Supervisors Hiring Students Process | Southern Connecticut State University

Step-by-Step Hiring Guide

For Supervisors Hiring 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 hiring 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 hiring. Not sure, then confirm your job will qualify as Federal Work-Study by checking with JOBSs Web Application.

Part 1: Federal Work-Study (FWS) Hiring Process for Supervisors

Follow these steps if you qualify to hire a Federal Work-Study Student.

Step 1: Post the Job Required

Use JOBSs via OCPD to post the opening.
- Ensure the job is eligible for FWS funding. JOBSs - Online Job Board for Students and Alumni | Southern Connecticut State University

Step 2: Interview and Select a Candidate Required

Conduct interviews and choose your candidate(s).
Make a conditional selection.

Step 3: Background Check (HR will notify you) Conditional

HR reviews job duties.
Student completes Hiring Packet documents (with handwritten signature).
HR sends the eligibility email to the supervisor once cleared.

Step 4: Authorization Approval Required

The supervisor ensures budget authority approval.
Financial Aid confirms FWS eligibility and prepares the work authorization form.
Student receives new-hire packet.

Step 5: Student Completes New-Hire Packet Required

Includes I-9, tax forms, direct deposit, code of ethics.
Student presents original IDs in person to HR.

Step 6: HR Finalizes Work Authorization Required

HR updates the system and emails Payroll and the supervisor.
The supervisor should check in with the student within 2 business days to confirm that the Payroll info was received.

Step 7: Payroll Processes Authorization Required

Payroll receives documents from HR and processes them.

Step 8: Student Receives Access Required

Payroll sends login, timesheet, and pay info to the student.

Step 9: Timesheet Submission Required

Student submits time by period end or the following Friday.

Step 10: Supervisor Approves Time Required

Approve timesheets (paper or electronic) by deadline.

Step 11: Student Gets Paid Required

Payroll process and issues a paycheck per calendar.

Step 12: Termination/Closeout Required

Follow HR guidance for final payment and record closure.

Step 13: Summer Eligibility (if applicable) Required

Confirm spring enrollment and fall intent with HR/FA

Part 2: Regular (non-FWS) Hiring Process for Supervisors

Follow these steps if you are hiring a Student worker.