the basic provisions of the law. The agreement will be captured during the hiring process prior to employment. The Student Employment Office will retain signed FERPA agreements for future reference.<\/p>\nFERPA violations may result in disciplinary action, including, but not limited to, job termination.<\/p>\n<\/div>\n<\/div>\n\nStudent Employment Confidentiality Policy<\/h5><\/p>\nAll students working on campus must understand and sign statements agreeing to the Student Employment Confidentiality Policy. This agreement is integrated into the hiring process and are stored digitally with the Student Employment Office.<\/p>\nThe Student Employment Confidentiality Policy was created to stress to student employees the importance of confidentiality in the workplace. Information acquired at work should remain in the workplace.<\/p>\n<\/div>\n<\/div>\n\nIntellectual Property Policy<\/h5><\/p>\nStudents involved in University-supported research are required to sign an Intellectual Property Policy Agreement<\/a>. The Vice President and Associate Provost for Research will be responsible for establishing and maintaining procedures and administrative support needed to implement the Intellectual Property Policy<\/a>.<\/span><\/p>\nStudents required to sign the agreement based on University guidelines will automatically receive an email request from ippolicy@bu.edu<\/a> once they are hired. Principal investigators or student hiring managers who would like other students in their research or academic groups to sign the agreement, for any reason, will need to manually prompt students to sign by sharing the Intellectual Property Policy Agreement<\/a>.<\/p>\n<\/div>\n<\/div>\n\nAdditional Policies<\/h5><\/p>\n\nReasonable Accommodations Policy<\/a><\/li>\nBoston\u00a0University Sexual Harassment Policy<\/a><\/li>\nStudent Work Hours Policy<\/a><\/li>\n<\/ul>\n<\/div>\n<\/div>\n\nFrequently Asked Questions<\/h5><\/p>\nHow do I create a job?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a>\nAnd this video –\u00a0<\/span>Creating a Weekly Salaried Position and Hiring a Student Walkthrough<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I edit job information?<\/b><\/span><\/div>\nOnce your job is approved, you may open the \u201cAction\u201d Drop-down menu and select \u201cEdit Job.\u201d Edits will be resubmitted to Student Employment for approval.<\/span><\/div>\n<\/div>\nHow do I hire a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I hire a student employee with Work-Study funds?<\/b><\/span><\/div>\nHiring Work-Study Eligible students is no different than hiring any other student. Work-Study information will be provided on the student\u2019s profile indicating if they\u2019ve received an award as you proceed with the hiring process. Once that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown below.<\/span><\/div>\nCost Object 1: 9500########*<\/i><\/span><\/div>\nCost Object 1 Percentage: 70<\/i><\/span><\/div>\nThe hire requestor must supply the cost object for the remaining 30%.<\/span><\/div>\n* Federal Work-Study cost object changes annually. The JobX hiring page will display the current Cost Object for easy reference when inputting.<\/span><\/div>\n<\/div>\nHow do I know if a student is Work-Study eligible?<\/b><\/span><\/div>\nStudents who are eligible and awarded Work-Study funding on the JobX student profile. This can be accessed in JobX on the Supervisor Search Student and Awards page (which can be found in the JobX section of the Control Panel menu).<\/span><\/div>\n<\/div>\nWhat happens if my student\u2019s Work-Study award is depleted?<\/b><\/span><\/div>\nThe student\u2019s employment will continue and all future earnings will be charged to departmental funds as assigned at the point of hire.<\/span><\/div>\n<\/div>\nHow do I complete an I-9 for a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0Completing the Form I-9 (guide)<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I approve an hourly timesheet?<\/b><\/span><\/div>\nCheck out these guides:<\/span><\/div>\nDirect Supervisor<\/u><\/span><\/a><\/span><\/div>\nPayroll Coordinators<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nDo I need to approve a timesheet for a student receiving a weekly salary?<\/b><\/span><\/div>\nNo. Weekly salaried student will be paid out automatically each week until they are terminated.<\/span><\/div>\n<\/div>\nHow do I change the funding source of a student wages?<\/b><\/span><\/div>\nCheck out this guide –\u00a0<\/span>Adjusting Cost Distribution<\/u><\/span><\/a><\/span><\/div>\nNote: Only authorized Payroll Coordinators, Student Hire Approvers, and Manager\/Supervisors can submit a Salary Cost Distribution Change form in SAP.<\/span><\/div>\n<\/div>\nHow do I terminate a student?<\/b><\/span><\/div>\nTerminating students will be critical moving forward, especially for weekly salaried students. Departments must monitor positions and terminate students in a timely manner otherwise the student will continue to be employed and paid until the termination is processed.<\/span><\/div>\n
The student must\u00a0obtain a Social Security number<\/a> if they do not have one. Once they receive their Social Security number, they should complete and submit Form W-4 (Employee\u2019s Withholding Allowance Certificate) following the instructions in Tax Information for International Students<\/a>.<\/p>\nInternational students who have already worked at Boston University before will have most, if not all, of the above requirements completed already. If so, follow student hire procedures<\/a> as usual.<\/p>\n<\/div>\n<\/div>\n\nHiring students with Work-Study Awards<\/h5><\/p>\nHiring Work-Study Eligible student is no different that hiring any other student. As your proceed with the hiring process, Work-Study information will be provide on the student\u2019s profile indicating if they\u2019ve receive an award.<\/p>\nOnce Financial Assistance has awarded a student, the student’s JobX record will update to reflect the award amount and period. Staff are advised to review each student record confirming the award has been applied before assigning the Federal Work-Study Cost Object during the hiring process.<\/p>\nOnce that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown in the example below.<\/p>\nCost Object 1: 9500XXXXXX*<\/strong><\/em><\/p>\nCost Object 1 Percentage: 70<\/em><\/p>\nThe hire requestor must supply the cost object for the remaining 30%.<\/p>\n*<\/strong> Federal Work-Study IO changes annually. Student Employment will supply the new Federal Work-Study IO each year. Staff will have access to the information on the JobX hiring page when asked to input the cost distribution.<\/p>\nFederal Work-Study Overview<\/strong><\/h5>\nFederal Work-Study is a federally-funded financial aid program administered by Boston University. It is designed to provide access to employment, helping students meet educational expenses. Participants also gain valuable work experience while helping the University and nonprofit organizations meet their staffing needs. The program is not<\/span> intended to provide students with opportunities to study while at work.<\/p>\nBoston University departments that hire Work-Study students incur a charge of 30% of those students\u2019 earnings. The Federal Work-Study Program funds the remaining 70%.<\/p>\nWork-Study Awards<\/strong><\/p>\nWork-Study is awarded to eligible students as part of their financial aid packages. Work-Study awards are distributed for each program (academic year and summer) and are non transferable.<\/p>\nStudents apply for academic year Work-Study by indicating their interest in working on the FAFSA form. BU Financial Assistance selects as many participants as funding allows, based on students\u2019 financial need. Students apply for summer Work-Study by applying here<\/a>, after ensuring that their financial aid documents for the upcoming academic year are submitted and confirmed.<\/p>\nAll undergraduate Work-Study students are paid hourly, while graduate students may be paid either hourly or weekly-salaried, depending on the job. A student\u2019s gross earnings are automatically subtracted from their Work-Study Award Amount<\/a>, until either the Maximum Earnings Level is reached, or the program ends.<\/p>\nCheck our Dates and Deadlines for system programmed academic year and summer program dates using the current Fiscal Year outline, and our Work-Study Dates and Deadlines for the current Work-Study cycle.<\/p>\nAdjustment or Cancellation<\/strong><\/p>\nIf a student\u2019s eligibility changes at any time during the academic year or summer program, BU Financial Assistance may need to adjust or cancel their Work-Study award. Circumstances which may require this include, but are not limited to, withdrawal from the University, failure to maintain a satisfactory grade point average, or the addition of financial assistance from outside sources.<\/p>\nRemember:<\/strong> Students must reapply for Work-Study each year when they apply for federal financial assistance, by completing the FAFSA by the established deadline. More information is available for undergraduate students from\u00a0<\/span>Financial Assistance<\/a>. Graduate students should consult the\u00a0<\/span>financial aid coordinator<\/a>\u00a0at their school or college.<\/span><\/p>\n<\/div>\n<\/div>\n\nI-9 Status<\/h5><\/p>\nSupervisors and Payroll Coordinators will encounter a list of employment validations during the hiring process. At this stage, the system displays the current status of the student’s Form I-9 and other required employment forms. <\/span><\/p>\nStudents who have completed their I-9 will display a “PASSED” validation icon at this stage, and the user may proceed with the hire request.\u00a0<\/span><\/p>\nIf the student still needs to complete the Form I-9, the user may proceed with the hire, but the hire approval will be contingent upon completing the I-9 and any other required employment forms.\u00a0<\/span><\/p>\nUpon completion of the hire request, the user can notify the student of the pending hire. The notification will also request the student to complete any required forms, including the Form I-9, as soon as possible.\u00a0\u00a0<\/span><\/p>\nIt’s important to note that a student cannot be hired until the I-9 has been completed. Furthermore, it’s crucial that if the student has started working that do not<\/strong><\/span> continue to working<\/span><\/strong>\u00a0without the I-9 having been completed.<\/span><\/p>\nThe hire can be approved<\/span> once the I-9 is in “Completed” status on the JobX Student Job Board.<\/span><\/p>\nFollow our University Form I-9 Procedures<\/a>\u00a0<\/span>for instructions on completing this form<\/p>\n<\/div>\n<\/div>\n\nFederal Tax Withholding Certificate - W-4<\/h5><\/p>\nIf the student has never worked at BU, it is optional<\/span> for them to complete a W-4. If a W-4 is not completed, the student will be taxed at the highest rate: single with zero dependents.<\/p>\nRefer international students to Tax Information for International Students<\/a>.<\/p>\nDo not give students tax advice or tell them how to complete the W-4 form. Most students claim 0 or 1 single. Students who claim exempt must re-file every calendar year. If students have questions about what to claim, suggest they talk to their parent or guardian. Further information for students regarding taxes is available here<\/a>.<\/p>\n<\/div>\n<\/div>\n\nFERPA Policy<\/h5><\/p>\nFERPA<\/a> (Family Educational Rights and Privacy Act) is a federal law enacted in 1974 that guarantees the confidentiality of student records and general information.<\/p>\nSupervisors must familiarize themselves with FERPA and stress to their student employees the importance of confidentiality. Students who might, at any time, access student information must read and sign the FERPA Non-Disclosure Agreement, which identifies the basic provisions of the law. The agreement will be captured during the hiring process prior to employment. The Student Employment Office will retain signed FERPA agreements for future reference.<\/p>\nFERPA violations may result in disciplinary action, including, but not limited to, job termination.<\/p>\n<\/div>\n<\/div>\n\nStudent Employment Confidentiality Policy<\/h5><\/p>\nAll students working on campus must understand and sign statements agreeing to the Student Employment Confidentiality Policy. This agreement is integrated into the hiring process and are stored digitally with the Student Employment Office.<\/p>\nThe Student Employment Confidentiality Policy was created to stress to student employees the importance of confidentiality in the workplace. Information acquired at work should remain in the workplace.<\/p>\n<\/div>\n<\/div>\n\nIntellectual Property Policy<\/h5><\/p>\nStudents involved in University-supported research are required to sign an Intellectual Property Policy Agreement<\/a>. The Vice President and Associate Provost for Research will be responsible for establishing and maintaining procedures and administrative support needed to implement the Intellectual Property Policy<\/a>.<\/span><\/p>\nStudents required to sign the agreement based on University guidelines will automatically receive an email request from ippolicy@bu.edu<\/a> once they are hired. Principal investigators or student hiring managers who would like other students in their research or academic groups to sign the agreement, for any reason, will need to manually prompt students to sign by sharing the Intellectual Property Policy Agreement<\/a>.<\/p>\n<\/div>\n<\/div>\n\nAdditional Policies<\/h5><\/p>\n\nReasonable Accommodations Policy<\/a><\/li>\nBoston\u00a0University Sexual Harassment Policy<\/a><\/li>\nStudent Work Hours Policy<\/a><\/li>\n<\/ul>\n<\/div>\n<\/div>\n\nFrequently Asked Questions<\/h5><\/p>\nHow do I create a job?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a>\nAnd this video –\u00a0<\/span>Creating a Weekly Salaried Position and Hiring a Student Walkthrough<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I edit job information?<\/b><\/span><\/div>\nOnce your job is approved, you may open the \u201cAction\u201d Drop-down menu and select \u201cEdit Job.\u201d Edits will be resubmitted to Student Employment for approval.<\/span><\/div>\n<\/div>\nHow do I hire a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I hire a student employee with Work-Study funds?<\/b><\/span><\/div>\nHiring Work-Study Eligible students is no different than hiring any other student. Work-Study information will be provided on the student\u2019s profile indicating if they\u2019ve received an award as you proceed with the hiring process. Once that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown below.<\/span><\/div>\nCost Object 1: 9500########*<\/i><\/span><\/div>\nCost Object 1 Percentage: 70<\/i><\/span><\/div>\nThe hire requestor must supply the cost object for the remaining 30%.<\/span><\/div>\n* Federal Work-Study cost object changes annually. The JobX hiring page will display the current Cost Object for easy reference when inputting.<\/span><\/div>\n<\/div>\nHow do I know if a student is Work-Study eligible?<\/b><\/span><\/div>\nStudents who are eligible and awarded Work-Study funding on the JobX student profile. This can be accessed in JobX on the Supervisor Search Student and Awards page (which can be found in the JobX section of the Control Panel menu).<\/span><\/div>\n<\/div>\nWhat happens if my student\u2019s Work-Study award is depleted?<\/b><\/span><\/div>\nThe student\u2019s employment will continue and all future earnings will be charged to departmental funds as assigned at the point of hire.<\/span><\/div>\n<\/div>\nHow do I complete an I-9 for a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0Completing the Form I-9 (guide)<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I approve an hourly timesheet?<\/b><\/span><\/div>\nCheck out these guides:<\/span><\/div>\nDirect Supervisor<\/u><\/span><\/a><\/span><\/div>\nPayroll Coordinators<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nDo I need to approve a timesheet for a student receiving a weekly salary?<\/b><\/span><\/div>\nNo. Weekly salaried student will be paid out automatically each week until they are terminated.<\/span><\/div>\n<\/div>\nHow do I change the funding source of a student wages?<\/b><\/span><\/div>\nCheck out this guide –\u00a0<\/span>Adjusting Cost Distribution<\/u><\/span><\/a><\/span><\/div>\nNote: Only authorized Payroll Coordinators, Student Hire Approvers, and Manager\/Supervisors can submit a Salary Cost Distribution Change form in SAP.<\/span><\/div>\n<\/div>\nHow do I terminate a student?<\/b><\/span><\/div>\nTerminating students will be critical moving forward, especially for weekly salaried students. Departments must monitor positions and terminate students in a timely manner otherwise the student will continue to be employed and paid until the termination is processed.<\/span><\/div>\n
International students who have already worked at Boston University before will have most, if not all, of the above requirements completed already. If so, follow student hire procedures<\/a> as usual.<\/p>\n<\/div>\n<\/div>\n\nHiring students with Work-Study Awards<\/h5><\/p>\nHiring Work-Study Eligible student is no different that hiring any other student. As your proceed with the hiring process, Work-Study information will be provide on the student\u2019s profile indicating if they\u2019ve receive an award.<\/p>\nOnce Financial Assistance has awarded a student, the student’s JobX record will update to reflect the award amount and period. Staff are advised to review each student record confirming the award has been applied before assigning the Federal Work-Study Cost Object during the hiring process.<\/p>\nOnce that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown in the example below.<\/p>\nCost Object 1: 9500XXXXXX*<\/strong><\/em><\/p>\nCost Object 1 Percentage: 70<\/em><\/p>\nThe hire requestor must supply the cost object for the remaining 30%.<\/p>\n*<\/strong> Federal Work-Study IO changes annually. Student Employment will supply the new Federal Work-Study IO each year. Staff will have access to the information on the JobX hiring page when asked to input the cost distribution.<\/p>\nFederal Work-Study Overview<\/strong><\/h5>\nFederal Work-Study is a federally-funded financial aid program administered by Boston University. It is designed to provide access to employment, helping students meet educational expenses. Participants also gain valuable work experience while helping the University and nonprofit organizations meet their staffing needs. The program is not<\/span> intended to provide students with opportunities to study while at work.<\/p>\nBoston University departments that hire Work-Study students incur a charge of 30% of those students\u2019 earnings. The Federal Work-Study Program funds the remaining 70%.<\/p>\nWork-Study Awards<\/strong><\/p>\nWork-Study is awarded to eligible students as part of their financial aid packages. Work-Study awards are distributed for each program (academic year and summer) and are non transferable.<\/p>\nStudents apply for academic year Work-Study by indicating their interest in working on the FAFSA form. BU Financial Assistance selects as many participants as funding allows, based on students\u2019 financial need. Students apply for summer Work-Study by applying here<\/a>, after ensuring that their financial aid documents for the upcoming academic year are submitted and confirmed.<\/p>\nAll undergraduate Work-Study students are paid hourly, while graduate students may be paid either hourly or weekly-salaried, depending on the job. A student\u2019s gross earnings are automatically subtracted from their Work-Study Award Amount<\/a>, until either the Maximum Earnings Level is reached, or the program ends.<\/p>\nCheck our Dates and Deadlines for system programmed academic year and summer program dates using the current Fiscal Year outline, and our Work-Study Dates and Deadlines for the current Work-Study cycle.<\/p>\nAdjustment or Cancellation<\/strong><\/p>\nIf a student\u2019s eligibility changes at any time during the academic year or summer program, BU Financial Assistance may need to adjust or cancel their Work-Study award. Circumstances which may require this include, but are not limited to, withdrawal from the University, failure to maintain a satisfactory grade point average, or the addition of financial assistance from outside sources.<\/p>\nRemember:<\/strong> Students must reapply for Work-Study each year when they apply for federal financial assistance, by completing the FAFSA by the established deadline. More information is available for undergraduate students from\u00a0<\/span>Financial Assistance<\/a>. Graduate students should consult the\u00a0<\/span>financial aid coordinator<\/a>\u00a0at their school or college.<\/span><\/p>\n<\/div>\n<\/div>\n\nI-9 Status<\/h5><\/p>\nSupervisors and Payroll Coordinators will encounter a list of employment validations during the hiring process. At this stage, the system displays the current status of the student’s Form I-9 and other required employment forms. <\/span><\/p>\nStudents who have completed their I-9 will display a “PASSED” validation icon at this stage, and the user may proceed with the hire request.\u00a0<\/span><\/p>\nIf the student still needs to complete the Form I-9, the user may proceed with the hire, but the hire approval will be contingent upon completing the I-9 and any other required employment forms.\u00a0<\/span><\/p>\nUpon completion of the hire request, the user can notify the student of the pending hire. The notification will also request the student to complete any required forms, including the Form I-9, as soon as possible.\u00a0\u00a0<\/span><\/p>\nIt’s important to note that a student cannot be hired until the I-9 has been completed. Furthermore, it’s crucial that if the student has started working that do not<\/strong><\/span> continue to working<\/span><\/strong>\u00a0without the I-9 having been completed.<\/span><\/p>\nThe hire can be approved<\/span> once the I-9 is in “Completed” status on the JobX Student Job Board.<\/span><\/p>\nFollow our University Form I-9 Procedures<\/a>\u00a0<\/span>for instructions on completing this form<\/p>\n<\/div>\n<\/div>\n\nFederal Tax Withholding Certificate - W-4<\/h5><\/p>\nIf the student has never worked at BU, it is optional<\/span> for them to complete a W-4. If a W-4 is not completed, the student will be taxed at the highest rate: single with zero dependents.<\/p>\nRefer international students to Tax Information for International Students<\/a>.<\/p>\nDo not give students tax advice or tell them how to complete the W-4 form. Most students claim 0 or 1 single. Students who claim exempt must re-file every calendar year. If students have questions about what to claim, suggest they talk to their parent or guardian. Further information for students regarding taxes is available here<\/a>.<\/p>\n<\/div>\n<\/div>\n\nFERPA Policy<\/h5><\/p>\nFERPA<\/a> (Family Educational Rights and Privacy Act) is a federal law enacted in 1974 that guarantees the confidentiality of student records and general information.<\/p>\nSupervisors must familiarize themselves with FERPA and stress to their student employees the importance of confidentiality. Students who might, at any time, access student information must read and sign the FERPA Non-Disclosure Agreement, which identifies the basic provisions of the law. The agreement will be captured during the hiring process prior to employment. The Student Employment Office will retain signed FERPA agreements for future reference.<\/p>\nFERPA violations may result in disciplinary action, including, but not limited to, job termination.<\/p>\n<\/div>\n<\/div>\n\nStudent Employment Confidentiality Policy<\/h5><\/p>\nAll students working on campus must understand and sign statements agreeing to the Student Employment Confidentiality Policy. This agreement is integrated into the hiring process and are stored digitally with the Student Employment Office.<\/p>\nThe Student Employment Confidentiality Policy was created to stress to student employees the importance of confidentiality in the workplace. Information acquired at work should remain in the workplace.<\/p>\n<\/div>\n<\/div>\n\nIntellectual Property Policy<\/h5><\/p>\nStudents involved in University-supported research are required to sign an Intellectual Property Policy Agreement<\/a>. The Vice President and Associate Provost for Research will be responsible for establishing and maintaining procedures and administrative support needed to implement the Intellectual Property Policy<\/a>.