This webpage provides resources and answers to frequently asked questions (faq) from supervisors of student employees. The questions are organized in different domains for easier navigation. Click on a domain to expand the section.
Hiring and On-boarding
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| Question | Answer |
|---|---|
| Do I need to rehire a student each academic year? | ● Graduate Hourly employees must be reviewed in fall and summer. ● Federal Work-Study must be reviewed every fall (submissions may begin July 15). ● Any position entered with an end date must be rehired if continuing employment. |
| How do I know when a student is cleared to begin work? | You will receive confirmation via the approved electronic checklist. |
| Why is my student no longer active after spring? | All FWS, LLE, and Graduate Hourly positions end on the last day of the spring semester. |
| Can a graduating student work over the summer? | ● Domestic students may work through spring eligibility. ● International students may not work past their graduation date. |
Position Management & System Access
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| Question | Answer |
|---|---|
| Why can’t I access my student’s HRFE record? | Graduate employee records are controlled by their home organization. |
| Why is my student not appearing in the system? | ● No approved electronic checklist ● Not entered into HRFE ● New hire paperwork incomplete ● Contact HRFE manager if needed |
| Who approves student pay increases? | Student Employment. |
| How do I terminate a student employee? | Contact Student Employment. |
| How do I request a pay rate change? | Email Student Employment with: ● Student name ● UIN ● Requested pay rate ● Justification for the increase |
| How long does a pay rate change take to process? | Processing times vary. |
| Why hasn’t a requested raise been approved? | ● A formal request was not submitted to Student Employment ● The HRFE transaction is missing a required job comment |
| How do I transfer a student to another department? | Contact Student Employment. |
Timekeeping & Policy Compliance
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| Question | Answer |
|---|---|
| Can Federal Work-Study students exceed their award? | Yes. Once the award limit is reached, the department becomes responsible for wages. |
| Why can’t my student see their time-sheet? | ● Position not active ● Incorrect time reporting method ● Incorrect or missing time approver ● Incomplete new hire paperwork |
| Can graduate students hold multiple positions? | ● Domestic students may work up to 25 hours per week if not in a GA, GSIP, ILSIP, or PAR role. ● Hour limitations and appointment restrictions must be monitored. |