Student Employment Q&A

Q&A for Student Employees

General Student Employment Information

How I can find the Student Employment Resources?

Who is eligible for student employment?

  • Must be enrolled in at least 6 credits, unless it is graduation quarter or summer quarter.
  • In good academic standing (2.0 GPA)  
  • Work Study student recipients must demonstrate financial need via completion of Free Application for Federal Student Aid (FAFSA).

How many hours can I work when enrolled?

  • You cannot exceed 19 hours per week while attending classes during a quarter.
  • You can work up to 40 hours per week once you have completed your last final of the quarter, however, you must ensure there is enough remaining in you Work Study award to cover the increase in hours.
  • If you overspend your award, either, you or your supervisor’s department will need to reimburse the college for over-earnings.

What dates can work each quarter student employees work?

  • Summer: July 1st – August 31st
  • Fall: September 1st – December 1st 
  • Winter: January 1st – March 30th
  • Spring: April 1st – Third week of June (Tuesday of third week) for Work Study employees and June 30th for Student Hourly employees

Where are jobs listed?

Where do I complete a job application

  • Student employment jobs are posted here
  • Please refer to the NEOGOV Application Reference Guide here.

How do I create an account in order to apply for jobs?

  • Go to the link “Student Employment Opportunities” and select “We are hiring students _ Apply now” button.
  • The webpage will provide student with the handout for setting up NEOGOV account.
  • NEOGOV Application Reference Guide here.

Do I need to have a resume/cover letter?

  • Yes, resume and cover letter are mandatory for all student employment positions.

How do I schedule an appointment to review resumes and/or cover letters?

  • During COVID you can schedule a Zoom appointment with the Advising Career and Transfer Center.

How long does a Work Study Authorization Form and PAF last?

  • Both are completed once per fiscal year (July 1st through June 30th). 

If I am hired during my quarter of graduation and I plan to be enrolled under 6 credits what do I do?

  • If you plan to be enrolled under 6 credits during your quarter of graduation, you need to complete “Notification Of Enrollment Under 6 Credits” form and email it to the Student Employment Services. Please send it to studentemployment@spscc.edu 15 days prior to the beginning of your graduation quarter.
    • “Notification Of Enrollment Under 6 Credits” form here

Where do student employees obtain the W-2 form?

  • Contact Human Resources for infomration about the W2.
Hiring Process

Who sends hiring instructions to me?

  • After the job interview, if selected, ask your supervisor to complete and sign the Work Study Authorization Form (WSAF) and/or Personnel Action Form (PAF) and email it to studentemployment@spscc.edu.
  • Student Employment will send the “Student Employee New Hire Forms and Information Instruction” message to you if you are a newly hired employee.

What is the hiring process if I am rehired?

  • If you worked for the college within the past 12 months, you will complete rehire packet. The packet does not include all hiring paperwork.  
  • Request a WSAF from Student Employment to share with your supervisor for signature, etc.
  • Request a PAF from your supervisors that includes unit signatures, etc.

Where do I complete hiring paperwork?

  • During COVID newly hired student employees scan Human Resources their completed and signed Work Study Authorization Form (WSAF) and/or Personnel Action Form (PAF) and hiring documentation.
  • If you are a rehired student employee Student Employment will forward the PAF/WSAF to Human Resources.

When does the student need to complete a background check (Checkr via Human Resources)?

  • The position requires the student to drive a state or college owned vehicle during the course of their employment.
  • The student has unsupervised access to children under sixteen years of age or developmentally disabled person or vulnerable adults during the course of their employment.

When I submit hiring paperwork to Human Resources, can I begin working?

  • No, supervisors and students need to receive an “Eligible to Work” email from Student Employment Services before scheduled to work.

What process do I have to do if I change jobs or supervisors?

  • Complete an application for the new job.
  • Request a Work Study Authorization Form from Student Employment and obtain signature from your supervisor.
  • Request a PAF from your supervisor and obtain signature from your supervisor.

What do I do if I need to leave my job/or I am terminated?

  • Student employees must coordinate with their immediate supervisor if time off is needed.
    • Such absences could be considered excused and are given without pay.
  • Student employees requiring extended periods of time off for any reason (disability, family and medical, military, jury duty, vacation) will need to speak with their immediate supervisor.
    • If given leave while maintaining job position, it will be rendered without pay unless employee decides to use accrued paid sick leave hours.
  • If you vacate your position:

What are the steps do I have to do when I am fired from employment?

  • Your supervisor must submit resignation in writing to you and Student Employment, preferably two weeks in advance. 
Timesheet Information

What application do students use to add hours worked for supervisors to approve?

  • The Time and Leave Reporting (TLR) application is available to all hourly and student employees working on Campus. Supervisor will review, decline, and approve students’ timesheets.
    • Time and Leave Reporting User Guide - Hourly and Work Study Student here.
  • The State Work Study Off-Campus Timesheet (SWSOT) application is available to state work off-campus student employees. Supervisor will review, decline, and approve student’s timesheet after student submit it via Adobe Sign at supervisor email account.
    • State Work Study Off-Campus Timesheet Guide for Supervisor here.

