Student Employment Handbook - Employee Types
Learn More Ä¢¹½´«Ã½:
- Federal Work-Study and University Funded Students
- Grant Funded Students
- High School Students
- International Students
Federal Work-Study and University Funded Students
University Funded Student Employees
Employing departmental budgets are charged 100% of the wages for all University Funded student employees.
Federal Work-Study Funded Student Employees
Students who are employed under the FWS program are awarded FWS by the Financial Aid Office as part of their total financial aid package. This federal program pays 75% of the student's wage, while the employing department pays 25%. Students earning FWS funds may ONLY be paid on a hourly basis and can be employed on campus or off-campus through approved community service programs.
- FWS Eligibility & Employment Requirements
FWS is available to both undergraduate and graduate students who demonstrate financial need. To be considered for FWS, a student must submit the Free Application for Federal Student Aid (FAFSA).The FAFSA is available online at . Since FWS funds are limited, students should complete the FAFSA according to the SFAO Financial Aid Timeline.- » As a FWS recipient, students must meet the credit hour enrollment requirement and maintain satisfactory academic progress. Federal regulations mandate that no exceptions be made regarding the minimum credit hour enrollment requirement.
- » Students may work in a FWS AND University Funded position at the same time. Students may also work in more than one FWS position at a time, but should monitor earnings so that they know when they are nearing their FWS award limit.
FWS Earnings Limit
To determine if a student has been awarded FWS, the student must access their account in FlashLine via the Student / Finances page. Under the Financial Aid heading, the student must click on the Financial Aid Awards link. The student must then click Financial Aid Awards and under Award Year, select the appropriate award year form the drop-down menu and Submit. The student can click on Award Overview to view if the FWS award exists. A student that cannot view a FWS award and would like to check on the possibility of being awarded FWS should contact the Student Financial Aid Office at 330-672-6000.
The SFAO monitors the earnings of each FWS student employee for each employment period to ensure that FWS wages earned are consistent with those permitted under the provisions of Federal regulations. Students receiving FWS are required to record hours worked on a paper or online timecard. The SFAO will indicate to Career Exploration and Development when a student's earnings have reached the FWS award amount, and Career Exploration and Development will alert the employing department. The student's wages will be paid from University Funding unless Career Exploration and Development is notified by the employing department, in writing, that they wish to terminate the student's employment.
Students should monitor their earnings with each paycheck so they will know when their earnings limit is approaching. FWS money is received as it is earned through a paycheck and it is not applied directly towards the tuition bill.
- Adjustment of FWS Award Amounts
The SFAO may be able to adjust a FWS award amount if a student has an "unmet financial need" and funding is available. If a student falls below half-time enrollment or receives additional financial aid which changes his/her total financial aid eligibility, student's employment may be terminated, or the FWS award amount reduced. If a change in FWS occurs, the SFAO will notify Career Exploration and Development in writing. Career Exploration and Development will then contact the employing department regarding whether it is possible to pay the student with 100% University Funding. - FWS Suggested Weekly Work Hours
Hours are based on Minimum Wage ($10.45 as of January 1, 2024) over a 30-week Academic Year. (Example: $3,845.6/$10.45 = 368 hours, 368 hours/30 weeks = 12 hours per week.)
| Students | Semester Award | Annual Award | # Work Hrs/Week |
|---|---|---|---|
| New First-Year Students | $1500 | $3000 | 10 hours |
| Returning Students | $2000 | $4000 | 12 hours |
Grant Funded Students
A Primary Investigator (PI) should review the policies and procedures for Grant Proposals that Include Funding for Student Employees. PI's should be aware that students must 1) meet enrollment eligibility requirements, 2) complete required employment documents, 3) agree to the in order to be eligible for employment, and 4) utilize TimeClock Plus to record their time worked.
High School Students
The employment of high school students provides work experience to potential Ä¢¹½´«Ã½ students and employment for particular groups of high school students, including students with disabilities. Departments are also able to fill positions where Ä¢¹½´«Ã½ student candidates have not been found or where little interest has been generated among the college student population. High school students employed by Ä¢¹½´«Ã½ are not required to meet the credit-hour enrollment requirement.
