Student Employment Handbook - Employee Types

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Federal Work-Study and University Funded Students

University Funded Student Employees

Employing departmental budgets are charged 100% of the wages for all University Funded student employees.

Federal Work-Study Funded Student Employees

Students who are employed under the FWS program are awarded FWS by the Student Financial Aid Office (SFAO) as part of their total financial aid package. This federal program pays 75% of the student's wage, while the employing department pays 25%.  Students earning FWS funds may ONLY be paid on a hourly basis and can be employed on campus or off-campus through approved community service programs.

  • FWS Eligibility & Employment Requirements
    FWS is available to both undergraduate and graduate students who demonstrate financial need. To be considered for FWS, a student must submit the Free Application for Federal Student Aid (FAFSA) and answer "yes" to the question: "Are you interested in being considered for work-study?" The FAFSA is available online at Since FWS funds are limited, students should complete the FAFSA according to the SFAO Financial Aid Timeline.
    • » As a FWS recipient, students must meet the credit hour enrollment requirement and maintain satisfactory academic progress. Federal regulations mandate that no exceptions be made regarding the minimum credit hour enrollment requirement.
    • » Students may work in a FWS AND University Funded position at the same time. Students may also work in more than one FWS position at a time, but should monitor earnings so that they know when they are nearing their FWS award  limit.
  • FWS Earnings Limit
    To determine if a student has been awarded FWS, the student must access their account in FlashLine via the Student / Finances page. Under the Financial Aid heading, the student must click on the Financial Aid Awards link.  The student must then click Financial Aid Awards and under Award Year, select the appropriate award year form the drop-down menu and Submit. The student can click on Award Overview to view if the FWS award exists. A student that cannot view a FWS award and would like to check on the possibility of being awarded FWS should contact the Student Financial Aid Office at 330-672-6000.

    The SFAO monitors the earnings of each FWS student employee for each employment period to ensure that FWS wages earned are consistent with those permitted under the provisions of Federal regulations. Students receiving FWS are required to record hours worked on a paper or online timecard. The SFAO will indicate to Career Exploration and Development when a student's earnings have reached the FWS award amount, and Career Exploration and Development will alert the employing department. The student's wages will be paid from University Funding unless Career Exploration and Development is notified by the employing department, in writing, that they wish to terminate the student's employment.

    Students should monitor their earnings with each paycheck so they will know when their earnings limit is approaching. FWS money is received as it is earned through a paycheck and it is not applied directly towards the tuition bill.

  • Adjustment of FWS Award Amounts
    The SFAO may be able to adjust a FWS award amount if a student has an "unmet financial need" and funding is available. If a student falls below half-time enrollment or receives additional financial aid which changes his/her total financial aid eligibility, student's employment may be terminated, or the FWS award amount reduced. If a change in FWS occurs, the SFAO will notify Career Exploration and Development in writing. Career Exploration and Development will then contact the employing department regarding whether it is possible to pay the student with 100% University Funding.
  • FWS Suggested Weekly Work Hours
    Hours are based on Minimum Wage ($9.30 as of January 1, 2022) over a 30-week Academic Year. (Example: $3,422.4/$9.30 = 368 hours, 368 hours/30 weeks = 12 hours per week.)
Students Semester Award Annual Award # Work Hrs/Week
New First-Year Students $1250 $2500 10 hours
Returning Students $1500 $3000 12 hours

Grant Funded Students

A Primary Investigator (PI) should review the policies and procedures for Grant Proposals that Include Funding for Student Employees (PDF) and submit the completed On-Campus Student Employment Position Information Form to Career Exploration and Development.  PI's should also be aware that students must 1) meet enrollment eligibility requirements, 2) complete required employment documents, and 3) agree to the Student Employment Certification Statement in order to be eligible for employment.

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High School Students

The employment of high school students provides work experience to potential Kent State students and employment for particular groups of high school students, including students with disabilities. Departments are also able to fill positions where Kent State student candidates have not been found or where little interest has been generated among the college student population. High school students employed by Kent State University are not required to meet the credit-hour enrollment requirement.

The employment of high school students must meet all of the requirements of Chapter 4109 of the Ohio Revised Code (ORC) and the State of Ohio's Minor Labor Laws, as well as the university policy regarding on-campus activities involving minors. High school students under the age of 18, interested in employment at Kent State should make sure to take the following steps:

  • Fill out the Application for Minor Work Permit.
  • Have it signed by the student’s initial on-campus employer.
  • Obtain an original Age and Schooling Certificate from either the student’s high school or The Board of Education of the student’s school district
    1. For ages 14 and 15, the certificate is required for Fall, Spring and Summer employment
    2. For ages 16 and 17, the certificate is required for Fall and Spring employment
      1. Unless the student has graduated high school
  • The Age and Schooling Certificate must be presented to Career Exploration and Development in order to establish permission to work as a high school student
  • The student will then be required to complete additional state and federal forms (employment paperwork) required to establish eligibility to work on campus.

High school students can NOT be hired through CampusWorks.  Once the Age and Schooling Certificate is obtained, the hiring department will complete a Student Employment Hiring Form and submit it to Career Exploration and Development will then send the employment paperwork and inform the student on how to complete the ID verification.  

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International Students

Work Hour Limits

The U.S. Citizenship and Immigration Service (USCIS) has limited part-time employment for international students to no more than 20 hours per week during the semester. Allowing an international student to work more than 20 hours per week could have serious implications for the student and the University. International students may work up to the 28-hour work week limit when classes are not in session (fall, winter, Thanksgiving and spring breaks) and during the summer.

International Students Without a Social Security Number


  • On-campus employers may interview and offer employment to international students without a social security number, but MAY NOT allow the student to begin work until they have completed the required employment eligibility forms through Career Exploration and Development.
  • Once supervisors have identified an international student for employment, they must complete Section I of the Social Security Employment Verification Form and Offer of Student Employment Form. Both forms are located in the Forms LibraryStudents will then take the Social Security Verification Form to the Office of Global Education for the completion of the next steps. We suggest supervisors retain a copy of the form until the student has been hired.  Students will electronically sign the Offer of Student Employment Form via DocuSign.
  • The Office of Global Education will complete the Social Security Employment Verification Form. Students will then take the completed Social Security Employment Verification Form and apply for the Social Security number online by creating an account through the Social Security Administration’s website at
  • Once the student applies for a Social Security number and before the student comes to Student Employment, they should:
    • Before the student comes to Student Employment, they should:
      • Sign the electronic Offer of Student Employment Position Form
      • Log into CampusWorks at:, with their FlashLine username and password, click the “Accept” button to sign the Student Employment Certification Statement
      • Complete the employment paperwork forms received from Student Employment in Docusign (I-9, SSA, Ohio Tax Withholding, Federal Tax Withholding)
  • After completing the above steps, then visit Career Exploration and Development (261 Schwartz) to present the following: A) Acceptable Photo Identification (i.e., Passport), 2) I-20, and 3) I-94.
  • Once the employment paperwork is completed, the supervisor will offer the position through CampusWorks.  A Confirmation email will be received when all requirements are met and the student may begin work.
  • Once you have received the confirmation email, Payroll should contact you about setting up an account in the Sprintax Tax Determination System to finalize the employment process. If you have not heard from Payroll within 10 days after starting your new job, please contact Kristina Racher at

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