FAQ: Student Hiring Official
Where can I find additional hiring official resources?
What is the procedure for adding an additional/new hiring official or supervisor?
The new hiring official/supervisor should contact a member of the Human Resources Specialist team for instructions.
Do I complete the termination section of the Student Employee Resignation/Termination Form if the student is just resigning from their job?
Yes. In the termination section you can indicate that the student voluntarily left their position. However, if the student has only worked for your department for a short amount of time, an e-mail to a Human Resources Specialist will also work to ensure that the student’s job is ended and time sheet notifications are ended promptly.
Will Human Resources accept a scanned copy of the Student Worker Authorization Form?
Yes. You may scan completed copies of the form to a Human Resources Specialist or to the Human Resources E-mail inbox. Please do NOT send a duplicate form through the mail.
How many semesters does the Student Worker Authorization Form cover?
Please submit a student worker authorization form for each semester/term (fall, winter, spring, summer). A student’s funding and eligibility change each semester/term and must be verified and processed by HR before they can begin working. If a non-enrollment period is available before the semester/term begins, please indicate on the form if you would like the student to work during the non-enrollment period.
What are periods of Non-Enrollment?
These are times between official University semesters when no classes are scheduled. Hiring officials must receive special permission from Human Resources before a student may work during a period of non-enrollment as an Institutional student worker. For Federal student worker approval, please contact Student Financial Assistance.
How is a potential student employee notified about their background check?
After the requisition is submitted for background check in OES, the Human Resources Specialist team will submit the background check request electronically. The student will then receive an e-mail with a link to complete their background check. The e-mail address used is the e-mail that the student entered into their OES application.
How long does it take to complete a background check?
The amount of time will vary from student to student depending on how much information needs to be checked and the response time of the offices that provide that information. The average check takes 3-5 business days, but may be longer during periods of high volume.
What happens if the student does not complete their background check?
The link in background check e-mail is active for 10 business days. After 5 days, the student will receive an automatic follow-up reminder e-mail. If the student never starts their background check, Human Resources will be notified and the hiring official will be contacted with their options. No student may work without a successful background check.
The student says they did not get the e-mail, what now?
First, the student should check their junk folder. Second, they should verify that there is not a typo in the e-mail address entered on their OES profile. Finally, the student or hiring official may request that Human Resources forwards them a copy of the original e-mail.
Is the Graduate Assistant hiring process different from the undergraduate student worker hiring process?
Only slightly. The graduate student will still apply online, complete a background check, and turn in paperwork to Human Resources. However, instead of being sent a Student Worker Authorization Form, the hiring official/supervisor will complete the online GAIN form through the graduate school.
Can a student be both a Graduate Assistant and a regular student worker?
Yes, however, the student must receive permission from the Graduate School office before they accept a second position.
What is the difference between a Graduate Assistant (GA) and a graduate student worker?
A Graduate Assistant is a graduate level student who is awarded a graduate assistantship stipend through the Graduate School office. These jobs may not be filled by undergraduate students. A graduate student worker is a graduate level student who is hired for a regular, hourly, student job. This job may also be filled by undergraduate students.
How many hours must a student be enrolled in to be full-time?
An undergraduate must be enrolled in 12 hours and a graduate student must be enrolled in 9 hours. The only exception is when a student is in their last semester and requires fewer than the minimum number of hours to complete their degree. In this situation, the student’s advisor should contact the Financial Aid office and request that they be given an override for their final semester.
How does Human Resources let students know they are, or are not, hired?
Students will receive an automated e-mail from the OES site when the requisition is marked as “filled” or canceled by HR. Notifications are sent to all applicants informing them if they are “Hired”, “Not Hired”, or if the position was canceled or withdrawn.
How do I know if a student is eligible for Federal Work Study funding?
Federal Work Study is determined by the FAFSA form. You may contact a member of the Human Resources Specialist team or the Financial Aid office to verify Federal Work Study eligibility of a student. You should also verify with your department’s budget head to find out how much federal money has been allotted to your department.
Can a student be both a Federal and Institutionally funded employee?
Yes. Institutional students must be registered full-time but a student can be eligible for federal funding with just 6 hours registered.
How do I hire a Co-Op student?
