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Hiring Student Employees

Advertising On-Campus Positions

All on-campus positions (including Federal Work Study Program positions) should be posted on NYU CareerNet (an on-line database of part-time, full-time, and internship positions). This service is free of charge. It is also strongly recommended that hiring departments attend the our career fairs to recruit potential employees. These fairs offer employers the convenient opportunity to meet many motivated candidates in-person as well as gain visibility on-campus. Participating in these career fairs is also free of charge for NYU departments.

Hiring Forms

In order to a student to work on-campus, there are a variety of forms the student must submit. Prior to interviewing for on-campus positions, student employee applicants should complete an On-campus Student Employee Application available via Albert. Students should bring this completed document to the Wasserman Center for staff approval and signature. This application verifies the student’s enrollment for the semester and indicates the student’s Federal Work Study award balance. Student applicants will then submit a copy of the On-Campus Student Employee application to the NYU hiring department. Students may also complete a federal tax Form W-4 (available via Albert) and submit it to the Wasserman Center.

Procedure for I-9 Forms and Student Payroll

In order to comply with Federal Employment Eligibility Verification Form I-9 regulations, new student employees must complete an I-9 form after they have been hired by a specific University department. Staff at the Wasserman Center determine which students may need to return to the Wasserman Center toupdate or complete a new I-9 form if they have worked at NYU in the past. For each student it hires, the hiring department should follow the instructions listed on the On-Campus Student Employee Application form that outlines the steps the student needs to take to complete an I-9 form. Federal regulations require that the I-9 form be completed within three business days of the employment date. Students may visit the Wasserman Center's web site for an I-9 form, which also includes the list of acceptable documents.

Hiring departments are responsible for submitting a Personnel Action Submission System (PASS) transaction. Once the hired student employee’s I-9 form is received, the Wasserman Center staff will approve the PASS transaction. It is critical that the student’s completed I-9 form is received in a timely manner to avoid paycheck delays.

Student employees submit time sheets to their supervisors and receive paychecks every two weeks. There is a two-week time period between work performed and work paid. Student employees are encouraged to enroll in the Direct Deposit Program. If student employees do not select Direct Deposit, paychecks are distributed at the department.

One of the benefits of the Federal Work Study Program at NYU is that departments pay only 25 percent of a student’s salary, the federal government pays the remaining portion. Schools and administrative areas are encouraged to offer competitive wages to prospective student employees. This will greatly help in attracting and retaining student employees. If you need guidance with competitive salary guidelines, the staff at the Wasserman Center for Career Development would be happy to assist.

Mentoring Student Employees

NYU student employees are extremely valuable and talented and are essential to the operation of the University. Frequently, a student forms close relationships with the individuals with whom they work on-campus; this can often shape and influence their view of the NYU. It is important that every effort should be made by the student employee’s supervisor and department’s staff members to facilitate the student employee’s experience by providing early and on-going training and mentoring.

  • Faculty and staff members who are interested in serving as a mentor to NYU student are encouraged to join the NYU Professional Network.

Guidelines for NYU Student Employee Supervisors

The Wasserman Center organized a summary of guidelines and suggestions for university staff members who supervise NYU student employees. These guidelines serve to create an engaged and supportive working environment for both students and supervisors. Your effectiveness as a supervisor can be greatly enhanced by adhering to the following:·

  • Follow all specific hiring processes available on this page.
  • Assign a specific supervisor to student workers so that students are explicitly aware of who they can go to for questions, concerns, and feedback.
  • Provide training to supervisors of student workers in order to give supervisors the tools to manage student employees effectively.
  • Orient students to the policies and procedures of your department and make clear expectations for on-the-job requirements, and involve them in appropriate office activities to help them feel connected to other staff members.
  • Support and mentor students to enhance their experience and feel engaged with the university community.
  • Communicate effectively and often with student employees. Listen carefully and provide clear guidance and direction. Discuss and resolve any job performance concerns or complaints that arise over the course of the work assignment.

Student worker assignments should, of course, provide a direct benefit to your organization but assuring needed tasks can be completed but the assignments should also help provide students with valuable experience and the opportunity to develop skills helpful to their career aspirations. Please always feel free to contact the Wasserman Center for Career Development with any questions and concerns.

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