<\/span><\/p>\nStudents required to sign the agreement based on University guidelines will automatically receive an email request from ippolicy@bu.edu<\/a> once they are hired. Principal investigators or student hiring managers who would like other students in their research or academic groups to sign the agreement, for any reason, will need to manually prompt students to sign by sharing the Intellectual Property Policy Agreement<\/a>.<\/p>\n<\/div>\n<\/div>\n\nAdditional Policies<\/h5><\/p>\n\nReasonable Accommodations Policy<\/a><\/li>\nBoston\u00a0University Sexual Harassment Policy<\/a><\/li>\nStudent Work Hours Policy<\/a><\/li>\n<\/ul>\n<\/div>\n<\/div>\n\nFrequently Asked Questions<\/h5><\/p>\nHow do I create a job?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a>\nAnd this video –\u00a0<\/span>Creating a Weekly Salaried Position and Hiring a Student Walkthrough<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I edit job information?<\/b><\/span><\/div>\nOnce your job is approved, you may open the \u201cAction\u201d Drop-down menu and select \u201cEdit Job.\u201d Edits will be resubmitted to Student Employment for approval.<\/span><\/div>\n<\/div>\nHow do I hire a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I hire a student employee with Work-Study funds?<\/b><\/span><\/div>\nHiring Work-Study Eligible students is no different than hiring any other student. Work-Study information will be provided on the student\u2019s profile indicating if they\u2019ve received an award as you proceed with the hiring process. Once that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown below.<\/span><\/div>\nCost Object 1: 9500########*<\/i><\/span><\/div>\nCost Object 1 Percentage: 70<\/i><\/span><\/div>\nThe hire requestor must supply the cost object for the remaining 30%.<\/span><\/div>\n* Federal Work-Study cost object changes annually. The JobX hiring page will display the current Cost Object for easy reference when inputting.<\/span><\/div>\n<\/div>\nHow do I know if a student is Work-Study eligible?<\/b><\/span><\/div>\nStudents who are eligible and awarded Work-Study funding on the JobX student profile. This can be accessed in JobX on the Supervisor Search Student and Awards page (which can be found in the JobX section of the Control Panel menu).<\/span><\/div>\n<\/div>\nWhat happens if my student\u2019s Work-Study award is depleted?<\/b><\/span><\/div>\nThe student\u2019s employment will continue and all future earnings will be charged to departmental funds as assigned at the point of hire.<\/span><\/div>\n<\/div>\nHow do I complete an I-9 for a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0Completing the Form I-9 (guide)<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I approve an hourly timesheet?<\/b><\/span><\/div>\nCheck out these guides:<\/span><\/div>\nDirect Supervisor<\/u><\/span><\/a><\/span><\/div>\nPayroll Coordinators<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nDo I need to approve a timesheet for a student receiving a weekly salary?<\/b><\/span><\/div>\nNo. Weekly salaried student will be paid out automatically each week until they are terminated.<\/span><\/div>\n<\/div>\nHow do I change the funding source of a student wages?<\/b><\/span><\/div>\nCheck out this guide –\u00a0<\/span>Adjusting Cost Distribution<\/u><\/span><\/a><\/span><\/div>\nNote: Only authorized Payroll Coordinators, Student Hire Approvers, and Manager\/Supervisors can submit a Salary Cost Distribution Change form in SAP.<\/span><\/div>\n<\/div>\nHow do I terminate a student?<\/b><\/span><\/div>\nTerminating students will be critical moving forward, especially for weekly salaried students. Departments must monitor positions and terminate students in a timely manner otherwise the student will continue to be employed and paid until the termination is processed.<\/span><\/div>\n
Hiring Work-Study Eligible student is no different that hiring any other student. As your proceed with the hiring process, Work-Study information will be provide on the student\u2019s profile indicating if they\u2019ve receive an award.<\/p>\n
Once Financial Assistance has awarded a student, the student’s JobX record will update to reflect the award amount and period. Staff are advised to review each student record confirming the award has been applied before assigning the Federal Work-Study Cost Object during the hiring process.<\/p>\n
Once that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown in the example below.<\/p>\n
Cost Object 1: 9500XXXXXX*<\/strong><\/em><\/p>\nCost Object 1 Percentage: 70<\/em><\/p>\nThe hire requestor must supply the cost object for the remaining 30%.<\/p>\n*<\/strong> Federal Work-Study IO changes annually. Student Employment will supply the new Federal Work-Study IO each year. Staff will have access to the information on the JobX hiring page when asked to input the cost distribution.<\/p>\nFederal Work-Study Overview<\/strong><\/h5>\nFederal Work-Study is a federally-funded financial aid program administered by Boston University. It is designed to provide access to employment, helping students meet educational expenses. Participants also gain valuable work experience while helping the University and nonprofit organizations meet their staffing needs. The program is not<\/span> intended to provide students with opportunities to study while at work.<\/p>\nBoston University departments that hire Work-Study students incur a charge of 30% of those students\u2019 earnings. The Federal Work-Study Program funds the remaining 70%.<\/p>\nWork-Study Awards<\/strong><\/p>\nWork-Study is awarded to eligible students as part of their financial aid packages. Work-Study awards are distributed for each program (academic year and summer) and are non transferable.<\/p>\nStudents apply for academic year Work-Study by indicating their interest in working on the FAFSA form. BU Financial Assistance selects as many participants as funding allows, based on students\u2019 financial need. Students apply for summer Work-Study by applying here<\/a>, after ensuring that their financial aid documents for the upcoming academic year are submitted and confirmed.<\/p>\nAll undergraduate Work-Study students are paid hourly, while graduate students may be paid either hourly or weekly-salaried, depending on the job. A student\u2019s gross earnings are automatically subtracted from their Work-Study Award Amount<\/a>, until either the Maximum Earnings Level is reached, or the program ends.<\/p>\nCheck our Dates and Deadlines for system programmed academic year and summer program dates using the current Fiscal Year outline, and our Work-Study Dates and Deadlines for the current Work-Study cycle.<\/p>\nAdjustment or Cancellation<\/strong><\/p>\nIf a student\u2019s eligibility changes at any time during the academic year or summer program, BU Financial Assistance may need to adjust or cancel their Work-Study award. Circumstances which may require this include, but are not limited to, withdrawal from the University, failure to maintain a satisfactory grade point average, or the addition of financial assistance from outside sources.<\/p>\nRemember:<\/strong> Students must reapply for Work-Study each year when they apply for federal financial assistance, by completing the FAFSA by the established deadline. More information is available for undergraduate students from\u00a0<\/span>Financial Assistance<\/a>. Graduate students should consult the\u00a0<\/span>financial aid coordinator<\/a>\u00a0at their school or college.<\/span><\/p>\n<\/div>\n<\/div>\n\nI-9 Status<\/h5><\/p>\nSupervisors and Payroll Coordinators will encounter a list of employment validations during the hiring process. At this stage, the system displays the current status of the student’s Form I-9 and other required employment forms. <\/span><\/p>\nStudents who have completed their I-9 will display a “PASSED” validation icon at this stage, and the user may proceed with the hire request.\u00a0<\/span><\/p>\nIf the student still needs to complete the Form I-9, the user may proceed with the hire, but the hire approval will be contingent upon completing the I-9 and any other required employment forms.\u00a0<\/span><\/p>\nUpon completion of the hire request, the user can notify the student of the pending hire. The notification will also request the student to complete any required forms, including the Form I-9, as soon as possible.\u00a0\u00a0<\/span><\/p>\nIt’s important to note that a student cannot be hired until the I-9 has been completed. Furthermore, it’s crucial that if the student has started working that do not<\/strong><\/span> continue to working<\/span><\/strong>\u00a0without the I-9 having been completed.<\/span><\/p>\nThe hire can be approved<\/span> once the I-9 is in “Completed” status on the JobX Student Job Board.<\/span><\/p>\nFollow our University Form I-9 Procedures<\/a>\u00a0<\/span>for instructions on completing this form<\/p>\n<\/div>\n<\/div>\n\nFederal Tax Withholding Certificate - W-4<\/h5><\/p>\nIf the student has never worked at BU, it is optional<\/span> for them to complete a W-4. If a W-4 is not completed, the student will be taxed at the highest rate: single with zero dependents.<\/p>\nRefer international students to Tax Information for International Students<\/a>.<\/p>\nDo not give students tax advice or tell them how to complete the W-4 form. Most students claim 0 or 1 single. Students who claim exempt must re-file every calendar year. If students have questions about what to claim, suggest they talk to their parent or guardian. Further information for students regarding taxes is available here<\/a>.<\/p>\n<\/div>\n<\/div>\n\nFERPA Policy<\/h5><\/p>\nFERPA<\/a> (Family Educational Rights and Privacy Act) is a federal law enacted in 1974 that guarantees the confidentiality of student records and general information.<\/p>\nSupervisors must familiarize themselves with FERPA and stress to their student employees the importance of confidentiality. Students who might, at any time, access student information must read and sign the FERPA Non-Disclosure Agreement, which identifies the basic provisions of the law. The agreement will be captured during the hiring process prior to employment. The Student Employment Office will retain signed FERPA agreements for future reference.<\/p>\nFERPA violations may result in disciplinary action, including, but not limited to, job termination.<\/p>\n<\/div>\n<\/div>\n\nStudent Employment Confidentiality Policy<\/h5><\/p>\nAll students working on campus must understand and sign statements agreeing to the Student Employment Confidentiality Policy. This agreement is integrated into the hiring process and are stored digitally with the Student Employment Office.<\/p>\nThe Student Employment Confidentiality Policy was created to stress to student employees the importance of confidentiality in the workplace. Information acquired at work should remain in the workplace.<\/p>\n<\/div>\n<\/div>\n\nIntellectual Property Policy<\/h5><\/p>\nStudents involved in University-supported research are required to sign an Intellectual Property Policy Agreement<\/a>. The Vice President and Associate Provost for Research will be responsible for establishing and maintaining procedures and administrative support needed to implement the Intellectual Property Policy<\/a>.<\/span><\/p>\nStudents required to sign the agreement based on University guidelines will automatically receive an email request from ippolicy@bu.edu<\/a> once they are hired. Principal investigators or student hiring managers who would like other students in their research or academic groups to sign the agreement, for any reason, will need to manually prompt students to sign by sharing the Intellectual Property Policy Agreement<\/a>.<\/p>\n<\/div>\n<\/div>\n\nAdditional Policies<\/h5><\/p>\n\nReasonable Accommodations Policy<\/a><\/li>\nBoston\u00a0University Sexual Harassment Policy<\/a><\/li>\nStudent Work Hours Policy<\/a><\/li>\n<\/ul>\n<\/div>\n<\/div>\n\nFrequently Asked Questions<\/h5><\/p>\nHow do I create a job?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a>\nAnd this video –\u00a0<\/span>Creating a Weekly Salaried Position and Hiring a Student Walkthrough<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I edit job information?<\/b><\/span><\/div>\nOnce your job is approved, you may open the \u201cAction\u201d Drop-down menu and select \u201cEdit Job.\u201d Edits will be resubmitted to Student Employment for approval.<\/span><\/div>\n<\/div>\nHow do I hire a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I hire a student employee with Work-Study funds?<\/b><\/span><\/div>\nHiring Work-Study Eligible students is no different than hiring any other student. Work-Study information will be provided on the student\u2019s profile indicating if they\u2019ve received an award as you proceed with the hiring process. Once that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown below.<\/span><\/div>\nCost Object 1: 9500########*<\/i><\/span><\/div>\nCost Object 1 Percentage: 70<\/i><\/span><\/div>\nThe hire requestor must supply the cost object for the remaining 30%.<\/span><\/div>\n* Federal Work-Study cost object changes annually. The JobX hiring page will display the current Cost Object for easy reference when inputting.<\/span><\/div>\n<\/div>\nHow do I know if a student is Work-Study eligible?<\/b><\/span><\/div>\nStudents who are eligible and awarded Work-Study funding on the JobX student profile. This can be accessed in JobX on the Supervisor Search Student and Awards page (which can be found in the JobX section of the Control Panel menu).<\/span><\/div>\n<\/div>\nWhat happens if my student\u2019s Work-Study award is depleted?<\/b><\/span><\/div>\nThe student\u2019s employment will continue and all future earnings will be charged to departmental funds as assigned at the point of hire.<\/span><\/div>\n<\/div>\nHow do I complete an I-9 for a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0Completing the Form I-9 (guide)<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I approve an hourly timesheet?<\/b><\/span><\/div>\nCheck out these guides:<\/span><\/div>\nDirect Supervisor<\/u><\/span><\/a><\/span><\/div>\nPayroll Coordinators<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nDo I need to approve a timesheet for a student receiving a weekly salary?<\/b><\/span><\/div>\nNo. Weekly salaried student will be paid out automatically each week until they are terminated.<\/span><\/div>\n<\/div>\nHow do I change the funding source of a student wages?<\/b><\/span><\/div>\nCheck out this guide –\u00a0<\/span>Adjusting Cost Distribution<\/u><\/span><\/a><\/span><\/div>\nNote: Only authorized Payroll Coordinators, Student Hire Approvers, and Manager\/Supervisors can submit a Salary Cost Distribution Change form in SAP.<\/span><\/div>\n<\/div>\nHow do I terminate a student?<\/b><\/span><\/div>\nTerminating students will be critical moving forward, especially for weekly salaried students. Departments must monitor positions and terminate students in a timely manner otherwise the student will continue to be employed and paid until the termination is processed.<\/span><\/div>\n
Cost Object 1 Percentage: 70<\/em><\/p>\nThe hire requestor must supply the cost object for the remaining 30%.<\/p>\n*<\/strong> Federal Work-Study IO changes annually. Student Employment will supply the new Federal Work-Study IO each year. Staff will have access to the information on the JobX hiring page when asked to input the cost distribution.<\/p>\nFederal Work-Study Overview<\/strong><\/h5>\nFederal Work-Study is a federally-funded financial aid program administered by Boston University. It is designed to provide access to employment, helping students meet educational expenses. Participants also gain valuable work experience while helping the University and nonprofit organizations meet their staffing needs. The program is not<\/span> intended to provide students with opportunities to study while at work.<\/p>\nBoston University departments that hire Work-Study students incur a charge of 30% of those students\u2019 earnings. The Federal Work-Study Program funds the remaining 70%.<\/p>\nWork-Study Awards<\/strong><\/p>\nWork-Study is awarded to eligible students as part of their financial aid packages. Work-Study awards are distributed for each program (academic year and summer) and are non transferable.<\/p>\nStudents apply for academic year Work-Study by indicating their interest in working on the FAFSA form. BU Financial Assistance selects as many participants as funding allows, based on students\u2019 financial need. Students apply for summer Work-Study by applying here<\/a>, after ensuring that their financial aid documents for the upcoming academic year are submitted and confirmed.<\/p>\nAll undergraduate Work-Study students are paid hourly, while graduate students may be paid either hourly or weekly-salaried, depending on the job. A student\u2019s gross earnings are automatically subtracted from their Work-Study Award Amount<\/a>, until either the Maximum Earnings Level is reached, or the program ends.<\/p>\nCheck our Dates and Deadlines for system programmed academic year and summer program dates using the current Fiscal Year outline, and our Work-Study Dates and Deadlines for the current Work-Study cycle.<\/p>\nAdjustment or Cancellation<\/strong><\/p>\nIf a student\u2019s eligibility changes at any time during the academic year or summer program, BU Financial Assistance may need to adjust or cancel their Work-Study award. Circumstances which may require this include, but are not limited to, withdrawal from the University, failure to maintain a satisfactory grade point average, or the addition of financial assistance from outside sources.<\/p>\nRemember:<\/strong> Students must reapply for Work-Study each year when they apply for federal financial assistance, by completing the FAFSA by the established deadline. More information is available for undergraduate students from\u00a0<\/span>Financial Assistance<\/a>. Graduate students should consult the\u00a0<\/span>financial aid coordinator<\/a>\u00a0at their school or college.<\/span><\/p>\n<\/div>\n<\/div>\n\nI-9 Status<\/h5><\/p>\nSupervisors and Payroll Coordinators will encounter a list of employment validations during the hiring process. At this stage, the system displays the current status of the student’s Form I-9 and other required employment forms. <\/span><\/p>\nStudents who have completed their I-9 will display a “PASSED” validation icon at this stage, and the user may proceed with the hire request.\u00a0<\/span><\/p>\nIf the student still needs to complete the Form I-9, the user may proceed with the hire, but the hire approval will be contingent upon completing the I-9 and any other required employment forms.\u00a0<\/span><\/p>\nUpon completion of the hire request, the user can notify the student of the pending hire. The notification will also request the student to complete any required forms, including the Form I-9, as soon as possible.\u00a0\u00a0<\/span><\/p>\nIt’s important to note that a student cannot be hired until the I-9 has been completed. Furthermore, it’s crucial that if the student has started working that do not<\/strong><\/span> continue to working<\/span><\/strong>\u00a0without the I-9 having been completed.<\/span><\/p>\nThe hire can be approved<\/span> once the I-9 is in “Completed” status on the JobX Student Job Board.<\/span><\/p>\nFollow our University Form I-9 Procedures<\/a>\u00a0<\/span>for instructions on completing this form<\/p>\n<\/div>\n<\/div>\n\nFederal Tax Withholding Certificate - W-4<\/h5><\/p>\nIf the student has never worked at BU, it is optional<\/span> for them to complete a W-4. If a W-4 is not completed, the student will be taxed at the highest rate: single with zero dependents.<\/p>\nRefer international students to Tax Information for International Students<\/a>.<\/p>\nDo not give students tax advice or tell them how to complete the W-4 form. Most students claim 0 or 1 single. Students who claim exempt must re-file every calendar year. If students have questions about what to claim, suggest they talk to their parent or guardian. Further information for students regarding taxes is available here<\/a>.<\/p>\n<\/div>\n<\/div>\n\nFERPA Policy<\/h5><\/p>\nFERPA<\/a> (Family Educational Rights and Privacy Act) is a federal law enacted in 1974 that guarantees the confidentiality of student records and general information.<\/p>\nSupervisors must familiarize themselves with FERPA and stress to their student employees the importance of confidentiality. Students who might, at any time, access student information must read and sign the FERPA Non-Disclosure Agreement, which identifies the basic provisions of the law. The agreement will be captured during the hiring process prior to employment. The Student Employment Office will retain signed FERPA agreements for future reference.<\/p>\nFERPA violations may result in disciplinary action, including, but not limited to, job termination.<\/p>\n<\/div>\n<\/div>\n\nStudent Employment Confidentiality Policy<\/h5><\/p>\nAll students working on campus must understand and sign statements agreeing to the Student Employment Confidentiality Policy. This agreement is integrated into the hiring process and are stored digitally with the Student Employment Office.<\/p>\nThe Student Employment Confidentiality Policy was created to stress to student employees the importance of confidentiality in the workplace. Information acquired at work should remain in the workplace.<\/p>\n<\/div>\n<\/div>\n\nIntellectual Property Policy<\/h5><\/p>\nStudents involved in University-supported research are required to sign an Intellectual Property Policy Agreement<\/a>. The Vice President and Associate Provost for Research will be responsible for establishing and maintaining procedures and administrative support needed to implement the Intellectual Property Policy<\/a>.<\/span><\/p>\nStudents required to sign the agreement based on University guidelines will automatically receive an email request from ippolicy@bu.edu<\/a> once they are hired. Principal investigators or student hiring managers who would like other students in their research or academic groups to sign the agreement, for any reason, will need to manually prompt students to sign by sharing the Intellectual Property Policy Agreement<\/a>.<\/p>\n<\/div>\n<\/div>\n\nAdditional Policies<\/h5><\/p>\n\nReasonable Accommodations Policy<\/a><\/li>\nBoston\u00a0University Sexual Harassment Policy<\/a><\/li>\nStudent Work Hours Policy<\/a><\/li>\n<\/ul>\n<\/div>\n<\/div>\n\nFrequently Asked Questions<\/h5><\/p>\nHow do I create a job?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a>\nAnd this video –\u00a0<\/span>Creating a Weekly Salaried Position and Hiring a Student Walkthrough<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I edit job information?<\/b><\/span><\/div>\nOnce your job is approved, you may open the \u201cAction\u201d Drop-down menu and select \u201cEdit Job.\u201d Edits will be resubmitted to Student Employment for approval.<\/span><\/div>\n<\/div>\nHow do I hire a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I hire a student employee with Work-Study funds?<\/b><\/span><\/div>\nHiring Work-Study Eligible students is no different than hiring any other student. Work-Study information will be provided on the student\u2019s profile indicating if they\u2019ve received an award as you proceed with the hiring process. Once that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown below.<\/span><\/div>\nCost Object 1: 9500########*<\/i><\/span><\/div>\nCost Object 1 Percentage: 70<\/i><\/span><\/div>\nThe hire requestor must supply the cost object for the remaining 30%.<\/span><\/div>\n* Federal Work-Study cost object changes annually. The JobX hiring page will display the current Cost Object for easy reference when inputting.<\/span><\/div>\n<\/div>\nHow do I know if a student is Work-Study eligible?<\/b><\/span><\/div>\nStudents who are eligible and awarded Work-Study funding on the JobX student profile. This can be accessed in JobX on the Supervisor Search Student and Awards page (which can be found in the JobX section of the Control Panel menu).<\/span><\/div>\n<\/div>\nWhat happens if my student\u2019s Work-Study award is depleted?<\/b><\/span><\/div>\nThe student\u2019s employment will continue and all future earnings will be charged to departmental funds as assigned at the point of hire.<\/span><\/div>\n<\/div>\nHow do I complete an I-9 for a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0Completing the Form I-9 (guide)<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I approve an hourly timesheet?<\/b><\/span><\/div>\nCheck out these guides:<\/span><\/div>\nDirect Supervisor<\/u><\/span><\/a><\/span><\/div>\nPayroll Coordinators<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nDo I need to approve a timesheet for a student receiving a weekly salary?<\/b><\/span><\/div>\nNo. Weekly salaried student will be paid out automatically each week until they are terminated.<\/span><\/div>\n<\/div>\nHow do I change the funding source of a student wages?<\/b><\/span><\/div>\nCheck out this guide –\u00a0<\/span>Adjusting Cost Distribution<\/u><\/span><\/a><\/span><\/div>\nNote: Only authorized Payroll Coordinators, Student Hire Approvers, and Manager\/Supervisors can submit a Salary Cost Distribution Change form in SAP.<\/span><\/div>\n<\/div>\nHow do I terminate a student?<\/b><\/span><\/div>\nTerminating students will be critical moving forward, especially for weekly salaried students. Departments must monitor positions and terminate students in a timely manner otherwise the student will continue to be employed and paid until the termination is processed.<\/span><\/div>\n