The employment of high school students must meet all of the requirements of (ORC) and the , as well as the university policy regarding on-campus activities involving minors. High school students under the age of 18, interested in employment at Ä¢¹½´«Ã½ should make sure to take the following steps:
- Fill out the
- Have it signed by the student’s initial on-campus employer.
- Obtain an original Age and Schooling Certificate from either the student’s high school or The Board of Education of the student’s school district
- For ages 14 and 15, the certificate is required for Fall, Spring and Summer employment
- For ages 16 and 17, the certificate is required for Fall and Spring employment
- Unless the student has graduated high school
- The Age and Schooling Certificate must be presented to Career Exploration and Development in order to establish permission to work as a high school student
- The student will then be required to complete additional state and federal forms (employment paperwork) required to establish eligibility to work on campus.
High school students can NOT be hired through CampusWorks. Once the Age and Schooling Certificate is obtained, the hiring department must complete the Student Employment Hiring Form in Dynamic Forms, which is found in the Forms Library. The student will receive an email with a link to the form to sign it. Once the student signs the form, Career Exploration and Development will process the position.
International Students
WORK HOUR LIMITS
The limits part-time employment for international students to no more than 20 hours per week during the semester. Allowing an international student to work more than 20 hours per week could have serious implications for the student and the University. International students may work up to the 28-hour work week limit when classes are not in session (fall break, Thanksgiving break, winter break, spring break) and during the summer.
INTERNATIONAL STUDENTS WITHOUT A SOCIAL SECURITY NUMBER
International Students may begin working without a Social Security Number (SSN). However, the student MUST apply for a SSN (step #15 below). Failure to provide your SSN to the Financial, Billing and Enrollment Center (step #16 below) within 60 days of your start date will result in ineligibility for student employment.
HIRING PROCESS FOR INTERNATIONAL STUDENTS
1) Once a department has identified a student to hire, the supervisor or hiring representative should ask the student for their Banner ID number and look up the student in using the ‘Supervisor Search Student’ feature. On this screen the supervisor can view a student’s:
- Federal Work Study award (if any)
- Class schedule (to ensure the student does not work during class times)
- Other on-campus employment (to ensure the student does not work over the maximum work hours per week limit)
2) The supervisor or hiring representative must submit a Hire Request for the student on a Job Profile in . When submitting the Hire Request, a list of validations will be presented to check the student’s eligibility for employment. In the list of validations, the supervisor should:
- Check if the student is a domestic student or an international student. If the student is an international student, follow the hiring process for international students instead.
- Check if the student has employment paperwork on file (returning student employee) or does not have paperwork on file (first-time student employee). If the student previously worked on campus as a Graduate Assistant, contact campusworks@kent.edu to request for the student’s employment paperwork to be retrieved from Academic Personnel’s records.
- Review any warnings displayed, then proceed with submitting the Hire Request.
- Supervisors can view a student’s Federal Work Study award status at the bottom of the screen when entering the position details for the Hire Request. If the student does not have a FWS award, do not submit a Hire Request for this student on a FWS Job Profile.
3) If the student has all paperwork on file, then the student is a returning student employee, and the supervisor may skip to step #9. If the student is a first-time student employee, the supervisor will be prompted to send a system email to the student about completing outstanding employment paperwork via their dashboard. This email will come from campusworks@kent.edu with the subject ‘Regarding recent hire request’ and contain the words ‘you have been selected for the following job’ in the greeting line of the email. This email initiates the hiring process and Career Exploration and Development’s communication with the student. Students may NOT begin work until all required employment paperwork is marked ‘Completed’ in CampusWorks and the final confirmation email has been received granting permission to begin working on the start date. Supervisors may view pending and completed hiring activity in CampusWorks at any time.
