Supevisor 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?
- 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.
- 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.
- 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
- 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.
- Student should also take the necessary supporting documentation to Delores Blough to complete the I9.
- Student will need to take the completed SSA Employment Verification form to the local Social Security office to apply for a SS card.
- 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.
- Once the student receives a SS card, he/she must contact SWEC or Payroll in order to update their employment file.
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.
How does a student know whether they are eligible for Federal Work Study?
Students can view their financial aid award package on their E-Campus accounts 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.
Return to topIs 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.
Return to topWhat information from student applicants will help supervisors prepare for the hiring process?
What is a “New Hire”?
A “new hire” is a student who has never worked for James Madison University.
Return to topWhat 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”.
Return to topWhat 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. The Payroll Deadline Calendar can be found here. 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.
Return to topWhat 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.
Return to topIf 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?
No. The supervisor must see the actual social security card when completing the I9 form.
Return to topIf a driver’s license expires, is the I9 still valid?
Yes, an expired driver’s license is valid for I9 documentation to show proof of identity.
Return to topIs 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.
Return to topCan a student start working if the employment paperwork has NOT been completed?
A student can only work three days without completed employment paperwork.
Return to topShould 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.
Return to topWhat 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.
Return to topCan a hiring department employ FWS students during the summer?
Yes, but the student MUST meet with a representative in The Student Work Experience Center to determine FWS eligibility and the student MUST complete a Free Application for Federal Student Aid for the upcoming academic year.
Return to topHow 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.
Return to topDo 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.
Return to topDo 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.
Return to top