Student Employment Handbook - Hiring and Supervision

CampusWorks and the Experience Job & Internship Board 

CampusWorks is where...

• On-campus employers log in to submit employment information for students they wish to hire. Upon submission of this information, CampusWorks generates job offers to students. Employers receive email notification of student job offer decisions and can view completed and ongoing hiring activity.
• Students log in to establish their eligibility to work on campus, accept job offers, and receive a final confirmation email when their job has been activated. A student's permission to work is granted upon final confirmation of enrollment, completion of paperwork, and other employment eligibility requirements.

Experience Job & Internship Board is where...

• On- and off-campus employers log in to post jobs and internships and can receive resumes of potential candidates.
• Students log in and upload resumes, search and apply for part- and full-time jobs, professional degreed positions, internships, and more!

Student Employment Certification Statement

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 job offer in CampusWorks.

Checklist for Students for Obtaining a Job on Campus

1) Search and apply for student jobs on our Experience Job & Internship Board. New jobs are added daily with peak hiring occurring at the beginning of each semester.

• Other job search strategies include talking directly with departments of interest and networking with fellow students, advisors, and staff.  Students may also meet with a career counselor for assistance.
• View How to Find a Campus Job video

2) All first-time student employees must:

• Log into CampusWorks and sign the Student Employment Certification Statement.
• Visit the appropriate student employment office with acceptable forms of I.D. (i.e. a KSU FLASHcard or driver's license and an original Social Security card or certified copy of a birth certificate)

• Complete the forms required for employment on campus.
  (NOTE: Returning student employees will be notified in CampusWorks if additional forms are needed. Students who do not become employed within one year of having completed their initial paperwork will be required to complete new forms.)

3) Check your kent.edu email or CampusWorks for job offers. You will have five days to respond to job offers. Offers not accepted within five days will expire.

4) Receive a confirmation email when your job has been activated and then you may begin work. (Permission to work is granted upon final confirmation of student enrollment, completion of paperwork, and other employment eligibility requirements.)

Checklist for Supervisors for Hiring Student Employees

1) Post job openings on the Experience Job & Internship Board.

• All departments are required to post student jobs through the Career Services Center to ensure equal access under Federal law. Career Services will approve postings within 24 hours for students to view.
• 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.

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 job placement services. View a sample student employment application in the Forms Library.
• 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 job search and interview strategies, be prepared to share feedback and suggestions for improvement.  Departments may also refer students to a career counselor for assistance.

3) 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 who wish to delegate this responsibility to another staff member in their department, may identify up to three "delegates" in CampusWorks to hire on their behalf. Delegates will log in and hire students using their own FlashLine credentials.
• 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.

4) Submit the following hiring information in CampusWorks:

5) The Career Services Center will review and approve your online request, or contact you if further information is required. Once approved, notice of your job offer will be forwarded via email to the student for acceptance.

• Supervisors will be copied on all emails sent to students.

6) The student will have five days to log into CampusWorks to accept the job offer.

• Job offers not responded to within five days will expire. Supervisors who wish to resubmit the job offer must again complete the online hiring form.

7) Once the job offer has been accepted by the student, both the student and supervisor will receive a final confirmation email when the job has been activated in HR Banner and the student may begin work. Access to Kronos (for hourly employees) and paycheck generation (for ALL employees) is dependent upon completion of the entire process (four to five business days -- provided the student accepts the online job offer within one to two business days). Supervisors should NOT permit students to begin work UNTIL a confirmation email has been received.

Please note: It is imperative to process student job offers prior to the job start date; otherwise, manual intervention is required by both the Career Services Center and the Payroll Office.

• Assignments 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.

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

Forms Library

Forms for Supervisor Use

Complete and submit forms via fax or email. 

NOTE: Adobe Reader will allow you to complete and print forms.  To save and/or submit a form via email, Adobe Acrobat Pro is required.

• Pay Raise Request  
• Discontinuation of Student Job 
• Pay Rate Exception Request 

Other:

• Social Security Employment Verification Form (International students.) 
• Student Employment Application (Sample)
• Student Performance Evaluation (Sample) 
• Student Job Hiring Form (High school students) 

Forms for First-Time Student Employees

Before completing forms, keep in mind that students who do not become employed within one year of completing their initial paperwork will be required to complete new forms.  

• I-9 Form   - for employment eligibility verification.  Students must complete Section I and submit this form IN PERSON to the appropriate student employment office along with acceptable identification documents. 
  See I-9 instructions including list of acceptable documents 
• Ohio DMA Form   - for the Ohio Department of Public Safety "Declaration Regarding Material Assistance/Non-assistance to a Terrorist Organization". 
  Also see Terrorist Exclusion List 
• Direct Deposit Form - for paycheck deposit .  Or, sign up in FlashLine.
• OPERS Waiver/Exemption Form   - for the Ohio Public Employees Retirement System.
• Tax Withholding Form - for income tax purposes. Ohio residents must provide their Ohio School District Number.
• SSA-1945 Form   - for the Social Security Administration.

Hiring and Assignment Dates, Discontinuation of Student Job

Hiring and Assignment Dates
Kent State's standard work week begins on Sunday and ends on Saturday; therefore, supervisors must use Sunday and Saturday for student job 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.

Discontinuation of Student Job
A student employee's job can be ended if the student has chosen to resign the position or provides cause for termination, or at the department's discretion based on staffing needs and university and/or departmental budgetary considerations. The employing department should submit the Discontinuation of Student Job form to the Career Services Center for student jobs that should be ended.

Position Number Information

• 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, University Budget Office, at ccelasch@kent.edu or at 330-672-3750.

Division Contacts for Account & Budget Information

Succeeding With Student Employees

• 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
  Understand that student employees are students first, and employees second. Although it is important to have high standards on the job, it is also important to be flexible to accommodate academic obligations.
• Communicate Clear Expectations
  Communicate job standards and expectations. Provide students with an orientation session including information about the mission of the department, supervisor name and contact information, written job duties and processes, absence from work procedures, safety rules, etc.
• Train, Train, Train
  Student jobs are "real jobs". Take time to train your students in important work skills, attitudes, and habits including perseverance, time management, telephone etiquette, quality service practices, and how to handle difficult situations.
• 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", acknowledge this in front of other staff and peers. People need to feel appreciated.
• Give Feedback Frequently
  Provide consistent and appropriate feedback to your student employees. Student workers, like all employees, benefit from feedback on job performance. Conduct periodic performance evaluations and counsel students if work performed is unsatisfactory. Provide constructive criticism and positive reinforcement -- see sample Student Performance Evaluation in the Forms Library and also review the Disciplinary and Grievance Procedures.
• Share the Vision
  Have regular meetings with your student employees and let them know how their work fits into the larger mission of the department and university.
• Be an Educator
  To the degree that we each contribute to the lives of others, we are all educators. How can you contribute to the education of your student employees?
• Supervisor Resources
  See upcoming Training and Development Opportunities for additional resources to support your role as supervisor.

Student 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.
• Offer to write a letter of recommendation for the student.
• 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 Daily Kent Stater 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.
  • Purchase Kent State memorabilia for the students.
  • Hold a special party for graduating student employees