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Human Resources
Mitchell 1st Floor, MS: 7425
Phone: (509) 963-1202
Fax: (509) 963-1733
HR@cwu.edu

Hiring Student EmployeesHiring Icon


The Office of Student Employment is here to help.
Please contact us at StudentEmploymentOffice.seo@cwu.edu or at (509) 963-1202.

New Hire Procedure Checklist:

'New Hire' Definition: a student who has never worked on campus OR does not have an up-to-date background check on file.

*Please note student employees are not allowed to begin work until a background check is complete and the required paperwork has been submitted.

Additional information on the background check process.

  • Preparing Position

    1. Write a position description (DOCX).

    2. Determine if you have a current position number by reviewing the Manager tab in MyCWU.

    3. If no current position, select job code from online list (XLSX).

    4. Submit a Manager Self Service (MSS) action to request a new position number

    MyCWU > Manager Tab > Manager Self-Service > Request New Postion

    [Refer to Recruiting Solutions User Guide (PDF)].

  • Advertising Plan (if necessary)

    5. The Hiring Team will create a job posting based on the completed position description.

  • Selection Process (if necessary)

    6. Review applications in MyCWU > Main Menu > Human Resources > Recruiting > Browse Job Openings.

    7. Prepare interview (DOCX) and reference check questions and review the ‘don’t ask’ list.

    8. Interview and select finalist (information on hiring a minor).

    9. To qualify as a student employee:

    • Undergrads: Must be enrolled in at least 12 credits to work full-time (20 hours/week); if enrolled in 6 - 11 credits, may only work 15 hours/week
    • Grad: Must be enrolled in at least 5 credits to work full-time (20 hours/week)

    Check credit loads by running a query in MyCWU> Main Menu> Campus Solutions> Reporting Tools> Query > Query Viewer > CWHRD_SE_CHECK_CREDIT_B

    10. Contact the top candidate and offer the job – contingent on a successful background check. Confirm start date after receiving ‘job offer confirmation’ email from the Hiring Team.

    The hire date is the first working day and the end date is last day of a pay period (15th, 30t or 31st). Optional: offer letter template (DOCX).

  • Hiring

    11. Prepare a job offer: MyCWU > Main Menu > Human Resources > Recruiting > Browse Job Opening.

    12. Notify applicant to watch for email or text from “HireRight” to initiate a background check.

    13. Upon receipt of “Job Offer has been Approved" email, remind your student employee to accept the job offer per email instructions.

    14. Remind your student employee to report to HR to complete the I-9.
    The student employee has been cleared to work if they have a yellow sticker on their connection card.

    *If the I-9 is not completed by the end of the third day after beginning work, the student job will be terminated. Confirming employment eligibility is a federal requirement. When a student is out of compliance they not legally employable.

  • Onboarding

    15. Welcome your new student employee!

    16. Have your student employee complete the required Student Employment Onboarding Course found on the Required Student Training webpage.

  • Important Reminders

    If any student needs a disability-related accommodations to perform the duties of the position, have the student contact Disability Services at (509) 963-2214 or ds@cwu.edu.

Rehire Procedure Checklist:

'Rehire' Definition: a student who has an up-to-date I-9 AND background check on file.

  • Hiring (Rehires)

    To qualify as a student employee:

    • Undergrads: Must be enrolled in at least 12 credits to work full-time (20 hours/week); if enrolled in 6 - 11 credits, may only work 15 hours/week
    • Grad: Must be enrolled in at least 5 credits to work full-time (20 hours/week)

    Check credit loads by running a query in MyCWU> Main Menu> Campus Solutions> Reporting Tools> Query > Query Viewer > CWHRD_SE_CHECK_CREDIT_B

    Rehire Grant Funded Positions

    Explanation of necessary codes can be found in the: Coding Cheat Sheet (XLSX)

  • Onboarding

    1. Welcome your new or returning student employee!

    2. Have your student employee complete the required compliance training, Treating People with Dignity and Respect, on the Required Student Training webpage and review the University Safety Overview (PDF).

  • Important Reminder

    If any student needs a disability-related accommodations to perform the duties of the position, have the student contact Disability Services at (509) 963-2214 or ds@cwu.edu.

Additional Resources for Hiring Students:

Return to the Student Employment Page