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Student Employment: Hiring Procedures

Hiring Procedures

All hiring is done by the departments

An applicant should check CareerConnect postings to determine what jobs are available. All applicants will be required to submit a resume to the department via CareerConnect. After the third day of the employment posting and/or the department has acquired three or more applicants the department may begin scheduling interviews via CareerConnect. Students are required to complete an I-9 form prior to the start of employment. Starting salary for Federal Work Study positions is the prevailing federal/state minimum wage, whichever is higher, which as of July 1, 2010 is $8.25. Regular student employment position salary rates are at the discretion of the hiring unit.

For departments who opt to hire a graduate student to fill their student employment position, there has been a change in policy.  ALL graduate students hired to fill student employment positions must be classified as graduate hourly workers.  As such, the positions are initiated in Front End by the GA Office even if the student is not a graduate assistant or GPSI.  To ensure the position is established and that the student is paid, the student and the department must complete an Application for Fall/Spring Graduate Hourly Work and submit the form to the GA Office in PAC 518.  Once the position is initiated in Front End, the GA Office will contact the department with the position number, and the department will complete the Front End job addition or new hire process. Graduate students are required to complete an I-9 form prior to the start of employment. Please note that any job postings for graduate students cannot use the words “assistant”, “assistantship”, “intern” or “internship” in the job title as these positions are restricted to the GA and GPSI Offices.

Undergraduate Student Employment Checklist

After you have selected your student(s) to hire, complete an Undergraduate Student Employment Checklist with the student(s) and have them bring it to the Office of Financial Assistance. Once the Checklist is approved, the departmental Front End processor will be notified to Initiate a New Hire or Add a Job (for students currently employed) in Front End.

  1. During their first week, please assist your new hires with the completion of their forms. Payroll cannot be processed until all new hire forms are completed.
  2. If you are hiring a student who is currently employed on campus, please contact the other employer(s) and coordinate with them to ensure student does not exceed weekly hour limit.
  3. Federal regulations require that no student begin working until their I-9 process is completed.

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University of Illinois Springfield
One University Plaza
Springfield, Illinois 62703-5407
217-206-6600

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