Resources for Student Employers

Read Employment Policies

These are the University's official policies regarding Student Employment. As an employer you must be familiar with these policies in order to comply with University, state and federal regulations.

Read Employment Programs' Criteria | Job Posting Tutorial

Campus employers and FWS agencies interested in posting Hourly or Work-Study jobs must use our web-based process and enter the job information directly into an online form.

Any student enrolled for at least one credit hour at ASU may use the service. Students will contact the employer directly by following the instructions on the job posting. All job postings will be reviewed by the Student Employment Office within 48 hours and will remain active until closed by the employer. ASU is an Equal Opportunity employer. You may close your position after 48 hours or after you have interviewed 3 applicants.

After making your hiring decision, ASU employers need to request a student hiring form.

Off-Campus FWS agencies must complete a Hiring Authorization Form, which the hired student must personally bring to our office to complete the hiring process.

Read Employment Programs' Criteria | Job Posting Tutorial

This is a free service for employers to advertise their part-time off campus job opportunities. Any student enrolled for at least 1 credit hour at ASU may use the service. Students will contact the employer directly by following the instructions on the job posting. Since this information is also available to the general public, you may receive inquiries from individuals who are not ASU students. All job postings will be reviewed by the Student Employment Office within 48 hours. Accepted job postings will remain active for 30 days or until closed by the employer.

All terms and conditions of employment are negotiated directly between the employer and the student.

In order to meet the program's documentation and funding requirements, participating employers will be required to supply our office with the name and ID number of any student hired.

Arizona State University is an affirmative action/equal opportunity institution and makes this service available only to employers who advertise, interview, and hire accordingly. Jobs may not require students to invest, purchase supplies, or pay a fee as a condition of employment. We will not advertise jobs for third party employers or employment agencies.

• All ASU employers:
  1. After making your hiring decision, campus employers will request a student hiring form online at https://javaprod.uui.asu.edu/SFAO_StudentEmployment/emp_login.jsp. Student Employment will review and print the Student Hiring form and fax it to your department.
  2. After completing the information on the Student Hiring form, please submit it to the appropriate office:
     
     Hourly employment: submit to the Human Resources department on your campus.
     FWS employment: submit to Student Employment office by mail (MC 0412) or fax to 480.965.9816.
• Off-campus FWS agencies:
  1. You must complete a Hiring Authorization form, which the hired student must personally bring to our office to complete the hiring process.

Student Employment offers a wide range of positions, which require different degrees of skill or experience. There are currently four wage levels with different pay ranges in effect. FWS and hourly employment share the same wage scale.

Exceptions

The Student Wage Scale covers all student positions except Research/Teaching Assistants. Those positions are administered by the Graduate College with appropriate policies and procedures.

1. Posting your Job
   
   1. Click on "Post an On-Campus Part-Time Job" in this menu above.
   2. Read the information, scroll to the bottom of the page and click on "Proceed to Post Job".
   3. First time users: Click on the "Register here" link. Enter your department/agency information in the appropriate spaces. Keep your ID# and password for future use.
   4. Otherwise enter your Employer ID# and password. Then click "Login".
   5. Enter your job information by completing all fields.
   6. Students will contact you directly following your "How to Respond" instructions.
   7. Click the "Submit" button once – Keep the assigned job# for future reference.
   8. To re-post a position: Log in, click on "Update/Repost an old job" and open the specific job#.
   9. Scroll to the end of the job posting and click on "Repost Job" – this will reactivate your posting for students to see – the job# will stay the same.
   10. Student Employment will review all jobs postings before making them accessible for students.
2. Creating your Position Number in PeopleSoft
   1. Create a position number that reflects the job code (wage level) of the posted position and the correct account distribution.
   2. Student position numbers can easily be created by cloning an existing position number and then changing attributes.
   3. All position numbers default to the S7030 FWS split. Change to "NONE" only if you want your funding source to always pay 100% of the wages.
3. Making the Hiring Decision
   1. Review applications/resumes and/or schedule interviews.
   2. Make your hiring decision.
   3. Keep all application material for NON-hired students for 2 years!
   4. You may close your position after 48 hours or if you have interviewed 3 applicants.
   5. To close your job posting: Log in, click on "Update/Repost an old job" and open the specific job#.
   6. Scroll to the end of the job posting and click on "Close Job" – this will remove your posting from the open jobs and will show the status as "closed".
4. Requesting the Student Hiring Form
   
   1. Click on "Request a New Hire" in this menu above and make sure to follow the instructions specific for your campus.
   2. Enter your Employer ID number and password.
   3. Click on the "Request Student Hiring Form" option.
   4. Choose the appropriate job# and enter the hiring information for the student and submit.
   5. Student Employment will fax you the requested Hiring form within 48 hours.
   6. Student Employment will hold the hiring form if the student’s status also requires work approval from other offices.
   7. The student should not start working until you have the new hire form showing that the student is eligible to work.
5. Completing the Student Hiring Form
   1. Review the printed information.
   2. Get the required signatures.
   3. Send Hiring form for Hourly job (Earn Type STH) to the Human Resources/ Payroll Office at your campus.
   4. Return Hiring form for FWS job (Earn Type WSS/WST) to the Student Employment Office (fax: 480-965-9816).
6. Completing the Student Employment Process
   1. Students need to submit the new hire packet and I-9 to HR/ Payroll, if they have not worked for ASU during the last 12 months (provide social security card or birth certificate or passport).
   2. Don’t let the student start working before completion of all HR forms.
   3. Students record hours worked into on-line time sheet.
   4. Submit hours worked for bi-weekly payroll.
   5. Keep employment information: 2 years for Hourly students; 3 years for Work-Study students after employment has ended.

