Student Employment Handbook - Hiring and Supervision
Flash @ Work is where...
- On- and off-campus employers log in to post part-time and full time positions and can receive resumes of potential candidates.
- Students log in and upload resumes, search and apply for on- and off-campus student positions, internships, co-ops and professional opportunities!
CampusWorks is where...
- On-campus employers log in to submit employment information to complete the hiring process for students they have extended a offer to via the Offer of Student Employment Form. Upon submission of this information, CampusWorks generates a detailed, online offer of employment to students. Employers receive email notification of student offer decisions and can view completed and ongoing hiring activity.
- Students log in to establish their eligibility to work on campus, confirm acceptance of employment offers, and receive a final confirmation email when their position has been activated. A student's permission to work is granted upon final confirmation of enrollment, completion of paperwork, and other employment eligibility requirements.
- All student employees are required to agree to the requirements and conditions of student employment as outlined in the Student Employment Certification Statement & Acknowledgement of Receipt for the Secured Use and Confidentiality of University Records and Data.
- The Student Employment Certification Statement must be accepted online in CampusWorks prior to a student's initial employment. Students may also view the Certification Statement upon accepting each new offer of employment in CampusWorks.
1) Search and apply for student positions on Flash @ Work. New postings are added daily with peak hiring occurring around the beginning of each semester.
Additional search strategies:
- Meet with a Career Exploration and Development career advisor for assistance.
- Visit department web sites for information on positions and/or online applications. Some examples include: Recreational Services, University Libraries, Residence Services, Student Financial Aid, and Dining Services.
- Network with fellow students who are employed on campus.
- Speak with academic advisors and faculty/staff who are familiar with university services and departments that employ students.
2) After a successful interview, accept your employment offer and complete hiring process.
All FIRST-TIME student employees must:
- Sign the Offer of Student Employment Form provided by your hiring department to accept the offer.
- Bring the completed Offer of Student Employment Form to Career Exploration and Development or the appropriate regional campus student employment office (see below) along with 1) acceptable forms of I.D. (i.e. a KSU FLASHcard or driver's license and an original Social Security card or a birth certificate) and 2) bank account information (routing and account numbers for direct deposit), to complete the forms required for employment.
- Log into CampusWorks and click Accept to electronically sign the Student Employment Certification Statement.
All FIRST-TIME & RETURNING student employees must:
- Accept employment offers online to complete the hiring process through CampusWorks. You will receive a notification email and will have five days to respond to the offer or it will automatically expire. The offer can be resubmitted by contacting the hiring department.
- Receive the On-Campus Student Employment Confirmation email when permission to work has been granted and your position has been activated. Permission to work is granted upon final confirmation of student enrollment, completion of paperwork, and other employment eligibility requirements.
|Ashtabula||Business Services Office||Main Hall|
|College of Podiatric Medicine||Student Affairs Department||Main Building|
|East Liverpool /Columbiana||Business Services||Main Building|
|Geauga/Twinsburg Center||Dean's Office||Main Building|
|Kent||Career Exploration and Development||261 Schwartz Center|
|Salem / Columbiana||Business Services Office||Main Building|
|Stark||Student Services||Room 134, Main Hall|
|Trumbull||Student Services Office||Workforce Building|
|Tuscarawas||Dean's Office||Founders Hall|
1) Post available positions on Flash @ Work.
- All departments are required to post student employment positions through Career Exploration and Development to ensure equal access under Federal law.
- Departments employing the same student year after year within the same position do not need to post the position until the student resigns or is terminated.
- On-Campus Internships: Selected positions in departments where professional, supervisor expertise is available to guide and mentor students in career-focused, skills development roles may consider offering student work experiences as on-campus internship positions through student employment. Students in on-campus internship positions must be paid and/or earning course credit for the internship. It is strongly recommended that departments pay student interns to ensure compliance with Internships Under the Fair Labor Standards Act (PDF). If a student is registered for academic credit for the internship, supervisors will also be expected to provide feedback and guidance in accordance with academic program expectations.
2) Accept applications, interview student candidates, and make hiring decisions.
- Career Exploration and Development does not administer tests to determine a student's level of skill or proficiency, or offer placement services. View a sample student employment application in the Forms Library.
- Background Checks: Departments hiring for positions requiring a background check prior to employment may use the fingerprinting and background check services available through the Instructional Resource Center in White Hall. Student positions include 1) working in certain settings with minors such as at the Child Development Center, as an America Reads tutor, or at Recreational Services or Residence Services, 2) in certain positions involving campus/building security, 3) and those that involve driving university vehicles.
- Once a hiring decision is made, departments should inform all applicants that the position has been filled. In an effort to assist students with their search and interview strategies, be prepared to share feedback and suggestions for improvement. Departments may also refer students to a career advisor for assistance.
