Posting a student employment position

How do I post a position for student employment?

• Supervisors must use Handshake to post positions which are available within their respective departments.

What is Handshake?

Handshake functions as an application system for student positions and as a repository for job descriptions of student positions.

Why are student positions posted through Handshake?

• Posting with Handshake ensures that students have a consistent process by which to learn of, and apply for, open positions on campus, and
• A copy of the position description must be added in Handshake so that the College has an accessible repository of all student job descriptions for audit purposes.

What if a position does not have a Handshake position identification number?

• Students are not permitted to hold positions that do not have a position identification number.

How do I get started with Handshake?

• Please visit the Career and Professional Development site to get started.

Who do I contact for questions about Handshake?

• If you have questions regarding this process, please contact the Center for Career and Professional Development.

Selection of a student hire

Who is eligible for student employment at K?

• All Kalamazoo College students. If you have questions regarding a student’s status please contact the Registrar’s Office at ext. 7204.

Can a recent graduate of K hold a student employment position?

• Recent or “expecting” K-Graduates may be considered for student employment only when enrolled in classes the quarter immediately preceding employment. For example, a student who fulfilled degree requirements during the fall quarter may work during the winter but not spring quarter. However, a graduating senior may not work during the fall quarter since classes are not held during the summer. Please note: if a graduating senior was awarded FWS during the academic year, he/she will need to be hired into a campus employment position after graduation.

What can I do if I want to hire someone who is not eligible for student employment?

• The person would need to be hired for a staff position, pending available budget and appropriate approvals. Contact Renee Boelcke at renee.boelcke@kzoo.edu to discuss.

Who should receive priority consideration for student employment at K?

• Priority consideration should be given to first-year, transfer, and students who have been awarded federal work/study.

Are there any resources available to help me identify the most qualified candidate?

• Absolutely! Please be invited to use an interview template.

Getting the student onto K’s payroll

What are the key dates to know?

• September 15, 2024: Summer 2024 employment period ends*
• September 16, 2024: Academic year employment begins
• June 08, 2025: Academic year employment ends*
• June 09, 2025: Summer 2025 employment period begins
  *All positions are end-dated. A hire request is needed to activate a timecard.

What information is needed to notify Human Resources that I’ve hired a student?

• Student’s Name
• Student’s K identification number
• Position identification number
• Handshake identification number
• Federal work study eligibility
• Start date

How do I locate the position identification number?

• Active position identification numbers may be found by reviewing the list found under Supervisor Resources. New positions can be created in the Student Hire Form.

I found the position but I need the account needs to be changed. What do I do?

• Submit a request to change the general ledger account number.

How do I locate the Handshake position identification number?

• Contact the Center for Career and Professional Development.

How do I determine if a student is eligible for federal work study?

• A list of current FWS awardees can be found on the supervisor page of the student employment section. (Users must be signed in to their K account to access.) If you have questions regarding information contained in this document, please contact the Office of Financial Aid at ext. 7192.

For what is the newly hired student responsible?

• Student employees are responsible for submitting their federal and state W-4s and I-9 form with appropriate identification. Note that completed paperwork is due to Human Resources by the third day of employment. If completed paperwork is not submitted timely, the student may not continue to perform work without Human Resources approval.

Is there a checklist to help me, and my student(s) on top of these processes?

• Absolutely! Here is the checklist for obtaining student employment.

Who can I contact about the hiring process?

• Please contact email Human Resources at HR-Student.Employment@kzoo.edu.

How do students get paid?

How do students report hours worked?

• All student employees are to report hours worked daily through HornetHQ.

Are there Web Time Entry instructions available for students?

• Time entry instructions for students are available.

Are there Web Time Entry instructions available for supervisors?

• Supervisor instructions for supervisors are available.

How frequently are students paid?

• Student are compensated on the biweekly student payroll, every other Tuesday.

Who receives reminders about time approvals?

• Only the primary supervisor receives the time approval email reminder. The primary time approver bears the responsibility of informing the alternate approver when coverage is needed so that student payroll is not delayed during absences.

What do I need to know about timecards?

On the day after the pay period end date, which typically falls on a Monday, unless affected by a holiday:

• Students must submit their completed timecard no later than 10am, and
• Supervisors must provide their approval/rejection by noon.

Supervisors may designate a time approver proxy through HornetHQ: Employee/Employee Proxy/Add Proxy.                
ProTip: Add the Pay Date Schedules to your calendar.

How much are students paid?

• All students are paid a minimum of $11.10 per hour. Additional compensation may be added for certain positions and/or for multiple years of student-employment.

My student employee worked during a past payperiod. How do I ensure that the student is paid for a payperiod that has already closed?

• Send an email to payroll at payroll@kzoo.edu. Include the name of the student, identification number, position worked, and hours to be paid.

Who can I contact about payroll or timecard questions?

• Please contact Payroll at payroll@kzoo.edu.

Performance Management

How can I learn a little bit about my student employee?

• You may invite your student to provide information on the “About Me” form.

How to I express acceptable behaviors to my student employee?

• Acceptable behaviors will vary by unit and/or position. A sample Acceptable Behavior Policy may be adapted for departmental use.

How do I set expectations for student employment.

• Best practice is to set mutually-agreed upon expectations so that you and your student employee have a shared understanding of expectations. Sample expectations may be adapted for departmental use.

How do I evaluate my student’s performance?

• Student employment performance evaluation is available for consideration.

How can I learn about my student’s employment experience?

• Student employees may be invited to provide insight into his/her/their experience by completing an Insight form.