A-to-Z Index

Supervisor Frequently Asked Questions

  • Is there any specific criterion for a student to be hired for a student position?
  • How does a student know whether they are eligible for Federal Work Study?
  • Is it necessary for students to complete a state application?
  • What information from student applicants will help supervisors prepare for the hiring process?
  • What is a “New Hire”?
  • What is a “Re-Hire”?
  • What hiring paperwork is required?
  • Why do I need to send a photocopy of the student’s Social Security Card?
  • What if a student does not have his/her Social Security Card?
  • If a student is not a U.S. citizen, what steps need to be taken in the hiring process?
  • Is a receipt from the Social Security Administration verifying the student’s social security number and legal name acceptable as supporting documentation for the I9 form?
  • If a driver’s license expires is the I-9 still valid?
  • Is it necessary to submit a position description for every student employee?
  • Can a student start working if the employment paperwork has NOT been completed?
  • Should an Institutional Employment student employee and a FWS student employee be paid the same?
  • What is the maximum number of hours a student employee can work a week?
  • Can a hiring department employ FWS students during the summer?
  • How long do supervisors need to keep the application and screening material for students hired?
  • Do I need to evaluate my student employees?
  • Do I need to send student evaluations to the Student Work Experience Center?
    1. Has the student worked on campus previously for a department/office other than dining services or the bookstore? This will determine if re-hire or new hire employment paperwork should be submitted.
    2. Is the student eligible for Federal Work Study? If you are hiring for an FWS position, the student MUST provide the supervisor with verification of his/her FWS eligibility for that academic year than can be printed from ecampus accounts.
    1. The hiring department should provide the student with the Social Security Administration Employment Verification form to take to Delores Blough in the International Student Services office in JMAC 6, Suite 23 (568-6119) for completion.
    2. Student should also take the necessary supporting documentation to Delores Blough to complete the I9.
    3. Student will need to take the completed SSA Employment Verification form to the local Social Security office to apply for a SS card.
    4. Student will also be directed during their meeting with the ISS office to schedule a meeting with Sherry Willis (540-568-8034 and willissl@jmu.edu) in Payroll Services for tax purposes.
    5. Once the student receives a SS card, he/she must contact SWEC or Payroll in order to update their employment file.
    • Personnel Action Request Form (PAR form)
    • New Hire and Personal Information Changes Form
    • Signed Position Description
    • Photocopy of the student’s Social Security Card
    • I-9 Employment Eligibility Verification
    • W-4 Federal Withholding Certificate
    • VA-4 State Withholding Certificate
    • Direct Deposit Form
    • Personnel Action Request Form (PAR form)
    • Signed Position Description


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    Is there any specific criterion for a student to be hired for a student position?

    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.

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    How does a student know whether they are eligible for Federal Work Study?

    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 a student is still uncertain about their eligibility, then they can call the Student Work Experience Center at 540-568-3269.

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    Is it necessary for students to complete a state application?

    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.

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    What information from student applicants will help supervisors prepare for the hiring process?

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    What is a “New Hire”?

    A “new hire” is a student who has never worked for James Madison University.

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    What is a “Re-Hire”?

    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”.

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    What hiring paperwork is required?

    For new hires:


    For re-hires:
    All paperwork can be found on the Student Employment Website. Please mail or hand deliver paperwork promptly to the Student Work Experience Center (MSC 3519) to ensure your student employees are paid on time.  Return to top


    Why do I need to send a photocopy of the student’s Social Security Card?

    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.

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    What if a student does not have his/her Social Security Card?

    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 verifying the student’s social security number and legal name. This can be accepted with the hiring paperwork as long as the student’s full legal name and social security number are listed on the form. Payroll will need a photocopy of the Social Security Card when the student receives it.

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    If a student is not a U.S. citizen, what steps need to be taken in the hiring process?

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    Is a receipt from the Social Security Administration verifying the student’s social security number and legal name acceptable as supporting documentation for the I9 form?

    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


    If a driver’s license expires, is the I9 still valid?

    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


    Is it necessary to submit a position description for every student employee?

    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.

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    Can a student start working if the employment paperwork has NOT been completed?

    A student can only work three days without completed employment paperwork.

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    Should an Institutional Employment student employee and a FWS student employee be paid the same?

    In accordance with the Fair Labor Standards Act, if employees are performing the same duties, then they should be paid equally.

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    What is the maximum number of hours a student employee can work a week?

    A student can work up to 20 hours a week during the Fall and Spring semesters. During summer and winter breaks, a student can work up to 40 hours.

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    Can a hiring department employ FWS students during the summer?

    No. The Student Work Experience Center would has been a decision to discontinue offering Federal Work Study during the summer session indefinitely. Feel free to contact Shea Tussing, Student Employment Manager, or the Student Work Experience Center with any questions or concerns. 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 feel free to call Shea Tussing, Student Employment Manager, at 568-3269 or email studentjobs@jmu.edu.

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    How long do supervisors need to keep the application and screening material for students hired?

    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.

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    Do I need to evaluate my student employees?

    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.

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    Do I need to send student evaluations to the Student Work Experience Center?

    No. Student Employment does not keep files on any student employee. We recommend you holding on to your student’s evaluations for future reference.

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