The hire requestor must supply the cost object for the remaining 30%.<\/p>\n
*<\/strong> Federal Work-Study IO changes annually. Student Employment will supply the new Federal Work-Study IO each year. Staff will have access to the information on the JobX hiring page when asked to input the cost distribution.<\/p>\nFederal Work-Study Overview<\/strong><\/h5>\nFederal Work-Study is a federally-funded financial aid program administered by Boston University. It is designed to provide access to employment, helping students meet educational expenses. Participants also gain valuable work experience while helping the University and nonprofit organizations meet their staffing needs. The program is not<\/span> intended to provide students with opportunities to study while at work.<\/p>\nBoston University departments that hire Work-Study students incur a charge of 30% of those students\u2019 earnings. The Federal Work-Study Program funds the remaining 70%.<\/p>\nWork-Study Awards<\/strong><\/p>\nWork-Study is awarded to eligible students as part of their financial aid packages. Work-Study awards are distributed for each program (academic year and summer) and are non transferable.<\/p>\nStudents apply for academic year Work-Study by indicating their interest in working on the FAFSA form. BU Financial Assistance selects as many participants as funding allows, based on students\u2019 financial need. Students apply for summer Work-Study by applying here<\/a>, after ensuring that their financial aid documents for the upcoming academic year are submitted and confirmed.<\/p>\nAll undergraduate Work-Study students are paid hourly, while graduate students may be paid either hourly or weekly-salaried, depending on the job. A student\u2019s gross earnings are automatically subtracted from their Work-Study Award Amount<\/a>, until either the Maximum Earnings Level is reached, or the program ends.<\/p>\nCheck our Dates and Deadlines for system programmed academic year and summer program dates using the current Fiscal Year outline, and our Work-Study Dates and Deadlines for the current Work-Study cycle.<\/p>\nAdjustment or Cancellation<\/strong><\/p>\nIf a student\u2019s eligibility changes at any time during the academic year or summer program, BU Financial Assistance may need to adjust or cancel their Work-Study award. Circumstances which may require this include, but are not limited to, withdrawal from the University, failure to maintain a satisfactory grade point average, or the addition of financial assistance from outside sources.<\/p>\nRemember:<\/strong> Students must reapply for Work-Study each year when they apply for federal financial assistance, by completing the FAFSA by the established deadline. More information is available for undergraduate students from\u00a0<\/span>Financial Assistance<\/a>. Graduate students should consult the\u00a0<\/span>financial aid coordinator<\/a>\u00a0at their school or college.<\/span><\/p>\n<\/div>\n<\/div>\n\nI-9 Status<\/h5><\/p>\nSupervisors and Payroll Coordinators will encounter a list of employment validations during the hiring process. At this stage, the system displays the current status of the student’s Form I-9 and other required employment forms. <\/span><\/p>\nStudents who have completed their I-9 will display a “PASSED” validation icon at this stage, and the user may proceed with the hire request.\u00a0<\/span><\/p>\nIf the student still needs to complete the Form I-9, the user may proceed with the hire, but the hire approval will be contingent upon completing the I-9 and any other required employment forms.\u00a0<\/span><\/p>\nUpon completion of the hire request, the user can notify the student of the pending hire. The notification will also request the student to complete any required forms, including the Form I-9, as soon as possible.\u00a0\u00a0<\/span><\/p>\nIt’s important to note that a student cannot be hired until the I-9 has been completed. Furthermore, it’s crucial that if the student has started working that do not<\/strong><\/span> continue to working<\/span><\/strong>\u00a0without the I-9 having been completed.<\/span><\/p>\nThe hire can be approved<\/span> once the I-9 is in “Completed” status on the JobX Student Job Board.<\/span><\/p>\nFollow our University Form I-9 Procedures<\/a>\u00a0<\/span>for instructions on completing this form<\/p>\n<\/div>\n<\/div>\n\nFederal Tax Withholding Certificate - W-4<\/h5><\/p>\nIf the student has never worked at BU, it is optional<\/span> for them to complete a W-4. If a W-4 is not completed, the student will be taxed at the highest rate: single with zero dependents.<\/p>\nRefer international students to Tax Information for International Students<\/a>.<\/p>\nDo not give students tax advice or tell them how to complete the W-4 form. Most students claim 0 or 1 single. Students who claim exempt must re-file every calendar year. If students have questions about what to claim, suggest they talk to their parent or guardian. Further information for students regarding taxes is available here<\/a>.<\/p>\n<\/div>\n<\/div>\n\nFERPA Policy<\/h5><\/p>\nFERPA<\/a> (Family Educational Rights and Privacy Act) is a federal law enacted in 1974 that guarantees the confidentiality of student records and general information.<\/p>\nSupervisors must familiarize themselves with FERPA and stress to their student employees the importance of confidentiality. Students who might, at any time, access student information must read and sign the FERPA Non-Disclosure Agreement, which identifies the basic provisions of the law. The agreement will be captured during the hiring process prior to employment. The Student Employment Office will retain signed FERPA agreements for future reference.<\/p>\nFERPA violations may result in disciplinary action, including, but not limited to, job termination.<\/p>\n<\/div>\n<\/div>\n\nStudent Employment Confidentiality Policy<\/h5><\/p>\nAll students working on campus must understand and sign statements agreeing to the Student Employment Confidentiality Policy. This agreement is integrated into the hiring process and are stored digitally with the Student Employment Office.<\/p>\nThe Student Employment Confidentiality Policy was created to stress to student employees the importance of confidentiality in the workplace. Information acquired at work should remain in the workplace.<\/p>\n<\/div>\n<\/div>\n\nIntellectual Property Policy<\/h5><\/p>\nStudents involved in University-supported research are required to sign an Intellectual Property Policy Agreement<\/a>. The Vice President and Associate Provost for Research will be responsible for establishing and maintaining procedures and administrative support needed to implement the Intellectual Property Policy<\/a>.<\/span><\/p>\nStudents required to sign the agreement based on University guidelines will automatically receive an email request from ippolicy@bu.edu<\/a> once they are hired. Principal investigators or student hiring managers who would like other students in their research or academic groups to sign the agreement, for any reason, will need to manually prompt students to sign by sharing the Intellectual Property Policy Agreement<\/a>.<\/p>\n<\/div>\n<\/div>\n\nAdditional Policies<\/h5><\/p>\n\nReasonable Accommodations Policy<\/a><\/li>\nBoston\u00a0University Sexual Harassment Policy<\/a><\/li>\nStudent Work Hours Policy<\/a><\/li>\n<\/ul>\n<\/div>\n<\/div>\n\nFrequently Asked Questions<\/h5><\/p>\nHow do I create a job?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a>\nAnd this video –\u00a0<\/span>Creating a Weekly Salaried Position and Hiring a Student Walkthrough<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I edit job information?<\/b><\/span><\/div>\nOnce your job is approved, you may open the \u201cAction\u201d Drop-down menu and select \u201cEdit Job.\u201d Edits will be resubmitted to Student Employment for approval.<\/span><\/div>\n<\/div>\nHow do I hire a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I hire a student employee with Work-Study funds?<\/b><\/span><\/div>\nHiring Work-Study Eligible students is no different than hiring any other student. Work-Study information will be provided on the student\u2019s profile indicating if they\u2019ve received an award as you proceed with the hiring process. Once that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown below.<\/span><\/div>\nCost Object 1: 9500########*<\/i><\/span><\/div>\nCost Object 1 Percentage: 70<\/i><\/span><\/div>\nThe hire requestor must supply the cost object for the remaining 30%.<\/span><\/div>\n* Federal Work-Study cost object changes annually. The JobX hiring page will display the current Cost Object for easy reference when inputting.<\/span><\/div>\n<\/div>\nHow do I know if a student is Work-Study eligible?<\/b><\/span><\/div>\nStudents who are eligible and awarded Work-Study funding on the JobX student profile. This can be accessed in JobX on the Supervisor Search Student and Awards page (which can be found in the JobX section of the Control Panel menu).<\/span><\/div>\n<\/div>\nWhat happens if my student\u2019s Work-Study award is depleted?<\/b><\/span><\/div>\nThe student\u2019s employment will continue and all future earnings will be charged to departmental funds as assigned at the point of hire.<\/span><\/div>\n<\/div>\nHow do I complete an I-9 for a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0Completing the Form I-9 (guide)<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I approve an hourly timesheet?<\/b><\/span><\/div>\nCheck out these guides:<\/span><\/div>\nDirect Supervisor<\/u><\/span><\/a><\/span><\/div>\nPayroll Coordinators<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nDo I need to approve a timesheet for a student receiving a weekly salary?<\/b><\/span><\/div>\nNo. Weekly salaried student will be paid out automatically each week until they are terminated.<\/span><\/div>\n<\/div>\nHow do I change the funding source of a student wages?<\/b><\/span><\/div>\nCheck out this guide –\u00a0<\/span>Adjusting Cost Distribution<\/u><\/span><\/a><\/span><\/div>\nNote: Only authorized Payroll Coordinators, Student Hire Approvers, and Manager\/Supervisors can submit a Salary Cost Distribution Change form in SAP.<\/span><\/div>\n<\/div>\nHow do I terminate a student?<\/b><\/span><\/div>\nTerminating students will be critical moving forward, especially for weekly salaried students. Departments must monitor positions and terminate students in a timely manner otherwise the student will continue to be employed and paid until the termination is processed.<\/span><\/div>\n
Federal Work-Study is a federally-funded financial aid program administered by Boston University. It is designed to provide access to employment, helping students meet educational expenses. Participants also gain valuable work experience while helping the University and nonprofit organizations meet their staffing needs. The program is not<\/span> intended to provide students with opportunities to study while at work.<\/p>\nBoston University departments that hire Work-Study students incur a charge of 30% of those students\u2019 earnings. The Federal Work-Study Program funds the remaining 70%.<\/p>\nWork-Study Awards<\/strong><\/p>\nWork-Study is awarded to eligible students as part of their financial aid packages. Work-Study awards are distributed for each program (academic year and summer) and are non transferable.<\/p>\nStudents apply for academic year Work-Study by indicating their interest in working on the FAFSA form. BU Financial Assistance selects as many participants as funding allows, based on students\u2019 financial need. Students apply for summer Work-Study by applying here<\/a>, after ensuring that their financial aid documents for the upcoming academic year are submitted and confirmed.<\/p>\nAll undergraduate Work-Study students are paid hourly, while graduate students may be paid either hourly or weekly-salaried, depending on the job. A student\u2019s gross earnings are automatically subtracted from their Work-Study Award Amount<\/a>, until either the Maximum Earnings Level is reached, or the program ends.<\/p>\nCheck our Dates and Deadlines for system programmed academic year and summer program dates using the current Fiscal Year outline, and our Work-Study Dates and Deadlines for the current Work-Study cycle.<\/p>\nAdjustment or Cancellation<\/strong><\/p>\nIf a student\u2019s eligibility changes at any time during the academic year or summer program, BU Financial Assistance may need to adjust or cancel their Work-Study award. Circumstances which may require this include, but are not limited to, withdrawal from the University, failure to maintain a satisfactory grade point average, or the addition of financial assistance from outside sources.<\/p>\nRemember:<\/strong> Students must reapply for Work-Study each year when they apply for federal financial assistance, by completing the FAFSA by the established deadline. More information is available for undergraduate students from\u00a0<\/span>Financial Assistance<\/a>. Graduate students should consult the\u00a0<\/span>financial aid coordinator<\/a>\u00a0at their school or college.<\/span><\/p>\n<\/div>\n<\/div>\n\nI-9 Status<\/h5><\/p>\nSupervisors and Payroll Coordinators will encounter a list of employment validations during the hiring process. At this stage, the system displays the current status of the student’s Form I-9 and other required employment forms. <\/span><\/p>\nStudents who have completed their I-9 will display a “PASSED” validation icon at this stage, and the user may proceed with the hire request.\u00a0<\/span><\/p>\nIf the student still needs to complete the Form I-9, the user may proceed with the hire, but the hire approval will be contingent upon completing the I-9 and any other required employment forms.\u00a0<\/span><\/p>\nUpon completion of the hire request, the user can notify the student of the pending hire. The notification will also request the student to complete any required forms, including the Form I-9, as soon as possible.\u00a0\u00a0<\/span><\/p>\nIt’s important to note that a student cannot be hired until the I-9 has been completed. Furthermore, it’s crucial that if the student has started working that do not<\/strong><\/span> continue to working<\/span><\/strong>\u00a0without the I-9 having been completed.<\/span><\/p>\nThe hire can be approved<\/span> once the I-9 is in “Completed” status on the JobX Student Job Board.<\/span><\/p>\nFollow our University Form I-9 Procedures<\/a>\u00a0<\/span>for instructions on completing this form<\/p>\n<\/div>\n<\/div>\n\nFederal Tax Withholding Certificate - W-4<\/h5><\/p>\nIf the student has never worked at BU, it is optional<\/span> for them to complete a W-4. If a W-4 is not completed, the student will be taxed at the highest rate: single with zero dependents.<\/p>\nRefer international students to Tax Information for International Students<\/a>.<\/p>\nDo not give students tax advice or tell them how to complete the W-4 form. Most students claim 0 or 1 single. Students who claim exempt must re-file every calendar year. If students have questions about what to claim, suggest they talk to their parent or guardian. Further information for students regarding taxes is available here<\/a>.<\/p>\n<\/div>\n<\/div>\n\nFERPA Policy<\/h5><\/p>\nFERPA<\/a> (Family Educational Rights and Privacy Act) is a federal law enacted in 1974 that guarantees the confidentiality of student records and general information.<\/p>\nSupervisors must familiarize themselves with FERPA and stress to their student employees the importance of confidentiality. Students who might, at any time, access student information must read and sign the FERPA Non-Disclosure Agreement, which identifies the basic provisions of the law. The agreement will be captured during the hiring process prior to employment. The Student Employment Office will retain signed FERPA agreements for future reference.<\/p>\nFERPA violations may result in disciplinary action, including, but not limited to, job termination.<\/p>\n<\/div>\n<\/div>\n\nStudent Employment Confidentiality Policy<\/h5><\/p>\nAll students working on campus must understand and sign statements agreeing to the Student Employment Confidentiality Policy. This agreement is integrated into the hiring process and are stored digitally with the Student Employment Office.<\/p>\nThe Student Employment Confidentiality Policy was created to stress to student employees the importance of confidentiality in the workplace. Information acquired at work should remain in the workplace.<\/p>\n<\/div>\n<\/div>\n\nIntellectual Property Policy<\/h5><\/p>\nStudents involved in University-supported research are required to sign an Intellectual Property Policy Agreement<\/a>. The Vice President and Associate Provost for Research will be responsible for establishing and maintaining procedures and administrative support needed to implement the Intellectual Property Policy<\/a>.<\/span><\/p>\nStudents required to sign the agreement based on University guidelines will automatically receive an email request from ippolicy@bu.edu<\/a> once they are hired. Principal investigators or student hiring managers who would like other students in their research or academic groups to sign the agreement, for any reason, will need to manually prompt students to sign by sharing the Intellectual Property Policy Agreement<\/a>.<\/p>\n<\/div>\n<\/div>\n\nAdditional Policies<\/h5><\/p>\n\nReasonable Accommodations Policy<\/a><\/li>\nBoston\u00a0University Sexual Harassment Policy<\/a><\/li>\nStudent Work Hours Policy<\/a><\/li>\n<\/ul>\n<\/div>\n<\/div>\n\nFrequently Asked Questions<\/h5><\/p>\nHow do I create a job?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a>\nAnd this video –\u00a0<\/span>Creating a Weekly Salaried Position and Hiring a Student Walkthrough<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I edit job information?<\/b><\/span><\/div>\nOnce your job is approved, you may open the \u201cAction\u201d Drop-down menu and select \u201cEdit Job.\u201d Edits will be resubmitted to Student Employment for approval.<\/span><\/div>\n<\/div>\nHow do I hire a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I hire a student employee with Work-Study funds?<\/b><\/span><\/div>\nHiring Work-Study Eligible students is no different than hiring any other student. Work-Study information will be provided on the student\u2019s profile indicating if they\u2019ve received an award as you proceed with the hiring process. Once that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown below.<\/span><\/div>\nCost Object 1: 9500########*<\/i><\/span><\/div>\nCost Object 1 Percentage: 70<\/i><\/span><\/div>\nThe hire requestor must supply the cost object for the remaining 30%.<\/span><\/div>\n* Federal Work-Study cost object changes annually. The JobX hiring page will display the current Cost Object for easy reference when inputting.<\/span><\/div>\n<\/div>\nHow do I know if a student is Work-Study eligible?<\/b><\/span><\/div>\nStudents who are eligible and awarded Work-Study funding on the JobX student profile. This can be accessed in JobX on the Supervisor Search Student and Awards page (which can be found in the JobX section of the Control Panel menu).<\/span><\/div>\n<\/div>\nWhat happens if my student\u2019s Work-Study award is depleted?<\/b><\/span><\/div>\nThe student\u2019s employment will continue and all future earnings will be charged to departmental funds as assigned at the point of hire.<\/span><\/div>\n<\/div>\nHow do I complete an I-9 for a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0Completing the Form I-9 (guide)<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I approve an hourly timesheet?<\/b><\/span><\/div>\nCheck out these guides:<\/span><\/div>\nDirect Supervisor<\/u><\/span><\/a><\/span><\/div>\nPayroll Coordinators<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nDo I need to approve a timesheet for a student receiving a weekly salary?<\/b><\/span><\/div>\nNo. Weekly salaried student will be paid out automatically each week until they are terminated.<\/span><\/div>\n<\/div>\nHow do I change the funding source of a student wages?<\/b><\/span><\/div>\nCheck out this guide –\u00a0<\/span>Adjusting Cost Distribution<\/u><\/span><\/a><\/span><\/div>\nNote: Only authorized Payroll Coordinators, Student Hire Approvers, and Manager\/Supervisors can submit a Salary Cost Distribution Change form in SAP.<\/span><\/div>\n<\/div>\nHow do I terminate a student?<\/b><\/span><\/div>\nTerminating students will be critical moving forward, especially for weekly salaried students. Departments must monitor positions and terminate students in a timely manner otherwise the student will continue to be employed and paid until the termination is processed.<\/span><\/div>\n
Boston University departments that hire Work-Study students incur a charge of 30% of those students\u2019 earnings. The Federal Work-Study Program funds the remaining 70%.<\/p>\n
