Student Employment Handbook - Hiring and Supervision

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Flash @ Work and CampusWorks

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.

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Student Employment Certification Statement

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Student Checklist for On-Campus Employment

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:

2)  After a successful interview, accept your employment offer and complete hiring process.

     All FIRST-TIME student employees must:

     All FIRST-TIME & RETURNING student employees must:

  • Accept employment offers online to complete the hiring process by checking your email or logging into CampusWorks.  You 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. Returning student employees will be notified in CampusWorks if additional forms are needed.
Campus Department Building
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 Services Center 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

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Supervisor Checklist for On-Campus Employment

1)  Post available positions on Flash @ Work.

  • All departments are required to post student employment positions through the Career Services 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 Services 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.


  • 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 the Career Services Center (or Regional Campus 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 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 Services 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.

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 in Banner 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 confirmation email has been received.

NOTE: It is imperative to complete the student hiring process in CampusWorks prior to the employment start date; otherwise, manual intervention is required by both Career Services and Payroll.

  • Positions are activated upon final confirmation of student enrollment and completion of employment paperwork. Failure by students to complete required state and federal forms could result in the university receiving Federal fines ranging up to $1,000 per student.

9) Supervisors may view pending and completed hiring activity in CampusWorks at any time.

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Forms Library

Employment Action Forms

International & High School Student Forms

Employment Application & Performance Appraisal Forms

First-Time Student Employee Forms

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Hire Dates, Appointment Periods, Ending Appointments

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
Summer 2016 05/15/2016 08/27/2016
Fall 2016 - Spring 2017 08/28/2016 05/13/2017
Fall 2016 08/28/2016 12/17/2016
2016 - 2017 FY (CPM) 07/01/2016 06/30/2017
Spring 2017 01/15/2017 05/13/2017
Summer 2017 05/14/2017 08/26/2017
2017 - 2018 FY (CPM) 07/01/2017 06/30/2018

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 Services 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.

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Position Numbers

  • 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




Academic Affairs

Jeff Milam

Melissa Hunter





Colin Miller


Business & Finance

Shelley Ingraham


Diversity, Equity, & Inclusion

Carmen Roberts


Enrollment Management

Cesquinn Curtis


Human Resources

Elizabeth Lee


Information Services

Catherine Zapytowski


Institutional Advancement

Janet Cash


President's Office -
General Administration

Charlene Nichol


Regional Campuses

Christine Hill

Kerin Hickin



University Relations

Sonya Williams


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Training, Supervising, Recognizing

  • 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. 

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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

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