Student Employment

Employing Students at Sewanee

Use this page to recruit, hire, and support student employees. Start with what you need to do, then use the detailed guidance and resources below as you move through the employment process.

Know your student employment type

The first step is knowing how the position is funded because that determines where you begin the hiring process.

Student Budgeted (SB)
Student Budgeted positions are funded by the department or program where the student works. These make up the majority of student jobs on campus.
Start with Human Resources.
Federal Work-Study (FWS)
Federal Work-Study is a financial aid program for eligible students. FWS positions are coordinated and funded through the Office of Financial Aid.

Recruiting a student

If you have a position but have not identified a student, begin by preparing a clear job description and requesting a Handshake posting.

1. Define the job
Prepare a job description that explains the work, responsibilities, expected schedule, and qualifications.
2. Request the posting
Student opportunities are posted in Handshake through Career Readiness.
3. Review applicants
Review applicants, select the student you want to hire, and then move into the appropriate hiring process.

Hiring a student

Once you have selected a student and the student has accepted your offer, begin the formal employment process before allowing any work to occur.

Student Budgeted position
Contact Human Resources to initiate the hire for a Student Budgeted position.
Federal Work-Study position
Contact the Office of Financial Aid at workstudy@sewanee.edu for Federal Work-Study positions.

Do not let a student begin work until they are cleared

Students must complete required employment documentation before performing any work. Most of the process can be completed remotely, but Form I-9 requires an in-person inspection of acceptable original documents.

Before scheduling work
Confirm that the student has been authorized to begin working.
Form I-9
Students must present acceptable original documents for the required in-person verification.
Need confirmation?
Use the University’s approved authorization process or contact Human Resources if the student’s status is unclear.

Supervising student employees

Student employment is both employment and a learning experience. Supervisors set expectations, provide direction, and help students build good workplace habits.

Confirm authorization.
Make sure the student is cleared before work begins.
Set a schedule.
Student work should never conflict with scheduled classes.
Set expectations.
Discuss attendance, communication, dress, and performance standards.
Provide meaningful work.
Give clear assignments, feedback, and opportunities to learn.
Monitor hours.
Ensure time is recorded accurately and submitted on time.
Address concerns early.
Talk with the student and contact HR when additional guidance is needed.

Time and payroll

Supervisors are responsible for reviewing student time for accuracy and approving it by the applicable payroll deadline.

Electronic time
Unless instructed otherwise, students record time in Banner Self-Service and supervisors approve it through the electronic approvals process.
Paper timesheets
If a position uses a paper timesheet, review it for accuracy, approve it, and submit it to student payroll by the deadline.
Payroll calendar
Use the student payroll schedule to track student submission and supervisor approval deadlines.
Academic responsibilities come first
Students may not work during scheduled class times. Supervisors should review the student’s class schedule each semester and establish a work schedule that supports the student’s academic responsibilities.
Looking for information to share with a student?
Students also need guidance on finding jobs, completing employment documentation, recording time, and getting paid. Keep student-facing instructions separate from the supervisor process so each audience can quickly find what applies to them.
Student Employee Resources

Need help?

If you are not sure how a student position should be funded, where to begin the hiring process, or whether a student is ready to work, contact Human Resources. For Federal Work-Study questions, contact the Office of Financial Aid.

Title IX | Sexual Misconduct Concerns

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