Employees who are current students. These positions are part-time, may be Federal Work Study positions, both on and off campus, regular student employment on-campus, and off-campus jobs with private employers.
- Who can be hired as a student employee?
- How do I hire a Student Employee?
- Can I hire a student who does not attend UW-Green Bay?
- Can I pay a Student Employee with a Lump Sum?
- Are there additional steps to take if my student is under 18?
- Does my Student Employee need a background check?
- My student hire is an International Student Employee. Are additional items needed?
- When will my Student Employee get paid?
- Are there specific training or onboarding steps I should be aware of when hiring a student?
- How do I rehire a student?
- How many hours can my Student Employee work?
- What are the consequences if my Student Employee works more than the designated hours per week?
- How does my student enter their time worked?
- How do I approve my Student Employees time?
- My employee will have access to confidential information. Is this a concern?
- Are there processes in place for Student Performance Evaluations?
- What steps should I take if I have some performance concerns with my student?
- How do I make a change to an existing appointment (budget, pay rate, end date, etc.)?
- Where can I get more information?
- Student employees must be at least 16 years old and enrolled at an institute for higher education or high school to be eligible for student employment.
- During the academic year, students must be enrolled for at least 1 credit.
For questions on the student recruitment process, please see the Student Employment website. Student employment at UW-Green Bay is overseen by Student Employment located in the Financial Aid Office. After a student has been selected for a position, Human Resources handles hiring forms and payroll paperwork.
- Once you are ready to make an offer of employment to a student, you’ll want to find out if that student is currently employed or has worked on campus before.
- If YES, contact Julie Flenz at email@example.com to find out what paperwork is needed for this position.
- If NO, please complete the applicable Student Hire form and have the students complete the following paperwork:
Can I hire a student who does not attend UW-Green Bay?
Students are employed on a priority basis with UW-Green Bay students receiving first priority. Before students from other UW schools or students from other institutions are considered, a position must be posted to UW-Green Bay students in PRO for a minimum of two weeks.
Supervisors are responsible for obtaining verification of enrollment (copy of class schedule which includes the student’s name and the institution’s name or a letter for the institution confirming enrollment for a certain date range).Hiring Priorities:
- Level 1: UW-Green Bay students, including new, transfer and specials, registered for at least one credit in the term they are expected to work. For summer employment, students can continue their employment from the spring semester if they are registered for at least one credit during the subsequent fall term.
- Level 2: Students enrolled at another UW school. Supervisors are responsible for obtaining verification* of the student’s association with the school system.
- Level 3: Students enrolled at a non-UW accredited university, technical college, vocational/trade school, or high school. Supervisors are responsible for obtaining verification* of the student’s association with the school system.
- Per the UPS Operational Policy: GEN 20, all student workers should be paid on an hourly basis. Lump sum appointments may be approved if the work cannot be constituted on an hourly basis. To determine eligibility to compensate students on a lump sum basis, departments must follow these steps PRIOR to employing the student:
- Submit a justification to Human Resources detailing why the payment cannot be processed on an hourly basis.
- Human Resources will review the request and will contact the department as to whether or not the request is approved.
- If the request is approved, the department will need to complete a lump sum form and be required to track hours for work performed for lump sum payments. Timesheets for tracking hours will be provided by HR.
- Hours must be submitted to firstname.lastname@example.org by 10:00 am on the Monday following the end of the pay period (per the payroll schedule). Failure to submit hours timely will results in a delayed payment.
- Students under 18 must have a work permit before they start working. Review the Guidelines to Hire Employees Under Age 18 website for more information.
- Review the Criminal Background Check Policy and the addendum to determine if your student needs a background check. If you have specific questions on this please contact our office. If a criminal background check is required, the position will not be setup in the payroll system until receipt of the background check and a review of the results.
- Positions of trust as defined in the background check policy will require a background check every four years.
- Paperwork for international student employees does not differ. However, there are additional steps for international students must take to ensure proper taxation. This process is handled through an International Tax System and in by obtaining a social security card/number.
- Many international/exchange students may not have a Social Security number or card. This does not preclude them from employment. However, a Social Security number will be required for payroll purposes. Refer to the International Education Office’s website for detailed information on what is needed to obtain a Social Security number.
- International background checks can be conducted but at an increased cost. International background checks can only be done through Human Resources.
- Student Employees are paid on a bi-weekly basis. Review the Student Bi-Weekly Payroll Calendar for exact details.
Are there specific training or onboarding steps I should be aware of when hiring a student?
The Hiring and Orientation Checklist is available as a resource. Included on the checklist is information on required training (EO54, etc.) and employment policies and procedures students must complete.
- Students’ primary purpose to be on campus is to attend classes. The general practice has been that while classes are in session, student work less than 20 hours per week. Effective January 1, 2016, student employees will be limited in the number of hours they may work in a week. The UW-Green Bay Student Bi-Weekly Payroll Calendar outlines the hours limit each week. Students will generally be able to work a maximum of 25 hours during the Academic Year and a maximum of 40 hours during designated break periods. Hour limitations include any and all positions (regular, work study and lump sum) paid through UW-Green Bay and other UW System schools .
- Student employment is an “at will” employment relationship with UW-Green Bay. UW-Green Bay has the unilateral right to end student employment for any reason, including failure to adhere to the terms of the designated work hours of the Student Bi-Weekly Payroll Calendar.
- All student employees record their hours in HRS:
- Webclock: This type of entry should be utilized for those employees who are able to punch “in’ and “out” each work day.
- Timesheet: This type of time entry can be used when students are not able to immediately enter their time in HRS. This entry allows students to login during the bi-weekly pay period and enter their “in” and “out” times for any given day during the payroll period.
- Both timekeeping methods are accessed through the My UW System Portal. Time for a particular pay period is recorded and subsequently approved by the supervisor following the close of the pay period.
- Please refer to the following documents for instructions on using the portal and HRS:
- Student supervisors approve time worked online using the Employee Self Service module within HRS
- If your student employee has access to confidential information, the student should complete and sign an Employee Confidentiality Agreement. This should be kept in the departmental personnel file.
- Yes. Please see the Student Performance Evaluation form as a resource to conduct student evaluations. Forms do not need to be turned into the Human Resources office. Please retain forms in a departmental personnel file.
- If you have performance concerns with a student you can use the Student Corrective Action form to help discuss concerns. If a concern warrants further investigation or immediate dismissal, please contact Student Employment or Human Resources.
- In order to make a change to your student’s appointment , use the Student Employment Form and select CHANGE from the top drop down and completed the area of change on the form. If you want to make the same change to multiple employees you can use the Student Employment Form – Multiple .
- Student positions are set up for the current academic year only. To continue a student's employment for the next summer and/or academic year, supervisors will receive a spreadsheet via e-mail towards the end of the academic year listing all current student positions under their supervision. Supervisors must complete this spreadsheet for all students included. Student jobs intended for rehire but not entered through this process must be submitted on a new Student Employment Form.