Supervisor Toolkit

*All forms must be typed, printed single-sided, and signed by all parties as indicated on the document.*


New Hire Student Employee

For student employment purposes, a New Hire is defined as any student who has NOT been processed for employment through SEO during the previous two consecutive semesters (includes summer).  In accordance with System Policy 33.99.12, New Hire student employees must complete certain documents as a condition of employment.

  • Job Offer Letter
  • Award Letter (work-study only)
  • Success Guide Certification
  • Detailed Class Schedule
  • Student Work Schedule
  • Confidential Release Form
  • Payroll Documents
    • Personal Data Form
    • W-4 Form
    • Acceptable Forms of Identification
    • Electronic I-9
    • International Employment Eligibility Form (F-1 Students Only)
  • State-Mandated Trainings

Rehire Student Employee

For student employment purposes, a rehire is defined as any student who has worked on campus during one of the past two semesters (includes summer).  Rehire student employees must complete the following documents as a condition of employment and provide them to the supervisor, to attach to the EWR.

Hiring Proposal Documents

The following documents must be attached to the Hiring Proposal:

  1. Confidential Release Form –  This form authorizes the University to complete a back ground check.  The University conducts a background check on all potential employees
  2. Success Guide Certification Sheet – This certifies that the student employee, supervisor, and alternate supervisor has read and understands the content of the Student Employment Success Guide.   The certification sheet is located within the Student Employment Success Guide.
  3. Bloodborne Pathogen (BBP) Personnel Exposure Assessment – This assessment is required to determine if you will be exposed to biological hazards from human and/or non-human primates.
  4. Work Schedule – This form displays the student’s work schedule, not availability, and is completed in a collaborative effort with the supervisor.
  5. Detailed Class Schedule This indicates the hours in which the student has class.  Students are NOT allowed to work during class times. 

The “New Hire Packet” and other important documents are located below under forms

EWR Documents

The hiring department must attach the following documents to the EWR for processing.  Missing or incomplete documents and late EWRs will result in a rejection to the creator and delay the hiring process.

  1. Student Employee Job Offer Letter – The offer letter must be signed by the student employee and the supervisor.  Please follow the Student Employee Wage Table for hourly rates.
  2. Work-Study Award Letter (Federal/State Work-study students) – Must submit award by term to show a work-study award for each semester (must be attached to EWR within 48 hours of creation)
  3. Work Schedule (Rehire students) – The work schedule should indicate working hours only, not availability.   This schedule must be signed by the student employee and the supervisor.

Payroll/Employment Eligibility Documents

The student must submit the following documents to the Student Employment Office for processing to receive their UIN and State Mandated Training Instructions.

  1. Complete the electronic I-9 via the Guardian System (you will receive two separate emails to complete your I-9 from “”), Please ensure you check your spam or junk folder if you do not see the correspondence in your email box.
  2. Acceptable Forms of Identification – Once you complete item #1 above, Guardian will provide you with a list of acceptable documents that may be presented to the Student Employment Office.  Print the list, if necessary.
  3. Employee Personal Data Form – This form provides demographic information as well as a point of contact in case of an emergency on campus.  It also states your status as a disabled veteran in the United States Armed Forces.  If you are not a veteran, please select the appropriate box.
  4. W-4 Tax Withholding Form – Complete this form so that the University can withhold the correct federal income tax from your pay.
  5. On-Campus Employment Eligibility Form for International Students – International students are required to complete this form to seek eligibility for on-campus employment.  Submit this form to the International student advisor in Harrington Science 107.  Once completed and signed, return to the Student Employment Office in Harrington Science, Room 111.


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