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Student Employment

Hiring Process

Student Employment must approve and advertise all positions before student employees can be hired and start working.

STEPS FOR HIRING A STUDENT EMPLOYEE

  1. Ensure the job description is on file with Student Employment and is up-to-date.
    1. If this is a new position or a change to an existing position, submit a Position Description Form.
    2. In the position description please include: duties, responsibilities, knowledge and skills required, and the amount of supervision the student employee will receive.
    3. All students are paid hourly. Hourly rates are determined and approved by Student Employment.

  2. All student employee positions must be posted by Student Employment. To have your position posted, submit the Job Posting Form. Positions are advertised via Handshake and must be posted for a minimum of 5 days. Students with Federal Work Study are given priority in the hiring process, so for most positions, applicants are restricted to only those with Federal Work Study for at least the minimum posting period. 

  3. Once a student is hired,
    1. Supervisor's must submit a Payroll Authorization Form (PDF).
    2. Students who have not previously worked on-campus for a Xavier Employer is required to complete new hire paperwork prior to starting to work. Once Student Employment receives the Payroll Authorization form, the student will receive an e-mail with instructions on completing forms, how to schedule their in-person I-9 verification and What Documents the student needs to bring with them to complete their in-person I-9 form.
    3. A student should NEVER begin training or working until employment paperwork has been completed. This is a federal policy. Once the new student employee completes all required employment paperwork, the Supervisor will receive an e-mail from Student Employment indicating that the student is now eligible to start their position (which includes training).
      1. Supervisors who hire many students at one time may make special arrangements for a group New hire paperwork session by contacting the Student Employment Office at (513) 745-4880 or at claryv@xavier.edu.

 

RETURNING or CONTINUING STUDENT EMPLOYEES

Students already working in a campus Xavier position may return to or continue in that same position (or an approved tiered promoted position). To ensure their position continues uninterrupted in the payroll system, Supervisors should submit a Student Payroll Authorization Form (PAF) according to the following criteria:

A Payroll Authorization Form is needed for each of the following scenarios:

  • Student is continuing from Spring Semester to the Summer Semester
  • Student is continuing from Spring Semester to the Fall Semester
  • Student is continuing from Summer Semester to the Fall Semester

If the student is continuing from Fall Semester to the Spring Semester, NO PAYROLL AUTHORIZATION FORM REQUIRED. No paperwork is required for this scenario as student positions that begin in the Fall semester automatically continue through the end of the Spring Semester unless the supervisor indicates otherwise or if it is a GA Contract with a specific end date.