Information for Student Employment Supervisors

Discuss with your AVP/VP/Dean to:   

• Determine funding availability: Work-Study, Department Funds, Grant Funding  
• Determine supervision including implementing safety (and COVID) related protocols  
• Determine job location: on-campus, remote, hybrid  
• Create a job description based on need of department; include skills sought

• Connect with the Career Development Center to complete a mandatory Supervisor Student Employment Orientation & Training Session  
• Submit job description for posting on Handshake  
• Interview your candidates  

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

• Extend tentative employment offer   

Tip: Review SEF form and the checklist on page 2 for required documentation.   

• Student makes appointment with the CDC to process hiring paperwork and closes the hiring process  
• Virtual appointment will be made during restrictions related to COVID  
• Student participates in mandatory student employment training  

• CDC sends verified hiring paperwork to RIC Payroll office   
• Hiring department receives notification to finalize hire via email (student can start working)  

Tip: Offer an Orientation to the department and their role and encourage student to review the Student Employee Handbook and the Guide to Being a Valued Employee

• Payroll notifies supervisor when to submit student hours in PeopleSoft  

Tip: Set up a system for student employees to document hours worked as well as an Excel sheet to keep track of their remaining work-study funds  

• 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 work 
• Students are required to sign in and out each time they report for work 
• Students must notify their supervisor if they are to be late or can’t make their shift 
• Students get paid every other week.  
• Students should monitor their work-study funds so they do not exceed their award 
• Details are included in the Supervisor Handbook

Students are required to meet with Career Development Office/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) 
  Student Employment Form (SEF) - Fillable Version
• I-9 Form
• Federal W-4
• Rhode Island W-4
• Bar of Claims
• Drug Free Workplace Statement
• Handshake On-Campus Job Posting Worksheet
• Personnel Action Form 
  To request change in funding source, pay rate or indicate end of assignment

First time students receiving work study money are required to attend a one-time mandatory student employment orientation session.  All are welcome but only mandatory for work study students (Federal Work Study requires the training not the college.) 

Almost every department on campus offers students an opportunity to work.  If you like working with children, working outdoors or a clerical job there are several opportunities.  All positions are posted on Handshake. Interested in working in off-campus non-profit agencies? Career Development has a list of agencies that they currently work with. If the student has one in mind, they can let us know and the college will reach out to that organization.