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Your Student Job

 

If you're looking to expand your skillsets and earn extra money through student employment, you've come to the right place! Below, find important information you will need as you start your student job at Earlham.

 

Video Guide for Finding Student Jobs

Check out the below video to learn more about applying for student employment jobs at Earlham:

 

New Hire Information

Student Employment Goal

Student employment is intended to be of mutual benefit for the students who desire campus employment as well as for members of the campus community who have need for work to be performed.  Campus employment can serve as a co-curricular educational opportunity to help students build their workplace professional competencies and job skills in order to assist them in obtaining later internships, fellowships and employment in addition to providing a way for students to meet educational expenses.  Work study awards are not “owed” to the student if they are not earned within the academic year and they are not transferrable from one academic year to another.

 

Finding a Job

Students are responsible for finding their own job on campus, but Career Coaches in the Center for Career and Community Engagement can help you get started. Visit the "Find a Job" tab for more information on how to find jobs.

 

Eligibility

Most students are eligible to work; however, students with no work study or work award in their financial aid package must take “Non Award” positions and may work up to an average of 10 hours a week.  If you do not know your work status, contact the Financial Aid Office.

New student employees may not begin work for Earlham until they have been hired and have completed the necessary employment documents (see the Forms tab on this page) including the I-9, W-4, WH-4, Confidentiality Statement and Direct Deposit. Students must know their Social Security number to complete the forms.  Identification that is original and unexpired is required for the I-9 form. Photocopied and scanned copies are not acceptable for identification.   

 

Hours

For those students with Federal College Work Study or Work Award as a part of their financial aid package (sent in writing with the students’ acceptance letter), students are eligible, but not required, to work up to the limit of their financial aid award for work study.  If you have questions about this or your work-study award, contact Financial Aid.  Non-Award students may work up to an average of 10 hours a week during the academic terms.

 

Policies for Student Employees

Workplace policies are outlined in the Student Employment Handbook for Employees and Supervisors. Students and employers are expected to be familiar with the policies and standards set out in the handbook. The Handbook is available in TheHeart and in Moodle under Student Employment in the Toolkits.

 

Pay Rate

The pay rate for hourly student positions is $7.25 an hour.

 

International Students

  • International students have additional requirements before working; visit the International Students tab on this page.
  • The Federal Government prohibits international students from working over 20 hours in a week while school is in session.
  • Earlham College requests that students work no more than an average of 10 hours a week during the academic terms.

 

 

Required Forms for Student Employment

The below forms must be completed and submitted to Human Resources prior to your first day of work on campus. 

 

I-9 — http://www.uscis.gov/sites/default/files/files/form/i-9.pdf

Required by the U.S. Citizenship and Immigration Service for employers to have of employees verifying identity and that employees are able to accept employment in the U.S.

  • List of Acceptable Documents - This is a list of identification(s) required to complete the I-9. Bring those original, unexpired identification(s) to Earlham this fall. Photocopied and scanned copies are not acceptable for identification. Students will need to keep this identification until they get a job and complete the employment documents. Then, return the I-9 form to Student Payroll in Human Resources.

 

W-4 — http://www.irs.gov/pub/irs-pdf/fw4.pdf

This is the Federal Withholding Form W-4 for 2017. Print and complete this form and bring to Student Payroll in Human Resources.

 

WH-4

This is the State of Indiana Employees Withholding Exemption and County Status Certificate. Print and complete this form and bring to Student Payroll in Human Resources.

 

Confidentiality Statement

The Earlham College Confidentiality Statement is available in Human Resources Office. Sign, date and return to Student Payroll in Human Resources.

 

Direct Deposit — /media/177224/directdeposit-net.pdf

Earlham College Direct Deposit form for paycheck direct deposit. Complete and return to Student Payroll in Human Resources. This may be submitted separately from the above documents.

Find the Right Student Job

Student employment is a great way to gain work experience, expand your skillset, and meet new people in our campus community.

Before you apply for jobs, you should check your financial aid package to see if you are eligible for Federal Work-Study or an Earlham Work Award. Students who do not have Work-Study or a Work Award may still work on campus, but there may be fewer jobs available to them.

After you've checked your financial aid package, make sure you have original copies of identification, such as a passport. You will need to bring these to campus to complete your tax paperwork. Go to the "Forms" tab for more information about what you'll need and which forms of ID are accepted.

