Supervisors

Are you looking to hire student employees to help out in your department?
You’re in luck, because we have a ton of students who are looking to work! They just need to know what opportunities are out there.

If you are hiring, please contact the Student Employment Coordinator at studentemployment@umw.edu or 540-654-1681, so that they can advertise your position on jobs.umw.edu. Please include:

• Name of position available
• Number of positions available
• Deadline to apply

If you would like to hire a student employee and don’t know where to begin, then this page is for you. Please find below the step-by-step process for hiring a student employee:

How to Hire a Student Employee

1. Review your departmental budget to ensure you can afford to compensate a student’s work.

Tip: A student typically works 12-15 hours a week on average for 30 weeks per academic year. For example, if the pay rate for your open position is $12.00, it would be wise to budget $5,400.00 for the academic year per student employee based on the formula $12.00 x 15 hours x 30 weeks.

2. Post an open job. See the “Post an Open Job” section above.
3. Review the applications received and select students for interviews.

4. Notify the student you are hiring that she has been selected. As a courtesy to the other applicants, it would be a kindness to inform them that your department has made its hiring decisions.
5. Contact the Student Employment Coordinator at studentemployment@umw.edu with the following information:

• Hired student’s name
• Banner ID
• Pay rate**
• FOAP to charge (six-digit org# is fine)
• Any special notes, such as a desired start date so as to provide a deadline for the paperwork.
• PLEASE USE THIS FORM TO LIST THE STUDENTS YOU ARE HIRING:
  • SEMPL-Hire-Form-24-25

**Normally an hourly wage. Stipend contracts are required in all cases for stipend payments.

6. The Student Employment Coordinator will contact the hired student via UMW e-mail with the required paperwork and other important notices. The supervisor will be copied on this e-mail.
7. The student submits the completed paperwork, including IDs for the Form I-9, to the Office of Financial Aid.
8. The Student Employment Coordinator follows up with the supervisor and the student via UMW e-mail with an official work authorization. NOTE: In order to ensure compliance with federal and institutional employment policies, students are NOT to begin work until they have been authorized to work by the Office of Financial Aid. See the Federal Form I-9 FAQ page for more details.

If you have any questions at all about the hiring process, please contact the Student Employment Coordinator at studentemployment@umw.edu.

There are three things you should know before proceeding with the stipend process:

1. The total amount of the stipend contract must be paid out in smaller, biweekly payments until the end of the contract period (non-exemption rule).
2. Student employees who receive biweekly stipend payments are still required to clock their hours in MyTime (non-exemption rule).
3. Stipend contracts must be approved by Human Resources before they can go into effect. If a stipend is not approved, the position will need to have an hourly pay rate assigned to it. For this step of the process, please complete and submit an Employee Work Profile  for the stipend position to Deborah Burton (dburton@umw.edu).
4. Example Stipend Contract

Once a stipend for a position has been approved:

1. Create a stipend contract for the position. Contact the Student Employment Coordinator for a sample. This contract will eventually be signed by the students who are assigned this position.
2. Complete the hiring process as detailed in the “Hire a Student Employee” section above as normal.
3. After a student has been hired for the position, the student needs to sign a copy of the stipend contract. The student may sign the contract before receiving a work authorization, but the student cannot actually begin working until he has been authorized to work.
4. Send a copy of the signed contract to the Student Employment Coordinator in Office of Financial Aid, Lee Hall 230.

Early Cancellation

Students are encouraged to provide at least two weeks notice to their supervisors if they plan to resign prior to the full term of their job assignment. When a student resigns, supervisors must complete and return a Notice of Cancellation. Supervisors have the option of completing a 2023-2024 Employment Service Rating for their employee, this is not required.

Please submit these forms to the Office of Financial Aid, Lee Hall 230, ATTN: Leah Carter, Student Employment Coordinator. Signing these forms is encouraged but optional for the student.

Dismissals

A student is subject to dismissal from campus employment if the student

1. exhibits improper behavior or insufficient skills for the job assignment, or
2. does not report to work as scheduled.

At the discretion of the supervisor, two such incidents will result in a warning, with documentation of the incidents sent to the Student Employment Coordinator. A third incident will result in immediate dismissal from the employment position.

Note: a student is subject to immediate dismissal, with no prior warnings, from student employment if the student deliberately falsifies a timecard or deliberately violates the Confidentiality Agreement. These are considered Honor Code violations and supervisors may report such incidents to the Honor Council.

In the event of a dismissal, please submit the above forms to the Office of Financial Aid, Lee Hall 230, ATTN: Student Employment Coordinator. Signing these forms is encouraged but optional for the student.