Student Employment

How to Hire a Student

The Talent Acquisition Team (TAT) is here to help.

Contact Monique Gonzalez at (509) 963-1267 or Monique.Gonzalez2@cwu.edu.

New Hire

Hiring a New Student Employee

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

Preparing Position

1. Write a position description.

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.

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).

Advertising Plan - if necessary

5. The Talent Acquisition Team (TAT) 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 and reference check questions and review the ‘don’t ask’ list.

8. Interview and select finalist. (Click here for 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 TAT.

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

Hiring: Brand New Hire

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

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 compliance training, Treating People with Dignity and Respect, on the Required Student Training webpage and review the University Safety Overview.

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

Rehires

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

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

Complete the Upload Spreadsheet and email to: hrdata@cwu.edu

Rehire Grant Funded Positions

Complete Upload Spreadsheet and email to harrellh@cwu.edu.

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

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.

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.

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How to Hire a Student

Hiring a New Student Employee

Preparing Position

Advertising Plan - if necessary

Selection Process - if necessary

Hiring: Brand New Hire

Onboarding

Important Reminders

Rehires

Onboarding

Important Reminder