3) TO HIRE FIRST-TIME KSU STUDENT EMPLOYEES:
- The hiring department must provide the student with the initial employment offer using the paper Offer of Student Employment Form. The student must sign this form to accept the offer, and then bring the form, along with acceptable I.D., to Career Exploration and Development (or Regional Campus student employment office) to be eligible to complete the forms required for employment on campus. The completed forms are imaged within 1-2 business days.
4) Log into CampusWorks and locate the student you wish to hire by searching on the student's FlashLine user name (first part of kent.edu email address).
- Current KSU staff with a "manager/supervisor" role, as defined by Human Resources, will be able to log into CampusWorks using their FlashLine User name and Password. Managers may delegate this responsibility to one or more other staff members in their department by identifying them as "delegates" in CampusWorks. Delegates will log in and hire students using their own FlashLine credentials to hire on behalf of their manager.
- To hire grant funded student appointments, the employment offer must be submitted by the Primary Investigator (PI) through CampusWorks (or a PI-approved delegate). The PI must also be indicated as the "Supervisor" in CampusWorks for the purpose of approving time-worked.
- Once you have located the student, you will be able to view the student's Federal Work Study award status and any outstanding employment eligibility requirements.
5) Submit the following hiring information in CampusWorks:
|Student FlashLine User name||Work Hours Per Week|
|Department Index Number||Job Begin/End Dates|
|Position Number||Pay Amount/Level|
|Job Location||Supervisor FlashLine User name|
6) Career Exploration and Development will review and approve your online request, or contact you if further information is required. Once approved, notice of your online employment offer will be forwarded via email to the student for confirmation of acceptance.
- Supervisors will be copied on all emails sent to students.
7) The student will have five days to log into CampusWorks to confirm acceptance of the offer.
- Offers not responded to within five days will expire. Supervisors may resubmit the online employment offer by completing the hiring form in CampusWorks again.
8) Once the online employment offer has been confirmed by the student, both the student and supervisor will receive the On-Campus Student Employment Confirmation email when the job has been activated and the student may begin work. Access to Empower and paycheck generation is dependent upon completion of the entire process (four to five business days -- provided the student accepts the online offer within one to two business days). Supervisors should NOT permit students to begin work UNTIL the Employment Confirmation email has been received.
NOTE: It is imperative to complete the student hiring process including completing employment paperwork and CampusWorks hiring prior to the employment start date; otherwise, the University and hiring department is out of compliance with Federal laws and regulations which could result in the university receiving Federal fines ranging up to $1,000 per student. Additionally, manual processing is required by both Career Exploration and Development and Payroll which could delay the student's pay.
9) Supervisors may view pending and completed hiring activity in CampusWorks at any time by using the Generate Hiring Activity Reports link.
Employment Action Forms
- Discontinuation of Student Employment Position
- Pay Raise Request
- Pay Rate Exception Request
- Offer of Student Employment Form (PDF) Offer of Student Employment Form (Writable)
- On-Campus Student Employment Position Information Form (Writable)
International & High School Student Forms
- Social Security Employment Verification Form (International students)
- Student Employment Hiring Form (High school students)
- Steps for International Student Employees (PDF)
Employment Application & Performance Appraisal Forms
- Student Employment Application (Sample)
- Student Employee Performance Evaluation (Sample)
- Midterm Student Performance Feedback (Sample)
First-Time Student Employee Forms
- Form I-9 (pages 7-8) for employment eligibility verification. Students must bring acceptable identification (see page 9)and complete this form IN PERSON at the appropriate student employment office.
- Direct Deposit Form (or sign up in FlashLine)
- OPERS Exemption Form and Exemption Form Instructions (PDF) (October 2013)
- Tax Withholding Form (Ohio residents include a School District Number)
Hiring Dates, Appointment Periods
Kent State's standard work week begins on Sunday and ends on Saturday; however, supervisors should enter the actual student employment begin and end dates.
Employers may begin hiring activity in CampusWorks on April 15th for Summer and the following Fall or Fall/Spring, and November 1st for Spring.
|Appointment Period||Begin Date||End Date|
|Fall 2016 - Spring 2017||08/28/2016||05/13/2017|
|2016 - 2017 FY (CPM)||07/01/2016||06/30/2017|
|2017 - 2018 FY (CPM)||07/01/2017||06/30/2018|
|Fall 2017 - Spring 2018||08/27/2017||05/12/2018|
Termination/Discontinuation of Student Appointment
As established in the University Policy Register Rule 6.25.1, a student's employment will cease under any of the following circumstances and termination must be communicated by the supervisor to Career Exploartion and Development using the Discontinuation of Student Employment Position form.