Which Student Employees are able to use sick leave?

  • All Student employees are eligible to use sick leave if it is available to them.
  • One-hour sick leave accumulated per 40 hours worked.
  • Student can locate sick leave at the “Leave Balance” menu of TLR.

Can student employee timesheets be rejected?

  • Yes, if work hours, sick leave, 30 minute unpaid lunch breaks, etc. entered are incorrect and/or the student wishes to update hours that they have submitted supervisors can reject timesheets and notate the reason why it is being rejected.  
  • If you have specific questions concerning policies related to rejecting timesheets contact Payroll in Human Resources for TLR and/or your off-campus agency Payroll office.
Work Study Student Employees

What is Work Study Job?

  • Work study is a need-based financial aid award determined via the completion of Free Application for Federal Student Aid (FAFSA).
  • It is not a grant (you must work to earn it) and it is not a loan (you do not have to pay it back).

How do I know if I have work study?

  • Check your Financial Aid Award for Work Study.
    • Login to the Financial Aid Portal to verify your work study award status here
    • If you were not awarded work study but would like to know if you are eligible, please contact your Financial Aid Specialist listed in Compass.

How do I request the Work Study Authorization Form:

  • Send email to studentemployment@spscc.edu, in subject line “Request Work Study Authorization Form”, and in the body of the email include full name, student ID number, and academic major.
  • Follow steps in the Work Study Hiring Checklist here

How do I obtain a WorkFirst Study Job?

  • Ask for referral from Tonya Huffines, WorkFirst Specialist.
  • Tonya will send the referral to Student Employment Services.
  • Student Employment will schedule a WorkFirst Work Study Orientation with you.
  • If you choose to obtain a job at the link “Student Employment Opportunities”, request a Work Study Authorization Form from Student Employment Services.
    • Find WorkFirst Study Checklist here.

What do I do if I am selected for an interview?

  • Take your Work Study Authorization Form with you to the interview.
  • Take your available work hours with you and be prepared to share it with the interviewer(s).
  • If selected, ask your new supervisor to complete and sign the form and email it to studentemployment@spscc.edu.

What happens if I overspend my work study award?

  • Either, you or your supervisor’s department will need to reimburse the college for over-earnings.

How do I apply for Work Study if I do not currently have it?

  • Students interested in work study must complete their Free Application for Federal Student Aid (FAFSA) at fafsa.ed.gov.
  • The FAFSA will ask you if you would like to be considered for Work Study. If you select “Yes”, you will be considered for work study when you are awarded Financial Aid.
  • In your FAFSA, list SPSCC as the school you would like to have your application sent to.
  • Once SPSCC receives your FAFSA, check your Financial Aid portal to see if any further information is required to complete your Financial Aid file.
  • Once it is complete, it will be reviewed and you may be awarded Financial Aid if the federal government deciphers you meet standards.  
Student Hourly Employees

What is a Student Hourly Job?

  • Student Hourly pay comes directly from SPSCC’s operating budget.

How do I seek a (Domestic) Student Hourly and/or International Student Hourly Job?

  • Go to the International & Student Hourly Positions section at Student Employment webpage.
  • Select “How to Apply” button, then select “Student Employment Opportunities” to search for on-campus student employment.
  • Find Student Hourly Checklist here.
  • Find International Student Hourly Checklist here.
  • Note: International Students secure a job and, then, obtain a Social Security Letter from International Student Programs.

What do I do if I am selected for an interview?

  • After the interview for job, if selected, ask your supervisor to complete and sign the Personnel Action Form (PAF) and email it to studentemployment@spscc.edu.
  • Student Employment will send the “Student Employee New Hire Forms and Information Instruction” message to you.

Q&A for Student Employment Supervisors

General Student Employment Information

How I can find the Student Employment Resources?

Who is eligible for student employment?

  • Enrolled credential-seeking students in good academic standing are eligible to work as part of SPSSC’s work study or student hourly programs.
  • Must be enrolled in at least 6 credits, unless it is their graduation quarter or summer quarter.

How many hours can a student work when enrolled?

  • A student cannot exceed 19 hours per week while attending classes during the quarter.
  • Students can work up to 40 hours per week once they have completed their last final of the quarter over breaks, however, they must ensure there is enough left in the Work Study Award to cover the increased hours.
  • If a student overspend their award, either, their supervisor’s department or the student will need to reimburse the college for over-earnings.

What dates can work each quarter student employees work?

  • Summer: July 1st – August 31st
  • Fall: September 1st – December 1st 
  • Winter: January 1st – March 30th
  • Spring: April 1st – Third week of June for Work Study employees and June 30th for Student Hourly employees

How do I know the title, job description, current pay rate, sub-code, etc. for the position?

  • Review Student Employee Job Listing Guide here

How do I post a job?

How do Supervisors select candidates to interview?