Work-Study Awards<\/strong><\/p>\nWork-Study is awarded to eligible students as part of their financial aid packages. Work-Study awards are distributed for each program (academic year and summer) and are non transferable.<\/p>\nStudents apply for academic year Work-Study by indicating their interest in working on the FAFSA form. BU Financial Assistance selects as many participants as funding allows, based on students\u2019 financial need. Students apply for summer Work-Study by applying here<\/a>, after ensuring that their financial aid documents for the upcoming academic year are submitted and confirmed.<\/p>\nAll undergraduate Work-Study students are paid hourly, while graduate students may be paid either hourly or weekly-salaried, depending on the job. A student\u2019s gross earnings are automatically subtracted from their Work-Study Award Amount<\/a>, until either the Maximum Earnings Level is reached, or the program ends.<\/p>\nCheck our Dates and Deadlines for system programmed academic year and summer program dates using the current Fiscal Year outline, and our Work-Study Dates and Deadlines for the current Work-Study cycle.<\/p>\nAdjustment or Cancellation<\/strong><\/p>\nIf a student\u2019s eligibility changes at any time during the academic year or summer program, BU Financial Assistance may need to adjust or cancel their Work-Study award. Circumstances which may require this include, but are not limited to, withdrawal from the University, failure to maintain a satisfactory grade point average, or the addition of financial assistance from outside sources.<\/p>\nRemember:<\/strong> Students must reapply for Work-Study each year when they apply for federal financial assistance, by completing the FAFSA by the established deadline. More information is available for undergraduate students from\u00a0<\/span>Financial Assistance<\/a>. Graduate students should consult the\u00a0<\/span>financial aid coordinator<\/a>\u00a0at their school or college.<\/span><\/p>\n<\/div>\n<\/div>\n\nI-9 Status<\/h5><\/p>\nSupervisors and Payroll Coordinators will encounter a list of employment validations during the hiring process. At this stage, the system displays the current status of the student’s Form I-9 and other required employment forms. <\/span><\/p>\nStudents who have completed their I-9 will display a “PASSED” validation icon at this stage, and the user may proceed with the hire request.\u00a0<\/span><\/p>\nIf the student still needs to complete the Form I-9, the user may proceed with the hire, but the hire approval will be contingent upon completing the I-9 and any other required employment forms.\u00a0<\/span><\/p>\nUpon completion of the hire request, the user can notify the student of the pending hire. The notification will also request the student to complete any required forms, including the Form I-9, as soon as possible.\u00a0\u00a0<\/span><\/p>\nIt’s important to note that a student cannot be hired until the I-9 has been completed. Furthermore, it’s crucial that if the student has started working that do not<\/strong><\/span> continue to working<\/span><\/strong>\u00a0without the I-9 having been completed.<\/span><\/p>\nThe hire can be approved<\/span> once the I-9 is in “Completed” status on the JobX Student Job Board.<\/span><\/p>\nFollow our University Form I-9 Procedures<\/a>\u00a0<\/span>for instructions on completing this form<\/p>\n<\/div>\n<\/div>\n\nFederal Tax Withholding Certificate - W-4<\/h5><\/p>\nIf the student has never worked at BU, it is optional<\/span> for them to complete a W-4. If a W-4 is not completed, the student will be taxed at the highest rate: single with zero dependents.<\/p>\nRefer international students to Tax Information for International Students<\/a>.<\/p>\nDo not give students tax advice or tell them how to complete the W-4 form. Most students claim 0 or 1 single. Students who claim exempt must re-file every calendar year. If students have questions about what to claim, suggest they talk to their parent or guardian. Further information for students regarding taxes is available here<\/a>.<\/p>\n<\/div>\n<\/div>\n\nFERPA Policy<\/h5><\/p>\nFERPA<\/a> (Family Educational Rights and Privacy Act) is a federal law enacted in 1974 that guarantees the confidentiality of student records and general information.<\/p>\nSupervisors must familiarize themselves with FERPA and stress to their student employees the importance of confidentiality. Students who might, at any time, access student information must read and sign the FERPA Non-Disclosure Agreement, which identifies the basic provisions of the law. The agreement will be captured during the hiring process prior to employment. The Student Employment Office will retain signed FERPA agreements for future reference.<\/p>\nFERPA violations may result in disciplinary action, including, but not limited to, job termination.<\/p>\n<\/div>\n<\/div>\n\nStudent Employment Confidentiality Policy<\/h5><\/p>\nAll students working on campus must understand and sign statements agreeing to the Student Employment Confidentiality Policy. This agreement is integrated into the hiring process and are stored digitally with the Student Employment Office.<\/p>\nThe Student Employment Confidentiality Policy was created to stress to student employees the importance of confidentiality in the workplace. Information acquired at work should remain in the workplace.<\/p>\n<\/div>\n<\/div>\n\nIntellectual Property Policy<\/h5><\/p>\nStudents involved in University-supported research are required to sign an Intellectual Property Policy Agreement<\/a>. The Vice President and Associate Provost for Research will be responsible for establishing and maintaining procedures and administrative support needed to implement the Intellectual Property Policy<\/a>.<\/span><\/p>\nStudents required to sign the agreement based on University guidelines will automatically receive an email request from ippolicy@bu.edu<\/a> once they are hired. Principal investigators or student hiring managers who would like other students in their research or academic groups to sign the agreement, for any reason, will need to manually prompt students to sign by sharing the Intellectual Property Policy Agreement<\/a>.<\/p>\n<\/div>\n<\/div>\n\nAdditional Policies<\/h5><\/p>\n\nReasonable Accommodations Policy<\/a><\/li>\nBoston\u00a0University Sexual Harassment Policy<\/a><\/li>\nStudent Work Hours Policy<\/a><\/li>\n<\/ul>\n<\/div>\n<\/div>\n\nFrequently Asked Questions<\/h5><\/p>\nHow do I create a job?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a>\nAnd this video –\u00a0<\/span>Creating a Weekly Salaried Position and Hiring a Student Walkthrough<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I edit job information?<\/b><\/span><\/div>\nOnce your job is approved, you may open the \u201cAction\u201d Drop-down menu and select \u201cEdit Job.\u201d Edits will be resubmitted to Student Employment for approval.<\/span><\/div>\n<\/div>\nHow do I hire a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I hire a student employee with Work-Study funds?<\/b><\/span><\/div>\nHiring Work-Study Eligible students is no different than hiring any other student. Work-Study information will be provided on the student\u2019s profile indicating if they\u2019ve received an award as you proceed with the hiring process. Once that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown below.<\/span><\/div>\nCost Object 1: 9500########*<\/i><\/span><\/div>\nCost Object 1 Percentage: 70<\/i><\/span><\/div>\nThe hire requestor must supply the cost object for the remaining 30%.<\/span><\/div>\n* Federal Work-Study cost object changes annually. The JobX hiring page will display the current Cost Object for easy reference when inputting.<\/span><\/div>\n<\/div>\nHow do I know if a student is Work-Study eligible?<\/b><\/span><\/div>\nStudents who are eligible and awarded Work-Study funding on the JobX student profile. This can be accessed in JobX on the Supervisor Search Student and Awards page (which can be found in the JobX section of the Control Panel menu).<\/span><\/div>\n<\/div>\nWhat happens if my student\u2019s Work-Study award is depleted?<\/b><\/span><\/div>\nThe student\u2019s employment will continue and all future earnings will be charged to departmental funds as assigned at the point of hire.<\/span><\/div>\n<\/div>\nHow do I complete an I-9 for a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0Completing the Form I-9 (guide)<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I approve an hourly timesheet?<\/b><\/span><\/div>\nCheck out these guides:<\/span><\/div>\nDirect Supervisor<\/u><\/span><\/a><\/span><\/div>\nPayroll Coordinators<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nDo I need to approve a timesheet for a student receiving a weekly salary?<\/b><\/span><\/div>\nNo. Weekly salaried student will be paid out automatically each week until they are terminated.<\/span><\/div>\n<\/div>\nHow do I change the funding source of a student wages?<\/b><\/span><\/div>\nCheck out this guide –\u00a0<\/span>Adjusting Cost Distribution<\/u><\/span><\/a><\/span><\/div>\nNote: Only authorized Payroll Coordinators, Student Hire Approvers, and Manager\/Supervisors can submit a Salary Cost Distribution Change form in SAP.<\/span><\/div>\n<\/div>\nHow do I terminate a student?<\/b><\/span><\/div>\nTerminating students will be critical moving forward, especially for weekly salaried students. Departments must monitor positions and terminate students in a timely manner otherwise the student will continue to be employed and paid until the termination is processed.<\/span><\/div>\n
Work-Study is awarded to eligible students as part of their financial aid packages. Work-Study awards are distributed for each program (academic year and summer) and are non transferable.<\/p>\n
Students apply for academic year Work-Study by indicating their interest in working on the FAFSA form. BU Financial Assistance selects as many participants as funding allows, based on students\u2019 financial need. Students apply for summer Work-Study by applying here<\/a>, after ensuring that their financial aid documents for the upcoming academic year are submitted and confirmed.<\/p>\nAll undergraduate Work-Study students are paid hourly, while graduate students may be paid either hourly or weekly-salaried, depending on the job. A student\u2019s gross earnings are automatically subtracted from their Work-Study Award Amount<\/a>, until either the Maximum Earnings Level is reached, or the program ends.<\/p>\nCheck our Dates and Deadlines for system programmed academic year and summer program dates using the current Fiscal Year outline, and our Work-Study Dates and Deadlines for the current Work-Study cycle.<\/p>\nAdjustment or Cancellation<\/strong><\/p>\nIf a student\u2019s eligibility changes at any time during the academic year or summer program, BU Financial Assistance may need to adjust or cancel their Work-Study award. Circumstances which may require this include, but are not limited to, withdrawal from the University, failure to maintain a satisfactory grade point average, or the addition of financial assistance from outside sources.<\/p>\nRemember:<\/strong> Students must reapply for Work-Study each year when they apply for federal financial assistance, by completing the FAFSA by the established deadline. More information is available for undergraduate students from\u00a0<\/span>Financial Assistance<\/a>. Graduate students should consult the\u00a0<\/span>financial aid coordinator<\/a>\u00a0at their school or college.<\/span><\/p>\n<\/div>\n<\/div>\n\nI-9 Status<\/h5><\/p>\nSupervisors and Payroll Coordinators will encounter a list of employment validations during the hiring process. At this stage, the system displays the current status of the student’s Form I-9 and other required employment forms. <\/span><\/p>\nStudents who have completed their I-9 will display a “PASSED” validation icon at this stage, and the user may proceed with the hire request.\u00a0<\/span><\/p>\nIf the student still needs to complete the Form I-9, the user may proceed with the hire, but the hire approval will be contingent upon completing the I-9 and any other required employment forms.\u00a0<\/span><\/p>\nUpon completion of the hire request, the user can notify the student of the pending hire. The notification will also request the student to complete any required forms, including the Form I-9, as soon as possible.\u00a0\u00a0<\/span><\/p>\nIt’s important to note that a student cannot be hired until the I-9 has been completed. Furthermore, it’s crucial that if the student has started working that do not<\/strong><\/span> continue to working<\/span><\/strong>\u00a0without the I-9 having been completed.<\/span><\/p>\nThe hire can be approved<\/span> once the I-9 is in “Completed” status on the JobX Student Job Board.<\/span><\/p>\nFollow our University Form I-9 Procedures<\/a>\u00a0<\/span>for instructions on completing this form<\/p>\n<\/div>\n<\/div>\n\nFederal Tax Withholding Certificate - W-4<\/h5><\/p>\nIf the student has never worked at BU, it is optional<\/span> for them to complete a W-4. If a W-4 is not completed, the student will be taxed at the highest rate: single with zero dependents.<\/p>\nRefer international students to Tax Information for International Students<\/a>.<\/p>\nDo not give students tax advice or tell them how to complete the W-4 form. Most students claim 0 or 1 single. Students who claim exempt must re-file every calendar year. If students have questions about what to claim, suggest they talk to their parent or guardian. Further information for students regarding taxes is available here<\/a>.<\/p>\n<\/div>\n<\/div>\n\nFERPA Policy<\/h5><\/p>\nFERPA<\/a> (Family Educational Rights and Privacy Act) is a federal law enacted in 1974 that guarantees the confidentiality of student records and general information.<\/p>\nSupervisors must familiarize themselves with FERPA and stress to their student employees the importance of confidentiality. Students who might, at any time, access student information must read and sign the FERPA Non-Disclosure Agreement, which identifies the basic provisions of the law. The agreement will be captured during the hiring process prior to employment. The Student Employment Office will retain signed FERPA agreements for future reference.<\/p>\nFERPA violations may result in disciplinary action, including, but not limited to, job termination.<\/p>\n<\/div>\n<\/div>\n\nStudent Employment Confidentiality Policy<\/h5><\/p>\nAll students working on campus must understand and sign statements agreeing to the Student Employment Confidentiality Policy. This agreement is integrated into the hiring process and are stored digitally with the Student Employment Office.<\/p>\nThe Student Employment Confidentiality Policy was created to stress to student employees the importance of confidentiality in the workplace. Information acquired at work should remain in the workplace.<\/p>\n<\/div>\n<\/div>\n\nIntellectual Property Policy<\/h5><\/p>\nStudents involved in University-supported research are required to sign an Intellectual Property Policy Agreement<\/a>. The Vice President and Associate Provost for Research will be responsible for establishing and maintaining procedures and administrative support needed to implement the Intellectual Property Policy<\/a>.<\/span><\/p>\nStudents required to sign the agreement based on University guidelines will automatically receive an email request from ippolicy@bu.edu<\/a> once they are hired. Principal investigators or student hiring managers who would like other students in their research or academic groups to sign the agreement, for any reason, will need to manually prompt students to sign by sharing the Intellectual Property Policy Agreement<\/a>.<\/p>\n<\/div>\n<\/div>\n\nAdditional Policies<\/h5><\/p>\n\nReasonable Accommodations Policy<\/a><\/li>\nBoston\u00a0University Sexual Harassment Policy<\/a><\/li>\nStudent Work Hours Policy<\/a><\/li>\n<\/ul>\n<\/div>\n<\/div>\n\nFrequently Asked Questions<\/h5><\/p>\nHow do I create a job?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a>\nAnd this video –\u00a0<\/span>Creating a Weekly Salaried Position and Hiring a Student Walkthrough<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I edit job information?<\/b><\/span><\/div>\nOnce your job is approved, you may open the \u201cAction\u201d Drop-down menu and select \u201cEdit Job.\u201d Edits will be resubmitted to Student Employment for approval.<\/span><\/div>\n<\/div>\nHow do I hire a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I hire a student employee with Work-Study funds?<\/b><\/span><\/div>\nHiring Work-Study Eligible students is no different than hiring any other student. Work-Study information will be provided on the student\u2019s profile indicating if they\u2019ve received an award as you proceed with the hiring process. Once that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown below.<\/span><\/div>\nCost Object 1: 9500########*<\/i><\/span><\/div>\nCost Object 1 Percentage: 70<\/i><\/span><\/div>\nThe hire requestor must supply the cost object for the remaining 30%.<\/span><\/div>\n* Federal Work-Study cost object changes annually. The JobX hiring page will display the current Cost Object for easy reference when inputting.<\/span><\/div>\n<\/div>\nHow do I know if a student is Work-Study eligible?<\/b><\/span><\/div>\nStudents who are eligible and awarded Work-Study funding on the JobX student profile. This can be accessed in JobX on the Supervisor Search Student and Awards page (which can be found in the JobX section of the Control Panel menu).<\/span><\/div>\n<\/div>\nWhat happens if my student\u2019s Work-Study award is depleted?<\/b><\/span><\/div>\nThe student\u2019s employment will continue and all future earnings will be charged to departmental funds as assigned at the point of hire.<\/span><\/div>\n<\/div>\nHow do I complete an I-9 for a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0Completing the Form I-9 (guide)<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I approve an hourly timesheet?<\/b><\/span><\/div>\nCheck out these guides:<\/span><\/div>\nDirect Supervisor<\/u><\/span><\/a><\/span><\/div>\nPayroll Coordinators<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nDo I need to approve a timesheet for a student receiving a weekly salary?<\/b><\/span><\/div>\nNo. Weekly salaried student will be paid out automatically each week until they are terminated.<\/span><\/div>\n<\/div>\nHow do I change the funding source of a student wages?<\/b><\/span><\/div>\nCheck out this guide –\u00a0<\/span>Adjusting Cost Distribution<\/u><\/span><\/a><\/span><\/div>\nNote: Only authorized Payroll Coordinators, Student Hire Approvers, and Manager\/Supervisors can submit a Salary Cost Distribution Change form in SAP.<\/span><\/div>\n<\/div>\nHow do I terminate a student?<\/b><\/span><\/div>\nTerminating students will be critical moving forward, especially for weekly salaried students. Departments must monitor positions and terminate students in a timely manner otherwise the student will continue to be employed and paid until the termination is processed.<\/span><\/div>\n
All undergraduate Work-Study students are paid hourly, while graduate students may be paid either hourly or weekly-salaried, depending on the job. A student\u2019s gross earnings are automatically subtracted from their Work-Study Award Amount<\/a>, until either the Maximum Earnings Level is reached, or the program ends.<\/p>\nCheck our Dates and Deadlines for system programmed academic year and summer program dates using the current Fiscal Year outline, and our Work-Study Dates and Deadlines for the current Work-Study cycle.<\/p>\nAdjustment or Cancellation<\/strong><\/p>\nIf a student\u2019s eligibility changes at any time during the academic year or summer program, BU Financial Assistance may need to adjust or cancel their Work-Study award. Circumstances which may require this include, but are not limited to, withdrawal from the University, failure to maintain a satisfactory grade point average, or the addition of financial assistance from outside sources.<\/p>\nRemember:<\/strong> Students must reapply for Work-Study each year when they apply for federal financial assistance, by completing the FAFSA by the established deadline. More information is available for undergraduate students from\u00a0<\/span>Financial Assistance<\/a>. Graduate students should consult the\u00a0<\/span>financial aid coordinator<\/a>\u00a0at their school or college.<\/span><\/p>\n<\/div>\n<\/div>\n\nI-9 Status<\/h5><\/p>\nSupervisors and Payroll Coordinators will encounter a list of employment validations during the hiring process. At this stage, the system displays the current status of the student’s Form I-9 and other required employment forms. <\/span><\/p>\nStudents who have completed their I-9 will display a “PASSED” validation icon at this stage, and the user may proceed with the hire request.\u00a0<\/span><\/p>\nIf the student still needs to complete the Form I-9, the user may proceed with the hire, but the hire approval will be contingent upon completing the I-9 and any other required employment forms.\u00a0<\/span><\/p>\nUpon completion of the hire request, the user can notify the student of the pending hire. The notification will also request the student to complete any required forms, including the Form I-9, as soon as possible.\u00a0\u00a0<\/span><\/p>\nIt’s important to note that a student cannot be hired until the I-9 has been completed. Furthermore, it’s crucial that if the student has started working that do not<\/strong><\/span> continue to working<\/span><\/strong>\u00a0without the I-9 having been completed.<\/span><\/p>\nThe hire can be approved<\/span> once the I-9 is in “Completed” status on the JobX Student Job Board.<\/span><\/p>\nFollow our University Form I-9 Procedures<\/a>\u00a0<\/span>for instructions on completing this form<\/p>\n<\/div>\n<\/div>\n\nFederal Tax Withholding Certificate - W-4<\/h5><\/p>\nIf the student has never worked at BU, it is optional<\/span> for them to complete a W-4. If a W-4 is not completed, the student will be taxed at the highest rate: single with zero dependents.<\/p>\nRefer international students to Tax Information for International Students<\/a>.<\/p>\nDo not give students tax advice or tell them how to complete the W-4 form. Most students claim 0 or 1 single. Students who claim exempt must re-file every calendar year. If students have questions about what to claim, suggest they talk to their parent or guardian. Further information for students regarding taxes is available here<\/a>.<\/p>\n<\/div>\n<\/div>\n\nFERPA Policy<\/h5><\/p>\nFERPA<\/a> (Family Educational Rights and Privacy Act) is a federal law enacted in 1974 that guarantees the confidentiality of student records and general information.<\/p>\nSupervisors must familiarize themselves with FERPA and stress to their student employees the importance of confidentiality. Students who might, at any time, access student information must read and sign the FERPA Non-Disclosure Agreement, which identifies the basic provisions of the law. The agreement will be captured during the hiring process prior to employment. The Student Employment Office will retain signed FERPA agreements for future reference.<\/p>\nFERPA violations may result in disciplinary action, including, but not limited to, job termination.<\/p>\n<\/div>\n<\/div>\n\nStudent Employment Confidentiality Policy<\/h5><\/p>\nAll students working on campus must understand and sign statements agreeing to the Student Employment Confidentiality Policy. This agreement is integrated into the hiring process and are stored digitally with the Student Employment Office.<\/p>\nThe Student Employment Confidentiality Policy was created to stress to student employees the importance of confidentiality in the workplace. Information acquired at work should remain in the workplace.<\/p>\n<\/div>\n<\/div>\n\nIntellectual Property Policy<\/h5><\/p>\nStudents involved in University-supported research are required to sign an Intellectual Property Policy Agreement<\/a>. The Vice President and Associate Provost for Research will be responsible for establishing and maintaining procedures and administrative support needed to implement the Intellectual Property Policy<\/a>.<\/span><\/p>\nStudents required to sign the agreement based on University guidelines will automatically receive an email request from ippolicy@bu.edu<\/a> once they are hired. Principal investigators or student hiring managers who would like other students in their research or academic groups to sign the agreement, for any reason, will need to manually prompt students to sign by sharing the Intellectual Property Policy Agreement<\/a>.<\/p>\n<\/div>\n<\/div>\n\nAdditional Policies<\/h5><\/p>\n\nReasonable Accommodations Policy<\/a><\/li>\nBoston\u00a0University Sexual Harassment Policy<\/a><\/li>\nStudent Work Hours Policy<\/a><\/li>\n<\/ul>\n<\/div>\n<\/div>\n\nFrequently Asked Questions<\/h5><\/p>\nHow do I create a job?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a>\nAnd this video –\u00a0<\/span>Creating a Weekly Salaried Position and Hiring a Student Walkthrough<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I edit job information?<\/b><\/span><\/div>\nOnce your job is approved, you may open the \u201cAction\u201d Drop-down menu and select \u201cEdit Job.\u201d Edits will be resubmitted to Student Employment for approval.<\/span><\/div>\n<\/div>\nHow do I hire a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I hire a student employee with Work-Study funds?<\/b><\/span><\/div>\nHiring Work-Study Eligible students is no different than hiring any other student. Work-Study information will be provided on the student\u2019s profile indicating if they\u2019ve received an award as you proceed with the hiring process. Once that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown below.<\/span><\/div>\nCost Object 1: 9500########*<\/i><\/span><\/div>\nCost Object 1 Percentage: 70<\/i><\/span><\/div>\nThe hire requestor must supply the cost object for the remaining 30%.<\/span><\/div>\n* Federal Work-Study cost object changes annually. The JobX hiring page will display the current Cost Object for easy reference when inputting.<\/span><\/div>\n<\/div>\nHow do I know if a student is Work-Study eligible?<\/b><\/span><\/div>\nStudents who are eligible and awarded Work-Study funding on the JobX student profile. This can be accessed in JobX on the Supervisor Search Student and Awards page (which can be found in the JobX section of the Control Panel menu).<\/span><\/div>\n<\/div>\nWhat happens if my student\u2019s Work-Study award is depleted?<\/b><\/span><\/div>\nThe student\u2019s employment will continue and all future earnings will be charged to departmental funds as assigned at the point of hire.<\/span><\/div>\n<\/div>\nHow do I complete an I-9 for a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0Completing the Form I-9 (guide)<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I approve an hourly timesheet?<\/b><\/span><\/div>\nCheck out these guides:<\/span><\/div>\nDirect Supervisor<\/u><\/span><\/a><\/span><\/div>\nPayroll Coordinators<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nDo I need to approve a timesheet for a student receiving a weekly salary?<\/b><\/span><\/div>\nNo. Weekly salaried student will be paid out automatically each week until they are terminated.<\/span><\/div>\n<\/div>\nHow do I change the funding source of a student wages?<\/b><\/span><\/div>\nCheck out this guide –\u00a0<\/span>Adjusting Cost Distribution<\/u><\/span><\/a><\/span><\/div>\nNote: Only authorized Payroll Coordinators, Student Hire Approvers, and Manager\/Supervisors can submit a Salary Cost Distribution Change form in SAP.<\/span><\/div>\n<\/div>\nHow do I terminate a student?<\/b><\/span><\/div>\nTerminating students will be critical moving forward, especially for weekly salaried students. Departments must monitor positions and terminate students in a timely manner otherwise the student will continue to be employed and paid until the termination is processed.<\/span><\/div>\n
