Student Employment Hiring Process

Step-by-Step Hiring Guide

For Undergraduate & Graduate Students

How to read this guide: Each step is labeled Required | Conditional | Recommended. Complete all required steps. Conditional steps only apply if HR or your supervisor tells you they do.

There are two parts for student workers either Federal Work-Study (FWS) or Regular (Non-FWS) Student Workers. Please follow and complete each step as required for the type of worker your are. Not sure, then confirm you are a Federal Work-Study by checking with the Financial Aid Office.

Part 1: Federal Work-Study (FWS)

Follow these steps if you have been awarded Federal Work-Study as part of your financial aid package. Contact the Financial Aid Office to confirm your eligibility before applying for FWS positions.

Step 1: Apply for a job Required

• Find and apply for jobs posted in JOBSs through the Office of Career and Professional Development (OCPD):
  • OCPD job board: https://southernct.edu/ocpd
• Confirm you are eligible for Federal Work-Study by checking with the Financial Aid Office:
  • Financial Aid Office: https://southernct.edu/financialaid

Step 2: Interview Required

• Attend interviews with hiring departments.
• Wait to hear whether you have been conditionally selected for the position.

Step 3: Complete background check Conditional

• HR will review your job duties to determine whether a background check is required.
• If required, you will receive a background check form that must be completed with a handwritten signature.
• HR will notify you and your supervisor once you are cleared to move forward.

Step 4: Receive your new-hire packet Required

• Once approved, HR will send you a packet of onboarding forms, including:
• Form I-9 (employment eligibility verification)
• Federal and state tax withholding forms (W-4)
• Direct deposit authorization form
• Code of Ethics Acknowledgment
• Any additional required university forms

Step 5: Submit your documents to HR in person Required

• Complete all forms in your new-hire packet carefully and completely.
• Bring original IDs to the HR office — photocopies are not accepted. Acceptable documents include:
  • U.S. Passport  OR
  • Driver’s license or state ID PLUS Social Security card

Step 6: Wait for HR clearance Required

• HR will update the employment system and notify the Payroll office.
• You will receive an email from Payroll with your login credentials, timesheet instructions, and official start date.

Step 7: Confirm your payroll information Required

• Check your SCSU email within 2 business days after HR clearance.
• Look for an email from Payroll containing your login credentials and start date.
• If you do not receive anything, contact your supervisor or the Payroll office: tbd

Step 8: Start working Required

• Begin tracking your hours using the university’s timesheet system (paper or electronic, as directed by your supervisor).
• Timesheet portal: tbd

Step 9: Submit timesheets Required

• Submit your completed timesheet by the end of each pay period, or by the following Friday at the latest.
• Late submissions may delay your paycheck — submit on time every pay period.
• Payroll calendar and deadlines: tbd

Step 10: Get paid Required

• Payroll processes your submitted hours and issues your paycheck on a bi-weekly schedule.
• If you set up direct deposit, your pay will be deposited directly into your bank account.

Step 11: End of employment Required

• If you graduate, withdraw, or otherwise leave the university, your student employment position ends automatically.
• Your final paycheck will be processed by HR and Payroll.
• Notify your supervisor and HR as early as possible before your departure.

Step 12:  Summer work  Conditional

• To be eligible to work over the summer using FWS funds, you must meet both conditions:
• You were enrolled in the spring semester, AND
• You plan to return in the fall semester OR you are enrolled in summer courses.
• Contact the Financial Aid Office before the spring semester ends to confirm your summer eligibility:
• Financial Aid Office: https://southernct.edu/financialaid

Part 2: Regular Student Worker Hiring Process

Follow these steps if you are applying for a student worker position that does not require Federal Work-Study.

Step 1: Apply for a job Required

• Find and apply for jobs posted in JOBSs through the Office of Career and Professional Development (OCPD):
• OCPD job board: https://southernct.edu/ocpd
• Apply to positions that do not require Federal Work-Study eligibility.

Step 2: Interview Required

• Attend interviews with hiring departments.
• Wait to hear whether you have been conditionally selected for the position.

Step 3: Complete background check Conditional

• HR will review your job duties to determine whether a background check is required.
• If required, you will receive a background check form that must be completed with a handwritten signature.
• HR will notify you and your supervisor once you are cleared to move forward.
• Your supervisor will prepare a Student Work Authorization (SWA) form:
• SWA form: https://swa.scsu.southernct.edu

Step 4: Receive your new-hire packet Required

• Once approved, HR will send you a packet of onboarding forms, including:
• Form I-9 (employment eligibility verification)
• Federal and state tax withholding forms (W-4)
• Direct deposit authorization form
• Code of ethics acknowledgment
• Any additional required university forms

Step 5: Submit your documents to HR in person Required

• Complete all forms in your new-hire packet carefully and completely.
• Bring original IDs to the HR office — photocopies are not accepted. Acceptable documents include:
• U.S. Passport OR
• Driver’s license or state ID PLUS Social Security card
• HR Office: tbd

Step 6: Wait for HR clearance Required

• HR will update the employment system and notify the Payroll office.
• You will receive an email from Payroll with your login credentials, timesheet instructions, and official start date.

Step 7: Confirm your payroll information Required

• Check your SCSU email within 2 business days after HR clearance.
• Look for an email from Payroll containing your login credentials and start date.
• If you do not receive anything, contact your supervisor or the Payroll office: tbd

Step 8: Start working Required

• Begin tracking your hours using the university’s timesheet system (paper or electronic, as directed by your supervisor).
• Timesheet portal: tbd

Step 9: Submit timesheets Required

• Submit your completed timesheet by the end of each pay period, or by the following Friday at the latest.
• Late submissions may delay your paycheck — submit on time every pay period.
• Payroll calendar and deadlines: tbd

Step 10: Get paid Required

• Payroll processes your submitted hours and issues your paycheck on a bi-weekly schedule.
• If you set up direct deposit, your pay will be deposited directly into your bank account.

Step 11: End of employment Required

• If you graduate, withdraw, or otherwise leave the university, your student employment position ends automatically.
• Your final paycheck will be processed by HR and Payroll.
• Notify your supervisor and HR as early as possible before your departure.