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The Supervisor’s Guide Hiring a New Student Worker To hire a “New Hire” student to work within your department, the supervisor must follow the steps below. A “New Hire” is a student worker who has never worked on campus and been processed through the Student Employment Office. 1. A supervisor and an alternate supervisor who have not supervised a student worker within the last year and want to hire student workers must complete the online SEO Supervisors Orientation prior to hiring student workers. Supervisor and alternate supervisors are only required to complete the orientation once. However, if an employment violation is sent to the department, the supervisor and alternate supervisor will be required to complete the SEO Supervisor Orientation again, as a refresher. 2. Once the department has assessed that there is a need for a student worker, the vacancy will need to be advertised. The department must take the following steps to have their vacancy advertised: a. Complete the Student Employment Job Description Form b. Submit the form to the Student Employment Office via email at seo@pvamu.edu, inter-office mail, or fax (936.261.1734) 3. After being reviewed by the SEO, the job will be posted on the Student Employment website. Please allow three (3) business days after submission to the SEO for the job to be actively listed on the website. If the job description is missing information, the creator will be contacted via email and will have three (3) business days to respond or the posting will be rejected. The position will be posted for ten (10) business days on the SEO website. The minimum number of days a Job Description Form can be posted is five (5) business days. 4. After the position is posted on the SEO website, the supervisor may begin conducting interviews with students. During the interview, the student must present the following documents: a. Student Employment Application (not the entire packet) b. Resume c. Award Letter (for work-study students) 5. If you are satisfied with the student as a suitable candidate for hire, please have the student type and complete a New Hire Packet. The supervisor must also complete the Job Offer Letter showing the student worker’s anticipated start date, supervisor, and pay rate. Once the job offer letter has been signed by the student and supervisor, the EWR must be created, with the job offer letter and work study award letter attached as individual documents. The EWR and required attached documents must be received by the Student Employment Office at least five (5) business days prior to the hire date. 6. To receive a UIN, the student must provide the following documents to the SEO. The UIN may be picked up from the Student Employment Office in the afternoon of the next business day. a. A copy of the EWR (Employee Wage Request) b. Employee Personal Data Form c. Completed I-9 d. Two (2) forms of original identification 7. The UIN is required to complete the five (5) online trainings, which are mandated by the state of Texas and the Texas A&M University System (TAMUS). 8. Students are required to complete the New Hire Orientation; it should not be completed until the student has been offered a position. Upon completion of the online orientation and trainings, student must print the orientation quiz results and the training transcript (Abode [pdf] format) as verification of completion. Both documents must indicate the student’s name as the documents are part of the employment packet. The front page of the New Hire packet has a checklist to use as a guide for required employment paperwork. Supervisors must review the hiring packet with the student and certify the documents via the Supervisor Certification checklist, which is included in the packet. 9. After the New Hire Employment Packet is certified, the student must bring the following typed documents to the Student Employment Office: a. Student Employment Application b. W-4 Tax Withholdings Form c. Disable Veteran Status From d. Confidential Release Form e. Work Study Guidelines and Statement of Debt Form f. Detailed Class Schedule g. Student Work Schedule h. Student Employment Statement of Responsibility i. Training Transcript with student’s name and UIN j. Completion of the New Hire Orientation Results page 10. The department is required to monitor the Employee Wage Request (EWR) through routing to ensure the student worker has been approved by the Student Employment Office and completed routing through the Budget Office prior to the student starting work. Departments allowing the student to work prior to the SEO and Budget Office approvals will receive a violation letter. Rehiring a New Student Worker 1. A supervisor and an alternate supervisor who have not supervised a student worker within the last year and want to hire student workers must complete the online SEO Supervisors Orientation prior to hiring student workers. Supervisor and alternate supervisors are only required to complete the orientation once. However, if an employment violation is sent to the department, the supervisor and alternate supervisor will be required to complete the SEO Supervisor Orientation again, as a refresher. 2. Once the department has assessed that there is a need for a student worker, the vacancy will need to be advertised. The department must take the following steps to have their vacancy advertised: a. Complete the Student Employment Job Description Form b. Submit the form to the Student Employment Office via email at seo@pvamu.edu, inter-office mail, or fax (936.261.1734) 3. After being reviewed by the SEO, the job will be posted on the Student Employment website. Please allow three (3) business days after submission to the SEO for the job to be actively listed on the website. If the job description is missing information, the creator will be contacted via email and will have three (3) business days to respond or the posting will be rejected. The position will be posted for ten (10) business days on the SEO website. The minimum number of days a Job Description Form can be posted is five (5) business days. 4. After the position is posted on the SEO website, the supervisor may begin conducting interviews with students. During the interview, the student must present the following documents: a. Student Employment Application (not the entire packet) b. Resume c. Award Letter (for work-study students) 5. If you are satisfied with the student as a suitable candidate for hire, please have the student type and complete a Rehire Packet. The supervisor must also complete the Job Offer Letter showing the student worker’s anticipated start date, supervisor, and pay rate. Once the job offer letter has been signed by the student and supervisor, the EWR must be created, with the job offer letter and work study award letter attached as individual documents. The EWR and required attached documents must be received by the Student Employment Office at least five (5) business days prior to the hire date. 6. The student worker must go to the SEO website and complete the online Rehire Refresher Orientation annually, every fall semester. 7. After the Rehire Employment Packet is reviewed and certified by the supervisor, the student must bring the following typed documents to the Student Employment Office: a. Student Employment Application b. Work Study Guidelines and Statement of Debt Form c. Detailed Class Schedule d. Student Work Schedule e. Student Employment Statement of Responsibility f. Completion of the Rehire Orientation Results page (annually, every fall semester) Supervisors must review the hiring packet with the student and certify the documents via the Supervisor Certification checklist, which is included in the packet. 8. The department is required to monitor the Employee Wage Request (EWR) through routing to ensure the student worker has been approved by the Student Employment Office and completed routing through the Budget Office prior to the student starting work. Departments allowing the student to work prior to the SEO and Budget Office approvals will receive a violation letter. **All documents must be typed and printed single sided. Incomplete documents will not be accepted.**
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