Check our Dates and Deadlines for system programmed academic year and summer program dates using the current Fiscal Year outline, and our Work-Study Dates and Deadlines for the current Work-Study cycle.<\/p>\n
Adjustment or Cancellation<\/strong><\/p>\nIf a student\u2019s eligibility changes at any time during the academic year or summer program, BU Financial Assistance may need to adjust or cancel their Work-Study award. Circumstances which may require this include, but are not limited to, withdrawal from the University, failure to maintain a satisfactory grade point average, or the addition of financial assistance from outside sources.<\/p>\nRemember:<\/strong> Students must reapply for Work-Study each year when they apply for federal financial assistance, by completing the FAFSA by the established deadline. More information is available for undergraduate students from\u00a0<\/span>Financial Assistance<\/a>. Graduate students should consult the\u00a0<\/span>financial aid coordinator<\/a>\u00a0at their school or college.<\/span><\/p>\n<\/div>\n<\/div>\n\nI-9 Status<\/h5><\/p>\nSupervisors and Payroll Coordinators will encounter a list of employment validations during the hiring process. At this stage, the system displays the current status of the student’s Form I-9 and other required employment forms. <\/span><\/p>\nStudents who have completed their I-9 will display a “PASSED” validation icon at this stage, and the user may proceed with the hire request.\u00a0<\/span><\/p>\nIf the student still needs to complete the Form I-9, the user may proceed with the hire, but the hire approval will be contingent upon completing the I-9 and any other required employment forms.\u00a0<\/span><\/p>\nUpon completion of the hire request, the user can notify the student of the pending hire. The notification will also request the student to complete any required forms, including the Form I-9, as soon as possible.\u00a0\u00a0<\/span><\/p>\nIt’s important to note that a student cannot be hired until the I-9 has been completed. Furthermore, it’s crucial that if the student has started working that do not<\/strong><\/span> continue to working<\/span><\/strong>\u00a0without the I-9 having been completed.<\/span><\/p>\nThe hire can be approved<\/span> once the I-9 is in “Completed” status on the JobX Student Job Board.<\/span><\/p>\nFollow our University Form I-9 Procedures<\/a>\u00a0<\/span>for instructions on completing this form<\/p>\n<\/div>\n<\/div>\n\nFederal Tax Withholding Certificate - W-4<\/h5><\/p>\nIf the student has never worked at BU, it is optional<\/span> for them to complete a W-4. If a W-4 is not completed, the student will be taxed at the highest rate: single with zero dependents.<\/p>\nRefer international students to Tax Information for International Students<\/a>.<\/p>\nDo not give students tax advice or tell them how to complete the W-4 form. Most students claim 0 or 1 single. Students who claim exempt must re-file every calendar year. If students have questions about what to claim, suggest they talk to their parent or guardian. Further information for students regarding taxes is available here<\/a>.<\/p>\n<\/div>\n<\/div>\n\nFERPA Policy<\/h5><\/p>\nFERPA<\/a> (Family Educational Rights and Privacy Act) is a federal law enacted in 1974 that guarantees the confidentiality of student records and general information.<\/p>\nSupervisors must familiarize themselves with FERPA and stress to their student employees the importance of confidentiality. Students who might, at any time, access student information must read and sign the FERPA Non-Disclosure Agreement, which identifies the basic provisions of the law. The agreement will be captured during the hiring process prior to employment. The Student Employment Office will retain signed FERPA agreements for future reference.<\/p>\nFERPA violations may result in disciplinary action, including, but not limited to, job termination.<\/p>\n<\/div>\n<\/div>\n\nStudent Employment Confidentiality Policy<\/h5><\/p>\nAll students working on campus must understand and sign statements agreeing to the Student Employment Confidentiality Policy. This agreement is integrated into the hiring process and are stored digitally with the Student Employment Office.<\/p>\nThe Student Employment Confidentiality Policy was created to stress to student employees the importance of confidentiality in the workplace. Information acquired at work should remain in the workplace.<\/p>\n<\/div>\n<\/div>\n\nIntellectual Property Policy<\/h5><\/p>\nStudents involved in University-supported research are required to sign an Intellectual Property Policy Agreement<\/a>. The Vice President and Associate Provost for Research will be responsible for establishing and maintaining procedures and administrative support needed to implement the Intellectual Property Policy<\/a>.<\/span><\/p>\nStudents required to sign the agreement based on University guidelines will automatically receive an email request from ippolicy@bu.edu<\/a> once they are hired. Principal investigators or student hiring managers who would like other students in their research or academic groups to sign the agreement, for any reason, will need to manually prompt students to sign by sharing the Intellectual Property Policy Agreement<\/a>.<\/p>\n<\/div>\n<\/div>\n\nAdditional Policies<\/h5><\/p>\n\nReasonable Accommodations Policy<\/a><\/li>\nBoston\u00a0University Sexual Harassment Policy<\/a><\/li>\nStudent Work Hours Policy<\/a><\/li>\n<\/ul>\n<\/div>\n<\/div>\n\nFrequently Asked Questions<\/h5><\/p>\nHow do I create a job?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a>\nAnd this video –\u00a0<\/span>Creating a Weekly Salaried Position and Hiring a Student Walkthrough<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I edit job information?<\/b><\/span><\/div>\nOnce your job is approved, you may open the \u201cAction\u201d Drop-down menu and select \u201cEdit Job.\u201d Edits will be resubmitted to Student Employment for approval.<\/span><\/div>\n<\/div>\nHow do I hire a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I hire a student employee with Work-Study funds?<\/b><\/span><\/div>\nHiring Work-Study Eligible students is no different than hiring any other student. Work-Study information will be provided on the student\u2019s profile indicating if they\u2019ve received an award as you proceed with the hiring process. Once that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown below.<\/span><\/div>\nCost Object 1: 9500########*<\/i><\/span><\/div>\nCost Object 1 Percentage: 70<\/i><\/span><\/div>\nThe hire requestor must supply the cost object for the remaining 30%.<\/span><\/div>\n* Federal Work-Study cost object changes annually. The JobX hiring page will display the current Cost Object for easy reference when inputting.<\/span><\/div>\n<\/div>\nHow do I know if a student is Work-Study eligible?<\/b><\/span><\/div>\nStudents who are eligible and awarded Work-Study funding on the JobX student profile. This can be accessed in JobX on the Supervisor Search Student and Awards page (which can be found in the JobX section of the Control Panel menu).<\/span><\/div>\n<\/div>\nWhat happens if my student\u2019s Work-Study award is depleted?<\/b><\/span><\/div>\nThe student\u2019s employment will continue and all future earnings will be charged to departmental funds as assigned at the point of hire.<\/span><\/div>\n<\/div>\nHow do I complete an I-9 for a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0Completing the Form I-9 (guide)<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I approve an hourly timesheet?<\/b><\/span><\/div>\nCheck out these guides:<\/span><\/div>\nDirect Supervisor<\/u><\/span><\/a><\/span><\/div>\nPayroll Coordinators<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nDo I need to approve a timesheet for a student receiving a weekly salary?<\/b><\/span><\/div>\nNo. Weekly salaried student will be paid out automatically each week until they are terminated.<\/span><\/div>\n<\/div>\nHow do I change the funding source of a student wages?<\/b><\/span><\/div>\nCheck out this guide –\u00a0<\/span>Adjusting Cost Distribution<\/u><\/span><\/a><\/span><\/div>\nNote: Only authorized Payroll Coordinators, Student Hire Approvers, and Manager\/Supervisors can submit a Salary Cost Distribution Change form in SAP.<\/span><\/div>\n<\/div>\nHow do I terminate a student?<\/b><\/span><\/div>\nTerminating students will be critical moving forward, especially for weekly salaried students. Departments must monitor positions and terminate students in a timely manner otherwise the student will continue to be employed and paid until the termination is processed.<\/span><\/div>\n
If a student\u2019s eligibility changes at any time during the academic year or summer program, BU Financial Assistance may need to adjust or cancel their Work-Study award. Circumstances which may require this include, but are not limited to, withdrawal from the University, failure to maintain a satisfactory grade point average, or the addition of financial assistance from outside sources.<\/p>\n
Remember:<\/strong> Students must reapply for Work-Study each year when they apply for federal financial assistance, by completing the FAFSA by the established deadline. More information is available for undergraduate students from\u00a0<\/span>Financial Assistance<\/a>. Graduate students should consult the\u00a0<\/span>financial aid coordinator<\/a>\u00a0at their school or college.<\/span><\/p>\n<\/div>\n<\/div>\n\nI-9 Status<\/h5><\/p>\nSupervisors and Payroll Coordinators will encounter a list of employment validations during the hiring process. At this stage, the system displays the current status of the student’s Form I-9 and other required employment forms. <\/span><\/p>\nStudents who have completed their I-9 will display a “PASSED” validation icon at this stage, and the user may proceed with the hire request.\u00a0<\/span><\/p>\nIf the student still needs to complete the Form I-9, the user may proceed with the hire, but the hire approval will be contingent upon completing the I-9 and any other required employment forms.\u00a0<\/span><\/p>\nUpon completion of the hire request, the user can notify the student of the pending hire. The notification will also request the student to complete any required forms, including the Form I-9, as soon as possible.\u00a0\u00a0<\/span><\/p>\nIt’s important to note that a student cannot be hired until the I-9 has been completed. Furthermore, it’s crucial that if the student has started working that do not<\/strong><\/span> continue to working<\/span><\/strong>\u00a0without the I-9 having been completed.<\/span><\/p>\nThe hire can be approved<\/span> once the I-9 is in “Completed” status on the JobX Student Job Board.<\/span><\/p>\nFollow our University Form I-9 Procedures<\/a>\u00a0<\/span>for instructions on completing this form<\/p>\n<\/div>\n<\/div>\n\nFederal Tax Withholding Certificate - W-4<\/h5><\/p>\nIf the student has never worked at BU, it is optional<\/span> for them to complete a W-4. If a W-4 is not completed, the student will be taxed at the highest rate: single with zero dependents.<\/p>\nRefer international students to Tax Information for International Students<\/a>.<\/p>\nDo not give students tax advice or tell them how to complete the W-4 form. Most students claim 0 or 1 single. Students who claim exempt must re-file every calendar year. If students have questions about what to claim, suggest they talk to their parent or guardian. Further information for students regarding taxes is available here<\/a>.<\/p>\n<\/div>\n<\/div>\n\nFERPA Policy<\/h5><\/p>\nFERPA<\/a> (Family Educational Rights and Privacy Act) is a federal law enacted in 1974 that guarantees the confidentiality of student records and general information.<\/p>\nSupervisors must familiarize themselves with FERPA and stress to their student employees the importance of confidentiality. Students who might, at any time, access student information must read and sign the FERPA Non-Disclosure Agreement, which identifies the basic provisions of the law. The agreement will be captured during the hiring process prior to employment. The Student Employment Office will retain signed FERPA agreements for future reference.<\/p>\nFERPA violations may result in disciplinary action, including, but not limited to, job termination.<\/p>\n<\/div>\n<\/div>\n\nStudent Employment Confidentiality Policy<\/h5><\/p>\nAll students working on campus must understand and sign statements agreeing to the Student Employment Confidentiality Policy. This agreement is integrated into the hiring process and are stored digitally with the Student Employment Office.<\/p>\nThe Student Employment Confidentiality Policy was created to stress to student employees the importance of confidentiality in the workplace. Information acquired at work should remain in the workplace.<\/p>\n<\/div>\n<\/div>\n\nIntellectual Property Policy<\/h5><\/p>\nStudents involved in University-supported research are required to sign an Intellectual Property Policy Agreement<\/a>. The Vice President and Associate Provost for Research will be responsible for establishing and maintaining procedures and administrative support needed to implement the Intellectual Property Policy<\/a>.<\/span><\/p>\nStudents required to sign the agreement based on University guidelines will automatically receive an email request from ippolicy@bu.edu<\/a> once they are hired. Principal investigators or student hiring managers who would like other students in their research or academic groups to sign the agreement, for any reason, will need to manually prompt students to sign by sharing the Intellectual Property Policy Agreement<\/a>.<\/p>\n<\/div>\n<\/div>\n\nAdditional Policies<\/h5><\/p>\n\nReasonable Accommodations Policy<\/a><\/li>\nBoston\u00a0University Sexual Harassment Policy<\/a><\/li>\nStudent Work Hours Policy<\/a><\/li>\n<\/ul>\n<\/div>\n<\/div>\n\nFrequently Asked Questions<\/h5><\/p>\nHow do I create a job?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a>\nAnd this video –\u00a0<\/span>Creating a Weekly Salaried Position and Hiring a Student Walkthrough<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I edit job information?<\/b><\/span><\/div>\nOnce your job is approved, you may open the \u201cAction\u201d Drop-down menu and select \u201cEdit Job.\u201d Edits will be resubmitted to Student Employment for approval.<\/span><\/div>\n<\/div>\nHow do I hire a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I hire a student employee with Work-Study funds?<\/b><\/span><\/div>\nHiring Work-Study Eligible students is no different than hiring any other student. Work-Study information will be provided on the student\u2019s profile indicating if they\u2019ve received an award as you proceed with the hiring process. Once that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown below.<\/span><\/div>\nCost Object 1: 9500########*<\/i><\/span><\/div>\nCost Object 1 Percentage: 70<\/i><\/span><\/div>\nThe hire requestor must supply the cost object for the remaining 30%.<\/span><\/div>\n* Federal Work-Study cost object changes annually. The JobX hiring page will display the current Cost Object for easy reference when inputting.<\/span><\/div>\n<\/div>\nHow do I know if a student is Work-Study eligible?<\/b><\/span><\/div>\nStudents who are eligible and awarded Work-Study funding on the JobX student profile. This can be accessed in JobX on the Supervisor Search Student and Awards page (which can be found in the JobX section of the Control Panel menu).<\/span><\/div>\n<\/div>\nWhat happens if my student\u2019s Work-Study award is depleted?<\/b><\/span><\/div>\nThe student\u2019s employment will continue and all future earnings will be charged to departmental funds as assigned at the point of hire.<\/span><\/div>\n<\/div>\nHow do I complete an I-9 for a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0Completing the Form I-9 (guide)<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I approve an hourly timesheet?<\/b><\/span><\/div>\nCheck out these guides:<\/span><\/div>\nDirect Supervisor<\/u><\/span><\/a><\/span><\/div>\nPayroll Coordinators<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nDo I need to approve a timesheet for a student receiving a weekly salary?<\/b><\/span><\/div>\nNo. Weekly salaried student will be paid out automatically each week until they are terminated.<\/span><\/div>\n<\/div>\nHow do I change the funding source of a student wages?<\/b><\/span><\/div>\nCheck out this guide –\u00a0<\/span>Adjusting Cost Distribution<\/u><\/span><\/a><\/span><\/div>\nNote: Only authorized Payroll Coordinators, Student Hire Approvers, and Manager\/Supervisors can submit a Salary Cost Distribution Change form in SAP.<\/span><\/div>\n<\/div>\nHow do I terminate a student?<\/b><\/span><\/div>\nTerminating students will be critical moving forward, especially for weekly salaried students. Departments must monitor positions and terminate students in a timely manner otherwise the student will continue to be employed and paid until the termination is processed.<\/span><\/div>\n
Supervisors and Payroll Coordinators will encounter a list of employment validations during the hiring process. At this stage, the system displays the current status of the student’s Form I-9 and other required employment forms. <\/span><\/p>\nStudents who have completed their I-9 will display a “PASSED” validation icon at this stage, and the user may proceed with the hire request.\u00a0<\/span><\/p>\nIf the student still needs to complete the Form I-9, the user may proceed with the hire, but the hire approval will be contingent upon completing the I-9 and any other required employment forms.\u00a0<\/span><\/p>\nUpon completion of the hire request, the user can notify the student of the pending hire. The notification will also request the student to complete any required forms, including the Form I-9, as soon as possible.\u00a0\u00a0<\/span><\/p>\nIt’s important to note that a student cannot be hired until the I-9 has been completed. Furthermore, it’s crucial that if the student has started working that do not<\/strong><\/span> continue to working<\/span><\/strong>\u00a0without the I-9 having been completed.<\/span><\/p>\nThe hire can be approved<\/span> once the I-9 is in “Completed” status on the JobX Student Job Board.<\/span><\/p>\nFollow our University Form I-9 Procedures<\/a>\u00a0<\/span>for instructions on completing this form<\/p>\n<\/div>\n<\/div>\n\nFederal Tax Withholding Certificate - W-4<\/h5><\/p>\nIf the student has never worked at BU, it is optional<\/span> for them to complete a W-4. If a W-4 is not completed, the student will be taxed at the highest rate: single with zero dependents.<\/p>\nRefer international students to Tax Information for International Students<\/a>.<\/p>\nDo not give students tax advice or tell them how to complete the W-4 form. Most students claim 0 or 1 single. Students who claim exempt must re-file every calendar year. If students have questions about what to claim, suggest they talk to their parent or guardian. Further information for students regarding taxes is available here<\/a>.<\/p>\n<\/div>\n<\/div>\n\nFERPA Policy<\/h5><\/p>\nFERPA<\/a> (Family Educational Rights and Privacy Act) is a federal law enacted in 1974 that guarantees the confidentiality of student records and general information.<\/p>\nSupervisors must familiarize themselves with FERPA and stress to their student employees the importance of confidentiality. Students who might, at any time, access student information must read and sign the FERPA Non-Disclosure Agreement, which identifies the basic provisions of the law. The agreement will be captured during the hiring process prior to employment. The Student Employment Office will retain signed FERPA agreements for future reference.<\/p>\nFERPA violations may result in disciplinary action, including, but not limited to, job termination.<\/p>\n<\/div>\n<\/div>\n\nStudent Employment Confidentiality Policy<\/h5><\/p>\nAll students working on campus must understand and sign statements agreeing to the Student Employment Confidentiality Policy. This agreement is integrated into the hiring process and are stored digitally with the Student Employment Office.<\/p>\nThe Student Employment Confidentiality Policy was created to stress to student employees the importance of confidentiality in the workplace. Information acquired at work should remain in the workplace.<\/p>\n<\/div>\n<\/div>\n\nIntellectual Property Policy<\/h5><\/p>\nStudents involved in University-supported research are required to sign an Intellectual Property Policy Agreement<\/a>. The Vice President and Associate Provost for Research will be responsible for establishing and maintaining procedures and administrative support needed to implement the Intellectual Property Policy<\/a>.<\/span><\/p>\nStudents required to sign the agreement based on University guidelines will automatically receive an email request from ippolicy@bu.edu<\/a> once they are hired. Principal investigators or student hiring managers who would like other students in their research or academic groups to sign the agreement, for any reason, will need to manually prompt students to sign by sharing the Intellectual Property Policy Agreement<\/a>.<\/p>\n<\/div>\n<\/div>\n\nAdditional Policies<\/h5><\/p>\n\nReasonable Accommodations Policy<\/a><\/li>\nBoston\u00a0University Sexual Harassment Policy<\/a><\/li>\nStudent Work Hours Policy<\/a><\/li>\n<\/ul>\n<\/div>\n<\/div>\n\nFrequently Asked Questions<\/h5><\/p>\nHow do I create a job?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a>\nAnd this video –\u00a0<\/span>Creating a Weekly Salaried Position and Hiring a Student Walkthrough<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I edit job information?<\/b><\/span><\/div>\nOnce your job is approved, you may open the \u201cAction\u201d Drop-down menu and select \u201cEdit Job.\u201d Edits will be resubmitted to Student Employment for approval.<\/span><\/div>\n<\/div>\nHow do I hire a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I hire a student employee with Work-Study funds?<\/b><\/span><\/div>\nHiring Work-Study Eligible students is no different than hiring any other student. Work-Study information will be provided on the student\u2019s profile indicating if they\u2019ve received an award as you proceed with the hiring process. Once that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown below.<\/span><\/div>\nCost Object 1: 9500########*<\/i><\/span><\/div>\nCost Object 1 Percentage: 70<\/i><\/span><\/div>\nThe hire requestor must supply the cost object for the remaining 30%.<\/span><\/div>\n* Federal Work-Study cost object changes annually. The JobX hiring page will display the current Cost Object for easy reference when inputting.<\/span><\/div>\n<\/div>\nHow do I know if a student is Work-Study eligible?<\/b><\/span><\/div>\nStudents who are eligible and awarded Work-Study funding on the JobX student profile. This can be accessed in JobX on the Supervisor Search Student and Awards page (which can be found in the JobX section of the Control Panel menu).<\/span><\/div>\n<\/div>\nWhat happens if my student\u2019s Work-Study award is depleted?<\/b><\/span><\/div>\nThe student\u2019s employment will continue and all future earnings will be charged to departmental funds as assigned at the point of hire.<\/span><\/div>\n<\/div>\nHow do I complete an I-9 for a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0Completing the Form I-9 (guide)<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I approve an hourly timesheet?<\/b><\/span><\/div>\nCheck out these guides:<\/span><\/div>\nDirect Supervisor<\/u><\/span><\/a><\/span><\/div>\nPayroll Coordinators<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nDo I need to approve a timesheet for a student receiving a weekly salary?<\/b><\/span><\/div>\nNo. Weekly salaried student will be paid out automatically each week until they are terminated.<\/span><\/div>\n<\/div>\nHow do I change the funding source of a student wages?<\/b><\/span><\/div>\nCheck out this guide –\u00a0<\/span>Adjusting Cost Distribution<\/u><\/span><\/a><\/span><\/div>\nNote: Only authorized Payroll Coordinators, Student Hire Approvers, and Manager\/Supervisors can submit a Salary Cost Distribution Change form in SAP.<\/span><\/div>\n<\/div>\nHow do I terminate a student?<\/b><\/span><\/div>\nTerminating students will be critical moving forward, especially for weekly salaried students. Departments must monitor positions and terminate students in a timely manner otherwise the student will continue to be employed and paid until the termination is processed.<\/span><\/div>\n
