Student employment is more than just income for a student; it's a chance for you to provide mentorship and meaningful work experiences that enhance our students' post-graduate outcomes.
Rehiring Student Workers
If you are rehiring a student who worked in the same position for your department during the previous academic year, you do not need to repost the job; just fill out the rehire form by clicking here.
You do not need to complete the rehire form for students who are continuing in the same position between Fall and Spring semesters.
Posting Open Positions
The first step in hiring a new student worker is to post the open position in Handshake. Handshake is where students know to find student employment jobs, and over 80% of our student body have logged in to this system to look for jobs.
- Register as an Employer and post the position in Handshake. HR and CCE staff will be happy to assist you in accessing Handshake. You can email us at email@example.com to schedule a training on this process.
When entering the position title, include the departmental budget code to be used. For example: "Student Marketing Assistant - 0001."
Under "Position Type," select "On-Campus Student Employment."
If your funds for student employment come out of Federal Work-Study or Earlham Work Award, select "Yes" when asked if it is a work-study position. If you have department funds for paying Non-Award students, select "No."
*Note: If you are rehiring a student who worked for you previously, you do not need to repost the position;just fill out the rehire form instead at tinyurl.com/earlhamrehire.
- Review applications and interview students. Although not required, interviewing students can help you find the right fit and helps students gain experience with a crucial job search skill. You will receive applications from students via email from Handshake.
Hiring New Student Workers
You've posted your job in Handshake and received applications from students; now follow the steps below to hire and onboard your new student employee.
- Notify the students you would like to hire and confirm 1) the day they can begin working and 2) that they have completed their tax paperwork with HR. You can check a student's tax paperwork status by looking them up in the student directory in TheHeart. If they have not completed tax paperwork, they must visit HR in the basement of Carpenter Hall to do so prior to their first day of work. It is important that students complete their HR tax paperwork before they begin any work or training. Do not allow student workers to begin work prior to completing their tax paperwork.
- Log back into Handshake and select your student employee(s). After clicking on your position, you will see a list of applicants. To the right of each applicant's name and information, click the menu button to see the options "Mark as Declined" and "Mark as Hired." Mark all students as either Hired or Declined. This lets students know whether they need to keep looking for a job or not.
- Expire the job posting. This can be done by logging into Handshake and clicking on the job. This will prevent additional students from applying for your position.
- Train your student on using electronic time sheets, as well as any other skills needed for the position. If you would like help in conducting training, contact HR or the CCE or try using the tutorial videos in Lynda.com. These videos cover everything from social media marketing to customer service and more.
Be a mentor.
Student employees can fulfill a variety of roles on our campus. Our goal is to ensure that they are engaged in work that allows them to build transferrable skills, or skills that can translate into their future careers. We can best serve our students by helping them develop communication, decision-making, problem-solving, and analytical skills through their student jobs. If you would like assistance in identifying meaningful projects or tasks for your students, please contact the CCE.
Teach life skills.
Lynda.com is an excellent resource for supervisors looking to expand their student workers' skillsets. From Photoshop and Microsoft Office to public speaking and customer service, you can find a wide variety of online tutorials that may be useful in training your student employees. To access Lynda.com, simply sign in to theHeart and find the link under Information Services.
Still have questions about student employment on campus? Contact one of us to learn more:
General Student Employment and Handshake Questions:
Jen Banning Gose, Director of Career Education
Lea Staedtler, Assistant Director of Career Education
Paperwork and Payroll Questions:
Kate Shiprak, Office Manager and Benefit Specialist
Pat Houser, Office Manager and Payroll Specialist
Financial Aid (Work-Study and Work Award) Questions: