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Student Employment

Department Instructions to Hire Student Employees:

Student Employment is starting to hire ALL NEW students online through PeopleAdmin. Click here to see the PeopleAdmin guides.

For all brand new hires:

Step 1: Student is selected for hire in PeopleAdmin by selecting "Finalist-Send to HR".

This will send an email to Student Employment so they can initiate a background check for the student.

Step 2: Run CWHRD_SE_CHECK_CREDIT_B  in the Query Friendly Viewer

To locate Query Friendly Viewer sign into MyCWU, Main Menu, Campus Solutions, CWU Reporting Solutions, Query Friendly Viewer, click green arrow by HR- Student Information for Depts (towards the bottom), click on HTML.

This query helps you ensure each student has enough credits to qualify as a student employee.  Please check this query before proceeding with hiring your student employees.

If your student has already worked on campus then they will have an I-9 on file, but it is safe to double check by emailing seo@cwu.edu.

If your student has never worked on campus then they will need to do an I-9 and we will contact you and your student.

Step 3: Wait for the "Approved to Make Offer" email from humanres@cwu.edu. Then follow the instructions in the email to continue the hiring process.  When you receive this email it means a background check has been completed. 

After you complete the steps outlined in that email, Student Employment will finish the hiring process in PeopleAdmin.  Data Management will download the new hires and upload them in the system.

Step 4: Give the following instructions to the brand new student employee:

Please do not tell them to come to Human Resources until the following steps have been completed.

  • Monitor your CWU email account and respond to the HireRight email. Failure to initiate the online background check process will delay when you can start working.
  • Complete the on-line background check authorization form from HireRight customersupport@hireright.com and notify your supervisor that you have done so.
  • Monitor your CWU email account and when instructed, access self-service and initiate the I-9 process no later than the first day of work. An I-9 cannot be started until a job has been uploaded.
  • On the first day of work, take your original unexpired identification to the Human Resources Office, Bouillon 140, to complete the I-9 process. While in HR they should also complete a PERS Waiver.
  • • Advise your student their W-4 is automatically set to ‘Single, 0’.  To make changes or set up direct deposit, have them do so in MyCWU.


For re-hires, hire with the Upload Spreadsheet.

Step 1: Student is selected for hire.

Step 2: Run CWHRD_SE_CHECK_CREDIT_B  in the Query Friendly Viewer

To locate Query Friendly Viewer sign into MyCWU, Main Menu, Campus Solutions, CWU Reporting Solutions, Query Friendly Viewer, click green arrow by HR- Student Information for Depts (towards the bottom), click on HTML.

This query helps you ensure each student has enough credits to qualify as a student employee.  Please check this query before proceeding with hiring your student employees.

If your student has already worked on campus then they will have any I-9 on file.

If your student has never worked on campus then they will need to do an I-9 and we will contact you and your student.

Step 3: DO NOT SUBMIT IF YOU ARE HIRING THE STUDENT FROM PEOPLEADMIN.  If the student is a re-hire and does not already have a background check on file, complete the Intent to Hire Form web form. 

Step 4: DO NOT SUBMIT IF YOU ARE HIRING THE STUDENT FROM PEOPLEADMIN. Complete the Upload Spreadsheet and submit it to hrdata@cwu.edu unless you have a work study student or a student position funded by a grant.

For work study students email the upload spreadsheet to finaid@cwu.edu first. Financial aid will forward the upload spreadsheet to hrdata@cwu.edu when they are done confirming the work study funding.

If your not sure your student has work study or not contact Lisa Montgomery in the Work Study office at call at X3059 or email her at MontgomeryL@cwu.edu.

For student positions that are funded on a grant send the upload spreadsheet to Heather Harrell at harrellh@cwu.edu first (not hrdata@cwu.edu). Heather will forward the upload spreadsheet on to hrdata@cwu.edu when she is done authorizing the grant funding.

Explanation of all the codes you need can be found on the coding cheat sheet.

Step 5: Give the following instructions to the student employee if they do not have a background check on file or need to complete a new I-9 because they haven't worked for a year or longer:

Please do not tell them to come to Human Resources until they have completed the background check and the first part of the online I-9.

  • Monitor your CWU email account and respond to the HireRight email. Failure to initiate the online background check process will delay when you can start working.
  • Complete the on-line background check authorization form from HireRight customersupport@hireright.com and notify your supervisor that you have done so.
  • Monitor your CWU email account and when instructed, access self-service and initiate the I-9 process no later than the first day of work
  • On the first day of work, take your original unexpired identification to the Human Resources Office, Bouillon 140, to complete the I-9 process. While in HR they should also complete a PERS Waiver.
  • • Advise your student their W-4 is automatically set to ‘Single, 0’.  To make changes or set up direct deposit, have them do so in MyCWU.

If any student needs disability-related accommodations in order to perform the duties of his/her position, please encourage the student to contact the Disability Services Office in Bouillon Hall Suite 140; phone (509) 963-1202; Email ds@cwu.edu.