Student Employment Handbook - Hiring and Supervision


HANDSHAKE and CampusWorks

HANDSHAKE 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 plan to hire. 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.

Student Employment Certification Statement

Student Checklist for On-Campus Employment

1)  Search and apply for student positions on HANDSHAKE. New postings are added daily with peak hiring occurring around the beginning of each semester.

NOTE: “Work study: Eligible students only” is not a requirement for application as indicated by Handshake, disregard that messaging. Students can apply for all on-campus jobs regardless of their Federal Work Study status.

Additional search strategies:

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

     All FIRST-TIME student employees must:

  • Electronically sign the Offer of Student Employment Form sent by your hiring department via Dynamic Forms.
  • Once the Offer of Student Employment Form is completed, Career Exploration and Development will send the employment paperwork (I-9, SSA, and Tax Forms) to the student via Adobe Acrobat Sign.
  • International students: Keep in mind that the process is different for International Students.
  • Once the employment paperwork is completed in Adobe Acrobat Sign, the student will come in-person to Career Exploration and Development (Schwartz 261) or the appropriate regional campus student employment office (see below) and must bring acceptable forms of I.D. to complete the required ID verification for employment on campus. For example, a U.S. passport or passport card alone may be used. Alternatively, a KSU FLASHcard or a state driver's license plus an official Social Security card or birth certificate may be used. Documents must be unexpired and may not be photocopies. After the student completes ID verification, the completed employment paperwork is processed within 1-2 business days and the student is sent the Next Steps email from Career Exploration and Development.
  • Login to 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 CampusWorksYou 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.
AshtabulaBusiness Services OfficeMain Hall
College of Podiatric MedicineStudent Affairs DepartmentMain Building
East Liverpool /ColumbianaBusiness ServicesMain Building
Geauga/Twinsburg CenterDean's OfficeMain Building
KentCareer Exploration and Development261 Schwartz Center
Salem / ColumbianaBusiness Services OfficeMain Building
StarkStudent ServicesRoom 134, Main Hall
TrumbullStudent Services OfficeWorkforce Building
TuscarawasDean's OfficeFounders Hall

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Supervisor Checklist for On-Campus Employment

International students: Keep in mind that there are additional steps for International Students.

1)  Post available positions on HANDSHAKE.

  • 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.


  • The hiring department must submit the initial employment offer via the online Offer of Student Employment Form via Dynamic Forms, which is found in the Forms Library
  • The student must electronically sign this form to accept the offer and once the Offer of Student Employment Form is completed, Career Exploration and Development will send the employment paperwork (I-9, SSA, and Tax Forms) to the student via Adobe Acrobat Sign.
  • Once the employment paperwork is completed in Adobe Acrobat Sign, the student will come in-person to Career Exploration and Development (Schwartz 261) or the appropriate regional campus student employment office (see below) and must bring acceptable forms of I.D. to complete the required ID verification for employment on campus. For example, a U.S. passport or passport card alone may be used. Alternatively, a KSU FLASHcard or a state driver's license plus an official Social Security card or birth certificate may be used. Documents must be unexpired and may not be photocopies. After the student completes ID verification, the completed employment paperwork is processed within 1-2 business days and the student is sent the Next Steps email from Career Exploration and Development.
  • Keep in mind that the hiring process is slightly different for International Students. You must complete section I of the Social Security Employment Verification form for the student, which can be found in the Forms Library. You may view the additional steps in the International Students section of the handbook.

4)  Log in to 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 nameWork Hours Per Week
Department Index NumberJob Begin/End Dates
Position NumberPay Amount/Level
Job LocationSupervisor 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 TimeClock Plus 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.

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Forms Library

Employment Action Forms

International & High School Student Forms

Career Readiness and Supervisor Resources

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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.  

Summer 2024 hiring will be available in CampusWorks on April 15, 2024. Fall 2024 and Fall 2024-Spring 2025 hiring will be available on July 1, 2024. Spring 2025 hiring will be available in CampusWorks on November 1, 2024.  

Appointment PeriodBegin DateEnd Date
2023 - 2024 FY (CPM)07/01/202306/30/2024
2024 - 2025 FY (CPM)07/01/202406/30/2025
Spring 20241/14/20245/11/2024
Summer 20245/12/20248/10/2024
Fall 20248/11/202412/14/2024
Fall 2024 - Spring 20258/11/20245/10/2025
Spring 20251/12/20255/10/2025

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 Exploration 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.

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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 the University Budget Office at 330-672-3750.

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Training, Supervising, Recognizing

  • 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 

    2)  Performance standards and evaluation process including supervisor name and contact information 

    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

    9)  Key policies and resources designed to protect the work environment regarding:
         »  Discrimination and Harassment - Policy Register 5-16  and 5-16.1

         »  Gender Discrimination and Sexual Harassment - Policy Register 5-16.2
         »  Sexual and Relationship Violence Support Services

  • 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.
  • 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. Refer to FlashesGrow for more information. 
  • 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, 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 employment of a current or former student employee are required to be referred to uConfirm via

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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 for students.
  • Surprise students with small tokens of appreciation such as candy, cookies, or a treat bag. Here are some ideas for treats and a note to include:
    • Extra Gum - Thanks for going the extra mile!
    • Mints - You are a breath of fresh air to our office!
    • Smarties - To remind you of the expertise you share with others!
    • Life Savers - Thanks for being a real lifesaver!
    • Starburst - You’re a star!
    • Atomic Fireball - Thanks for keeping us fired up!

Virtual Ideas

  • Send a Virtual card or virtual gift card.
  • Host a virtual celebration. 
  • Plan a virtual game night. Some examples of games you can play online:
  • Submit a shoutout for your student employee(s) for Student Employee Appreciation Week to be shared on CED's social media.
  • Have food delivered to your student employees via a food delivery service (e.g., DoorDash or Uber Eats) or send a gift card for this service.
  • Send a snack box subscription.

Other Ideas

  • Host a celebration with treats, snacks, or lunch for the students from University Culinary Services.
  • Make care packages for the student employees. This is a great idea for finals week. 
  • Leave a balloon, flowers, movie tickets, a gift card, or a University Bookstore gift certificate at the student's work area. 
  • Purchase Kent State memorabilia (e.g., sticker, socks, mug, shirt) for student employees. 
  • Hold a special celebration for graduating student employees. 

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