Student Employment 2024-25 Schedule

*Student employment will be limited to university operational jobs only

Hiring New Student Employees

Interview Questions for Student Applicants

Onboarding & Orientation

• Students who have never worked on campus need to complete the following before they begin working:
  • Background Check
  • Onboarding Paperwork (Personnel information, W-4 tax withholding, direct deposit, etc.)
  • I-9 Employment Eligibility verification (required original identification documents)
  • 30-minute paid orientation with HR  to learn about time entry and student employment policy. Orientations are typically on Mondays
• Time-to-start is dependent on the student completing the necessary steps
• Students who have been setup previously to work on campus do not need to complete these steps again
• Supervisors will receive notification when the student is ready to start

Returning Student Employees

Students that have already worked in your department do not need to apply again.  Please use the Returning Student Employee Form

• Supervisor completes form
• Student Employment reviews the request and sends paperwork to the student
• The student and supervisor receive an email notice with approved start date, and confirmation that the student is ready to return

Slideshow: Rehiring, Posting Jobs, and Hiring Student Employees

FAFSA & Work Study Eligibility

Work-study eligibility is determined after students complete their FAFSA for the current or upcoming academic year. Due to FAFSA changes, some students who previously received a work-study award may no longer be eligible.

Transition from Summer to Academic Year

Student Employment schedules align with the payroll schedule which may not line up exactly with the academic year; that means that “Summer” ends on Saturday August 31, and the official employment schedule for the academic year begins on Sunday September 1. Labor Day is Monday September 2, and the university is closed. Therefore, a logical start date for many student positions will be Tuesday September 3.

Although some departments require student employees to be in place the last week of August, we encourage you to plan on scheduling your student employees to begin after Labor Day if possible.

Fall Planning: Informational Video for Supervisors

Student Supervisors: Fall Planning Information Video

Graduated Students

Graduating student employees must be finished working by graduation. Managers wishing to explore non-student employment after graduation should connect with their department’s HR Business Partner.
Please encourage your graduated student employees to connect with student employment to ensure we have the correct forwarding address for their W-2 next January.

Approving Timesheets

Reviewing & Approving Student Timesheets

Reviewing & Approving Student Timesheet for Multi-Job Students

Time entry video and instructions

Student Employment Budgets

Budgets, Emails and Dashboards

Positions funded through student employment have a limited number of hours to use during the academic year and/or summer. To help you manage hours to stay within budget student employment provides the following tools:

• Hours summary emails on pay dates with information on hours worked in the previous pay period and remaining for the term.
• Supervisor Dashboards are designed to help you plan hours over the entire term.
  • You will receive an email with the subject “Spreadsheet shared with you: Student Employment…” that includes the link to your dashboard. Plan for variations in schedules due to holidays and slow or busy weeks during the summer.
  • How to Use the Student Employment Supervisor Dashboard
  • Share with your supervisor, department manager, or other colleagues.

Student positions with restricted funds do not have a limit specified by Student Employment. The hours summaries and dashboards can help you stay within your own budget.

Student Researchers

In September 2023 the Internal Revenue Service affirmed that Augsburg Student Researchers are not considered employees for tax purposes. Student researchers working on independent projects can be paid a stipend directly through Accounts Payable which is reported annually on a 1099-MISC.

Research assistants working on University or faculty projects must be paid hourly through student employment. Contact studentemployment@augsburg.edu to discuss your project.