The Human Resource office is not involved in the Co-Op program. Please contact the Office of Career and Co-Op.
How does my student employee complete Title IX training?
Please contact the Office of Equity and Inclusion if the student does not receive an e-mail for Title IX training. This e-mail will be sent to their EKU address.
Which Student Employment forms before July 1, 2013 are still required/applicable?
All current forms may be found on the Human Resources Student Employment website. Many of the forms prior to 2013 are no longer required/accepted and do not need to be sent to the Human Resources office.
What forms should I keep as the Hiring Official or Supervisor?
Departments are welcome to retain any additional forms for a student’s file that pertain to department rules, employment agreements, time cards, and performance evaluations. These forms do not need to be sent to the Human Resources office. If you have questions about other forms, please contact a member of the Human Resources Specialist team.
How long should I keep my records for my Student Employees?
The official personnel file for every employee is kept by Human Resources. Department documents (performance evaluations, confidentiality agreements, etc.) are required to follow Kentucky’s retention schedule (available here:http://kdla.ky.gov/records/recretentionschedules/Documents/State%20Records%20Schedules/KYUniversityModel.PDF).
How do I retain records for my Student Employees?
Records may be retained in digital or physical form in a secured location. It is the department’s responsibility to monitor files and to follow the Kentucky retention schedule. For questions, please contact Human Resources (859)622-5094 or Archives (859) 622-1792.
How many hours per week can a student work?
During fall and spring terms, students are limited to working 20 hours per week when they are enrolled in classes. During summer and winter terms, hours in addition to the 20 may be requested and sent to HR for approval.
What happens if my student employee works over 20 hours in a week?
If a student exceeds 20 hours during the work week, you will be contacted by Financial Aid. After the 3rd occurrence, the student’s job will be terminated.
How can I avoid a student working over 20 hours if they have multiple jobs?
When a student receives a second assignment, both supervisors should receive an e-mail from the Human Resources department. It is the responsibility of the student and the supervisors to work together to create a schedule that is at or below 20 hours.
Can a student work during their scheduled class time?
No. A student may only work when their classes are not being held and must be given a buffer of 15 minutes before and after class so they have time to travel to and from work.
What if class is canceled, may the student work during scheduled class time?
No. Students may only work during scheduled class time if the class cancelation applies to the entire University (EX: assurance of learning day). If classes are delayed, the student’s scheduled class time will change to meet the delayed schedule (EX: weather delay, finals). Please note in comments on student timesheet that it was due to University delayed schedule.
When is a student prohibited to work if their class has no listed time?
In these situations, the class is usually partially online and will only meet on campus a few days during the semester. The hiring official should contact the Financial Aid office so they can provide the on campus dates and receive approval for employment.
How does a student get paid?
Students are required to log their time in EKU Direct before the deadline for each payroll period. Students are paid on a bi-weekly 2 week delayed schedule and are required to setup a direct deposit account at Human Resources.
Where does my student log time?
Students log their time in EKU Direct by going to the “Employee” section and then clicking on the “Time Sheet” option. If a student has more than one job, they will need to log their time for each job separately.
What are the webtime entry deadlines?
Students must submit their time by the Tuesday after the pay period ends. Approvers must approve time by the Wednesday after the pay period ends.
My student worker can’t submit time. What should they do?
Please have the student contact the Human Resources office as soon as possible.
What if I can’t see the time my student worker submitted?
Please have the student contact the Human Resources office as soon as possible.
What is the deadline for submitting Student Worker Authorization Forms?
The deadline varies for each semester but all forms should be received at least 1 week prior to the end of the pay period in order for the Human Resources Specialist team to have enough time for setup.
How do I renew a previously employed student worker?
Please complete the Student Worker Authorization Form and check the renewal box near the top of the page. If a student has never worked for your department before, but has worked on campus within the past year, you may also send a renewal form. If you have questions, please contact a member of the HR specialist team.
How do I make changes to a student’s job (EX: org code, pay rate, job title)?
Please submit a new Student Worker Authorization Form with all new changes to the Human Resources office and indicate the changes on the “Hiring Official Notes” line.
What is the pay range for a student employee?
All student positions start at minimum wage but a hiring official may choose to pay a higher wage. All salaries $10.00 per hour and higher must be approved by the Human Resources office.