Student Employee Applicant Search
- Please use PeopleAdmin for advertising open positions to appear in the On-Campus Job Database. For instructions on posting a position, start here.
- Departments are responsible for interviewing and making student employee hiring decisions. Here is an excellent resource for interview questions. Please ensure that you use the same questions for each student you interview for an available position.
- In order to be eligible for a work-study required position at Lewis & Clark:
- the student must be awarded work-study eligibility by Financial Aid - (this information can be found on the student’s Financial Aid Award letter)
- be enrolled at least half time
- be making satisfactory academic progress as defined by the College in accordance with federal and institutional guidelines.
- If a student’s work-study eligibility changes during the term, Student Employment will notify the student employee’s supervisor.
Hiring Student Employees
- Once you have selected your chosen candidate for a position, please submit one of the forms below for each Student Employee to be hired. You will need to be logged into your L&C Gmail account to properly access this form. One Student Employee Hiring Request form per job is required per Fall/Spring academic year.
Student Employee Hiring Requests should be submitted by the Student Supervisor (or other staff member) for processing at least 3 business days prior to the Student Employee’s actual start date, and never less than 1 business day prior to the Student Employee’s actual start date.
Student Employee Hiring Request Forms:
- Please allow at least 3 business days processing time and do not allow the student employee to begin working until hiring is complete. New student employees must complete the I-9 authorization process prior to beginning work. Students complete the form electronically in Workday, then bring their supporting documents to Human Resources (or Law Business Services on the Law Campus).
- It is best practice to send an email to the applicants not chosen for the position to let them know the position has been filled. Here are some sample templates you may wish to use.
All Student Employment Hiring Requests and I-9 document verification must be completed before a student begins working!
On-Boarding Steps for New Student Employees to Complete
Please allow your student employees paid time to complete On-Boarding in Workday, and to come to Human Resources to complete the I-9 document verification if not already completed by the beginning of the first scheduled work shift.
The electronic Workday W-4 form provides tax status information so that the College can withhold the correct amount of income tax from students’ pay. The form is to be completed in Workday, under the “Pay” tab and Tax Elections. If a W-4 form is not on file in Payroll, the standard deduction will automatically be set to the highest single/zero withholding.
Student employees are strongly encouraged to have their monthly wages directly deposited to their domestic saving or checking account. The electronic direct deposit form is to be completed in Workday, under the “Pay” tab and Payment Elections. The student employee must complete the direct deposit form on Workday by the 1st of the month following the pay period that they wish to have direct deposit begin. (For example, the deadline for direct deposit for hours worked in April would be May 1.) More information about how to set up direct deposit in Workday can be found in the On-Boarding guide here under the heading “Add Payment Elections”.
Student employees who will be dealing with confidential information relating to students must be trained on FERPA compliance. Have students complete this FERPA training online prior to accessing sensitive information.
Additionally, you may require that student employees working with sensitive information to complete a Student Employee Confidentiality Agreement. These signed agreements are stored by the student supervisor in the department for which the student employee works.