Contact Student Employment

​Student Employment is available for in-person I-9 assistance by appointment M-F 10am - 4pm, virtual support by appointment for students and employers, and by email at [email protected] or phone at 202-994-8046. 

 

Hiring for Non-FWS Positions

Recruiting Students

Hiring Steps

Rate Change

Start Date Change

Supervisor Update

Terminations

Time Reporting

Paychecks

Student Employee Benefits


For assistance getting set up with the necessary systems and access to hire any student employee, please see the GW Departments' page.

Please note that students should NEVER start working before Student Employment notifies the department that all hiring steps are complete.


Recruiting Students

All student positions must be posted in the Student Employment Talent Management System and must adhere to the Standard Student Position Templates. In this system, the Hiring Manager will be able to set up Guest Users to review Applicants, disposition applicants, and submit the Hiring Proposal (HP).

For assistance with using the system review the Employer Users Guide.

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Hiring Steps

In order to successfully hire a Non-FWS student, the following steps should be followed in the Student Employment Talent Management System after the student has applied to the position:

  1. Disposition the status of all candidates in your position, move your selected applicant(s) to Recommend for Hire. All students that were not selected will receive a notification of their status.
  2. Complete a Hiring Proposal (HP) for your selected applicant(s) and submit to Student Employment for Initial Review. Note: If your department required Finance Director Approval, you must indicate that on your HP.
  3. After all approvals are granted, Student Employment will send the applicant an Offer Letter to the student. The student must sign this document online.
  4. Once the offer letter is signed the background check will commence if required.
  5. After the background check has received clearance from HR, the applicant will begin required pre-hire onboarding procedures such as the I-9 Form and tax withholding forms.
  6. AFTER the student has completed ALL required pre-hire onboarding procedures will Student Employment complete their hiring process. You will receive email notification from Student Employment when this has occurred. DO NOT allow the student to begin working before you are notified that their hiring process has been completed by Student Employment.

For full instructions on this process please consult the Employer Users Guide.

You will receive update emails throughout the process, and Student Employment will communicate with you through these emails if any further action is required from you.

DO NOT allow the student to begin working until you have received the official notice email from Student Employment that states the student has been officially and completely hired. Be sure that you are actively communicating with your student throughout the hiring process, especially if it becomes necessary to adjust their anticipated start date.

Once hired, the student employee's information will load into Kronos the day after the hire is completed (although for secondary positions, the student will not appear in Kronos until after the first time they have clocked in).

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Rate Change

To perform a rate increase for non-FWS student employees:

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Start Date Change

To perform a position Start Date Change for non-FWS student employees:

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Supervisor Update

To perform a supervisor update for non-FWS student employees:

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Terminations

You must terminate student employees when the student is no longer working for your organization for any reason, leaves for study abroad or summer break, or graduates. To terminate a student’s employment, you will need to submit a Termination Form in the Student Employment Talent Management System. Review the Employer User's Guide for step-by-step instructions.

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Time Reporting

Students record their work hours by “clocking in” and “clocking out” using the Kronos system as do all other non-exempt (i.e. paid by the hour) employees.  The person in your office who handles time reporting and time approval for regular staff using the Kronos system (GW’s timekeeping software) will also handle this function for student employees.  When we complete a student hire in Banner, that student’s name will appear in your department’s Kronos display on the following day. Establish the clock in/clock out habit immediately with your student.

Even if you opt to use another timekeeping system (such as hard copy timesheets), your department’s timekeeper will still need to report the hours of work using Kronos because this is how GW Payroll Services processes paychecks. If using paper timesheets you must have the student and supervisor sign off on the hours reported. Please note, it is against university policy to not use Kronos as the time reporting system

Missed Punches

Inevitably your student will forget to clock in or out.  Explain that they should contact the department’s timekeeper with the relevant date and time as soon as possible so that the correction can be made.

Timekeeping for Students With Multiple GW Positions

  • Instructions for clocking in and out for primary and secondary position can be found on Payroll’s website.
  • Secondary jobs will not show up in the department’s Kronos account until the student clocks in for the first time.

Overtime Pay (OTP)

OTP will paid for any time over 40 hours worked in a week (Sunday-Saturday) at time and a half.

Time Approvals

Every other week your department’s timekeeper must go into the Kronos system and approve time for departmental employees. The deadline for this approval is noon on the “departmental approval date” shown in this year’s GW Payroll Calendar. This is not a negotiable deadline, and failure to comply with this deadline may result in the student not being paid for their work on the correct payday.  If any delay or action on your part causes a delay in a student’s receipt of wages, it is your responsibility to notify the affected student that payment will be delayed.

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Paychecks

We strongly encourage students to sign up for direct deposit or a Rapid!Pay card. If a student does not sign up for direct deposit (and until the direct deposit takes effect – this may take up to two pay periods), paychecks will be picked up on each pay date at Student Employment. The check will not be mailed to the student. If a student has multiple jobs through GW, payment for all of the jobs will be combined into a single check.

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Student Employee Benefits

Sick Time Accrual: Student employees begin accruing sick time on their date of hire and are eligible to use accrued sick time during their employment with manager approval. Accrued sick time is credited on the last working day of each month and may not be used prior to its actual accrual. For student employees, sick time accrual is equal to one (1) hour for every thirty-seven (37) hours worked, for a maximum accrual of seven (7) days per year. Student employees may also be eligible for benefits under the Family and Medical Leave Act (FMLA). For more information, visit the GW Benefit’s Time Off and Leave Guide. For questions regarding these benefits, please contact GW Benefits at [email protected].

Time Off Reporting: All eligible employees (including student employees) will also use Kronos, the university’s time reporting system, to request and manage their paid time off. If you are new to the Kronos system, we encourage you to visit the GW Benefits Time Off webpage to view micro-tutorial videos and other helpful resources. In addition, there are several Kronos Tips available to help you navigate Kronos as a first time user and ensure you are accurately submitting time-off requests.

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