- End of appointment. Effective with the specified end date of the academic year, semester or summer term designated as the period of appointment, a student employee's appointment will automatically terminate, unless a new appointment is issued.
- Voluntary. Student employees may resign from their university appointment at any time, preferably with advance notice, and should notify their supervisor.
- Involuntary. At the recommendation of the supervisor, the appointing authority may terminate the employment of a student employee, preferably with advance notice. No reason is required to substantiate the action.
- Position numbers are tied to specific department accounts from which student wages are drawn. Separate position numbers must be utilized to indicate whether student wage dollars are university or federal work-study funded. Inaccurate position numbers will result in the incorrect billing of departmental accounts.
- Employing departments are responsible for securing and maintaining proper use of position numbers. To have a new position number created for student employment use, contact Cindy Celaschi, or Yi Liu, University Budget Office at 330-672-3750.
Division Contacts for Account & Budget Information
Business & Finance
Diversity, Equity, & Inclusion
President's Office -
- Communicate Clear Expectations
Provide new student employees with orientation and training sessions that include written materials (i.e. a student employee handbook) to support student success and safety.
Recommended Training Session Content
1) Position description including responsibilities and skills required (see On-Campus Student Employment Position Information Form)
2) Performance standards and evaluation process including supervisor name and contact information (see sample Student Employee Performance Evaluation)
3) Office practices, policies, and procedures including department mission, services, and role within university
4) Computer systems/office technology use and policies including FERPA
5) Customer service and business etiquette guidelines including dress code
6) The payroll schedule and timekeep procedures including work-reporting during a university closure, work-hour limits, break and time/off from work procedures
7) Disciplinary and Student Employee Grievance Procedures
8) Workplace safety and security protocols including the Workplace Safety Guidelines and Injury Reporting
- Provide Ongoing Training
Take time to train and develop your student employees regarding workplace skills, attitudes, and habits including perseverance, time management, business etiquette, quality service practices, and how to handle difficult situations. Help students connect their student work experience to future career goals by reviewing our Crafting Careers Through Student Jobs (PDF) tip sheet.
- Be an Example
Model strong work habits through efficient, dedicated work practices. Let your own daily work ethic be an example from which students can learn.
- Be Firm, Fair, and Flexible
Be aware of the student employee's commitment to academic success. Although it is important to maintain high standards for job performance and commitment, students also appreciate flexibility to accommodate academic obligations.
- Give Recognition
As a team leader, develop and nurture the unique contributions of each team member. When you see a student "go the extra mile", show your appreciation and acknowledge their performance.
- Give Feedback Frequently
Provide consistent and appropriate feedback. Student workers benefit from periodic performance evaluations and be sure to counsel students if work performance is unsatisfactory. Provide constructive criticism and positive reinforcement. See the Sample Performance Evaluation in the Forms Library.
- Share the Vision and Be an Educator
Have regular meetings with your student employees and let them know how their work fits into the larger mission of the department and university. Consider utilizing the Students @ Work program resources to help students connect their campus work experience to their academic and career goals.
- Supervisor Resources
See upcoming HR Training and Development opportunities for additional resources to support your role as supervisor. Supervisors should be informed regarding all pertinent university policies and procedures as outlined in the University Policy Register.
- Providing References
Before providing a verbal or written reference, the student must first complete the Letter of Recommendation/Verbal Reference Release Form available at the Registrar's web site, or through the Student Tools and Courses tab in Flashline. Also review both the advice on how to write reference letters and Faculty Guide to Ethical and Legal Standards in Student Hiring from the National Association of Colleges and Employers.
- Employment Verifications
ALL requests for verification of a student's department and dates of employment, rate of pay, etc. should be referred to the Payroll Office to ensure full compliance with FERPA.
Employee Recognition Ideas
Student employees make a significant contribution to Kent State. The recognition ideas below are just a sample of the many ways you can let your students know just how much you appreciate them -- whether it be during National Student Employment Week (second full week of April) or any time during the year!
No/Low Cost Ideas
- Write a card, send an email or e-card, to thank students individually for a job well done!
- Give students a simple and sincere "thank you!"
- Recognize progress toward goals - don't wait for the end of a project.
- Decorate an office bulletin board or door to recognize your student employees.
- Make a "thank you" banner and hang it in the office.
- Create Appreciation Certificates (download certificate) for students.
- Surprise students with small tokens of appreciation such as candy, cookies, or a treat bag.
- Other Ideas
- Place an advertisement in the Kent Stater's Student Employee Appreciation Edition (each April) to recognize your students.
- Have a recognition potluck, ice cream social, or lunch for students where staff bring in lunch and dessert.
- Make care packages for student employees during finals week.
- Leave flowers or balloons at the student's work area.
- Hold a special party for graduating student employees