Students are hired via Quest which can be accessed through Campus Activities and Student Engagement. Student employees are hired for either the academic year, per semester, or summer. Therefore, they need to be hired (or rehired) in Quest each "term". If a student works year-round, hire them for summer and do a separate Quest submission for the academic year.
When interviewing student employees, provide page 3 of I-9. Let the student know they will be required to bring their original document(s) from column A or B and C, if offered and hired for the position.
- If the student will not have the original document(s) available and is offered the position, the start date must be delayed until the student has the original documents and is able to provide them with the new hire paperwork. This is in compliance with the USCIS (the federal agency which oversees employment eligibility compliance).
- If you interview in spring but the student will not start until fall, ensure you contact students 2-3 weeks prior to the start of the semester to reconfirm they are still interested in working and reconfirm the need for the I-9 documentation.
Completing a Criminal, Financial, and/or Sexual Harassment Reference Check for Your Student Employees
Departments may choose to run a background check if a student position does not meet these requirements. Doing so must be based on the position and done for all candidates/offers.
Complete a Background Check request
about 2-3 weeks prior to the student employee's start date. Do not have the student employee start work if the background check is not fully completed and they have passed.
Non-UWSP Students or Minors
If you are hiring a student employee who is not a UWSP student, use the Non-UWSP Student Quest Form to hire the student employee.
Considerations for Hiring Non-UWSP Students who are minors:
- Additional rules and regulations need to be followed when hiring a minor, includingbut not limited to work permit requirements, limitations on the type of work and hours, break requirements, additional safety requirements.
- If you are interested in hiring minors or posting a job for non-UWSP employees to consider who would/could be minors, please consult with Human Resources prior to posting or filling your position.
checks for those entrusted with the minor’s care (contact us for
guidance), work limitations (no hazardous work allowed), etc. See the UWS Minors on Campus and UWSP Minor Protection and Adult Leadership webpage.
Work-study periods follow the academic year and summer months and align with the biweekly pay periods.
For 2022 - 2023 academic year: The academic work-study award period starts on August 28, 2022 and ends on May 20, 2023.
Maximum Work Hours Ability
Student employees can only work a maximum of 25 hours per week during fall and spring semesters. They can work up to 40 hours during winterim break and summer break.
If the student employee has more than one position at UWSP, all hours worked count towards the threshholds above. Thus, it's critical to speak with your student employees to confirm if they have other employment at UWSP. If so, they cannot go above the hours listed above per week between all jobs held. Also, ensure your student employees know that they are responsible for notifying you if they get another job at UWSP after starting in your department. As needed, coordinate with their other supervisors to verify the student is not going beyond the hours work threshholds.
Student Employee Active/Inactive Status
When a student employee is not going to consistently work (i.e., not working for more than 2 pay periods), notify Human Resources at firstname.lastname@example.org to notify us and end the student's employment. This helps ensure that only actively working student employees remain active in HRS. This supports compliance in a number of areas. Remember to rehire the student in Quest prior to the student starting work again.
Student employees who are hired for an ongoing role for the academic year in fall semester do not need to be rehired in Quest for spring semester.
Graduating Student Employees and Working Ability
If a student graduates in fall semester they cannot work past the start of the following spring semester. Ex: Student graduates Dec 2022. They cannot work past January 23, 2023.
If a student graduates in the spring semester they cannot work past commencement.
You may ask for approval for an exception to the above timeframes. To request an exception approval, email email@example.com.