Student Employee Supervisor Resources

How Do I Hire A Student Employee?

1 – Develop a Job Description

Assess your department’s needs and document tasks a student employee will be performing in the Job Description Template. Determine job qualifications. Consider supervision requirements of the position. Identify transferable job skills that a student would develop if employed in the position.

2 – Verify Funding for Student Wages

Submit job description to Student Employment Office to grade position based on student employee pay matrix and determine pay rate. Estimate work hour requirements per week to determine approximate total earnings for the student position. Verify your department has sufficient funding in its student wage budget or through an agency account to support the hire of a student employee.

3 – Complete & Submit the Job Posting Form

Complete and submit the Job Posting Form to the Student Employment Office. The Student Employment Office will post your ad on Handshake, Wartburg’s online job board, for your department. The Student Employment Office may advertise job openings via other media outlets, such as the digital media monitors on campus, The Juice newsletter, social media sites, and/or mass email. Printed advertisements (i.e. posters, table tents, fliers, etc.) of position openings can be done at the discretion of individual departments and paid for with their own department monies.

4 – Obtain Student Applications

Students can review position openings on Handshake, Wartburg’s online job board, by logging in with their Wartburg login credentials. To apply, students will complete a standard application that will be sent to their personal e-mail inbox upon submitting it. Students are then responsible for forwarding their application and any additional requested materials to the specific supervisor(s) of the position(s) in which they are applying. Supervisor contact information is listed on the ads on Handshake.

Respond in a timely manner to all applicants and inform them of your department’s hiring timeline and procedures.

5 – Review Applications & Interview Applicants

Review student applications thoroughly and select an adequate pool of candidates. Conduct interviews with student applicants via phone, video conference, or in person. Explain responsibilities and scheduling requirements of the job. Ask behavioral based questions to assess student applicants’ experiences and behaviors in order to determine their potential for success in your department.

6 – Offer the Job

Upon coming to a decision, extend an offer to hire to a student applicant in person or via phone. Discuss the student’s start date and work schedule. Advise student to contact the Student Employment Office to complete any outstanding employment paperwork and present original IDs prior to beginning work.

Notify other student applicants that the position opening in your department has been filled. Applications may be retained on file for future position openings.

Notify the Student Employment Office to remove your job posting on the Handshake job board.

7 – Complete & Submit Hire Request Form

Complete and submit a Hire Request Form to the Student Employment Office four business days prior to the student employee’s start date. The Student Employment Office will notify your department and the student if the student has not completed their required employment paperwork.

Upon the receipt of the student employee’s required employment paperwork and original IDs as well as the processing of a criminal background check (if applicable), the student will be eligible to begin working on-campus. Supervisors can verify a student employee’s authorization to begin working by being able to access and view the student employee’s timecard in KnightTime.

8 – Welcome Your New Student Employee

Welcome your new student employee to your department. Utilize the New Student Employee Orientation Checklist in conjunction with formal training of job duties to ensure a successful start of employment. Provide opportunities for reflection and feedback regarding the student employee’s performance of job duties.