Hourly Student Employees Getting Them Hired & Records Management Best Practices

Key Changes  Students can only work 25 hours per week between all jobs  Students cannot work during a scheduled class time  All students must have a background check BEFORE their first day of employment  Jobs Posted  Offer letter required  New Student Employee Orientation  All supervisors must attend a training once every two years And a few new things….

Job Posting Policy Section III.A  The Eagle Network – online job posting service for UNT student employees  Per policy jobs must be posted  If used properly, will maintain all records so you don’t have to!

Eagle Network Creating an Employer Profile center

Home Page Job List New Job

My Jobs New Job Job List

Copy Job

Applicant Management

Report A Hire

Offer Letter  Offer letter is now required – must be signed and kept in the student’s personnel file  The offer contingent on successful completion of the Criminal History Check  Also need to check:  Student Enrollment  Student Class Schedule  Driver’s License (if required for position)  Certifications (if required) such as CPR or Lifeguard *Save documentation of these items for student’s personnel file

Onboarding Onboarding is an HR System process – direct questions to

I-9 Important!! You cannot tell students which documents to use or name specific types of documents Give them the list or the link to view it: document list is at the end (page 9 of 9) They will complete e-verify with onboarding and bring their documentation to the designated person in your area for confirmation E-Verify E-Verify is an HR System process – direct questions to

Criminal History Check SStudents cannot begin working until you have received confirmation that they are authorized to via eePAR will be denied if submitted before CHC has been completed KKeep a copy of the authorization for the student’s personnel file Completed through Career Center

Managing Student Employees

Hourly  Long Semesters – Fall and Spring – Max 25 hours per week  Winter Break – up to 40  Summer – up to 40

College Work Study  Spring/Fall/Summer Semesters – 20 hours per week maximum  Winter Break – 29 hours provided funding is available

International Students  Limited to hours allowed based on their Visa status  Contact the International Office with questions  Typically limited to 20 hours per week but may vary based on Visa type

Graduate Research Assistants  Limited to 19 hours per week  Research positions under the direct supervision of a Grant Program Administrator

Working Multiple Jobs  Yes, a student may have more than one job on campus  The student cannot exceed 25 hours between ALL jobs Job AJob A 15Job A 18 +Job B Job B 10Job B 10 = or <

Salaried Graduate Assistants  Salaried GA/TA/TF positions are considered 20 hours per week regardless of actual hours worked  Cannot exceed student policy max of 25 between ALL positions  Max hours they can work is 5 during long semesters as an hourly employee Being hired as hourly in addition to a.50 FTE salaried positions

Enrollment  Hourly – Must be enrolled in a minimum of 3 hours Fall or Spring  Summer enrollment not required as long as enrolled previous spring or upcoming fall  Students who graduate in May can continue to work during the summer provided they met the minimum registration  Students who graduate in December or August may continue until the beginning of the next semester  Students who drop out cannot continue working as a student  Students who are not enrolled for a semester for internship/travel/medical reasons can continue to work during that semester provided they will be returning the next long semester  Work Study – Minimum 6 hours Fall, Spring, Summer

Cannot Work During A Scheduled Class  Students are not allowed to work during a posted/scheduled class time  Even if class is canceled  Even if they get out early  Even if the University is closed  Does not include University holidays or non-class days  Includes Summer enrollment  Finals Week has a separate schedule – must use finals schedule when scheduling shifts during finals week Both Hourly and College Work Study

Verification of Enrollment  Supervisor must obtain a copy of the student’s class schedule each semester and keep it on file  If the student changes their schedule at any time during the semester they must turn in an updated schedule which must be kept on file along with the original schedule Policy 2.B

Training  New Student Orientation Training  Mandatory – Keep copy of completion certificate in student’s personnel file  Must be completed within 30 days of first day of work  Online – coming soon  In Person – available once a month  On demand for large groups  CASA – Creating a Service Attitude  Introduction to customer service designed specifically for student employees – 2 hour session  Offered multiple times each semester or can presented on demand to large groups  CASA Expansion Packs  Includes shorter, more individualized topics such as disability awareness, cultural diversity, and peer leadership

Policy References Hourly Student Employment Student Employee Criminal History Check Security Sensitive Positions Student Employment College Work Study Employment of Individuals with Disabilities & Accommodations Ethics Equal Opportunity Staff Employee Discipline and Termination Grievance Policy Records Management and Retention 10.10

Career Center Laura Shackelford – Associate Director Experiential Services Beverly Wilks – Student Employment Coordinator Leandra Dinicola – Student Employment/Career Center Reception