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Office of Student Employment

Information for New Work-Study Supervisors

If you would like to hire a student employee but are new to the process, we're here to help! There are two ways to hire a part-time student: through the work-study program and through the non-benefited hire process.

Work-Study Program

Work-study is a type of need-based financial aid award that allows students to work on-campus to earn money to help pay for educational expenses. Only students who have work-study included in their financial aid package can apply for a work-study position. Wages for these positions are primarily paid through funding from the U.S. Department of Education, with a small portion matched by the University.

If you're interested in hiring a work-study student, we highly recommend that you attend a work award training before continuing with the steps below. This training—led by staff from DU Student Employment, Shared Services and IT—provides much more information about the work-study program and the process for hiring a student. Training sessions are held multiple times throughout the year.

To view and register for an upcoming training, go to the Employee tab of PioneerWeb and click on the "Banner Applications" link in the Training section. Search for the "Banner Financial Aid Work Award Training."

Post Your Position to the Student Employment Job Board

All part-time student positions can be posted to our job board (work-study positions must be posted). To post your position and collect applications:

  1. Request access to the job board. You'll receive an email from our office within 48 hours when your account is active.
  2. Log in to your account and click "Add a new Job."
  3. Select the type of position you'd like to post.
  4. Enter all of the information for the job and submit. We'll email you within 1-2 business days when your position is posted.

A few notes about posting a job:

  • Use our job grade classification worksheet to help you determine the appropriate pay rate.
  • The answer to the "Community Service?" question for most on-campus positions is "No." Community Service positions are typically reserved for off-campus, nonprofit organizations who have entered into a contract with us to hire work-study students.
  • If you wish to collect online applications for your position (recommended), be sure to answer "Yes" to that question on the job profile form. You'll then be taken to the application page where you can add your own personalized questions for the applicant. Every time a student applies to your job, you'll receive an email.
  • You must have a position description stored in the job board to hire a work-study student.

 

Website User Guide

 

Hire a Student

Before you can submit a hire request, you need to obtain the appropriate Banner authorization for both Financial Aid and Human Resources/Payroll.

Students should not begin working until the entire hiring process has been completed.

Steps to Hire a Work-Study Student:

  1. Verify that the student has work-study by reviewing the RZIWORK screen in Banner. If you aren't sure, feel free to contact us.
  2. Submit a background check request, if necessary. Each student must pass a background check to be hired by DU. If it's been 120 days or less since the student last worked at DU, no background check is needed. To submit a background check request:
    1. Go to the Employee tab of PioneerWeb.
    2. In the Administrative Processes box, select Employment Actions -> Hiring -> Non-Benefited Hiring -> Non-Benefited Background Check Request.
      (If you don't have Hire Right access, contact Shared Services.)
  3. Once you receive confirmation that the background check is complete and the student is ok to hire, submit the online hiring request:
    1. Go to the Employee tab of PioneerWeb
    2. In the Administrative Processes box, select Employment Actions -> Hiring -> Non-Benefited Hiring -> Work Award Hire.
    3. In the "Job Description" section of the hiring request, you need to copy and paste the  entire  approved job description from the job board. This is required for audit purposes.
  4. If the student is a new employee at DU, he or she will need to complete the I-9 and W-4 forms with Shared Services, as well as the Affirmation Statement through PioneerWeb.

 

Work-Study Hiring Checklist

 

Steps to Hire a Non-Benefited Student Employee:

  1. Submit a background check request, if necessary. Each student must pass a background check to be hired by DU. If it has been 120 days or less since the student last worked at DU, no background check is needed. To submit a background check request:
    1. Go to the Employee tab of PioneerWeb.
    2. In the Administrative Processes box, select Employment Actions -> Hiring -> Non-Benefited Hiring -> Non-Benefited Background Check Request.
      (If you don't have Hire Right access, contact Shared Services.)
  2. Once you receive confirmation that the background check is complete and the student is ok to hire, submit the online hiring request:
    1. Go to the Employee tab of PioneerWeb
    2. In the Administrative Processes box, select Employment Actions -> Hiring -> Non-Benefited Hiring -> Non-Benefited Staff Hire.
  3. If the student is a new employee at DU, he or she will need to complete the I-9 and W-4 forms with Shared Services, as well as the Affirmation Statement through PioneerWeb.

For more information about submitting a background check and the non-benefited hire request, review the Tool Kit.