1. Hourly Student Employees Hiring & Records Management
Best Practices

2. 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 - TBD
All supervisors must attend a training once every two years
Key Changes
And a few new things….

3. Job Posting Policy Section III.A
Eagle Careers– 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!
Job Posting Policy Section III.A

4. Eagle Careers Creating an Employer Profile
center

6. Home Page
Job List
New Job

7. New Job
Job List
My Jobs

8. Copy Job

9. Applicant Management

10. Report A Hire

11. 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
Offer Letter
*Save documentation of these items for student’s personnel file

12. Onboarding
Onboarding is an HR System process – direct questions to

13. 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
I-9
E-Verify
E-Verify is an HR System process – direct questions to

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

15. Managing Student Employees

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

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

18. International Students
Limited to hours allowed based on their Visa status
Typically limited to 20 hours per week but may vary based on Visa type
Please visit the International Student and Scholar Services Office in Marquis Hall room 125, call or visit their website at employment for more information.
International Students

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

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

21. 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
Enrollment

22. 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
Cannot Work During A Scheduled Class
Both Hourly and College Work Study

23. 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
Verification of Enrollment
Policy 2.B

24. Training CASA – Creating a Service Attitude CASA Expansion Packs
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
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 – coming soon
Training

25. Policy References Hourly Student Employment 1.3.5
Student Employee Criminal History Check
Security Sensitive Positions
Student Employment College Work Study
Employment of Individuals with Disabilities & Accommodations 1.2.5
Ethics 1.2.9
Equal Opportunity 1.3.7
Staff Employee Discipline and Termination 1.7.1
Grievance Policy 1.7.2
Records Management and Retention 10.10

26. Career Center
Laura Shackelford – Associate Director, Assessment & Operations Leandra Dinicola – Administrative Specialist