Students who have completed their I-9 will display a “PASSED” validation icon at this stage, and the user may proceed with the hire request.\u00a0<\/span><\/p>\nIf the student still needs to complete the Form I-9, the user may proceed with the hire, but the hire approval will be contingent upon completing the I-9 and any other required employment forms.\u00a0<\/span><\/p>\nUpon completion of the hire request, the user can notify the student of the pending hire. The notification will also request the student to complete any required forms, including the Form I-9, as soon as possible.\u00a0\u00a0<\/span><\/p>\nIt’s important to note that a student cannot be hired until the I-9 has been completed. Furthermore, it’s crucial that if the student has started working that do not<\/strong><\/span> continue to working<\/span><\/strong>\u00a0without the I-9 having been completed.<\/span><\/p>\nThe hire can be approved<\/span> once the I-9 is in “Completed” status on the JobX Student Job Board.<\/span><\/p>\nFollow our University Form I-9 Procedures<\/a>\u00a0<\/span>for instructions on completing this form<\/p>\n<\/div>\n<\/div>\n\nFederal Tax Withholding Certificate - W-4<\/h5><\/p>\nIf the student has never worked at BU, it is optional<\/span> for them to complete a W-4. If a W-4 is not completed, the student will be taxed at the highest rate: single with zero dependents.<\/p>\nRefer international students to Tax Information for International Students<\/a>.<\/p>\nDo not give students tax advice or tell them how to complete the W-4 form. Most students claim 0 or 1 single. Students who claim exempt must re-file every calendar year. If students have questions about what to claim, suggest they talk to their parent or guardian. Further information for students regarding taxes is available here<\/a>.<\/p>\n<\/div>\n<\/div>\n\nFERPA Policy<\/h5><\/p>\nFERPA<\/a> (Family Educational Rights and Privacy Act) is a federal law enacted in 1974 that guarantees the confidentiality of student records and general information.<\/p>\nSupervisors must familiarize themselves with FERPA and stress to their student employees the importance of confidentiality. Students who might, at any time, access student information must read and sign the FERPA Non-Disclosure Agreement, which identifies the basic provisions of the law. The agreement will be captured during the hiring process prior to employment. The Student Employment Office will retain signed FERPA agreements for future reference.<\/p>\nFERPA violations may result in disciplinary action, including, but not limited to, job termination.<\/p>\n<\/div>\n<\/div>\n\nStudent Employment Confidentiality Policy<\/h5><\/p>\nAll students working on campus must understand and sign statements agreeing to the Student Employment Confidentiality Policy. This agreement is integrated into the hiring process and are stored digitally with the Student Employment Office.<\/p>\nThe Student Employment Confidentiality Policy was created to stress to student employees the importance of confidentiality in the workplace. Information acquired at work should remain in the workplace.<\/p>\n<\/div>\n<\/div>\n\nIntellectual Property Policy<\/h5><\/p>\nStudents involved in University-supported research are required to sign an Intellectual Property Policy Agreement<\/a>. The Vice President and Associate Provost for Research will be responsible for establishing and maintaining procedures and administrative support needed to implement the Intellectual Property Policy<\/a>.<\/span><\/p>\nStudents required to sign the agreement based on University guidelines will automatically receive an email request from ippolicy@bu.edu<\/a> once they are hired. Principal investigators or student hiring managers who would like other students in their research or academic groups to sign the agreement, for any reason, will need to manually prompt students to sign by sharing the Intellectual Property Policy Agreement<\/a>.<\/p>\n<\/div>\n<\/div>\n\nAdditional Policies<\/h5><\/p>\n\nReasonable Accommodations Policy<\/a><\/li>\nBoston\u00a0University Sexual Harassment Policy<\/a><\/li>\nStudent Work Hours Policy<\/a><\/li>\n<\/ul>\n<\/div>\n<\/div>\n\nFrequently Asked Questions<\/h5><\/p>\nHow do I create a job?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a>\nAnd this video –\u00a0<\/span>Creating a Weekly Salaried Position and Hiring a Student Walkthrough<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I edit job information?<\/b><\/span><\/div>\nOnce your job is approved, you may open the \u201cAction\u201d Drop-down menu and select \u201cEdit Job.\u201d Edits will be resubmitted to Student Employment for approval.<\/span><\/div>\n<\/div>\nHow do I hire a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I hire a student employee with Work-Study funds?<\/b><\/span><\/div>\nHiring Work-Study Eligible students is no different than hiring any other student. Work-Study information will be provided on the student\u2019s profile indicating if they\u2019ve received an award as you proceed with the hiring process. Once that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown below.<\/span><\/div>\nCost Object 1: 9500########*<\/i><\/span><\/div>\nCost Object 1 Percentage: 70<\/i><\/span><\/div>\nThe hire requestor must supply the cost object for the remaining 30%.<\/span><\/div>\n* Federal Work-Study cost object changes annually. The JobX hiring page will display the current Cost Object for easy reference when inputting.<\/span><\/div>\n<\/div>\nHow do I know if a student is Work-Study eligible?<\/b><\/span><\/div>\nStudents who are eligible and awarded Work-Study funding on the JobX student profile. This can be accessed in JobX on the Supervisor Search Student and Awards page (which can be found in the JobX section of the Control Panel menu).<\/span><\/div>\n<\/div>\nWhat happens if my student\u2019s Work-Study award is depleted?<\/b><\/span><\/div>\nThe student\u2019s employment will continue and all future earnings will be charged to departmental funds as assigned at the point of hire.<\/span><\/div>\n<\/div>\nHow do I complete an I-9 for a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0Completing the Form I-9 (guide)<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I approve an hourly timesheet?<\/b><\/span><\/div>\nCheck out these guides:<\/span><\/div>\nDirect Supervisor<\/u><\/span><\/a><\/span><\/div>\nPayroll Coordinators<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nDo I need to approve a timesheet for a student receiving a weekly salary?<\/b><\/span><\/div>\nNo. Weekly salaried student will be paid out automatically each week until they are terminated.<\/span><\/div>\n<\/div>\nHow do I change the funding source of a student wages?<\/b><\/span><\/div>\nCheck out this guide –\u00a0<\/span>Adjusting Cost Distribution<\/u><\/span><\/a><\/span><\/div>\nNote: Only authorized Payroll Coordinators, Student Hire Approvers, and Manager\/Supervisors can submit a Salary Cost Distribution Change form in SAP.<\/span><\/div>\n<\/div>\nHow do I terminate a student?<\/b><\/span><\/div>\nTerminating students will be critical moving forward, especially for weekly salaried students. Departments must monitor positions and terminate students in a timely manner otherwise the student will continue to be employed and paid until the termination is processed.<\/span><\/div>\n
If the student still needs to complete the Form I-9, the user may proceed with the hire, but the hire approval will be contingent upon completing the I-9 and any other required employment forms.\u00a0<\/span><\/p>\nUpon completion of the hire request, the user can notify the student of the pending hire. The notification will also request the student to complete any required forms, including the Form I-9, as soon as possible.\u00a0\u00a0<\/span><\/p>\nIt’s important to note that a student cannot be hired until the I-9 has been completed. Furthermore, it’s crucial that if the student has started working that do not<\/strong><\/span> continue to working<\/span><\/strong>\u00a0without the I-9 having been completed.<\/span><\/p>\nThe hire can be approved<\/span> once the I-9 is in “Completed” status on the JobX Student Job Board.<\/span><\/p>\nFollow our University Form I-9 Procedures<\/a>\u00a0<\/span>for instructions on completing this form<\/p>\n<\/div>\n<\/div>\n\nFederal Tax Withholding Certificate - W-4<\/h5><\/p>\nIf the student has never worked at BU, it is optional<\/span> for them to complete a W-4. If a W-4 is not completed, the student will be taxed at the highest rate: single with zero dependents.<\/p>\nRefer international students to Tax Information for International Students<\/a>.<\/p>\nDo not give students tax advice or tell them how to complete the W-4 form. Most students claim 0 or 1 single. Students who claim exempt must re-file every calendar year. If students have questions about what to claim, suggest they talk to their parent or guardian. Further information for students regarding taxes is available here<\/a>.<\/p>\n<\/div>\n<\/div>\n\nFERPA Policy<\/h5><\/p>\nFERPA<\/a> (Family Educational Rights and Privacy Act) is a federal law enacted in 1974 that guarantees the confidentiality of student records and general information.<\/p>\nSupervisors must familiarize themselves with FERPA and stress to their student employees the importance of confidentiality. Students who might, at any time, access student information must read and sign the FERPA Non-Disclosure Agreement, which identifies the basic provisions of the law. The agreement will be captured during the hiring process prior to employment. The Student Employment Office will retain signed FERPA agreements for future reference.<\/p>\nFERPA violations may result in disciplinary action, including, but not limited to, job termination.<\/p>\n<\/div>\n<\/div>\n\nStudent Employment Confidentiality Policy<\/h5><\/p>\nAll students working on campus must understand and sign statements agreeing to the Student Employment Confidentiality Policy. This agreement is integrated into the hiring process and are stored digitally with the Student Employment Office.<\/p>\nThe Student Employment Confidentiality Policy was created to stress to student employees the importance of confidentiality in the workplace. Information acquired at work should remain in the workplace.<\/p>\n<\/div>\n<\/div>\n\nIntellectual Property Policy<\/h5><\/p>\nStudents involved in University-supported research are required to sign an Intellectual Property Policy Agreement<\/a>. The Vice President and Associate Provost for Research will be responsible for establishing and maintaining procedures and administrative support needed to implement the Intellectual Property Policy<\/a>.<\/span><\/p>\nStudents required to sign the agreement based on University guidelines will automatically receive an email request from ippolicy@bu.edu<\/a> once they are hired. Principal investigators or student hiring managers who would like other students in their research or academic groups to sign the agreement, for any reason, will need to manually prompt students to sign by sharing the Intellectual Property Policy Agreement<\/a>.<\/p>\n<\/div>\n<\/div>\n\nAdditional Policies<\/h5><\/p>\n\nReasonable Accommodations Policy<\/a><\/li>\nBoston\u00a0University Sexual Harassment Policy<\/a><\/li>\nStudent Work Hours Policy<\/a><\/li>\n<\/ul>\n<\/div>\n<\/div>\n\nFrequently Asked Questions<\/h5><\/p>\nHow do I create a job?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a>\nAnd this video –\u00a0<\/span>Creating a Weekly Salaried Position and Hiring a Student Walkthrough<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I edit job information?<\/b><\/span><\/div>\nOnce your job is approved, you may open the \u201cAction\u201d Drop-down menu and select \u201cEdit Job.\u201d Edits will be resubmitted to Student Employment for approval.<\/span><\/div>\n<\/div>\nHow do I hire a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I hire a student employee with Work-Study funds?<\/b><\/span><\/div>\nHiring Work-Study Eligible students is no different than hiring any other student. Work-Study information will be provided on the student\u2019s profile indicating if they\u2019ve received an award as you proceed with the hiring process. Once that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown below.<\/span><\/div>\nCost Object 1: 9500########*<\/i><\/span><\/div>\nCost Object 1 Percentage: 70<\/i><\/span><\/div>\nThe hire requestor must supply the cost object for the remaining 30%.<\/span><\/div>\n* Federal Work-Study cost object changes annually. The JobX hiring page will display the current Cost Object for easy reference when inputting.<\/span><\/div>\n<\/div>\nHow do I know if a student is Work-Study eligible?<\/b><\/span><\/div>\nStudents who are eligible and awarded Work-Study funding on the JobX student profile. This can be accessed in JobX on the Supervisor Search Student and Awards page (which can be found in the JobX section of the Control Panel menu).<\/span><\/div>\n<\/div>\nWhat happens if my student\u2019s Work-Study award is depleted?<\/b><\/span><\/div>\nThe student\u2019s employment will continue and all future earnings will be charged to departmental funds as assigned at the point of hire.<\/span><\/div>\n<\/div>\nHow do I complete an I-9 for a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0Completing the Form I-9 (guide)<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I approve an hourly timesheet?<\/b><\/span><\/div>\nCheck out these guides:<\/span><\/div>\nDirect Supervisor<\/u><\/span><\/a><\/span><\/div>\nPayroll Coordinators<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nDo I need to approve a timesheet for a student receiving a weekly salary?<\/b><\/span><\/div>\nNo. Weekly salaried student will be paid out automatically each week until they are terminated.<\/span><\/div>\n<\/div>\nHow do I change the funding source of a student wages?<\/b><\/span><\/div>\nCheck out this guide –\u00a0<\/span>Adjusting Cost Distribution<\/u><\/span><\/a><\/span><\/div>\nNote: Only authorized Payroll Coordinators, Student Hire Approvers, and Manager\/Supervisors can submit a Salary Cost Distribution Change form in SAP.<\/span><\/div>\n<\/div>\nHow do I terminate a student?<\/b><\/span><\/div>\nTerminating students will be critical moving forward, especially for weekly salaried students. Departments must monitor positions and terminate students in a timely manner otherwise the student will continue to be employed and paid until the termination is processed.<\/span><\/div>\n
Upon completion of the hire request, the user can notify the student of the pending hire. The notification will also request the student to complete any required forms, including the Form I-9, as soon as possible.\u00a0\u00a0<\/span><\/p>\nIt’s important to note that a student cannot be hired until the I-9 has been completed. Furthermore, it’s crucial that if the student has started working that do not<\/strong><\/span> continue to working<\/span><\/strong>\u00a0without the I-9 having been completed.<\/span><\/p>\nThe hire can be approved<\/span> once the I-9 is in “Completed” status on the JobX Student Job Board.<\/span><\/p>\nFollow our University Form I-9 Procedures<\/a>\u00a0<\/span>for instructions on completing this form<\/p>\n<\/div>\n<\/div>\n\nFederal Tax Withholding Certificate - W-4<\/h5><\/p>\nIf the student has never worked at BU, it is optional<\/span> for them to complete a W-4. If a W-4 is not completed, the student will be taxed at the highest rate: single with zero dependents.<\/p>\nRefer international students to Tax Information for International Students<\/a>.<\/p>\nDo not give students tax advice or tell them how to complete the W-4 form. Most students claim 0 or 1 single. Students who claim exempt must re-file every calendar year. If students have questions about what to claim, suggest they talk to their parent or guardian. Further information for students regarding taxes is available here<\/a>.<\/p>\n<\/div>\n<\/div>\n\nFERPA Policy<\/h5><\/p>\nFERPA<\/a> (Family Educational Rights and Privacy Act) is a federal law enacted in 1974 that guarantees the confidentiality of student records and general information.<\/p>\nSupervisors must familiarize themselves with FERPA and stress to their student employees the importance of confidentiality. Students who might, at any time, access student information must read and sign the FERPA Non-Disclosure Agreement, which identifies the basic provisions of the law. The agreement will be captured during the hiring process prior to employment. The Student Employment Office will retain signed FERPA agreements for future reference.<\/p>\nFERPA violations may result in disciplinary action, including, but not limited to, job termination.<\/p>\n<\/div>\n<\/div>\n\nStudent Employment Confidentiality Policy<\/h5><\/p>\nAll students working on campus must understand and sign statements agreeing to the Student Employment Confidentiality Policy. This agreement is integrated into the hiring process and are stored digitally with the Student Employment Office.<\/p>\nThe Student Employment Confidentiality Policy was created to stress to student employees the importance of confidentiality in the workplace. Information acquired at work should remain in the workplace.<\/p>\n<\/div>\n<\/div>\n\nIntellectual Property Policy<\/h5><\/p>\nStudents involved in University-supported research are required to sign an Intellectual Property Policy Agreement<\/a>. The Vice President and Associate Provost for Research will be responsible for establishing and maintaining procedures and administrative support needed to implement the Intellectual Property Policy<\/a>.<\/span><\/p>\nStudents required to sign the agreement based on University guidelines will automatically receive an email request from ippolicy@bu.edu<\/a> once they are hired. Principal investigators or student hiring managers who would like other students in their research or academic groups to sign the agreement, for any reason, will need to manually prompt students to sign by sharing the Intellectual Property Policy Agreement<\/a>.<\/p>\n<\/div>\n<\/div>\n\nAdditional Policies<\/h5><\/p>\n\nReasonable Accommodations Policy<\/a><\/li>\nBoston\u00a0University Sexual Harassment Policy<\/a><\/li>\nStudent Work Hours Policy<\/a><\/li>\n<\/ul>\n<\/div>\n<\/div>\n\nFrequently Asked Questions<\/h5><\/p>\nHow do I create a job?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a>\nAnd this video –\u00a0<\/span>Creating a Weekly Salaried Position and Hiring a Student Walkthrough<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I edit job information?<\/b><\/span><\/div>\nOnce your job is approved, you may open the \u201cAction\u201d Drop-down menu and select \u201cEdit Job.\u201d Edits will be resubmitted to Student Employment for approval.<\/span><\/div>\n<\/div>\nHow do I hire a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I hire a student employee with Work-Study funds?<\/b><\/span><\/div>\nHiring Work-Study Eligible students is no different than hiring any other student. Work-Study information will be provided on the student\u2019s profile indicating if they\u2019ve received an award as you proceed with the hiring process. Once that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown below.<\/span><\/div>\nCost Object 1: 9500########*<\/i><\/span><\/div>\nCost Object 1 Percentage: 70<\/i><\/span><\/div>\nThe hire requestor must supply the cost object for the remaining 30%.<\/span><\/div>\n* Federal Work-Study cost object changes annually. The JobX hiring page will display the current Cost Object for easy reference when inputting.<\/span><\/div>\n<\/div>\nHow do I know if a student is Work-Study eligible?<\/b><\/span><\/div>\nStudents who are eligible and awarded Work-Study funding on the JobX student profile. This can be accessed in JobX on the Supervisor Search Student and Awards page (which can be found in the JobX section of the Control Panel menu).<\/span><\/div>\n<\/div>\nWhat happens if my student\u2019s Work-Study award is depleted?<\/b><\/span><\/div>\nThe student\u2019s employment will continue and all future earnings will be charged to departmental funds as assigned at the point of hire.<\/span><\/div>\n<\/div>\nHow do I complete an I-9 for a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0Completing the Form I-9 (guide)<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I approve an hourly timesheet?<\/b><\/span><\/div>\nCheck out these guides:<\/span><\/div>\nDirect Supervisor<\/u><\/span><\/a><\/span><\/div>\nPayroll Coordinators<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nDo I need to approve a timesheet for a student receiving a weekly salary?<\/b><\/span><\/div>\nNo. Weekly salaried student will be paid out automatically each week until they are terminated.<\/span><\/div>\n<\/div>\nHow do I change the funding source of a student wages?<\/b><\/span><\/div>\nCheck out this guide –\u00a0<\/span>Adjusting Cost Distribution<\/u><\/span><\/a><\/span><\/div>\nNote: Only authorized Payroll Coordinators, Student Hire Approvers, and Manager\/Supervisors can submit a Salary Cost Distribution Change form in SAP.<\/span><\/div>\n<\/div>\nHow do I terminate a student?<\/b><\/span><\/div>\nTerminating students will be critical moving forward, especially for weekly salaried students. Departments must monitor positions and terminate students in a timely manner otherwise the student will continue to be employed and paid until the termination is processed.<\/span><\/div>\n
