Student Hiring Process

Hiring departments are encouraged to post student hourly vacancies through the Ohio University job site . To request a new account and for assistance with this process, please contact the Employee Service Center at 740-593-1636 or uhr@ohio.edu .

Review Tips for Managing Students for guidance on supervising student workers and using best practice.

New students and students who are changing work locations are required to complete employment paperwork PRIOR to their first day of work. The required paperwork may be completed within your Center of Excellence , if applicable.

Minor Student Employees

Please be familiar with the State of Ohio Minor Labor Laws . 

Student employees under the age of 18 require the following documents to be completed PRIOR to their first day of work:

• Proof of Age (copy of a driver's license, birth certificate, etc.)
• Wage Agreement (to be completed by the hiring department)
• Parental Consent Form (to be completed by a parent/guardian)
• Work Permit
  • Required for all employees 14 and 15 years old.
  • Required for 16 and 17 year-olds IF they are currently enrolled in high school. Exception: Work permit is not required during summer break.
  • 16 and 17 year-olds are not required to have a work permit if they have graduated from high school. It is the hiring department's responsibility to ensure the student has a proper work permit when continuing work into the fall.

Non-Ohio University Students

Please verify enrollment status of non-Ohio University students each semester. Review the Student Employment Eligibility page for further details.

Hiring Students

Hiring Managers who ARE NOT in a Center of Excellence should follow the following steps when hiring a student employee.

Only NEW student employees who do NOT exist in our systems will need to complete the full new hire paperwork packet. To determine whether your student employee is active in our systems, please check the Employee Lookup .

1. If the employee does not appear in the employee lookup, complete a New Student Employee Pre-Hire form . The new employee will then get an automated email with instructions regarding new hire paperwork.
   • Once the student completes the I-9 verification process, they will receive a verification email from donotreply@equifax.com which confirms the I-9 is complete.
   • Departments may notallow students to begin work until the email confirmation is received.
   • If no confirmation is received, contact UHR at (740) 593-1636 for verbal verification that the I-9 is complete.
   • Enter the student into Workforce only after confirmation of the I-9. Information and training materials for Workforce can be found on the HR System Training page .
2. If the employee does appear in the employee lookup, have them complete the Existing Student Employee Information Sheet .
3. Hiring managers should maintain proof of enrollment for each non-Ohio University student employee each semester.
4. All newly hired student employees will have 30 days from their date of hire to complete state-mandated Fraud Reporting Training. Within a week of being hired, student employees should receive an email from “Ohio University Compliance Training by Vector Solutions” with instructions for the training. Student employees can also access the training directly using this link .If the Ohio Auditor of State Fraud Training does not yet appear on the landing page, the employee should select “Extra Training” from the left menu and enter the word “Fraud” in the search bar to find the training. The video for the state mandated training program takes less than 8 minutes to complete, and the training program as whole will take less than 11 minutes to complete. Emails from Ohio University Compliance Training by Vector Solutions will be sent weekly until the training is completed. Hiring mangers must verify their student employees completed this training as soon as employment begins.

For general questions regarding student employment paperwork, please contact Human Resources at 740.593.1636.

Workforce Student Hiring Instructions

The federal government requires that a completed Form I-9 form be on file for every employee. Federal work study or PACE students must be awarded funding from the Office of Financial Aid before they can be hired into Workforce.

1. Log in at workforce.ohio.edu
2. Click on the New Hire link in the Employees box.
3. Click the drop-down arrow to select the Assignment Group in which the student will be hired.
4. Enter student’s PID number (include the P).
5. Click the Next button. Click the Next button again. If hiring an OHIO student, verify student’s information is correct. If hiring a non-OHIO student, “Employee not found in the system” message may appear. WARNING: Please do not reactivate a terminated assignment. The assignment will not pay correctly.
6. Click the Proceed button to move from the Warning Message window.
7. Click the Next button to proceed to the Assignment window.
8. Enter a unique Assignment Name for the student. The assignment name identifies the timesheet for the student when they log into Workforce to enter their time. Students may hold multiple positions on campus. A well-defined assignment name identifying the timesheet enables the student to select the appropriate timesheet when logging in. Assignment Name is limited to 16 characters (including spaces). If student wages are charged to multiple accounts, the New Hire process in Workforce needs to be completed for each account number.  A new Assignment name must be created for each account.
9. Enter the costing information including appropriate Object Code. Entity (XX), Source (XXXXXX), Organization (XXXXXXX), Activity (XXXX), Function (XX). Object Code: Student Hourly and PACE, enter 706210.  FWS enter 706215. Project-Task-Award: If you need to charge a grant, only enter Object code and the Project-Task-Award number separated by the dashes. NOTE:  If you do not know the Work-Study/PACE account numbers, contact the Office of Student Financial Aid and Scholarships at financial.aid.employment@ohio.edu .
10. Click the Next button to proceed to the Assignment Job and Rate window.
11. Enter the job name and rate of pay. The Job Name is limited to 16 characters (including spaces). The Rate of Pay is entered using this format: XX.XX, do not use the $ sign. NOTE: The rate defaults to minimum wage. To request an increase in the hourly rate for Federal Work Study (FWS) or PACE students, contact the Office of Financial Aid at financial.aid.employment@ohio.edu .
12. Click the Next button. The Review and Confirm window displays.
13. Review the information. If the data is correct; click the Confirm button, then click the Proceed button. If the data is not correct, click the Previous button to move back to the screen containing the incorrect information. Enter the correct data.
    •    Click the Next button to return to the Review and confirm screen.
    •    Click the Confirm button, then the Proceed button to save the new hire.
    NOTE: The student will appear on the approval table immediately. The new student should have immediate access to their own timesheet after you hire them into the Workforce system. Some payroll processes must run before the student is able to swipe in/out on a time clock. The manager may enter the time in/out for the student until the student can swipe in/out on the time clock.

