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Hiring Student Assistants @ SCU
February 24, 2009
Liz Mireles and Kathy Potter
Career Center
Objectives
 Why Student Employment
Office
 Learn about SCU’s student
hiring process
 Ideas for interviewing
candidates
Introductions
 Name
 Department
 How many students work in your office?
 Have you hired students in the past?
 What do you hope to get out of this workshop?
Why Student Employment Office?
 Centralize procedures and processes
 Increase professionalism of student employment
positions
 Create and provide
uniform policies
Student Employment Stats
 Total number of active campus jobs: 2540
 Total number of student employees: 2011
 Student workers make up approximately 39% of total
student population
 Total number of Work Study students: 652
 Work Study students make up approximately 32% of total
student employee population
 Average salary: $9.30
 Average hours per week: 9.5
Three Steps of Hiring
 Job Description Development and Posting
Process
 Recruitment and Interview Process
 Paperwork!
Job Description Development
 Identify core competencies
– Skills, abilities, behaviors, and knowledge required
to successfully perform a set of tasks
 Develop an effective job description
– Provide clear expectations and detailed information
 Is this a Work Study position?
Determining Hourly Wage
 Hourly rate should be based on:
–
–
–
–
–
–
Core competencies requirements
Job requirements and duties
Level of experience needed
Student’s past experience and skills developed
Student Employment pay scales in Employment Manual
Other wages for similar positions in your department and
SCU
– CA minimum wage of $8.00
 Hourly rate should NOT be based on:
– Student’s Work Study status
Post Your Position
 All positions must be posted on the Career Center
Web site for a minimum of 2 business days
 Job posting form:
– http://www.scu.edu/careercenter/students/jobs-new.cfm?task=post
– Must be provided online to [email protected]. Allows office to
 Store applications by email received date
 Notify sender that application is either in process or complete
 Student view of positions:
– http://www.scu.edu/careercenter/students/jobs-new.cfm?
Recruitment and Interview Process
 Sourcing
 Application vs. Resume
 Interview Process
- Screening Applicants
- Behavioral Interviewing
 Questions to Avoid
 Reference Checking
 Selecting the Best Candidate
Sourcing
 Create attractive job description
 Good reputation of department – word of mouth
 Positive work environment
 Recommendations from other students
 Target students in your academic department
 Target students that frequently use your services
Application vs. Resume
Application:
- Lets you determine what information
to seek
- It’s easier to compare applicants
- Maintains consistent process with all
applicants
Application vs. Resume
Resume:
Provides example of student’s writing ability
and preparedness
Mirrors application process outside of college
Encourages student to think about strengths as
they relate to position
Online information on how to create resume
available
Interview Process: Screening Applicants
 Do they meet the basic requirements?
 If you have questions, conduct a phone interview
first
 Invite them in for an interview
 Ask all candidates the same questions
 Questions should relate to core competencies
 Let candidates know next steps in the process
Interview Process: Behavioral Interviewing
 Describe
 Tell me about
 Give me an example
 Describe a time when
 Have you
ever…explain
circumstances
Questions to Avoid
Religion, marital status
Height, weight, age
Race, ethnicity
Disability, health
Sexual orientation
Reference Checking
 Clarify any inconsistencies
 Highlight strengths of the applicant
 Look for “red flags”
 Gain a different perspective
 Questions you can’t ask
Selecting the Best Candidate
 Compare candidates to core competencies, not to
each other
 Contact the candidate to present offer – agree on
start date
 Follow up in writing, confirming agreement
 If student accepts position, contact other
applicants to thank them for their interest
Roundtable Discussion
Hiring tips and challenges
– At table decide on:
1 thing you do well – regarding hiring
student employees
1 common frustration of the hiring
process
– 5 minutes
Paperwork!
 Document security
 Timeline for submission
 *SEA form
 *I-9
 *W-4
 *Direct Deposit
 *Student Employment Contract
 Notification of Completed Paperwork (“white card”)
 Paperwork must be brought to Student Employment Office by student
 *ALL 0F THESE MUST BE COMPLETED
BEFORE PAYROLL WILL ISSUE PAYMENT TO THE STUDENT!
