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Student Employment

How to Hire Student Employees

Student Employment has a new way of hiring students. See Posting On-Campus Jobs to the left for more information.

For all brand new hires:

Step 1: Student is selected for hire in PeopleAdmin by selecting "Finalist-Send to HR". A background check invitation will be sent to the student.

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: Wait for the "Approved to Make Offer" email from humanres@cwu.edu. This means the student has successfully completed a background check and you can fill out the Hire Processing Form.

Step 4: HR will send a "Welcome to Student Employment" email to the brand new student employee after the job has been uploaded. The I-9 can be started up to one week before the student's hire date.

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.

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 PEOPLEADMIN. Complete the Upload Spreadsheet and submit to:

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 and job codes cheat sheet.

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.


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.