  • Determine who to interview and contact students to schedule an interview.
  • Once final candidate is selected ask student to follow appropriate work study or student hourly checklist steps.
  • Call those who were interviewed but not selected as final candidate. 
  • Send interview documents to Human Resources. – Contact Human Resources for details.

Where do student employees obtain the W-2 form?

  • Contact Human Resources for infomration about the W2.
Hiring Process

Where does a student complete hiring paperwork?

  • During COVID students scan and email Human Resources their completed and signed Work Study Authorization Form (WSAF) or Personnel Action Form (PAF) and hiring packet documents.

What is the “Rehire” versus “New Hire” student employee on-boarding processes?

  • New Hire is the process for a student who has not completed hiring paperwork with HR within the last 12 months or transferring to a new position.
    • Students send hiring documents to Human Resources for verification.
  • Rehire is the process for a student who is returning to work for SPSCC and have completed hiring paperwork with Human Resources within the last 12 months.
    • Student Employment emails completed and signed WSAFs and PAFs to Human Resources for verification.
When does the student need to complete a background check (Checkr via Human Resources)?
  • The position requires the student to drive a state or college owned vehicle during the course of their employment.
  • The student has unsupervised access to children under sixteen years of age or developmentally disabled person or vulnerable adults during the course of their employment.

When the student emails and/or drops hiring paperwork of with Human Resources, can they begin working?

  • No, the supervisor and student will need to receive an “Eligible to Work” email from Student Employment Services before they are scheduled to work.

How do I terminate a Student Employee?

  • Verbal Warning - Speak with the student and express specific reasons (with examples) regarding dissatisfaction.
    • Suggest solutions and establish a time frame for improved performance.
  • Written Warning - If poor performance continues past the time established in the verbal warning, repeat the verbal warning and follow it with a written statement documenting the situation and a new time frame.
    • Students need to understand what is expected of them and the consequences of continued poor performance.
  • Termination - If the student's performance still does not improve within the specified time frame, the supervisor should consider terminating the student's employment.
    • Notice of dismissal should be in writing, addressed to the student, and may be accompanied by a verbal discussion.
  • Finally, If termination is necessary, supervisor must complete a Student Employee Checkout Form and email it to studentemployment@spscc.edu

Can I schedule my student employee to work on campus when I am scheduled to work from home?

  • No, supervisors must be physically present to supervise when student employees are scheduled to work on-site.

How often does a PAF/WSAF need to be completed?

  • PAFs and WAFs are completed once per fiscal year (July 1st - June 30th). Therefore, there is no need to complete a PAF/WSAF each quarter.

What do student employees do if they need to leave their job/or they are terminated?

  • Student employees must coordinate with their immediate supervisor if time off is needed.
    • Such absences could be considered excused and are given without pay.
  • Student employees requiring extended periods of time off for any reason (disability, family and medical, military, jury duty, vacation) will need to speak with their immediate supervisor.
    • If given leave while maintaining job position, it will be rendered without pay unless employee decides to use accrued paid sick leave hours.
  • If student employees vacate their position:
Timesheet Information

What application do student use to add hours worked for supervisors to approve?

  • The Time and Leave Reporting (TLR) application is available to all hourly and student employees working on Campus. Supervisor will review, decline, and approve student’s timesheet after student submit it.
    • Time and Leave Reporting User Guide - Hourly and Work Study Student here
  • The State Work Study Off-Campus Timesheet (SWSOT) application is available to state work off-campus student employees. Supervisor will review, decline, and approve student’s timesheet after student submit it via Adobe Sign at supervisor email account.
    • State Work Study Off-Campus Timesheet Guide for Supervisor here

Do Student Employees have sick leave?

  • All Student employees are eligible to use sick leave if it is available to them.
  • 40 hours worked equates to one hour of sick leave.
  • Sick leave balances are located in the Time and Leave Reporting (TLR) system.

Can student employee timesheets be rejected?

  • Yes, if work hours, sick leave, 30 minute unpaid lunch breaks, etc. entered are incorrect and/or the student wishes to update hours that they have submitted supervisors can reject timesheets and notate the reason why it is being rejected.  
  • If you have specific questions concerning policies related to rejecting timesheets contact Payroll in Human Resources for TLR and/or your off-campus agency Payroll office. 
Work Study Student Employees

What is Work Study employee?

  • Grant awarded through the Financial Aid Office via a Free Application For Student Aid (FAFSA). A student must qualify for a Work Study award.
  • It is not a grant (student must work to earn it) and it is not a loan (student do not have to pay it back).

Where do I find the Work Study Authorization Form (WSAF)?

How do I hire a Work Study employee?

  • Student need to have Work Study award.
  • Refer to the Student Employment webpage and follow the Work Study Hiring Checklist here.
Student Hourly Employees

What is a Student Hourly Employee?

  • Student Hourly pay comes directly from SPSCC’s operating budget.

Where do I find the Personnel Action Form (PAF)?

  • Personnel Action Form (PAF) can be found here

How do I hire a Student Hourly employee?

  • Refer to the Student Employment webpage and follow Student Employee Checklist here.
  • If hiring an international student hourly employee follow the International Employee Checklist here.