Assignment Naming Convention

For a Regular Hourly student, enter HRLY-(your department name).You may use the name of a grant or project to which the student time is charged.

For a Work Study student, enter FWS-(your department name).

For a PACE student, enter PACE-(your department name).

NOTE: A student cannot have two assignments with the same name. Therefore, if you are rehiring a student, create an assignment name different from the student’s previous assignment name.

Edit Existing Assignment for a Student Employee

NOTE: Use this process for permanent rate and/or costing changes.

1. Click on the Edit Assignments link in the Employees box.
2. Enter employee information (Last Name, First Name or Employee Number). Enter * in Assignment Status.
3. Click the Search button.
4. Click on the appropriate student employee Assignment that needs updating.
5. Verify the student employee information displayed. Click the Proceed button.
6. Edit costing information, if necessary. (Refer to step #8 under Student Hiring section.) Click the Next button to procee d.
7. Edit Rate of Pay, if necessary. WARNING: Please do not change a job name. Refer to the "Add a New Job" section for instructions for a new job.
8. Click the Next button. The Review and Confirm window displays.
9. Review the Edit Assignment Information.
10. If correct, click Confirm then click Proceed. Otherwise, see #13 in Student Hiri ng.

Follow steps #1-12 in the Student Hiring section. Hire an existing employee with a different Assignment Name. Pay special attention to instruction # 8.

Add a New Job to an Existing Assignment

NOTE :Both jobs must be charged to the same account number.  If a different account is to be charged, a new Assignment needs to be created.

1. Click on the Edit Assignments link in the Employees box.
2. Enter employee information (Last Name, First Name or Employee Number). Enter * in the Assignment Status.
3. Click the Search button.
4. Click on the appropriate student employee Assignment that needs editing.
5. Verify the student employee information displayed. Click the Proceed button. Account Costing & Assignment Name can be changed, if necessary.
6. Click the Next button.
7. Under the Action column click Insert button. A duplicated second row appears.
8. On the bottom “Job” row, enter a NEW “Job” Name (limited to 16 characters) and Rate of Pay.
9. Click the Next button. The Review and Confirm window displays.
10. Review the Edit Assignment Information, especially new Job and Rate.
11. If correct, click Confirm then Proceed. Otherwise see #13 in Student Hiring. There is a short time delay after adding a new job to an assignment before it appears on the timesheet. 

NOTE :When a student with multiple assignments and/or jobs logs into Workforce and selects the My Timesheet link, they select the appropriate assignment from a list of all of their active assignments.  Next, they select the appropriate job and begin entering time. A student who swipes a time clock with multiple assignments/jobs will have the option to choose the appropriate assignment /job when swiping in.

Terminate a Student Assignment 

You must terminate student assignments after the student stops working in your department. Students whose assignments are not terminated from the system will continue to have access and will be able to enter hours charged to your department account number. Do not terminate a student employee until their final timesheet has been processed, the new pay period has opened, and they have a zero (0) hour timesheet. Do not use the “Remove from Group” option. Once a student assignment is terminated, it will no longer appear in your group when the next pay period begins. If a student has not worked during a pay period, you must still approve a zero hour timesheet.

1. Click on the Edit Assignments link in the Employees box.
2. Enter employee information (Last Name, First Name or Employee Number). Enter * in the Assignment Status.
3. Click the Search button.
4. Click on the appropriate student employee Assignment to be TERMINATED.
5. Verify the student employee information displayed. Click the Proceed button.
6. Click in the Assignment Status field and change the A to a T.
7. Click the Next button to proceed to the Assignment Job and Rate window.  Do not make any changes.
8. Click the Next button to proceed to the Review and Confirm window.
9. Review the terminated assignment.  If correct, click Confirm then Proceed, otherwise see step #13 in Student Hiring section.