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Student Employment

How to Hire a Student

At a Glance

  • Condensed instructions on how to hire brand new students and rehires.
  • For more information please refer to the Recruiting Solutions Guide.

To Whom Does This Apply

  • Supervisors of student employees

For all brand new hires:

Step 1: Locate the student from the correct job posting in Recruiting Solutions. To the right of the name select Other Actions > Recruiting Actions > Prepare Job Offer (select the correct position number, enter a tentative start date and hourly wage). A background check invitation from HireRight will be sent to the students CWU email.

Step 2: Run CWHRD_SE_CHECK_CREDIT_B  in the Query Friendly Viewer to see how many credits the student is taking for student employment eligibility.

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.

Step 3: Once the student has successfully completed a background check, you will receive an email titled "A Job Offer Has Been Approved" from njohnson@cwu.edu. From Recruiting Solutions, complete the job offer by selecting “Accept Offer or Reject Offer”

Step 4: A "Welcome to Student Employment" letter will be emailed and attached the student job offer. This attachment will provide detailed steps for completing the I-9. The I-9 can be started up to one week before the student's hire date as long as their job is in the system.

Once your student has completed the background check, I-9 Form, and PERS waiver, HR will put a yellow sticker on their connection card.


For re-hires and work study, hire with the Upload Spreadsheet.

Step 1: Student is selected for hire. Determine if they have worked on campus within the last year. If there has been a longer than year break they need to be hired with Recruiting Solutions.

Step 2: Run CWHRD_SE_CHECK_CREDIT_B in the Query Friendly Viewer to see how many credits the student is taking for student employment eligibility.

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.

Step 3: DO NOT SUBMIT IF YOU ARE HIRING THE STUDENT FROM RECRUITING SOLUTIONS.

Complete the:

Upload Spreadsheet and submit to: hrdata@cwu.edu

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 you're not sure your student has work study or not, contact Lisa Montgomery in the Work Study office - 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 and job codes cheat sheet.

The hire date will always be the actual day of hire and the end date will be the last day of a pay period (June 15th).

Step 4: HR will make sure students have a background check and I-9 on file.  If there is an issue, HR will get in contact with the student and/or supervisor.


Hiring Disabled Students
Hiring Students Under 18
How to Pay a Student
Orientation


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.