International students allowed to work on campus under the same rules as US citizens:

• Permanent Residents - Must have a "green card" as proof of employment eligibility. Visa classification is "IP".
• Applicants for Permanent Residency - Must have a valid Employment Authorization Document issued by the United States Bureau of Citizenship and Immigration Services (USCIS). Visa classification is "IA".
• Refugees - Must have a valid Employment Authorization Document issued by USCIS. Visa classification is "RE".

Student Employment for students with an F-1 visa:

• Students must be enrolled for at least 12 credit hours as an Undergraduate and at least 9 credit hours as a Graduate student. Only the International Student Office (ISO) can approve exceptions to this requirement based on documentation.
• Students can work no more than 20 hours per week during the academic semesters and up to 40 hours per week during break periods in the winter and spring. Full-time employment during the summer is allowed only for students who intend to register for the subsequent fall semester (must be pre-registered).
• Students are allowed to work on-campus in Hourly jobs only – not Work-Study. Students may hold an ASU Staff position for 50% FTE during the regular semester and full-time during vacation times and in the summer only if they intend to register for the subsequent fall semester.
• Students may also work for the various employers located in the Memorial Union.

Last Day of Employment:

On-campus employment for F-1 students ends upon the "completion" of their degree program, which is not always the end of the semester. The completion date may occur at different times depending on the student's degree level and program requirements:

• Undergraduates - the last day of classes and in most cases the graduation date.
• Graduates - defense date or date of dissertation approval after defense, comprehensive exam date or result date, project defense, etc. whichever option the student has for the degree program to be completed. A letter from an academic adviser will suffice as proof for the completion date. (The ISO keeps this on file).

However, if a student is taking a class which is required for the completion of the degree program during the same semester the comprehensive exams take place, then the completion date is the last day of the class and not the comps result date - which means, that even if the comps/result was earlier, they can still work until the end of the class.

The student should get clarification of their employment eligibility from the ISO. If the student claims that s/he is eligible and you want to verify this, please send an email to the ISO with the student's name and ID number.

Employment after the completion date is considered illegal and will cause the student to fall out of status!

Students with a visa classification other than F-1:

• Students must get clarification from the International Student Office if their current visa status allows them to work before applying for any position. ISO will update the visa status record in the Student Information System if necessary.

The Student Employment Office will verify the work eligibility of all students before taking any action (issuing a hiring form, approving reclassifications & pay exceptions). If necessary, we will request approval from the International Student Office. Students should not work until we have faxed you the Hiring form. Once the student is set up in his/her job, it's the student's responsibility to maintain status and we do not continue to monitor the student's eligibility.

For further information, please contact the International Student Office at (480) 965-7451 or iso@asu.edu.

The Family Educational Rights and Privacy Act (FERPA) allows students to access their educational records and limits the ability of others to access those records. FERPA applies to all records that fall within its broad definition of "educational records." Student educational records at ASU include all records directly related to a student that are maintained by or for ASU.

All university employees are legally obligated to protect the privacy rights of students and the confidentiality of educational records in accordance with federal law and university policy. For additional information on FERPA see university policies ACD 121: Privacy Rights and USI 107–01: Release of Student Information.

With regard to Student Employment, employers must ensure that all identifying information, including but not limited to, students' grades and GPA (Grade Point Average) are not accessed and used as screening criteria during the selection process. For most job postings, requiring a student’s GPA is not permissible.

In general, ASU does not require a certain GPA for students to participate in Student Employment programs. However, students working under the Federal Work-Study program must meet the federal requirement for satisfactory academic progress.

A minimum GPA requirement can only be included in the job posting if the employer can justify how the GPA is related to successfully performing the job duties. Positions with a bona fide requirement for a certain GPA standard could include academic mentoring positions (tutors); leadership positions (RA's) and positions performing scientific research (lab aides). If a certain GPA standing or the completion of a specific class is required in the job advertisement, the student will submit unofficial grade reports or transcripts as part of the application process, so that the employer can verify the academic performance.

If you have any questions concerning student employment please contact the Student Employment Office at (480) 965-5186.

This three-hour class will provide guidelines and a review of the ASU policies and procedures that govern student employees. Topics to be covered include the Hourly & Work-Study program, student wage levels and pay rates, job advertisement, the hiring process, orientation and training, evaluation and reclassification, and the termination process.

For dates and registration information, please visit the Human Resources training Web site. The course code for training is ASUOPS1090.

Download Guide

This guide is for off-campus Federal Work-Study agencies.