Ready to find a job? Read on:

 

How do I apply for student jobs?

To find and apply for student employment positions: 

  1. Log in to Handshake using your Earlham ID and password.

  2. Go to the Documents section under "Career Center"  to upload your resume. Don't have a resume? Check out our resume handout to get started, and meet with a Career Coach if you have questions.

  3. Go to Jobs in Handshake and, under "Job Type," filter for "On Campus Student Employment."

    *Note: There are other types of jobs and internships listed in Handshake, so you must filter for Student Employment.

  4. Select a job, read the description, and click Apply. Most jobs will require you to attach your resume, and possibly a cover letter and/or academic schedule. Other jobs will take you to a webpage to fill out a form.

  5. Repeat! It's wise to apply for several student employment jobs in order to have the best chance possible of finding employment. If you're having trouble, talk to a career coach about your skills and abilities and to polish your application documents.

  6. Wait to hear back! It sometimes takes a few weeks for employers to gather applications and start interviewing students. If you haven't heard back from an employer in a week or more, you can find their contact information on the job posting in Handshake and email them to ask where they are in the job selection process. You can also check the status of your applications by logging into Handshake and going to the Applications section, which can be found under Jobs.

 

I got the job! Now what? 

Once you have been offered a student employment position, you will need to make sure you are ready to work—and if you have never worked on campus before, that means visiting Human Resources (HR) to fill out paperwork. You will need original copies of identification in order to complete the paperwork process. To learn more about the documents you need to bring to campus, go to the Forms section on this page.

A few best practices:

  • Do not wait to apply for jobs; hiring goes quickly at the beginning of a semester. Some jobs will begin accepting applications even before the semester begins.
  • Some jobs are not 10 hours a week; go ahead and apply.
  • Apply for multiple jobs at the same time; do not wait to hear back from employers.
  • Don’t worry if you do not have your academic schedule yet; go ahead and apply for jobs. If a job requests that you upload your class schedule, you can always attach a document that says "I will provide my academic schedule once it is finalized."
  • If you have applied for a job but haven't heard back in a week or more, you can go your Applications in Handshake to see if your application is still "Pending," or if the employer has selected "Declined" or "Hired." You can also reach out to the contact person for a specific job and ask them if they can provide any information about the hiring process timeline. The contact person for a job can be found in the job description in Handshake.

 

How can I stand out in my student job?

It's important to be proactive in your student job. To make the most out of your work opportunity, try Lynda.com's training videos. From Photoshop to public speaking, these tutorials can help you build the skills you need to take your student job to the next level. 

To access Lynda.com, simply log in to theHeart and find the link under Information Services.

Don't forget to add your student job to your resume! Schedule an appointment with your Career Coach to learn more about how to talk about your experiences.

Information for International Students

International students fulfill a variety of jobs on Earlham's campus. Here's your guide to starting employment.

BEFORE YOU START WORKING:

  1. Complete and print out Glacier and I-94 documents and turn them in to Mandy Roell in Carpenter #018.
  2. Collect your Social Security Letter from CGE (most students with F-1 visas will complete steps 1 and 2 during NSO).
  3. Get hired for an on-campus job, but don’t start working yet!
  4. Ask your supervisor to fill out the following document:

    Social Security Letter from CGE - Once this form is complete, you will need to take it to CGE for a verification signature.  Either Candice Marshall (LBC 132), Ali Edington (LBC 133), or Safia Diarra (LBC 127) can sign your letter.

  5. Apply for a Social Security Number by taking the following documents to the Social Security Administration Office (500 North A Street, Richmond, IN 47374), which is open Monday, Tuesday, Thursday and Friday 9:00 a.m. – 4:00 p.m. and Wednesdays 9:00 a.m. – 12:00 noon.  Please note that they are closed on national holidays.

    Social Security Number Application form SS-5
    Competed Social Security letter from CGE
    Valid Passport (or official copy of Birth Certificate, if born in the U.S.)
    I-20 form
    Printed I-94 form
    One other piece of identification—a student ID card, driver's license, credit card, etc.

  6. Obtain a receipt from the Social Security Administration Office when they submit your application.

  7. Take the following documents to the Human Resources office, Carpenter Hall #005 between 8:00 a.m. – 12:00 noon or 1:00 p.m. – 5:00 p.m. Monday - Friday.

