Hiring Student Employees
NYU departments must follow these 4 steps before a student employee can begin working in an on-campus position. Please allow 1-2 weeks between the job offer and start date to allow sufficient time for the student appointment to be processed.
1) Advertise On-Campus Positions
All on-campus student positions must be posted to Handshake or WayUp before a student can be hired into the position.
Creating an On Campus Employer Account
In order to post on campus job opportunities, please create your Handshake Employer profile and follow the prompts to join the NYU - Student Employment Account.
- Step 1: Select Employer from the registration page. Input your NetID email and your preferred password
- Step 2: Select the fields of study from which you are interested in hiring students (selections can be updated from your profile settings)
- Step 3: Agree to Handshake's employer guidelines. We are not a third party recruiter - click: “No”.
- Step 4: Confirm your email address (visit your NYU inbox)
- Step 5: In Handshake, select New York University to recruit from and click:
- "Finish" as NYU is the only school we will post to for on-campus employment
- "Finish" as NYU is the only school we will post to for on-campus employment
Job Posting Tips
- Review the On-Campus Job Posting Instructions, to ensure you have all of the required information to get your job posting started
- Once submitted, we will approve your job posting within 48 hours for students to view
Adding & Removing Job Posters
- Adding Additional Users:
- Individuals wishing to post jobs can email email@example.com to request access
- Removing Users:
- We will conduct an annual audit of users by department
- Each HRO will receive a list during the summer and will be asked to indicate whether any contact should be removed (or added) as a job poster
Allowing Additional Contacts To Review Resumes
- We’re excited to announce that Handshake has a feature to email application packages to contacts who do not have an Employer profile to post jobs
- The process for adding an additional contact (called “external contact” in Handshake) to receive application packages is outlined in the On-Campus Job Posting Instructions
- To support communications with students, Handshake has a robust candidate tracking process, which allows each job poster to update the hiring status of applicants and message them if desired
- These steps can be completed individually or in batches to streamline tracking for the On-campus Employer
- Visit the Candidate Tracking Instructions for guidance
Hiring departments are encouraged to attend the Student Employement Job Fair (free for NYU departments) for a convenient opportunity to meet many motivated candidates in-person and gain visibility on campus.
2) Meet with Student & Make Job Offer
After interviewing and making a job offer to the student, the hiring manager should meet with the student to complete required hiring forms.
Labor Law Notice
- Hourly-paid student can work a maximum of 20 hours per week when classes are in session; 35 hours per week when classes are not in session.
- Student hourly wages must meet NYU’s minimum wage requirements.
NYU Minimum Wage Guidelines and Salary History
Currently: $15 per hour
Graduate Students under Local 2110, UAW contract
Currently: $20 per hour
Note: In New York City, it is illegal to ask about salary history during the hiring process.
Provide the student with the following information about their new job.
- Start Date: Provide start date that is one to two weeks after job offer.
- Direct Deposit: Encourage the student to enroll in direct deposit in PeopleSync. If student does not select direct deposit, inform them of paycheck pickup location.
- Payroll Calendar: Advise student on when they will receive their first paycheck based on the payroll calendar.
- myTime Instructions: Instruct hourly-paid students on how to submit timesheets in myTime by due date in order to be paid.
- W-4 Form: Instruct student to complete a W-4 form in PeopleSync.
International Student Employees
If you are hiring an international student employee, the following actions are also required.
- Notify International students who do not have a Social Security Number to apply for a Social Security Number through OGS and provide a receipt of application along with their I-9 documentation.
- If you are hiring an international student who does not have a Social Security Number, provide the student with a job offer letter based on the Office of Global Service (OGS) template.
- Inform the student that they must apply for a Social Security Number through OGS and provide a receipt of application along with their I-9 documentation.
- Inform the student that they must complete the Tax Compliance Notification form (Glacier form).
- Learn more about hiring international student employees.
3) Hire Student Employee
Before a student can begin working, they must be hired into a job in PeopleSync, NYU's HR system. Follow the instructions below to initiate the hire.
Hiring Departments from Administrative Units or Steinhardt
Submit the Student Appointment form
- This step must be complete before the student visits the Wasserman Center for I-9 verification.
- The form will route to the Wasserman Center who will collect I-9 documentation from the student (if required) and then to PeopleLink for processing.
- The hiring manager will receive an email notification when the job has been entered in PeopleSync.
Hiring Departments from Schools
Submit the student hire to your school HR department with the following information:
- Copies of valid I-9 documentation (semi-monthly-paid students only)
- Labor Law Form signed by hiring manager and student (hourly-paid students only)
- Any forms required by your school
- Your HR department will enter the student job in PeopleSync.
4) Verify I-9 Form at the Wasserman Center
Instruct students (except semi-monthly-paid students working at schools other than Steinhardt*) to bring acceptable I-9 documentation (U.S. Citizens and Permanent Residents or International Students) to the Wasserman Center, Main Office or Brooklyn Office.
*Semi-monthly-paid students working at schools other than Steinhardt must visit their hiring department for I-9 verification.
Important Student Status Policies
Student employment for undergraduate and graduate F-1 or J-1 students ends on Tuesday, 5/21/19. Undergraduates can work after 5/21/19 but must have work authorization from the U.S. government and the work directly related to their major.
Due to NYU policy, Graduate student employees cannot work after 5/21/19. Students with questions on how to gain work authorization past their graduation date can visit OGS Advising Hours in Manhattan or Brooklyn.
Incoming Fall 2019 undergraduate students who have registered for any credit-bearing degree program for Fall 2019 may work on-campus after Sunday 8/4/19. They can consult with the Office of Global Services to see if they can work before this. Incoming Fall 2019 graduate students are not eligible for Summer 2019 employment due to Local 2110 union regulations and can start working after 9/1/2019
Federal Work Study Program for students NOT returning in Fall 2019:
(ex: graduating in May 2019 or beginning a medical leave)
Ends Tuesday, 5/21/19
Federal Work Study Program for students returning in Fall 2019:
Ends Sunday, 06/9/2019
Graduate students graduating in May 2019:
Ends on their specific graduation date. As of graduation, they are no longer union eligible. Please consult with your Human Resources representative to determine whether they can be employed as temporary employees.
Students admitted for Fall 2019:
Incoming undergraduate students who have registered for any credit-bearing degree program for Fall 2019 may work on-campus after Saturday 6/1/19. Incoming Fall 2019 graduate students are NOT eligible for Summer 2019 employment due to Local 2110 union regulations.