Yes, in order to be considered for an on campus student position, the applicant must be a degree seeking student enrolled on at least a half-time basis (6 credits for undergraduate; 5 credits for graduate).
To be considered for a Federal Work Study position, the applicant must also be eligible for FWS through his/her financial aid award package for that academic year.
Students can view their financial aid award package on their MyMadison account by clicking on “View My Financial Aid” under the Finance Section of the Student Center. If the student is eligible for work study, then it will appear on their financial aid award package. If you are hiring for a FWS position, the student MUST provide the supervisor with verification of his/her FWS eligibility for that academic year than can be printed from My Madison. If a student is still uncertain about their eligibility, then they can call Student Employment at 540-568-3269.Return to top
No. Student Employment prefers that hiring departments post their available positions in JobLink and request that students complete the student application using this system. Hiring departments may also request other materials, such as a resume, cover letter, references, writing sample, etc. that can be submitted along with their student application using this system.Return to top
A “new hire” is a student who has never worked for James Madison University.Return to top
A “re-hire” is a student who has previously worked for James Madison University. If the student is new to your office/department, but has held a different on-campus job in the past, they are still considered a “re-hire”.Return to top
The Internal Revenue Service (IRS) requires employers to report all employee wages using a Social Security number. Payroll uses the Social Security number for name verification and to enter the correct information on the W-2. For more information regarding this policy, click here.Return to top
A student can apply for a new card by going to the Social Security Office located on 227 East Elizabeth St, Harrisonburg VA 22802. The student will be given a receipt. This can be accepted with the hiring paperwork. Student Employment will need a photocopy of the Social Security Card when the student receives it.Return to top
The hiring department will need to complete an ePAR/PAR, with the student the department will need to complete and sign the Position Description, Employee Information Form, a copy of the SSN Card and direct deposit. The student will then need to make an appointment with Office of International Student Services to complete their I9 form and retain their SSN card (if they do not already have one). The student will then go set up an appointment with the Payroll Office and complete the tax forms. If you have more questions about hiring international students, please go to Hiring International Students.
If an employee is unable to present a required document (or documents), the employee must present an acceptable receipt in lieu of a document listed on the List of Acceptable Documents. Employees must present receipts within three business days of the date employment begins and must present valid replacement doucments within 90 days or other specified time. When completing the I9, in Section 2, the supervisor will write the document and "receipt" to indicate a receipt was used and the form will be updated once the receipt is received. Return to top
Yes and no. The I-9 is still valid if the driver's license was unexpired when the I9 form was completed and expired after form completion. To complete the I9 form, all documents from List A, B and C must be unexpired to be used as acceptable documents for form completion. Employees cannot use an expired driver's license to complete an I9 form when hired. Return to top
Yes. A signed position description must be submitted with the Personnel Action Request (PAR) form for every new hire or re-hire. You will also need to complete a position description if the student has been promoted or if there is a change in job duties.Return to top
A student can only work three days without completed employment paperwork.Return to top
In accordance with the Fair Labor Standards Act, if employees are performing the same duties, then they should be paid equally.Return to top
A student can work up to 20 hours a week during the Fall and Spring semesters.Return to top
No. The Student Work Experience Center does not offer federal work study during the summer. If you currently have a FWS student that would like to work over the summer, we suggest you hire them as an Institutional Employment (IE) or wage employee. If you have any questions, please contact the Student Work Experience Centr at 568-3269 or email firstname.lastname@example.org.Return to top
Student Employment recommends supervisors to maintain student employee files for 3 years after the student leaves their position. Employers may call supervisors to obtain a reference on the student.Return to top
Student Employment highly recommends supervisors to evaluate their student employees once every semester. It is a way to make sure your students are not in the dark regarding their performance. A sample evaluation form can be found on the Student Employment website, however you can use your own version if you prefer.Return to top
No. Student Employment does not keep files on any student employee. We recommend you holding on to your student’s evaluations for future reference.Return to top