Supervisor Information

Student Employment Setup Process

Two initial questions to consider:

1. Does your department typically have student employment funding allotted to your 51300-0 and/or 51301-0 budget lines? If not, please submit a Fund Appeal Form to request budget allocations for your department. You can also use the link if you have current student employment funds but anticipate needing more for this current fiscal year.
2. Does the position you hope to fill already exist in the Student On-Campus Work Authorization form? If not, please email studentemployment@whitworth.edu to provide a few details so that we can build the position in our systems. We will need the position title, GL account, and department name.

 Here's a detailed overview of the process for hiring student employees:

1. Job Description – Create a job description with position responsibilities, qualifications required and preferred, any minimum number of hours or days/times required to work, and the pay rate. The standard wage rate for student employees is the current minimum wage in the state of Washington.
2. Handshake Posting – Post the position on Handshake, our career management platform. Please review our Employer Guide: Getting Started for detailed instructions for creating an employer account, connecting to Whitworth, and posting on-campus positions.
3. Applicant Review and Selection – Review applications and pursue next steps with individual candidates based on your department's process for applicant review and selection. We encourage departments to conduct interviews with qualified candidates, in the manner that best fits the needs and capacity of your department.
4. Work Authorization – Once you select students to hire, the next step is for you to fill out the new Student On-Campus Work Authorization Form for each of them. You can also access the link via Pirate Port, Forms, Career Services, Student Work Authorization (SWA). You do need to be logged into Pirate Port first in order to see it though.
5. Student Employment Paperwork – After you submit the request, the student will be prompted to sign the form, and then it will be routed to our office for processing. At that point, new student employees will need to stop by the Career Center to complete the employment paperwork. This paperwork includes the I-9, W-4, and Direct Deposit Authorization forms and requires students to present physical, original identity documents for the purposes of the I-9 form. Afterward, we will set up their position—at which point you and the student will both see the web time entry card in WhitNet. That is the point of official eligibility to begin working.
6. Student Employee Trainings – Finally, the student participates in three required trainings. The first is an online FERPA training that will automatically be sent to the student via email. The second and third components are experiential trainings that are hosted on various dates throughout the year (and shared out via the TRR section of Pirate Port announcements). The New Student Employee Orientation covers all the “nuts and bolts” of student employment on-campus including details about time cards and how/when student employees get paid. And then the Title IX Training reviews the legal responsibilities of all student employees under Title IX. If students are unable to attend the experiential trainings on the provided dates, they can reach out to studentemployment@whitworth.edu to arrange individual orientations.