Student Employment Hiring Information

 The last day to work in the summer semester is the Friday before graduation – August 16, 2013.

Hiring Procedures

Before the job search begins, the student should determine what type of position he/she is eligible for in student employment. 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 – these types of jobs are limited to students who are currently enrolled in a 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

For a student to receive financial assistance, the minimum semester credit hour enrollment requirements must be met. Students are responsible for meeting the minimum enrollment requirements. Receiving financial assistance to which a student is not entitled, or receiving financial assistance and then dropping to below the required number of semester credit hours, may constitute a violation of University policy and state and/or federal law. As a result, the student worker may be required to repay any financial assistance received.

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 employees must complete the New Hire Orientation.  Rehire students must complete a Refresher Orientation each fall semester.

3.     All new student employees will be required to undergo a criminal background check.  Student employees are required to complete a Confidential Release Form. This form will need to be signed by the prospective student employee and delivered to SEO. Departments will be notified if their prospective student employee does not clear the criminal background check.

4.     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 completed routing through the Budget 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 is responsible for printing out and completing the New Hire or Rehire Employment Packet. All documents in the hiring packet must be typed and completed by the student and reviewed by the supervisor before they are submitted to the Student Employment Office. View Application Form.

Interviewing

The hiring supervisor will select qualified students to interview for the department’s 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 who 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. 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 and Trainings

All student employees must complete either new or rehire orientation.  Additionally, all New Hire student employees must complete the online State Mandated Trainings prior to their prospective date of hire.  New Hires will bring the following documents to the Student Employment Office to receive their Universal Identification Number (UIN) to access the online trainings: 

·         Copy of the Employee Wage Request (EWR)

·         Employee Personal Data Form

·         Completed I-9 Employment Eligibility Form

·         2 Forms of Original Identification

All prospective student employees are required to complete five (5) State Mandated Online Trainings prior to the hire date:

·         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/or HIPAA training prior to the hire date. Students can access the training modules at http://sso.tamu.edu.   New Hires will be able to access to the training site after they receive their UIN.

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 Adobe training transcript, which includes their name and UIN to submit to 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.