Student Hire Process
Students | Graduate Assistants |International Students
Essential guidelines, information, and tools for hiring student employees on campus. Explore our comprehensive policies, procedures, and more to streamline your hiring process.
Onboarding
Congratulations on your new student hire! Onboarding your new student employee ensure they have a successful start to their new position as part of your team. Student Employment has created a checklist as a guide to successfully onboard and train your new student employee. You can adjust, as needed, depending on the requirements of your department.
Below is a list of important steps for the student hire and hiring department to complete. For questions, contact studentemployment@tarleton.edu.
Application Process
New student hires must hand-deliver their completed application and original I-9 documents to Human Resources. Both items are due by Friday at noon prior to the student’s scheduled hire date. The start date must fall on a Friday. Please allow 6-7 business days for processing.
Hiring Department: Initiate to Hire Form
Hiring department must complete the Initiate to Hire form prior to sending the student to Human Resources with their application.
Hiring Manager and/or HR Contact must complete the Initiate to Hire form fully to ensure proper processing and to prevent delay in student onboarding.
- Employee Name and Email
- Action Type (New Hire, Additional Job, Reclassification, Transfer
- Employment Type
- Federal Work Study/Intern 2 Learn Approval
- Eligibility approval must go through Molly Richardson – Office of Financial Aid
- You will need to attach the approval to the form
- Pin #
- Annual Work Period
- Job Title
- Please avoid using generic titles such as “Student Tech” or “Student Worker.” Each department should assign a job title that reflects the student’s actual duties and responsibilities associated with the position.
- Examples: Receptionist, Paper Grader, Data Entry Clerk, Administrative Clerk, etc. (role-specific titles)
- Please avoid using generic titles such as “Student Tech” or “Student Worker.” Each department should assign a job title that reflects the student’s actual duties and responsibilities associated with the position.
- Necessary Approval Documentation:
- Work Study/Intern 2 Learn Approval
- Pay Rate Above Pay Plan
- Grant Outline/Maestro ID
- Position Approval
- Performance Review for Promotion
Register Student for Onboarding Clinic
COMING SOON
New Hire Process: Step-by-Step Guide
COMING SOON
Hiring Department: Prepare for Student’s Arrival
COMING SOON
Hiring Department: Onboarding Checklist for Student Employees – COMING SOON
International Student Employees
International student employees are admitted to the U.S. on student visas to maintain full-time enrollment and must meet specific eligibility requirements to work. Students in F-1 status may be eligible for employment under certain conditions. Once an offer is made, the international student is responsible for obtaining a Social Security Number (SSN).
International Student Application & Hire Process
International Student: To Do List
Student Hire FAQs
Below is a compiled list of commonly asked questions regarding student employment.
When does the student need to bring in their application and I-9 documents?
Once the hiring manager submits the Initiate to Hire form, the student must visit the Human Resources office to submit a completed application and original I-9 documents. Copies or photos of I-9 documents are not accepted.
Can a student begin working before attending orientation?
No. A student must attend orientation before starting their new position. Both the student and the department must receive the “Cleared to Work” email before any interdepartmental training begins.
What is the length of time for the onboarding process?
The process typically takes 7-10 business days but may be longer depending on onboarding approvals and the student’s completion of pre-employment tasks.
International student hires may require additional time due to extra processing steps.
Where can I find the student pay scale?
To view the student pay scale, please contact studentemployment@tarleton.edu or refer to the Payroll website.
What is the maximum number of hours a student is permitted to work during the week?
Students are limited to a total of 20 hours per week across all positions. If a student holds multiple jobs, the combined hours must not exceed 20 per week – not 20 hours per job. Students may not exceed 50 hours in a bi-weekly pay period.
How do I process a transfer, additional job or reclassification?
Requests for transfers, additional jobs, and reclassifications must be submitted through the Initiate to Hire form.
- Transfers: Transfers occur when a student leaves one department and move into a new department.
- Additional Job: An additional job is when a student continues working in their current department while also taking on a position in a different department.
- Reclassifications: Reclassifications involve changes to a student’s AWP, employee classification (e.g., Student Worker 1 to Student Worker 2 or Federal Work Study to Student Worker 1), and/or pay rate.
Is a student or GA allowed to work during the Summer?
Yes. Students enrolled in Fall courses may work during the summer. Graduate Assistants must be enrolled in COGS and take at least one class during the summer to be eligible to work during that time.
Can a student work extended hours in the summer?
The hiring department must contact studentemployment@tarleton.edu to justify a departmental need for extended hours. More information regarding this topic coming soon.
GAs – Classifications | Compensation | Requesting Seats
GA Classifications: Checking pay rates
GA Compensation: Checking pay rates
Requesting GA Seats: In order to create a GA seat, approval from the Vice President and the budget office is required.
Is a resignation required for a student who is graduating.
Yes.
When should a student termination be submitted?
As soon as the manager is notified that a student is leaving, the student must submit a written resignation or the hiring manager must complete the student employment resignation form.
When is student and GA orientation offered?
Students: Student orientation is held every Friday via Zoom at 10:00am and 2:00pm.
Graduate Assistants: Orientation for GAs is held every Friday via Zoom at 10:00am only.
Failure to attend orientation will result in the student’s hire date being delayed. Continued delays may result in the offer being rescinded, requiring the onboarding process to be restarted from the beginning.