Hiring Student Employees


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.
  • Preparing Position
    • Create a new or an up to date version of your position description (docx).
    • Determine if you have a current position number by reviewing the Manager tab in MyCWU, or contact seo@cwu.edu 
    • If no current position, select job code from online list (xlsx). Contact seo@cwu.edu for assistance. If it is a grant funded position, please contact Heather Harrell.
    • Submit a Manager Self Service (MSS) action to request a new position number

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

    Refer to the Recruiting Solutions User Guide below to request a new position number.

    Recruiting Solutions Guide (pdf)
  • Advertising Plan (if necessary)

    The Student Employment Office will create a job posting based on the completed position description. If you'd like additional advertising on the Student Employment Instagram, please contact seo@cwu.edu

  • Selection Process (if necessary)

    Review applications in MyCWU > Main Menu > Human Resources > Recruiting > Browse Job Openings. Refer to the Recruiting Solutions guide to review applicants Prepare interview (docx) and reference check questions and review the ‘don’t ask’ list. Interview and select finalist. 

    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

    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, 30 or 31st). Optional: offer letter template (docx).

  • Hiring
    • Refer to the Recruiting Solutions guide to submit an offer. Prepare a job offer: MyCWU > Main Menu > Human Resources > Recruiting > Browse Job Opening.
    • Notify applicant to watch for email or text from “HireRight” to initiate a background check.
    • Upon receipt of “Job Offer has been Approved" email, remind your student employee to report to HR to complete the I-9. They will have access to their I-9 the day following that email notification from Student Employment. 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

    Welcome your new student employee!

    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

    Welcome your new or returning student employee!

    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.

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