Student Employment Dates

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
• Orientations are typically Mondays
• 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

Student’s First Week

• Complete FERPA training module
• Complete tax and pay forms in ADP
• Review timekeeping

Returning Student Employees

Students who have already worked on campus do not need to apply again.  Please use the Returning Student Employee Form to submit students to rehire.

Note: Due to FAFSA changes, some students who previously received a work-study award may no longer be eligible.

• 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. Most positions require Work Study as part of the student’s financial aid award. Students without work study should check with Student Financial Services to see if they can modify their award.

Why Work Study Matters

The example below illustrates how Work Study stretches Augsburg’s dollars further.

Transition from Summer to Academic Year

Although some departments require student employees to be in place before the start of classes, supervisors are encouraged to schedule new student employees to begin on or after the second week of classes. See student employment dates above for the budget allocation timelines.

Approving Time Entries

•  Time entries must be approved by 10:00 AM on payroll Mondays
• Supervisors approve time entries for their positions. Do not approve the whole timesheet.
• Review time entries for accuracy
• Paid sick leave can only be used to cover missed shifts

Reviewing & Approving Student Time Entries 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.

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.

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.