4) If the international student is a first-time student employee, the supervisor must complete Section I of the Social Security Employment Verification (SSEV) Form, located in the Forms Library, so that the student may begin to apply for a U.S. Social Security Number. Once the supervisor completes their portion of the SSEV form in Dynamic Forms, the student will receive an email with a link to view the document. The student will need to download a PDF of the document to complete step #5. We suggest supervisors retain the Dynamic Forms confirmation email they receive upon submitting the form, which contains a link to view the document.
5) The student must login to the and select ‘Request Center.’
- F-1 Students: Select ‘Social Security Employment Verification Form Part II’
- Submit the following:
- The Social Security Employment Verification (SSEV) Form with Section I completed by your supervisor (see step #4)
- An image or PDF of the offer email from campusworks@kent.edu (see step #3)
- An ISSS advisor will review the information and complete Section II of the Social Security Employment Verification Form. Once an ISSS advisor has completed Section II of the form, the request will say ‘COMPLETED’ and the completed document will be uploaded to the documents section of the portal where the student can download and print it. The student will also receive an email with the completed document.
- Submit the following:
- J-1 Students: Select the ‘On-Campus Student Employment Request’ to request authorization from ISSS to engage in on-campus employment (this must be done each year).
- A Responsible Officer in ISSS will issue you an employment authorization letter.
- This letter must be provided to Career Exploration and Development when completing ID Verification.
6) When a first-time student employee receives the email about completing outstanding paperwork, they must login to and sign four forms: Form I-9, Form SSA-1945, Confidentiality Agreement form, and the Ohio School District Code form. Once the student signs the Confidentiality Agreement and the Ohio School District Code form, the status of these two forms in CampusWorks will become ‘Completed.’ Once the student signs the Form SSA-1945, the status in CampusWorks becomes ‘Employee Section Complete, Pending Approval(s).’ Once the student signs the Form I-9, the status in CampusWorks becomes ‘Section 1 Complete, Pending ID Verification.’ The Form I-9 and Form SSA-1945 remain pending until the student completes an ID Verification appointment.
7) After the student signs the Form I-9, the student will receive an email from campusworks@kent.edu with instructions about how to schedule an appointment to complete ID verification.
- Kent campus students must schedule an ID verification appointment with a Student Employment staff member from CED via the Bookings link provided in the email received. Kent campus students should NOT schedule an appointment with a CED advisor in KSU Navigate to complete ID verification.
- Regional campus students will be contacted by the designated regional campus representative from their campus with instructions on how to schedule an appointment.
- All international students must present all the following during the ID verification appointment:
- Unexpired foreign passport (or other )
- Form I-94 indicating F-1 or J-1 status ()
- Form I-20 (F-1 Students) or Form DS-2019 (J-1 Students)
- J-1 Students only: Letter from a Responsible Officer in ISSS authorizing you to engage in on-campus student employment (see step #5)
8) Next, the student must attend the appointment with a Student Employment staff member from CED or with the designated regional campus representative to complete ID verification. If the student completes ID verification at the Kent campus, the Student Employment staff member from CED will process the student’s Form I-9 and Form SSA-1945 during the appointment. If the student completes ID verification at a regional campus, the regional campus representative will sign the student’s Form I-9 during the appointment, then CED will review and approve the Form I-9 and Form SSA-1945 after the appointment. The student will receive the ‘Student Employment Next Steps’ email from campusworks@kent.edu and the status for the Form I-9 and Form SSA-1945 will become ‘Completed’ in .
9) Within 1-2 business days of completion of ID verification, a Student Employment staff member from CED will review the pending Hire Request in CampusWorks and contact the student and supervisor if any additional information is required.
10) Once all requirements have been met, the Hire Request will be approved, and the student and the submitter of the Hire Request will receive a final confirmation email from campusworks@kent.edu granting the student permission to begin working on the start date listed in the email. The listed supervisor and hiring representative will also receive a copy of this email (if the submitter of the Hire Request was neither of these individuals). The student MAY NOT begin working prior to receiving the final confirmation email nor prior to the start date listed in the email. Access to TimeClock Plus and paycheck generation is dependent upon completion of the entire hiring process.
