Information for On-Campus Student Employers

Discuss with your AVP/VP/Dean to:   

• Determine funding availability: Work-Study, Department Funds, Grant Funding
• Determine supervision including implementing safety-related protocols
• Determine job location: on-campus, remote, hybrid
• Create a job description based on need of department; include skills sought
• Complete the Job/Internship Posting Request Form to have your position posted on Handshake.

• Connect with the Career & Life Design Center to obtain a supervisor manual
• Submit the Job/Internship Posting Request Form for posting on Handshake
• Interview your candidates  

Tip: Ask student to bring class schedule (list view and class view). For work-study funded positions, student should bring a copy of their accepted award.  

• Extend tentative employment offer   

Tip: Review the list of required documentation under Hiring & Personnel Action Forms.   

• Complete the Student Employment Form (SEF). To help you complete this form, have students complete the Student Employee Information Collection Form.
• Student makes appointment with the Career & Life Design Center to process hiring paperwork and closes the hiring process. Request an appointment with CLCD staff.
• Student participates in departmental onboarding with their supervisor

Tip: Your student will need to accept their position through the digital flow, they will receive an emails that looks like this: 

• The Career & Life Design Center sends verified hiring paperwork to RIC Payroll office
• Student onboarding - Hiring department receives notification that student is cleared to work
• Students start dates are scheduled based on the student payroll schedule
• Payroll notifies supervisor when to submit student hours in PeopleSoft  

Tip: Set up a system for student employment hour tracking that works for you.

• During Academic Year students are not allowed to work more 20 hours per week
• During breaks and summer, students are allowed to work up to 35 hours per week
• Students get paid according to Payroll Office payment schedule.
• Students should monitor their work-study funds so they do not exceed their award

Students are required to meet with the Career & Life Design Center/Student Employment if they are working on campus/off campus for the first time. During a virtual meeting, a staff member will meet with student and help them fill out the forms and verify ID and work authorization documents.  

• Student Employment Form (SEF)
• Work Study Off-Campus Job Description Form, Work Study Off-Campus Job Description Form (fillable version)
• I-9 Form
• Federal W-4
• Rhode Island W-4
• Bar of Claims
• Drug Free Workplace Statement