Student Employment Hiring Procedures

Before the Job Search Begins The student should determine what type of position he/she is eligible for before searching for a student employment position. All student employment positions will be classified as follows:

• Federal/Texas Work Study – to apply for jobs listed as Federal Work Study or Texas Work Study, a student must be awarded this type of funding from the Office of Financial Aid. A student may determine if he/she has been awarded work study funds through his/her Panther Tracks account.   Panther Tracks can be accessed at http://panthertracks.pvamu.edu/ .

• Student Hourly – any student who has not been awarded work study funds or who has officially declined a work study award may apply for any position listed as Student Hourly

• Graduate Work Study Student – these types of jobs are limited to students who are currently enrolled in the Graduate Program at Prairie View A&M University. Students accepting Graduate Assistant positions are usually required to work for at least 7 hours per day. Graduate Assistant Positions will also be classified as Federal Work Study or Texas Work Study.

 Enrollment Requirements for Receiving Financial Assistance

The Minimum Semester Credit Hour Requirements for Receiving Financial Assistance is as follows:

 Conditions for Employment

1. Summer I & II - All students must be enrolled for a minimum of six (6) hours per session or enrolled for three (3) hours in Summer I and three (3) hours in Summer II to be eligible for summer employment.
2. New Hire student workers must register online http://www.pvamu.edu/pages/1651.asp and attend a Student Employment Orientation annually.
3. All student employees will be required to undergo a criminal background check prior to employment.  The hiring departments will be required to complete a Confidential Release Form  prior to making an offer of employment. This form will need to be signed by the prospective student employee and delivered to the SEO by the student worker. Departments will be notified if their prospective student employee does not clear the criminal background check. The student will also be notified of non-clearance.
4. Students are no longer permitted to attend the Career Services Orientation Workshop.
5. Students are not permitted to work during study days. Study days for each semester can be found by visiting the Office of Registrar home page http://www.pvamu.edu/registrar and clicking on the link for the academic calendar.
6. All students may only begin working on the 1^st & 15^th of each month, and only after the supervisor has confirmed that the student’s EWR has successfully cleared the routing office. No student may begin working until his/her supervisor has verified that the student’s Employee Wage Request (EWR) has been approved. Supervisors will need to verify the status of each student’s EWR with the Creator of the document. Final approval for all EWRs will come from the Budget Office

Job Search

1. All students are responsible for securing their own employment.  

2. All student employment positions will be advertised on the Student Employment web page. Job listings will be posted to the Student Employment website the beginning of every semester.

3. Each job listing will contain a detailed job description and the hiring supervisor’s name and phone number or email address for contact purposes.

4. Students must contact hiring departments to secure employment and ask questions regarding the position.

5. Students should be prepared to interview with the hiring department.

6. Once a student has found a position of interest he/she may begin the application process. View available Job Listings.

 Application Process

All potential student employees should complete an Application for Employment. Students must also include a resume with the application. Both the resume and application should be submitted directly to the hiring department for review and consideration of employment. Once a department has made the decision to formally hire a student and the student has received a Job Offer Letter, the student must also submit his/her confidentiality Form (Background Check) to the Student Employment Office. The student is also responsible for printing out and completing the New Hire or Re-Hire Employment Packet to submit to employer. View Application Form.

 Interviewing

The hiring supervisor will select qualified students to interview for their posted position. If a student is not contacted for an interview after submitting an application and resume, the student may attempt to arrange an interview with the hiring department. Students whom are applying for Federal or Texas Work Study jobs must provide a copy of their award letter to the hiring department for review. Getting your Award Letter.

Once a department agrees to hire a student, the department will complete an Employee Wage Request Form (EWR) to place the student on the University payroll. The EWR and all other student hiring paperwork can be accessed online at Student Employment Forms.

 International Students

 All new-hire international students must also complete Glacier, an online tax summary report. Glacier will be administered by the SEO during the student employment orientation. International students will complete a   Glacier Request Form. The SEO will then submit the Glacier form to the Payroll Office where the student will be set up to go online and complete the Glacier requirement.

More on hiring International Students

 Orientation

All new-hire student employees, must also attend Student Employment Orientation. Students must Register Online and attend a Student Employment Orientation. All students must attend orientation prior to their prospective date of hire.  New Hires will bring the following documents to the Student Employment Orientation:

1.    Job Offer Letter

2.    Employee Wage Request Printout (EWR)

3.    Employee Personal Data Form

4.    Completed I-9 Employment Eligibility Form

5.    W-4

6.    Disabled Veteran Status Form

7.    2 Forms of Original Identification

8.    Confidential Release Form (Background Check)

Training

All prospective student employees are required to complete prior to the hire date the State Mandated Online Training sessions  for:

·         Ethics

·         Creating a Discrimination Free Work Place

·         Information Security Awareness

·         Reporting Fraud, Waste and Abuse

·         Orientation to the A&M System

Some departments may also require students to take the FERPA and HIPPA trainings prior to the hire date. Students can access the training modules at http://sso.tamu.edu.   Step by step instructions on how to complete the training modules will be provided by the Student Employment Office. New Hires will be given access to the training site after their completion of Student Employment Orientation. Students can register online for Student Employment Orientation online at Orientation Information. 

The Student Employment Office will verify that all students have completed all training modules before confirming that the student is eligible to begin working. Therefore, students must ensure that the State Mandated Online Training is completed before their prospective hire date. After training is completed, students must print out the training transcript and turn into the hiring department with their employment packet.

Please contact the Student Employment Office if you have further questions at (936) 261-1793 or via email at seo@pvamu.edu