    I-20
    I-94 (go to https://i94.cbp.dhs.gov/I94/ to print)
    Passport
    Receipt from the Social Security Administration

YOU MAY (finally!) BEGIN WORKING AT THIS POINT! However, there are a few more steps to complete this process. If you do not do the steps listed below, you will be required to stop working per Federal Regulations.

When you receive your Social Security Card in the mail (approximately 2-4 weeks after you apply for it):

  1. Update your Glacier account (https://www.online-tax.net) with your Social Security number, and print out the updated Glacier information.
  2. Take your printed Glacier forms and your Social Security card to the Human Resources office so they may complete your employment paperwork.

Earlham College policy allows students to work an average of 10 hours per week. Two reasons students are limited to 10 hours per week are that 1) you are students first and work should be secondary and 2) there are only a limited number of jobs on campus and we need to accommodate students with student employment awards.

The Federal Government additionally prohibits international students from working over 20 hours a week during academic semesters. Violation of this Federal Regulation will result in a terminated SEVIS record and loss of your F-1 student visa status.

Pay Schedule

Student employees are paid bi-weekly. Student employment jobs at Earlham pay $7.25 an hour.

Before you begin work, make sure you have completed your tax paperwork with Human Resources in the basement of Carpenter Hall. 

In order to be paid, you must:

  • have completed your tax paperwork. First-time Earlham College employees must submit the required forms and have the required original, unexpired identification. See the "Forms" tab for more information about this identification.
  • have recorded and submitted your work hours to your supervisor by the end of each pay period. To access the electronic time sheets tool, log in to TheHeart.

Frequently Asked Questions (FAQ) About Student Employment

Where do I go if I have questions about student employment?

What do I need in order to apply for student employment jobs?

Who is eligible to work as a student employee?

What is Federal Work-Study? 

What are the expectations of a student employment job?

Where can I find the policies for student employees?

Are all student employment positions on campus? 

Is transportation available to and from off-campus student employment sites? 

How many hours can students work?

How do student employees get paid? 

I applied for a job and never heard back. What now?

When can I start? 

What should I know if I'm an international student on a visa?

 

 

Frequently Asked Questions

Where do I go if I have questions about student employment?

Student Employment at Earlham is managed by three different departments: the Center for Career and Community Engagement, the office of Financial Aid, and the Business Office.

If you have questions about:

  • Finding, posting, and/or applying for student employment positions: contact the CCE at ccce@earlham.edu.
  • Student payroll or tax paperwork: contact Pat Houser in Payroll or Kate Shiprak in Human Resources.
  • Work award amount: visit Financial Aid on the second floor of Tyler Hall. 

What do I need in order to apply for student employment jobs?

To apply for student jobs, you will first need a resume. If you need help creating a resume, you can set up a phone, in-person, or video call appointment with a Career Coach in Handshake.

Before you can begin working on campus, you must complete your tax paperwork. In order to complete your tax paperwork, you will need to present original copies of identification (such as a passport). To learn more about what you will need to bring to campus, visit the Forms section of this page.

Please note: you may begin applying for jobs in Handshake prior to completing your tax paperwork; you just need to finish your paperwork before your first day of work.

Who is eligible to work as a student employee?

Most students are eligible to work; however, students with no Work-Study or Work Award in their financial aid package must take “Non Award” positions and may work up to an average of 10 hours a week.  If you do not know your financial aid status, contact the Financial Aid Office.

New student employees may not begin work for Earlham until they have been hired and have completed the necessary employment documents (see Forms) including the I-9, W-4, WH-4, Confidentiality Statement and Direct Deposit form. Students must know their Social Security number to complete the forms.  Identification that is original and unexpired is required for the I-9 form. Photocopied and scanned copies are not acceptable for identification.  

There are a variety of student employment opportunities at Earlham. Some jobs may require Work-Study status, but others are open to all students. Check the individual job postings in Handshake for eligibility requirements.

What is Federal Work-Study? 

Students who are financially eligible may receive Federal College Work-Study or another work award as part of their financial aid award. Work-Study benefits students by helping them to gain real-life work experience as they expand their career network and skills.

Work-Study jobs are not positions that allow time for homework or study. "Work-Study" is simply the name of the federal program that funds these positions for students.