NOTE: It is imperative to complete the student hiring process (including completing employment paperwork, ID verification, and CampusWorks hiring) prior to the employment start date; otherwise, the University and hiring department is out of compliance with Federal laws and regulations which could result in the university receiving Federal fines ranging up to $1,000 per student. Additionally, manual processing is required by both Career Exploration and Development and Payroll, which could delay the student's pay.
If the student is a returning student employee, the hiring process is complete after receiving the final confirmation email and steps #11 - #16 are not needed.
11) Direct deposit and tax withholdings can be set up through via the ‘Employee’ tab that will appear 1-2 days after the student’s job is finalized. Students MUST set up direct deposit and tax withholdings no later than 4 days before the pay date for the pay period the start date is in, or payment for that pay period will be DELAYED. Students can view the .
12) Additionally, the student will be contacted by OPERS around their start date with information on how to complete an optional request for exemption from contributing to OPERS. If a student wishes to be exempt from contributing to OPERS, the request must be completed within 30 days of the student’s initial start date. If a student has questions about this process, contact campusworks@kent.edu.
13) All student employees must complete the state-mandated fraud training through SafeColleges within the first 30 days of their employment, and again once every four years while employed at Ä¢¹½´«Ã½. The training will appear in the student’s required trainings after the employment start date. To access the training, students should sign in with their Ä¢¹½´«Ã½ credentials.
14) Once the student’s job is active, Payroll will contact the student via email about setting up an account in Sprintax Calculus, which is required for taxation purposes. Note that ‘Sprintax Calculus’ and ‘Sprintax Returns' are different systems. Sprintax Calculus is a system used by Ä¢¹½´«Ã½ to document compliance with tax withholding and reporting rules. Sprintax Returns is a resource provided to assist international students in preparing to file income tax returns.
15) International students without a U.S. Social Security Number (SSN) must apply for one.
- Begin the . Note that the Social Security Administration (SSA) will not be able to process your application more than 30 days before your start date.
- After completing the application, you will be prompted to schedule an appointment to visit a within 45 days and present required documentation. The nearest SSA office to the Kent campus is located at 444 Enterprise Pkwy, Ravenna, OH, 44266. If you do not schedule an appointment before visiting, note that this location stops walk-in service promptly at 3:30 p.m.
- DO NOT mail your documents to the SSA. Be sure to bring all original with you to your appointment:
- Unexpired foreign passport (with F-1 Visa stamp or J-1 Visa stamp)
- Printed Form I-94 (Go to , click ‘Get most recent I-94,’ complete the fields, and print)
Printed Form I-20 or Form DS-2019 (Can be downloaded from the )
- Printed copy of the offer email from campusworks@kent.edu (see step #3)
- F-1 students: Printed copy of the completed Social Security Employment Verification form (see step #5)
- J-1 students: Printed letter form ISSS authorizing you to engage in on-campus student employment (see step #5)
After your visit to the SSA office, you will be provided with a receipt. You should retain the receipt until you receive your official SSC in the mail. Your card will be sent to the mailing address you provided on the application. You should receive your SSC in the mail within 2 weeks.
16) Once the Social Security Card (SSC) is received, the student must upload a photo of the SSC using the which can be found on the Financial, Billing and Enrollment Center website. Failure to upload your SSC within 60 days of your start date will result in ineligibility for student employment.
SOCIAL SECURITY NUMBERS & SECURITY RISKS
Your U.S. Social Security Card is a very important card! The SSN listed on your SSC is the only one you will have in your entire life. If you leave the U.S. and come back, this is still your U.S. SSN, so be sure to keep your SSC in a secure location.
Your Social Security Number (SSN) is private information. We do not recommend giving out your SSN to anyone via phone or email. Important government agencies, the IRS, and KSU will never ask you for your SSN over the phone or email.
When you receive your SSC, please take the time to carefully read through the warning about scams. If you ever find that your SSN information has been stolen or given to a fraudulent company, then you may want to file a police report with the Ä¢¹½´«Ã½ police or other local police and contact the KSU Security team for any suggestions. You should also contact the , and your bank and credit card companies. You should also update all your passwords and PIN numbers.