Welcome to…

1. Welcome to… The Basics of HiringStudent Employees

2. The information in this tutorial is brought to you by: • Student Financial Aid Office • Human Resources • Payroll Office • The Graduate School • Center for International Education How to use this guide: Moving forward and backward – to move forward and backward through the lesson use the arrow buttons at the bottom right corner of the screen. Main menu – When you advance to the next screen you will see a list of the sections in this tutorial. Click on the title of any section to go to that section. When you are finished with a section, click on the “home icon” ( ) to return to the main menu and select another section to study. You may study any section as many times as you like.

3. Main Menu Click on the title of each of these sections to learn the basic process for hiring student employees: Click on the title of each of these sections to learn about these additional subjects: Overview-- basic information about the whole student employee hiring process Mini Banner– basic intro for those who have never used the Banner software. Step 1 --Determine your department’s needs and budget. Other forms – One Time Payment to Student Request, Student Worker Pay Increase Request, Student Worker Termination forms Step 2--“Post” your job opening. Fall semester – special rules that apply when you are hiring students in the Fall semester Step 3--Research eligibility of applicants in Banner on RJASEAR. Summer semester – special rules that apply when you are hiring students in the Summer Step 4 -- Conduct interviews. Step 5--Select the student you want to hire & submit a “Student Worker Request.” Graduate students – special rules that apply when you are hiring graduate students Step 6--Check for work approval using the Banner system (job set up on RJASEAR). International students – special rules that apply when you are hiring international students Step 7--Make sure the student completes, or has completed, an I-9 form and a W-4 form. Step 8 -- “Close” the job opening. Notify applicants not selected of hiring decision.

4. Overview This computer based tutorial will walk you through the steps necessary to legally hire a student employee according to Baylor’s policies and procedures. • Having a student employee in your office can be a wonderful experience. In addition to the work they help you accomplish, daily interaction with a student can help you keep in touch with the mission of the university – “to educate men and women for worldwide leadership and service by integrating academic excellence and Christian commitment within a caring community.” • To make the most of working with student-employees, however, it is very important to remember that even though they are students, they are also employees– just like regular staff members. • This means you should – • Plan for the work you want them to do, • Hire them according to all Baylor policies and legal requirements, • Orient them, train them, manage them, hold them accountable, • and even terminate them, if necessary… • …Just like you would a regular staff member

5. Overview There are a few things to keep in mind when hiring and employing students in your office: • Student employees may not work more than 20 hours per week per University policy. • Student employees are allotted a certain amount of money allowing them to work no more than 10.75 hours per week, each week of the award period, based on the minimum wage par rate. If they work more than the allotted hours it can adversely affect their financial aid. The supervisor can check with the Student Financial Aid Office to determine if the award amount can be increased to allow for more hours. • Students may not work until they are approved by the Student Financial Aid Office to do so. The supervisor can confirm the approval to work by seeing the job set up on RJASEAR or by seeing the on-line time card set up. This tutorial will guide you through the process of hiring a student employee.

6. Overview • The steps for hiring a student employee vary slightly depending on • the semester in which you are hiring, and • whether the student is an undergraduate, graduate or international student. • Variances to the basic process are explained in other sections of this tutorial. Be sure to study all sections of this tutorial that apply to your particular situation. • Also, if you are not familiar with the Banner System, you will need to study the section called “Mini-Banner- Accessing and Understanding.” That section will give you just enough Banner training to complete the steps required to hire a student employee. • For more in-depth Banner training, visit the ITS website. • You can also get there by following this path: • Baylor.edu> Faculty/Staff>Training and Development >Technology Seminars/ Training

7. Research eligibility of applicants in Banner Step 3 Step 4 Conduct Interviews Determine your department’s needs and budget. Step 1 Step 2 “Post” your job opening using the Job Order Form. Select the student you want to hire & submit a “Student Worker Request.” Step 5 Check for work approval using the Banner system. Step 6 Step 7 Make sure the student completes, or has completed, an I9 form and a W4 form (RJASERF). Step 8 “Close” the job opening. Notify applicants not selected of hiring decision. (Job Closure Form) Overview The basic steps for hiring a student employee are as follows: Each of these steps will be explained in more detail in a section of this tutorial. Please study the section for each step.

8. Overview Work-Study Forms web page Throughout the process of hiring a student employee you will complete several forms. All the forms you will need are available on the “Work-Study Forms web page. • To get to the Work-Study Forms web page : • From the Baylor home page (www.baylor.edu) select “Faculty & Staff” • On the “Faculty & Staff” web page, look for the heading “Work Study Forms” under Featured Links. • You will be prompted to enter your Baylor Login.

9. Overview Review Question True or False? The process for hiring a student employee is the same whether the student is an undergraduate or a graduate student.

10. Overview Review Question True or False? The process for hiring a student employee is the same whether the student is an undergraduate or a graduate student. Answer False. The hiring process varies slightly depending on whether the student is an undergraduate, graduate or international student. It also varies slightly depending on the semester in which you are hiring. Those variances are explained in other sections of this tutorial; be sure to study all the sections of the tutorial that apply to your particular situation.

11. Overview Review Question • Throughout the process of hiring a student employee, there will be several forms for you to complete. Where can you find these forms? • Call the Student Financial Aid Office (SFAO). • Go to the Work-Study Forms & Instructions web page. • Order them from the Printing Procurement office. • Get an original from the STAO and then make copies as you need them.

12. Overview Review Question • Throughout the process of hiring a student employee, there will be several forms for you to complete. Where can you find these forms? • Call the Student Financial Aid Office (SFAO). • Go to the Work-Study Forms & Instructions web page. • Order them from the Printing & Procurement office. • Get an original from the SFAO and then make copies as you need them. Answer • The correct answer isB. You can get all the forms you need from the Work-Study Forms and Instructions web page. To get there, follow this path: • Baylor Home Page  Faculty & Staff Work-Study Forms

13. Overview End of Section. Click to return to the main menu.