It’s important to note that a student cannot be hired until the I-9 has been completed. Furthermore, it’s crucial that if the student has started working that do not<\/strong><\/span> continue to working<\/span><\/strong>\u00a0without the I-9 having been completed.<\/span><\/p>\nThe hire can be approved<\/span> once the I-9 is in “Completed” status on the JobX Student Job Board.<\/span><\/p>\nFollow our University Form I-9 Procedures<\/a>\u00a0<\/span>for instructions on completing this form<\/p>\n<\/div>\n<\/div>\n\nFederal Tax Withholding Certificate - W-4<\/h5><\/p>\nIf the student has never worked at BU, it is optional<\/span> for them to complete a W-4. If a W-4 is not completed, the student will be taxed at the highest rate: single with zero dependents.<\/p>\nRefer international students to Tax Information for International Students<\/a>.<\/p>\nDo not give students tax advice or tell them how to complete the W-4 form. Most students claim 0 or 1 single. Students who claim exempt must re-file every calendar year. If students have questions about what to claim, suggest they talk to their parent or guardian. Further information for students regarding taxes is available here<\/a>.<\/p>\n<\/div>\n<\/div>\n\nFERPA Policy<\/h5><\/p>\nFERPA<\/a> (Family Educational Rights and Privacy Act) is a federal law enacted in 1974 that guarantees the confidentiality of student records and general information.<\/p>\nSupervisors must familiarize themselves with FERPA and stress to their student employees the importance of confidentiality. Students who might, at any time, access student information must read and sign the FERPA Non-Disclosure Agreement, which identifies the basic provisions of the law. The agreement will be captured during the hiring process prior to employment. The Student Employment Office will retain signed FERPA agreements for future reference.<\/p>\nFERPA violations may result in disciplinary action, including, but not limited to, job termination.<\/p>\n<\/div>\n<\/div>\n\nStudent Employment Confidentiality Policy<\/h5><\/p>\nAll students working on campus must understand and sign statements agreeing to the Student Employment Confidentiality Policy. This agreement is integrated into the hiring process and are stored digitally with the Student Employment Office.<\/p>\nThe Student Employment Confidentiality Policy was created to stress to student employees the importance of confidentiality in the workplace. Information acquired at work should remain in the workplace.<\/p>\n<\/div>\n<\/div>\n\nIntellectual Property Policy<\/h5><\/p>\nStudents involved in University-supported research are required to sign an Intellectual Property Policy Agreement<\/a>. The Vice President and Associate Provost for Research will be responsible for establishing and maintaining procedures and administrative support needed to implement the Intellectual Property Policy<\/a>.<\/span><\/p>\nStudents required to sign the agreement based on University guidelines will automatically receive an email request from ippolicy@bu.edu<\/a> once they are hired. Principal investigators or student hiring managers who would like other students in their research or academic groups to sign the agreement, for any reason, will need to manually prompt students to sign by sharing the Intellectual Property Policy Agreement<\/a>.<\/p>\n<\/div>\n<\/div>\n\nAdditional Policies<\/h5><\/p>\n\nReasonable Accommodations Policy<\/a><\/li>\nBoston\u00a0University Sexual Harassment Policy<\/a><\/li>\nStudent Work Hours Policy<\/a><\/li>\n<\/ul>\n<\/div>\n<\/div>\n\nFrequently Asked Questions<\/h5><\/p>\nHow do I create a job?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a>\nAnd this video –\u00a0<\/span>Creating a Weekly Salaried Position and Hiring a Student Walkthrough<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I edit job information?<\/b><\/span><\/div>\nOnce your job is approved, you may open the \u201cAction\u201d Drop-down menu and select \u201cEdit Job.\u201d Edits will be resubmitted to Student Employment for approval.<\/span><\/div>\n<\/div>\nHow do I hire a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I hire a student employee with Work-Study funds?<\/b><\/span><\/div>\nHiring Work-Study Eligible students is no different than hiring any other student. Work-Study information will be provided on the student\u2019s profile indicating if they\u2019ve received an award as you proceed with the hiring process. Once that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown below.<\/span><\/div>\nCost Object 1: 9500########*<\/i><\/span><\/div>\nCost Object 1 Percentage: 70<\/i><\/span><\/div>\nThe hire requestor must supply the cost object for the remaining 30%.<\/span><\/div>\n* Federal Work-Study cost object changes annually. The JobX hiring page will display the current Cost Object for easy reference when inputting.<\/span><\/div>\n<\/div>\nHow do I know if a student is Work-Study eligible?<\/b><\/span><\/div>\nStudents who are eligible and awarded Work-Study funding on the JobX student profile. This can be accessed in JobX on the Supervisor Search Student and Awards page (which can be found in the JobX section of the Control Panel menu).<\/span><\/div>\n<\/div>\nWhat happens if my student\u2019s Work-Study award is depleted?<\/b><\/span><\/div>\nThe student\u2019s employment will continue and all future earnings will be charged to departmental funds as assigned at the point of hire.<\/span><\/div>\n<\/div>\nHow do I complete an I-9 for a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0Completing the Form I-9 (guide)<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I approve an hourly timesheet?<\/b><\/span><\/div>\nCheck out these guides:<\/span><\/div>\nDirect Supervisor<\/u><\/span><\/a><\/span><\/div>\nPayroll Coordinators<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nDo I need to approve a timesheet for a student receiving a weekly salary?<\/b><\/span><\/div>\nNo. Weekly salaried student will be paid out automatically each week until they are terminated.<\/span><\/div>\n<\/div>\nHow do I change the funding source of a student wages?<\/b><\/span><\/div>\nCheck out this guide –\u00a0<\/span>Adjusting Cost Distribution<\/u><\/span><\/a><\/span><\/div>\nNote: Only authorized Payroll Coordinators, Student Hire Approvers, and Manager\/Supervisors can submit a Salary Cost Distribution Change form in SAP.<\/span><\/div>\n<\/div>\nHow do I terminate a student?<\/b><\/span><\/div>\nTerminating students will be critical moving forward, especially for weekly salaried students. Departments must monitor positions and terminate students in a timely manner otherwise the student will continue to be employed and paid until the termination is processed.<\/span><\/div>\n
The hire can be approved<\/span> once the I-9 is in “Completed” status on the JobX Student Job Board.<\/span><\/p>\nFollow our University Form I-9 Procedures<\/a>\u00a0<\/span>for instructions on completing this form<\/p>\n<\/div>\n<\/div>\n\nFederal Tax Withholding Certificate - W-4<\/h5><\/p>\nIf the student has never worked at BU, it is optional<\/span> for them to complete a W-4. If a W-4 is not completed, the student will be taxed at the highest rate: single with zero dependents.<\/p>\nRefer international students to Tax Information for International Students<\/a>.<\/p>\nDo not give students tax advice or tell them how to complete the W-4 form. Most students claim 0 or 1 single. Students who claim exempt must re-file every calendar year. If students have questions about what to claim, suggest they talk to their parent or guardian. Further information for students regarding taxes is available here<\/a>.<\/p>\n<\/div>\n<\/div>\n\nFERPA Policy<\/h5><\/p>\nFERPA<\/a> (Family Educational Rights and Privacy Act) is a federal law enacted in 1974 that guarantees the confidentiality of student records and general information.<\/p>\nSupervisors must familiarize themselves with FERPA and stress to their student employees the importance of confidentiality. Students who might, at any time, access student information must read and sign the FERPA Non-Disclosure Agreement, which identifies the basic provisions of the law. The agreement will be captured during the hiring process prior to employment. The Student Employment Office will retain signed FERPA agreements for future reference.<\/p>\nFERPA violations may result in disciplinary action, including, but not limited to, job termination.<\/p>\n<\/div>\n<\/div>\n\nStudent Employment Confidentiality Policy<\/h5><\/p>\nAll students working on campus must understand and sign statements agreeing to the Student Employment Confidentiality Policy. This agreement is integrated into the hiring process and are stored digitally with the Student Employment Office.<\/p>\nThe Student Employment Confidentiality Policy was created to stress to student employees the importance of confidentiality in the workplace. Information acquired at work should remain in the workplace.<\/p>\n<\/div>\n<\/div>\n\nIntellectual Property Policy<\/h5><\/p>\nStudents involved in University-supported research are required to sign an Intellectual Property Policy Agreement<\/a>. The Vice President and Associate Provost for Research will be responsible for establishing and maintaining procedures and administrative support needed to implement the Intellectual Property Policy<\/a>.<\/span><\/p>\nStudents required to sign the agreement based on University guidelines will automatically receive an email request from ippolicy@bu.edu<\/a> once they are hired. Principal investigators or student hiring managers who would like other students in their research or academic groups to sign the agreement, for any reason, will need to manually prompt students to sign by sharing the Intellectual Property Policy Agreement<\/a>.<\/p>\n<\/div>\n<\/div>\n\nAdditional Policies<\/h5><\/p>\n\nReasonable Accommodations Policy<\/a><\/li>\nBoston\u00a0University Sexual Harassment Policy<\/a><\/li>\nStudent Work Hours Policy<\/a><\/li>\n<\/ul>\n<\/div>\n<\/div>\n\nFrequently Asked Questions<\/h5><\/p>\nHow do I create a job?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a>\nAnd this video –\u00a0<\/span>Creating a Weekly Salaried Position and Hiring a Student Walkthrough<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I edit job information?<\/b><\/span><\/div>\nOnce your job is approved, you may open the \u201cAction\u201d Drop-down menu and select \u201cEdit Job.\u201d Edits will be resubmitted to Student Employment for approval.<\/span><\/div>\n<\/div>\nHow do I hire a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I hire a student employee with Work-Study funds?<\/b><\/span><\/div>\nHiring Work-Study Eligible students is no different than hiring any other student. Work-Study information will be provided on the student\u2019s profile indicating if they\u2019ve received an award as you proceed with the hiring process. Once that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown below.<\/span><\/div>\nCost Object 1: 9500########*<\/i><\/span><\/div>\nCost Object 1 Percentage: 70<\/i><\/span><\/div>\nThe hire requestor must supply the cost object for the remaining 30%.<\/span><\/div>\n* Federal Work-Study cost object changes annually. The JobX hiring page will display the current Cost Object for easy reference when inputting.<\/span><\/div>\n<\/div>\nHow do I know if a student is Work-Study eligible?<\/b><\/span><\/div>\nStudents who are eligible and awarded Work-Study funding on the JobX student profile. This can be accessed in JobX on the Supervisor Search Student and Awards page (which can be found in the JobX section of the Control Panel menu).<\/span><\/div>\n<\/div>\nWhat happens if my student\u2019s Work-Study award is depleted?<\/b><\/span><\/div>\nThe student\u2019s employment will continue and all future earnings will be charged to departmental funds as assigned at the point of hire.<\/span><\/div>\n<\/div>\nHow do I complete an I-9 for a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0Completing the Form I-9 (guide)<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I approve an hourly timesheet?<\/b><\/span><\/div>\nCheck out these guides:<\/span><\/div>\nDirect Supervisor<\/u><\/span><\/a><\/span><\/div>\nPayroll Coordinators<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nDo I need to approve a timesheet for a student receiving a weekly salary?<\/b><\/span><\/div>\nNo. Weekly salaried student will be paid out automatically each week until they are terminated.<\/span><\/div>\n<\/div>\nHow do I change the funding source of a student wages?<\/b><\/span><\/div>\nCheck out this guide –\u00a0<\/span>Adjusting Cost Distribution<\/u><\/span><\/a><\/span><\/div>\nNote: Only authorized Payroll Coordinators, Student Hire Approvers, and Manager\/Supervisors can submit a Salary Cost Distribution Change form in SAP.<\/span><\/div>\n<\/div>\nHow do I terminate a student?<\/b><\/span><\/div>\nTerminating students will be critical moving forward, especially for weekly salaried students. Departments must monitor positions and terminate students in a timely manner otherwise the student will continue to be employed and paid until the termination is processed.<\/span><\/div>\n
Follow our University Form I-9 Procedures<\/a>\u00a0<\/span>for instructions on completing this form<\/p>\n<\/div>\n<\/div>\n\nFederal Tax Withholding Certificate - W-4<\/h5><\/p>\nIf the student has never worked at BU, it is optional<\/span> for them to complete a W-4. If a W-4 is not completed, the student will be taxed at the highest rate: single with zero dependents.<\/p>\nRefer international students to Tax Information for International Students<\/a>.<\/p>\nDo not give students tax advice or tell them how to complete the W-4 form. Most students claim 0 or 1 single. Students who claim exempt must re-file every calendar year. If students have questions about what to claim, suggest they talk to their parent or guardian. Further information for students regarding taxes is available here<\/a>.<\/p>\n<\/div>\n<\/div>\n\nFERPA Policy<\/h5><\/p>\nFERPA<\/a> (Family Educational Rights and Privacy Act) is a federal law enacted in 1974 that guarantees the confidentiality of student records and general information.<\/p>\nSupervisors must familiarize themselves with FERPA and stress to their student employees the importance of confidentiality. Students who might, at any time, access student information must read and sign the FERPA Non-Disclosure Agreement, which identifies the basic provisions of the law. The agreement will be captured during the hiring process prior to employment. The Student Employment Office will retain signed FERPA agreements for future reference.<\/p>\nFERPA violations may result in disciplinary action, including, but not limited to, job termination.<\/p>\n<\/div>\n<\/div>\n\nStudent Employment Confidentiality Policy<\/h5><\/p>\nAll students working on campus must understand and sign statements agreeing to the Student Employment Confidentiality Policy. This agreement is integrated into the hiring process and are stored digitally with the Student Employment Office.<\/p>\nThe Student Employment Confidentiality Policy was created to stress to student employees the importance of confidentiality in the workplace. Information acquired at work should remain in the workplace.<\/p>\n<\/div>\n<\/div>\n\nIntellectual Property Policy<\/h5><\/p>\nStudents involved in University-supported research are required to sign an Intellectual Property Policy Agreement<\/a>. The Vice President and Associate Provost for Research will be responsible for establishing and maintaining procedures and administrative support needed to implement the Intellectual Property Policy<\/a>.<\/span><\/p>\nStudents required to sign the agreement based on University guidelines will automatically receive an email request from ippolicy@bu.edu<\/a> once they are hired. Principal investigators or student hiring managers who would like other students in their research or academic groups to sign the agreement, for any reason, will need to manually prompt students to sign by sharing the Intellectual Property Policy Agreement<\/a>.<\/p>\n<\/div>\n<\/div>\n\nAdditional Policies<\/h5><\/p>\n\nReasonable Accommodations Policy<\/a><\/li>\nBoston\u00a0University Sexual Harassment Policy<\/a><\/li>\nStudent Work Hours Policy<\/a><\/li>\n<\/ul>\n<\/div>\n<\/div>\n\nFrequently Asked Questions<\/h5><\/p>\nHow do I create a job?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a>\nAnd this video –\u00a0<\/span>Creating a Weekly Salaried Position and Hiring a Student Walkthrough<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I edit job information?<\/b><\/span><\/div>\nOnce your job is approved, you may open the \u201cAction\u201d Drop-down menu and select \u201cEdit Job.\u201d Edits will be resubmitted to Student Employment for approval.<\/span><\/div>\n<\/div>\nHow do I hire a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I hire a student employee with Work-Study funds?<\/b><\/span><\/div>\nHiring Work-Study Eligible students is no different than hiring any other student. Work-Study information will be provided on the student\u2019s profile indicating if they\u2019ve received an award as you proceed with the hiring process. Once that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown below.<\/span><\/div>\nCost Object 1: 9500########*<\/i><\/span><\/div>\nCost Object 1 Percentage: 70<\/i><\/span><\/div>\nThe hire requestor must supply the cost object for the remaining 30%.<\/span><\/div>\n* Federal Work-Study cost object changes annually. The JobX hiring page will display the current Cost Object for easy reference when inputting.<\/span><\/div>\n<\/div>\nHow do I know if a student is Work-Study eligible?<\/b><\/span><\/div>\nStudents who are eligible and awarded Work-Study funding on the JobX student profile. This can be accessed in JobX on the Supervisor Search Student and Awards page (which can be found in the JobX section of the Control Panel menu).<\/span><\/div>\n<\/div>\nWhat happens if my student\u2019s Work-Study award is depleted?<\/b><\/span><\/div>\nThe student\u2019s employment will continue and all future earnings will be charged to departmental funds as assigned at the point of hire.<\/span><\/div>\n<\/div>\nHow do I complete an I-9 for a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0Completing the Form I-9 (guide)<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I approve an hourly timesheet?<\/b><\/span><\/div>\nCheck out these guides:<\/span><\/div>\nDirect Supervisor<\/u><\/span><\/a><\/span><\/div>\nPayroll Coordinators<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nDo I need to approve a timesheet for a student receiving a weekly salary?<\/b><\/span><\/div>\nNo. Weekly salaried student will be paid out automatically each week until they are terminated.<\/span><\/div>\n<\/div>\nHow do I change the funding source of a student wages?<\/b><\/span><\/div>\nCheck out this guide –\u00a0<\/span>Adjusting Cost Distribution<\/u><\/span><\/a><\/span><\/div>\nNote: Only authorized Payroll Coordinators, Student Hire Approvers, and Manager\/Supervisors can submit a Salary Cost Distribution Change form in SAP.<\/span><\/div>\n<\/div>\nHow do I terminate a student?<\/b><\/span><\/div>\nTerminating students will be critical moving forward, especially for weekly salaried students. Departments must monitor positions and terminate students in a timely manner otherwise the student will continue to be employed and paid until the termination is processed.<\/span><\/div>\n
If the student has never worked at BU, it is optional<\/span> for them to complete a W-4. If a W-4 is not completed, the student will be taxed at the highest rate: single with zero dependents.<\/p>\nRefer international students to Tax Information for International Students<\/a>.<\/p>\nDo not give students tax advice or tell them how to complete the W-4 form. Most students claim 0 or 1 single. Students who claim exempt must re-file every calendar year. If students have questions about what to claim, suggest they talk to their parent or guardian. Further information for students regarding taxes is available here<\/a>.<\/p>\n<\/div>\n<\/div>\n\nFERPA Policy<\/h5><\/p>\nFERPA<\/a> (Family Educational Rights and Privacy Act) is a federal law enacted in 1974 that guarantees the confidentiality of student records and general information.<\/p>\nSupervisors must familiarize themselves with FERPA and stress to their student employees the importance of confidentiality. Students who might, at any time, access student information must read and sign the FERPA Non-Disclosure Agreement, which identifies the basic provisions of the law. The agreement will be captured during the hiring process prior to employment. The Student Employment Office will retain signed FERPA agreements for future reference.<\/p>\nFERPA violations may result in disciplinary action, including, but not limited to, job termination.<\/p>\n<\/div>\n<\/div>\n\nStudent Employment Confidentiality Policy<\/h5><\/p>\nAll students working on campus must understand and sign statements agreeing to the Student Employment Confidentiality Policy. This agreement is integrated into the hiring process and are stored digitally with the Student Employment Office.<\/p>\nThe Student Employment Confidentiality Policy was created to stress to student employees the importance of confidentiality in the workplace. Information acquired at work should remain in the workplace.<\/p>\n<\/div>\n<\/div>\n\nIntellectual Property Policy<\/h5><\/p>\nStudents involved in University-supported research are required to sign an Intellectual Property Policy Agreement<\/a>. The Vice President and Associate Provost for Research will be responsible for establishing and maintaining procedures and administrative support needed to implement the Intellectual Property Policy<\/a>.<\/span><\/p>\nStudents required to sign the agreement based on University guidelines will automatically receive an email request from ippolicy@bu.edu<\/a> once they are hired. Principal investigators or student hiring managers who would like other students in their research or academic groups to sign the agreement, for any reason, will need to manually prompt students to sign by sharing the Intellectual Property Policy Agreement<\/a>.<\/p>\n<\/div>\n<\/div>\n\nAdditional Policies<\/h5><\/p>\n\nReasonable Accommodations Policy<\/a><\/li>\nBoston\u00a0University Sexual Harassment Policy<\/a><\/li>\nStudent Work Hours Policy<\/a><\/li>\n<\/ul>\n<\/div>\n<\/div>\n\nFrequently Asked Questions<\/h5><\/p>\nHow do I create a job?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a>\nAnd this video –\u00a0<\/span>Creating a Weekly Salaried Position and Hiring a Student Walkthrough<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I edit job information?<\/b><\/span><\/div>\nOnce your job is approved, you may open the \u201cAction\u201d Drop-down menu and select \u201cEdit Job.\u201d Edits will be resubmitted to Student Employment for approval.<\/span><\/div>\n<\/div>\nHow do I hire a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I hire a student employee with Work-Study funds?<\/b><\/span><\/div>\nHiring Work-Study Eligible students is no different than hiring any other student. Work-Study information will be provided on the student\u2019s profile indicating if they\u2019ve received an award as you proceed with the hiring process. Once that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown below.<\/span><\/div>\nCost Object 1: 9500########*<\/i><\/span><\/div>\nCost Object 1 Percentage: 70<\/i><\/span><\/div>\nThe hire requestor must supply the cost object for the remaining 30%.<\/span><\/div>\n* Federal Work-Study cost object changes annually. The JobX hiring page will display the current Cost Object for easy reference when inputting.<\/span><\/div>\n<\/div>\nHow do I know if a student is Work-Study eligible?<\/b><\/span><\/div>\nStudents who are eligible and awarded Work-Study funding on the JobX student profile. This can be accessed in JobX on the Supervisor Search Student and Awards page (which can be found in the JobX section of the Control Panel menu).<\/span><\/div>\n<\/div>\nWhat happens if my student\u2019s Work-Study award is depleted?<\/b><\/span><\/div>\nThe student\u2019s employment will continue and all future earnings will be charged to departmental funds as assigned at the point of hire.<\/span><\/div>\n<\/div>\nHow do I complete an I-9 for a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0Completing the Form I-9 (guide)<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I approve an hourly timesheet?<\/b><\/span><\/div>\nCheck out these guides:<\/span><\/div>\nDirect Supervisor<\/u><\/span><\/a><\/span><\/div>\nPayroll Coordinators<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nDo I need to approve a timesheet for a student receiving a weekly salary?<\/b><\/span><\/div>\nNo. Weekly salaried student will be paid out automatically each week until they are terminated.<\/span><\/div>\n<\/div>\nHow do I change the funding source of a student wages?<\/b><\/span><\/div>\nCheck out this guide –\u00a0<\/span>Adjusting Cost Distribution<\/u><\/span><\/a><\/span><\/div>\nNote: Only authorized Payroll Coordinators, Student Hire Approvers, and Manager\/Supervisors can submit a Salary Cost Distribution Change form in SAP.<\/span><\/div>\n<\/div>\nHow do I terminate a student?<\/b><\/span><\/div>\nTerminating students will be critical moving forward, especially for weekly salaried students. Departments must monitor positions and terminate students in a timely manner otherwise the student will continue to be employed and paid until the termination is processed.<\/span><\/div>\n