Securing Hiring Documents
Document security
– Secure location – locked file cabinet or drawer
– Not accessible to public
– Electronic files stored on
secure network, not on
C: drive of computer
Paperwork Submission Timeline
SEA and Change Forms Due for 22nd paycheck
30
1
2
3
Timesheet Processing – No Data
Entry
7
8
9
4
5
6
SEA and Change Form Processing
10
11
12
13
19
20
26
27
2
3
SEA and Change Form Processing
14
15
16
17
18
Timesheet Processing – No Data Entry
21
22
23
24
25
SEA and Change Form Processing
28
29
30
31
1
Timesheet Processing – No Data Entry
SEA and Change Forms Due for 7th paycheck
Student Employment Authorization Form (SEA)
 Authorizes payment of student from listed distribution string during listed dates –
NOT A CONTRACT
 Sample
 Position Control Number
– Work Study
– Non-Work Study
 Distribution String
– Work Study
– Non-Work Study
 Use of Comments Box
 Special Problems
I-9 Form
 Student must take to Liz Mireles in Student Employment
– Individual departments should NOT verify documentation
 Student may NOT work until this is submitted
 Student needs to submit form only one time while working at
the University
 Establishes both identity and employment eligibility: Must
show original documentation – no copied or faxed documents
 List of acceptable documents on back of I-9
W-4 Form
Student must take to Liz Mireles in Student
Employment
Federal tax form
Purpose of the form
Do not give advice on how to fill out
Direct Deposit Form
 Submit to Liz Mireles in Student Employment
 Authorizes Payroll to put compensation directly into the
student’s banking account
 Reduces confusion around paycheck time
 Avoids checks being lost in mail
 Students can view paycheck up to two days before they
receive their check through eCampus
 No trip to the bank
 Same bank account info used for both payroll and student
refunds
Where can I obtain I-9,W-4, and Direct
Deposit Forms?
 Go to Student Employment web site:
http://scu.edu/careercenter/students/studentemployment/forms
.cfm
 Hard copies available in Student Employment Office,
Benson 111 and Career Center
Student Employment Contract
 Contract is one page summary of employment guidelines that
student must read and sign. Required of all students before
they start to work.
 Students bound by University’s Policies and Procedures
 I-9 and W-4 MUST be completed before work begins
 Students may work up to 20 hours/week (up to 40 hours/week
during academic breaks)
 Overtime must be pre-approved
Student Employment Contract (con’t)
 Hours are entered and approved online at Ecampus.
Falsification of hours is prohibited.
 Direct Deposit is encouraged. (If activated, student
refunds will be directly deposited as well.) Paper
checks are sent to listed Ecampus address.
 Students are subject to Federal and State tax.
Students are exempt from Social Security, Medicare,
and State Disability tax (FICA) during academic terms.
Notification of Completed Paperwork (“white
card)
Student receives card once all paperwork is
complete
Student takes card to supervisor to indicate
completion of paperwork
Signifies release to work
International Student Procedures
 F-1 and J-1 students may work on campus
– Students with H visas cannot work on campus
 List of acceptable documents on back of I-9
 Taxes
– Some countries have tax treaties that affect taxation of
international student. See Liz Mireles for eligibility.
All must be
submitted to Student
Employment Office
Signs That Something Is Wrong
 Supervisor can’t see student’s name on Ecampus to approve
 Student’s timesheet is not visible on Ecampus
 Student can’t log in hours on Ecampus
 Student gets error message that Time and Labor is not active
 Student didn’t receive direct deposit (or paycheck if s/he had
back pay due)
More Signs That Something Is Wrong (con’t)
 A student(s) appears in supervisor’s approval list who
doesn’t belong there
 Student reports hours that s/he didn’t work
 Notice from HR that supervisor hasn’t approved
students
 Exception messages
Don’t hesitate to ask questions!
Questions
Contact
Liz Mireles,
Manager of Student
Employment
(408)551-3000 x 6444
[email protected]