The Basics of Hiring Student Employees

The basic steps for hiring a student employee are as follows:

This section of the tutorial will walk you through Step 5: Select the student you want to hire & submit a “StudentWorker Request.”

Step 1 Determine your department’s needs and budget.

Step 2 “Post” your job opening.

Step 3 Research eligibility of applicants in Banner on RJASEAR.

Step 4

Select the student you want to hire & submit a “Student Worker Request” form.

Step 5

Check for work approval using the Banner system.Step 6

Make sure the student completes, or has completed, an I9 form and a W4 form.

Step 7

“Close” the job opening. Notify applicants not selected of hiring decision (Job Closure form).

Conduct Interviews.

Step 8

Step 5

The Basics of Hiring Student Employees

To hire a student employee you need to

complete the online “Student Worker Request”. Here’s how you get to the form:

• Go to the Work-Study Forms & Instructions website(To get there: Baylor Home Page Faculty & Staff Work-Study Forms under the heading of Featured Links),

• You will then be prompted to enter your Bear ID and password to open the form.

• Select “Student Worker Request”.

Once you have interviewed potential student employees and you have found someone that you wish to hire, you will need to submit the “Student Worker Request” form. This form is used to indicate which student you wish to hire and to begin the paperwork process through the Student Financial Aid Office (SFAO). The “Student Worker Request” form is located on the “Work-Study Forms & Instructions” web page with all other related forms.

What is a “Student Worker Request?”

Step 5

The Basics of Hiring Student Employees

This is what the “Student Worker Request” form looks like. You will needto scroll down on the web page to completethe entire form.

The information you include on this form should be as clear and accurate as possible. The account number should be correct, because an incorrect account number will slow the paperwork process. The account number is the Trax departmental ID number in most cases. If you are unsure what this is, you may contact the Payroll office at x2217. (If funding for your student worker pay comes from a grant instead of your operating budget, please enter the grant name and account number.

Fill out the student worker request form online.

Step 5

The Basics of Hiring Student Employees

Fill out the student worker request form online.

The contact name and phone number should be the person that coordinates the student employees in your office or department. This person will be contacted by SFAO if they have questions about your request.

The account number is the Trax departmental account (or grant) from which you intend to pay the student employee. For example, 0111111.9200 indicates that department 0111111 should be charged for the student employee.

Use the new ID number here; not the Social Security Number.

The WTE Queue number is used when there are multiple supervisors for student employees in a single department. If this is the case in your department, you have been assigned a WTE queue number and should include it here.

Step 5

The Basics of Hiring Student Employees

Fill out the student worker request form online.Be sure to include the correct effective date of employment. This is the date you prefer the student employee to begin work.

Once you are finished completing the form, click “Submit” to send the request to the Student Financial Aid Office.

Step 5

The Basics of Hiring Student Employees

Student employees may not perform work until approval is noted through Banner! Allowing students to work without receiving approval can have serious consequences for the student and the university.

Step 5

The Basics of Hiring Student Employees

Which form do you use to identify the student you wish to hire for your position?

A. Job Order Form

B. Student Worker Request form

C. One-Time Payment to Student Request form

D. Job Closure Form

Review Question

Step 5

The Basics of Hiring Student Employees

Review Question

The correct answer is B. The “Student Worker Request” form is used to indicate the student you wish to hire for your position.

Answer

Which form do you use to identify the student you wish to hire for your position?

A. Job Order Form

B. Student Worker Request form

C. One-Time Payment to Student Request form

D. Job Closure Form

Step 5

The Basics of Hiring Student Employees

Where will I find the form to request a student employee?

A. I can pick up a paper form in the SFAO located on the first floor of Robinson Tower.

B. I can call SFAO and they will fax me a form.

C. I don’t need a form. I just tell the student they are hired.

D. I can get it off of the Work-Study Forms & Instructions web page.

Review Question

Step 5

The Basics of Hiring Student Employees

Where will I find the form to request a student employee?

A. I can pick up a paper form in the SFAO located on the first floor of Robinson Tower.

B. I can call SFAO and they will fax me a form.

C. I don’t need a form. I just tell the student they are hired.

D. I can get it off of the Work-Study Forms web page.

Review Question

The correct answer is D. All the forms you will need for student employees are located on the “Work-Study Forms ” web page.

Baylor Home Page Faculty/Staff Work-Study Forms.

Answer

Step 5

The Basics of Hiring Student Employees

True or false? The student I request may begin work as soon as I submit the “Student Worker Request” form.

Review Question

Step 5

The Basics of Hiring Student Employees

True or false? The student I request may begin work as soon as I submit the “Student Worker Request” form.

Review Question

False. The student you request may not perform work until approval is viewed through Banner. You will learn basic Banner navigation in another section of this tutorial.

Answer

Step 5

The Basics of Hiring Student Employees

End of Section.

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Step 5