The amount of a Work-Study allocation reflects an earnings cap and is not a guarantee that a student will receive the full amount of the allocation. To utilize Work-Study, recipients must secure a position and complete their tax forms. These forms are available at the Student Payroll Office or the Human Resources Office in the basement of Carpenter Hall. Following being hired and completing their tax forms, students' supervisors must submit a completed student timesheet bi-weekly to the Student Payroll Office in Carpenter Hall basement. The timesheet should be signed by the student and supervisor.

If you have been awarded Work-Study, make sure you: 

  • Know your Work-Study amount and hours per week.
  • Complete tax forms in the Student Payroll Office in the basement of Carpenter Hall.
  • Use Handshake to find on- and off-campus Work-Study positions.
  • Apply and interview for positions! Career Coaches in the CCE can help you prepare.

What are the expectations of a student employment job?

As in any job, student employees should be prepared to show up for work on time, dress appropriately and have good hygiene, and communicate with their supervisors if they will not be able to come to work. Other expectations should be discussed between the student employee and the supervisor.

Other things to know as a student employee: 

  • You will accrue no vacation, holiday or sick days.
  • If you get hurt on the job, please contact Human Resources  immediately.

Where can I find the policies for student employees?

Workplace policies are outlined in the Student Employment Handbook for Employees and Supervisors. Students and employers are expected to be familiar with the policies and standards set out in the handbook. The Handbook is available on TheHeart, in Moodle – Student Employment in the Toolkits.

Are all student employment positions on campus? 

A unique experience available to Earlham students is the ability to fulfill Work-Study awards at work sites off campus. A variety of community partners (often service-oriented non-profit organizations) offer students opportunities to work at their sites and contribute to bettering the Richmond/Wayne County community. To find these opportunities, search for Student Employment jobs in Handshake.

Is transportation available to and from off-campus student employment sites? 

The Community Engagement Shuttle provides transportation to and from off-campus Work-Study sites at non-profit organizations. You can learn more and reserve your spot on the shuttle on the Community Engagement webpage

How many hours can students work?

We request all students to work, on average, ten hours per week on campus. (Even if you have multiple jobs, your total hours for all jobs should not exceed an average of 10 hours per week.) For those students with Federal College Work-Study or Work Award as a part of their financial aid package (sent in writing with the students’ acceptance letter), they are eligible, but not required, to work up to the limit of their financial aid award.  If you have questions about this or your work-study award, contact Financial Aid.  Non-Award students may work up to an average of 10 hours a week during the academic terms.

How do student employees get paid? 

The pay rate for hourly pay positions is $7.25 an hour. Student employees are paid bi-weekly.

In order for students to be paid, employers must let Human Resources (HR) know that the student employee has been hired.  First-time Earlham College employees must submit the required forms and have the required original, unexpired identification. Employees’ time worked must be recorded and submitted to their supervisor for approval by the end of the pay period.

When completing your tax paperwork, you should also complete a Direct Deposit form. This form allows Earlham to deposit your paycheck directly into your bank account.

Money earned through Student Employment is not automatically applied to a student's outstanding balance for tuition and fees. If you would like to apply some or all of your paycheck to your tuition bill, you will need to log on to the Student Account Center to make a payment.

I applied for a job and never heard back. What now? 

Make sure you apply for multiple student employment jobs, and keep applying until you are hired into a position. If you have not heard back from a job you applied for and want to know about your status, you can double-check in Handshake. In Handshake, view your Applications, which can be found under the Jobs section. There, you will see that each application is marked as either "Submitted," "Declined," or "Hired." If your application still says "Submitted," it means the employer has not yet marked you as either "Declined" or "Hired." In that case, you can email the contact person for that particular job and politely ask about their timeline for hiring the position. (Make sure to emphasize your interest in the job!) You can find the contact information for the employer in the job description.

When can I start? 

Students who have received a work-award may begin working on the first day of class each semester. Students cannot begin work prior to the first day of class. Before beginning work, make sure you have visited Human Resources in the basement of Carpenter Hall in order to process your paperwork.

What should I know if I'm an international student on a visa?

Go to the Your First Student Job page and click the "International Students" tab to find everything you need to know about working on campus as an International Student.

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Earlham College, an independent, residential college, aspires to provide the highest-quality undergraduate education in the liberal arts and sciences, shaped by the distinctive perspectives of the Religious Society of Friends (Quakers).

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Richmond, Indiana
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