Refer international students to Tax Information for International Students<\/a>.<\/p>\nDo not give students tax advice or tell them how to complete the W-4 form. Most students claim 0 or 1 single. Students who claim exempt must re-file every calendar year. If students have questions about what to claim, suggest they talk to their parent or guardian. Further information for students regarding taxes is available here<\/a>.<\/p>\n<\/div>\n<\/div>\n\nFERPA Policy<\/h5><\/p>\nFERPA<\/a> (Family Educational Rights and Privacy Act) is a federal law enacted in 1974 that guarantees the confidentiality of student records and general information.<\/p>\nSupervisors must familiarize themselves with FERPA and stress to their student employees the importance of confidentiality. Students who might, at any time, access student information must read and sign the FERPA Non-Disclosure Agreement, which identifies the basic provisions of the law. The agreement will be captured during the hiring process prior to employment. The Student Employment Office will retain signed FERPA agreements for future reference.<\/p>\nFERPA violations may result in disciplinary action, including, but not limited to, job termination.<\/p>\n<\/div>\n<\/div>\n\nStudent Employment Confidentiality Policy<\/h5><\/p>\nAll students working on campus must understand and sign statements agreeing to the Student Employment Confidentiality Policy. This agreement is integrated into the hiring process and are stored digitally with the Student Employment Office.<\/p>\nThe Student Employment Confidentiality Policy was created to stress to student employees the importance of confidentiality in the workplace. Information acquired at work should remain in the workplace.<\/p>\n<\/div>\n<\/div>\n\nIntellectual Property Policy<\/h5><\/p>\nStudents involved in University-supported research are required to sign an Intellectual Property Policy Agreement<\/a>. The Vice President and Associate Provost for Research will be responsible for establishing and maintaining procedures and administrative support needed to implement the Intellectual Property Policy<\/a>.<\/span><\/p>\nStudents required to sign the agreement based on University guidelines will automatically receive an email request from ippolicy@bu.edu<\/a> once they are hired. Principal investigators or student hiring managers who would like other students in their research or academic groups to sign the agreement, for any reason, will need to manually prompt students to sign by sharing the Intellectual Property Policy Agreement<\/a>.<\/p>\n<\/div>\n<\/div>\n\nAdditional Policies<\/h5><\/p>\n\nReasonable Accommodations Policy<\/a><\/li>\nBoston\u00a0University Sexual Harassment Policy<\/a><\/li>\nStudent Work Hours Policy<\/a><\/li>\n<\/ul>\n<\/div>\n<\/div>\n\nFrequently Asked Questions<\/h5><\/p>\nHow do I create a job?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a>\nAnd this video –\u00a0<\/span>Creating a Weekly Salaried Position and Hiring a Student Walkthrough<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I edit job information?<\/b><\/span><\/div>\nOnce your job is approved, you may open the \u201cAction\u201d Drop-down menu and select \u201cEdit Job.\u201d Edits will be resubmitted to Student Employment for approval.<\/span><\/div>\n<\/div>\nHow do I hire a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I hire a student employee with Work-Study funds?<\/b><\/span><\/div>\nHiring Work-Study Eligible students is no different than hiring any other student. Work-Study information will be provided on the student\u2019s profile indicating if they\u2019ve received an award as you proceed with the hiring process. Once that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown below.<\/span><\/div>\nCost Object 1: 9500########*<\/i><\/span><\/div>\nCost Object 1 Percentage: 70<\/i><\/span><\/div>\nThe hire requestor must supply the cost object for the remaining 30%.<\/span><\/div>\n* Federal Work-Study cost object changes annually. The JobX hiring page will display the current Cost Object for easy reference when inputting.<\/span><\/div>\n<\/div>\nHow do I know if a student is Work-Study eligible?<\/b><\/span><\/div>\nStudents who are eligible and awarded Work-Study funding on the JobX student profile. This can be accessed in JobX on the Supervisor Search Student and Awards page (which can be found in the JobX section of the Control Panel menu).<\/span><\/div>\n<\/div>\nWhat happens if my student\u2019s Work-Study award is depleted?<\/b><\/span><\/div>\nThe student\u2019s employment will continue and all future earnings will be charged to departmental funds as assigned at the point of hire.<\/span><\/div>\n<\/div>\nHow do I complete an I-9 for a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0Completing the Form I-9 (guide)<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I approve an hourly timesheet?<\/b><\/span><\/div>\nCheck out these guides:<\/span><\/div>\nDirect Supervisor<\/u><\/span><\/a><\/span><\/div>\nPayroll Coordinators<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nDo I need to approve a timesheet for a student receiving a weekly salary?<\/b><\/span><\/div>\nNo. Weekly salaried student will be paid out automatically each week until they are terminated.<\/span><\/div>\n<\/div>\nHow do I change the funding source of a student wages?<\/b><\/span><\/div>\nCheck out this guide –\u00a0<\/span>Adjusting Cost Distribution<\/u><\/span><\/a><\/span><\/div>\nNote: Only authorized Payroll Coordinators, Student Hire Approvers, and Manager\/Supervisors can submit a Salary Cost Distribution Change form in SAP.<\/span><\/div>\n<\/div>\nHow do I terminate a student?<\/b><\/span><\/div>\nTerminating students will be critical moving forward, especially for weekly salaried students. Departments must monitor positions and terminate students in a timely manner otherwise the student will continue to be employed and paid until the termination is processed.<\/span><\/div>\n
Do not give students tax advice or tell them how to complete the W-4 form. Most students claim 0 or 1 single. Students who claim exempt must re-file every calendar year. If students have questions about what to claim, suggest they talk to their parent or guardian. Further information for students regarding taxes is available here<\/a>.<\/p>\n<\/div>\n<\/div>\n\nFERPA Policy<\/h5><\/p>\nFERPA<\/a> (Family Educational Rights and Privacy Act) is a federal law enacted in 1974 that guarantees the confidentiality of student records and general information.<\/p>\nSupervisors must familiarize themselves with FERPA and stress to their student employees the importance of confidentiality. Students who might, at any time, access student information must read and sign the FERPA Non-Disclosure Agreement, which identifies the basic provisions of the law. The agreement will be captured during the hiring process prior to employment. The Student Employment Office will retain signed FERPA agreements for future reference.<\/p>\nFERPA violations may result in disciplinary action, including, but not limited to, job termination.<\/p>\n<\/div>\n<\/div>\n\nStudent Employment Confidentiality Policy<\/h5><\/p>\nAll students working on campus must understand and sign statements agreeing to the Student Employment Confidentiality Policy. This agreement is integrated into the hiring process and are stored digitally with the Student Employment Office.<\/p>\nThe Student Employment Confidentiality Policy was created to stress to student employees the importance of confidentiality in the workplace. Information acquired at work should remain in the workplace.<\/p>\n<\/div>\n<\/div>\n\nIntellectual Property Policy<\/h5><\/p>\nStudents involved in University-supported research are required to sign an Intellectual Property Policy Agreement<\/a>. The Vice President and Associate Provost for Research will be responsible for establishing and maintaining procedures and administrative support needed to implement the Intellectual Property Policy<\/a>.<\/span><\/p>\nStudents required to sign the agreement based on University guidelines will automatically receive an email request from ippolicy@bu.edu<\/a> once they are hired. Principal investigators or student hiring managers who would like other students in their research or academic groups to sign the agreement, for any reason, will need to manually prompt students to sign by sharing the Intellectual Property Policy Agreement<\/a>.<\/p>\n<\/div>\n<\/div>\n\nAdditional Policies<\/h5><\/p>\n\nReasonable Accommodations Policy<\/a><\/li>\nBoston\u00a0University Sexual Harassment Policy<\/a><\/li>\nStudent Work Hours Policy<\/a><\/li>\n<\/ul>\n<\/div>\n<\/div>\n\nFrequently Asked Questions<\/h5><\/p>\nHow do I create a job?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a>\nAnd this video –\u00a0<\/span>Creating a Weekly Salaried Position and Hiring a Student Walkthrough<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I edit job information?<\/b><\/span><\/div>\nOnce your job is approved, you may open the \u201cAction\u201d Drop-down menu and select \u201cEdit Job.\u201d Edits will be resubmitted to Student Employment for approval.<\/span><\/div>\n<\/div>\nHow do I hire a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I hire a student employee with Work-Study funds?<\/b><\/span><\/div>\nHiring Work-Study Eligible students is no different than hiring any other student. Work-Study information will be provided on the student\u2019s profile indicating if they\u2019ve received an award as you proceed with the hiring process. Once that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown below.<\/span><\/div>\nCost Object 1: 9500########*<\/i><\/span><\/div>\nCost Object 1 Percentage: 70<\/i><\/span><\/div>\nThe hire requestor must supply the cost object for the remaining 30%.<\/span><\/div>\n* Federal Work-Study cost object changes annually. The JobX hiring page will display the current Cost Object for easy reference when inputting.<\/span><\/div>\n<\/div>\nHow do I know if a student is Work-Study eligible?<\/b><\/span><\/div>\nStudents who are eligible and awarded Work-Study funding on the JobX student profile. This can be accessed in JobX on the Supervisor Search Student and Awards page (which can be found in the JobX section of the Control Panel menu).<\/span><\/div>\n<\/div>\nWhat happens if my student\u2019s Work-Study award is depleted?<\/b><\/span><\/div>\nThe student\u2019s employment will continue and all future earnings will be charged to departmental funds as assigned at the point of hire.<\/span><\/div>\n<\/div>\nHow do I complete an I-9 for a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0Completing the Form I-9 (guide)<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I approve an hourly timesheet?<\/b><\/span><\/div>\nCheck out these guides:<\/span><\/div>\nDirect Supervisor<\/u><\/span><\/a><\/span><\/div>\nPayroll Coordinators<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nDo I need to approve a timesheet for a student receiving a weekly salary?<\/b><\/span><\/div>\nNo. Weekly salaried student will be paid out automatically each week until they are terminated.<\/span><\/div>\n<\/div>\nHow do I change the funding source of a student wages?<\/b><\/span><\/div>\nCheck out this guide –\u00a0<\/span>Adjusting Cost Distribution<\/u><\/span><\/a><\/span><\/div>\nNote: Only authorized Payroll Coordinators, Student Hire Approvers, and Manager\/Supervisors can submit a Salary Cost Distribution Change form in SAP.<\/span><\/div>\n<\/div>\nHow do I terminate a student?<\/b><\/span><\/div>\nTerminating students will be critical moving forward, especially for weekly salaried students. Departments must monitor positions and terminate students in a timely manner otherwise the student will continue to be employed and paid until the termination is processed.<\/span><\/div>\n
FERPA<\/a> (Family Educational Rights and Privacy Act) is a federal law enacted in 1974 that guarantees the confidentiality of student records and general information.<\/p>\nSupervisors must familiarize themselves with FERPA and stress to their student employees the importance of confidentiality. Students who might, at any time, access student information must read and sign the FERPA Non-Disclosure Agreement, which identifies the basic provisions of the law. The agreement will be captured during the hiring process prior to employment. The Student Employment Office will retain signed FERPA agreements for future reference.<\/p>\nFERPA violations may result in disciplinary action, including, but not limited to, job termination.<\/p>\n<\/div>\n<\/div>\n\nStudent Employment Confidentiality Policy<\/h5><\/p>\nAll students working on campus must understand and sign statements agreeing to the Student Employment Confidentiality Policy. This agreement is integrated into the hiring process and are stored digitally with the Student Employment Office.<\/p>\nThe Student Employment Confidentiality Policy was created to stress to student employees the importance of confidentiality in the workplace. Information acquired at work should remain in the workplace.<\/p>\n<\/div>\n<\/div>\n\nIntellectual Property Policy<\/h5><\/p>\nStudents involved in University-supported research are required to sign an Intellectual Property Policy Agreement<\/a>. The Vice President and Associate Provost for Research will be responsible for establishing and maintaining procedures and administrative support needed to implement the Intellectual Property Policy<\/a>.<\/span><\/p>\nStudents required to sign the agreement based on University guidelines will automatically receive an email request from ippolicy@bu.edu<\/a> once they are hired. Principal investigators or student hiring managers who would like other students in their research or academic groups to sign the agreement, for any reason, will need to manually prompt students to sign by sharing the Intellectual Property Policy Agreement<\/a>.<\/p>\n<\/div>\n<\/div>\n\nAdditional Policies<\/h5><\/p>\n\nReasonable Accommodations Policy<\/a><\/li>\nBoston\u00a0University Sexual Harassment Policy<\/a><\/li>\nStudent Work Hours Policy<\/a><\/li>\n<\/ul>\n<\/div>\n<\/div>\n\nFrequently Asked Questions<\/h5><\/p>\nHow do I create a job?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a>\nAnd this video –\u00a0<\/span>Creating a Weekly Salaried Position and Hiring a Student Walkthrough<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I edit job information?<\/b><\/span><\/div>\nOnce your job is approved, you may open the \u201cAction\u201d Drop-down menu and select \u201cEdit Job.\u201d Edits will be resubmitted to Student Employment for approval.<\/span><\/div>\n<\/div>\nHow do I hire a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I hire a student employee with Work-Study funds?<\/b><\/span><\/div>\nHiring Work-Study Eligible students is no different than hiring any other student. Work-Study information will be provided on the student\u2019s profile indicating if they\u2019ve received an award as you proceed with the hiring process. Once that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown below.<\/span><\/div>\nCost Object 1: 9500########*<\/i><\/span><\/div>\nCost Object 1 Percentage: 70<\/i><\/span><\/div>\nThe hire requestor must supply the cost object for the remaining 30%.<\/span><\/div>\n* Federal Work-Study cost object changes annually. The JobX hiring page will display the current Cost Object for easy reference when inputting.<\/span><\/div>\n<\/div>\nHow do I know if a student is Work-Study eligible?<\/b><\/span><\/div>\nStudents who are eligible and awarded Work-Study funding on the JobX student profile. This can be accessed in JobX on the Supervisor Search Student and Awards page (which can be found in the JobX section of the Control Panel menu).<\/span><\/div>\n<\/div>\nWhat happens if my student\u2019s Work-Study award is depleted?<\/b><\/span><\/div>\nThe student\u2019s employment will continue and all future earnings will be charged to departmental funds as assigned at the point of hire.<\/span><\/div>\n<\/div>\nHow do I complete an I-9 for a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0Completing the Form I-9 (guide)<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I approve an hourly timesheet?<\/b><\/span><\/div>\nCheck out these guides:<\/span><\/div>\nDirect Supervisor<\/u><\/span><\/a><\/span><\/div>\nPayroll Coordinators<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nDo I need to approve a timesheet for a student receiving a weekly salary?<\/b><\/span><\/div>\nNo. Weekly salaried student will be paid out automatically each week until they are terminated.<\/span><\/div>\n<\/div>\nHow do I change the funding source of a student wages?<\/b><\/span><\/div>\nCheck out this guide –\u00a0<\/span>Adjusting Cost Distribution<\/u><\/span><\/a><\/span><\/div>\nNote: Only authorized Payroll Coordinators, Student Hire Approvers, and Manager\/Supervisors can submit a Salary Cost Distribution Change form in SAP.<\/span><\/div>\n<\/div>\nHow do I terminate a student?<\/b><\/span><\/div>\nTerminating students will be critical moving forward, especially for weekly salaried students. Departments must monitor positions and terminate students in a timely manner otherwise the student will continue to be employed and paid until the termination is processed.<\/span><\/div>\n
Supervisors must familiarize themselves with FERPA and stress to their student employees the importance of confidentiality. Students who might, at any time, access student information must read and sign the FERPA Non-Disclosure Agreement, which identifies the basic provisions of the law. The agreement will be captured during the hiring process prior to employment. The Student Employment Office will retain signed FERPA agreements for future reference.<\/p>\n
FERPA violations may result in disciplinary action, including, but not limited to, job termination.<\/p>\n
All students working on campus must understand and sign statements agreeing to the Student Employment Confidentiality Policy. This agreement is integrated into the hiring process and are stored digitally with the Student Employment Office.<\/p>\n
The Student Employment Confidentiality Policy was created to stress to student employees the importance of confidentiality in the workplace. Information acquired at work should remain in the workplace.<\/p>\n
Students involved in University-supported research are required to sign an Intellectual Property Policy Agreement<\/a>. The Vice President and Associate Provost for Research will be responsible for establishing and maintaining procedures and administrative support needed to implement the Intellectual Property Policy<\/a>.<\/span><\/p>\nStudents required to sign the agreement based on University guidelines will automatically receive an email request from ippolicy@bu.edu<\/a> once they are hired. Principal investigators or student hiring managers who would like other students in their research or academic groups to sign the agreement, for any reason, will need to manually prompt students to sign by sharing the Intellectual Property Policy Agreement<\/a>.<\/p>\n<\/div>\n<\/div>\n\nAdditional Policies<\/h5><\/p>\n\nReasonable Accommodations Policy<\/a><\/li>\nBoston\u00a0University Sexual Harassment Policy<\/a><\/li>\nStudent Work Hours Policy<\/a><\/li>\n<\/ul>\n<\/div>\n<\/div>\n\nFrequently Asked Questions<\/h5><\/p>\nHow do I create a job?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a>\nAnd this video –\u00a0<\/span>Creating a Weekly Salaried Position and Hiring a Student Walkthrough<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I edit job information?<\/b><\/span><\/div>\nOnce your job is approved, you may open the \u201cAction\u201d Drop-down menu and select \u201cEdit Job.\u201d Edits will be resubmitted to Student Employment for approval.<\/span><\/div>\n<\/div>\nHow do I hire a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I hire a student employee with Work-Study funds?<\/b><\/span><\/div>\nHiring Work-Study Eligible students is no different than hiring any other student. Work-Study information will be provided on the student\u2019s profile indicating if they\u2019ve received an award as you proceed with the hiring process. Once that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown below.<\/span><\/div>\nCost Object 1: 9500########*<\/i><\/span><\/div>\nCost Object 1 Percentage: 70<\/i><\/span><\/div>\nThe hire requestor must supply the cost object for the remaining 30%.<\/span><\/div>\n* Federal Work-Study cost object changes annually. The JobX hiring page will display the current Cost Object for easy reference when inputting.<\/span><\/div>\n<\/div>\nHow do I know if a student is Work-Study eligible?<\/b><\/span><\/div>\nStudents who are eligible and awarded Work-Study funding on the JobX student profile. This can be accessed in JobX on the Supervisor Search Student and Awards page (which can be found in the JobX section of the Control Panel menu).<\/span><\/div>\n<\/div>\nWhat happens if my student\u2019s Work-Study award is depleted?<\/b><\/span><\/div>\nThe student\u2019s employment will continue and all future earnings will be charged to departmental funds as assigned at the point of hire.<\/span><\/div>\n<\/div>\nHow do I complete an I-9 for a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0Completing the Form I-9 (guide)<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I approve an hourly timesheet?<\/b><\/span><\/div>\nCheck out these guides:<\/span><\/div>\nDirect Supervisor<\/u><\/span><\/a><\/span><\/div>\nPayroll Coordinators<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nDo I need to approve a timesheet for a student receiving a weekly salary?<\/b><\/span><\/div>\nNo. Weekly salaried student will be paid out automatically each week until they are terminated.<\/span><\/div>\n<\/div>\nHow do I change the funding source of a student wages?<\/b><\/span><\/div>\nCheck out this guide –\u00a0<\/span>Adjusting Cost Distribution<\/u><\/span><\/a><\/span><\/div>\nNote: Only authorized Payroll Coordinators, Student Hire Approvers, and Manager\/Supervisors can submit a Salary Cost Distribution Change form in SAP.<\/span><\/div>\n<\/div>\nHow do I terminate a student?<\/b><\/span><\/div>\nTerminating students will be critical moving forward, especially for weekly salaried students. Departments must monitor positions and terminate students in a timely manner otherwise the student will continue to be employed and paid until the termination is processed.<\/span><\/div>\n
Students required to sign the agreement based on University guidelines will automatically receive an email request from ippolicy@bu.edu<\/a> once they are hired. Principal investigators or student hiring managers who would like other students in their research or academic groups to sign the agreement, for any reason, will need to manually prompt students to sign by sharing the Intellectual Property Policy Agreement<\/a>.<\/p>\n<\/div>\n<\/div>\n\nAdditional Policies<\/h5><\/p>\n\nReasonable Accommodations Policy<\/a><\/li>\nBoston\u00a0University Sexual Harassment Policy<\/a><\/li>\nStudent Work Hours Policy<\/a><\/li>\n<\/ul>\n<\/div>\n<\/div>\n\nFrequently Asked Questions<\/h5><\/p>\nHow do I create a job?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a>\nAnd this video –\u00a0<\/span>Creating a Weekly Salaried Position and Hiring a Student Walkthrough<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I edit job information?<\/b><\/span><\/div>\nOnce your job is approved, you may open the \u201cAction\u201d Drop-down menu and select \u201cEdit Job.\u201d Edits will be resubmitted to Student Employment for approval.<\/span><\/div>\n<\/div>\nHow do I hire a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0JobX Job Management guide<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I hire a student employee with Work-Study funds?<\/b><\/span><\/div>\nHiring Work-Study Eligible students is no different than hiring any other student. Work-Study information will be provided on the student\u2019s profile indicating if they\u2019ve received an award as you proceed with the hiring process. Once that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown below.<\/span><\/div>\nCost Object 1: 9500########*<\/i><\/span><\/div>\nCost Object 1 Percentage: 70<\/i><\/span><\/div>\nThe hire requestor must supply the cost object for the remaining 30%.<\/span><\/div>\n* Federal Work-Study cost object changes annually. The JobX hiring page will display the current Cost Object for easy reference when inputting.<\/span><\/div>\n<\/div>\nHow do I know if a student is Work-Study eligible?<\/b><\/span><\/div>\nStudents who are eligible and awarded Work-Study funding on the JobX student profile. This can be accessed in JobX on the Supervisor Search Student and Awards page (which can be found in the JobX section of the Control Panel menu).<\/span><\/div>\n<\/div>\nWhat happens if my student\u2019s Work-Study award is depleted?<\/b><\/span><\/div>\nThe student\u2019s employment will continue and all future earnings will be charged to departmental funds as assigned at the point of hire.<\/span><\/div>\n<\/div>\nHow do I complete an I-9 for a student employee?<\/b><\/span><\/div>\nCheck out this guide \u2013\u00a0Completing the Form I-9 (guide)<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nHow do I approve an hourly timesheet?<\/b><\/span><\/div>\nCheck out these guides:<\/span><\/div>\nDirect Supervisor<\/u><\/span><\/a><\/span><\/div>\nPayroll Coordinators<\/u><\/span><\/a><\/span><\/div>\n<\/div>\nDo I need to approve a timesheet for a student receiving a weekly salary?<\/b><\/span><\/div>\nNo. Weekly salaried student will be paid out automatically each week until they are terminated.<\/span><\/div>\n<\/div>\nHow do I change the funding source of a student wages?<\/b><\/span><\/div>\nCheck out this guide –\u00a0<\/span>Adjusting Cost Distribution<\/u><\/span><\/a><\/span><\/div>\nNote: Only authorized Payroll Coordinators, Student Hire Approvers, and Manager\/Supervisors can submit a Salary Cost Distribution Change form in SAP.<\/span><\/div>\n<\/div>\nHow do I terminate a student?<\/b><\/span><\/div>\nTerminating students will be critical moving forward, especially for weekly salaried students. Departments must monitor positions and terminate students in a timely manner otherwise the student will continue to be employed and paid until the termination is processed.<\/span><\/div>\n