Hiring for On-Campus Jobs

NYU departments must follow these 3 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.

For any questions or concerns contact us via the Student Employment Contact Form or call 212-998-4758 (Union Square) or 646-997-5994 (Brooklyn).

What is Federal Work Study? (FWS)

Federal Work Study is a program that allows students to work on-campus, part-time while completing their studies. They are awarded work-study based as part of their financial aid package, based on their needs indicated in the FAFSA.

Using Handshake for Hiring

The hiring process for student employees is the same whether or not the students have Federal Work Study funds. While you cannot limit applications received to Federal Work Study students only, there is a way to filter these applications. When creating a posting, you may select whether or not this is a Federal Work Study job, when prompted. Then, once you are reviewing your applicants, you are able to filter for “Show applicants that match all preferences.”

Tracking FWS Balances

All timesheet approvers (TSA) can access student employees’ FWS balances by going to “PeopleSync,” clicking “Student Staffing Dashboard” and clicking “Work-Study Related.”

Benefits of FWS Hiring

At NYU, the FWS funds cover 75% of the paycheck for the student, while the department only has to pay 25%. This allows for a more affordable way for departments to get help from student employees for their team.

1) Advertise On-Campus Positions

All on-campus student positions must be posted to Handshake before a student can be hired into the position.

Handshake

Post regular, long-term, and/or semester-long on-campus employment positions, including positions taking place over the summer on Handshake.

Creating an On Campus Employer Account

The Handshake Log-in for On Campus Employers document contains up-to-date instructions for creating your on-campus employer profile. Please consult this resource first when creating an account. Quick instructions are provided below.

In order to post on campus job opportunities, please create your Handshake Employer profile and follow the prompts to join the New York University On Campus 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

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

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

Candidate Tracking

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

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.

On-Campus Student Employee Application

Confirm student has completed the required On-Campus Student Employee Application (“A” or “B”) in Albert. This form verifies the student’s enrollment for the semester and indicates the student’s Federal Work Study award.

Labor Law Notice

The NYS Labor Law 195 form (for hourly/casual student employees or adjuncts) is now generated within Peoplesync. Contact PeopleLink at 212-992-5465 or askpeoplelink@nyu.edu for more information. Student hourly wages must meet NYU’s minimum wage requirements.

I-9 Form and Documentation

All student employees who have not worked at NYU before must complete an I-9 form.

Review our updated I-9 process

NYU Minimum Wage Guidelines and Salary History

Undergraduate Students
Currently: $15 per hour

The current $15-per-hour in NYC, LI and Westchester will increase to $16 in 2024, then by 0.50-cents each year after - reaching $17 by 2026.

Graduate Students under Local 2110, UAW contract
Currently: $28.25 per hour

Note: In New York City, it is illegal to ask about salary history during the hiring process.

In order for NYU to be in compliance with the new NYC Pay Transparency legislation, Wasserman has updated language across all postings. Please include the appropriate disclaimer on your student employment job posting(s).

Job Information

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.
PeopleSync (Workday) is NYU’s system for entering time worked and requesting time off. All student employees in New York, D.C., and Los Angeles locations will use PeopleSync for time tracking and absence management.
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.

Appointment Dates/Salary Reminders

For identifying what semester(s) a position falls under for purposes of Local 2110 benefits including but not limited to service bonuses, health insurance discounts, and parental bonding leave, Fall 2023 appointment dates should be confined within the following dates:

Fall 2023: September 1, 2023 – January 2, 2024 (If a graduate employee is not expected to be working over winter recess, consider ending their appointment December 22, 2023) Starting 9/1/23, graduate students covered under Local 2110 are to be paid $28.25/hr. Graduate employee positions carrying higher rates shall receive an increase of 2.75%. Graduate students covered under Local 2110 must be appointed each term. Once we receive the dates for J-Term/Spring and Summer, we will communicate this out to the community.

NYC Minimum Wage increases starting 1/1/24 2023: $15 per hour
January 1, 2024: $16 per hour
January 1, 2025: $16.50 per hour
January 1, 2026: $17.00 per hour
Undergraduate student appointments may last the duration of the academic year (ex: 9/1/2023 - 8/31/2024).

For administrative areas and schools supported by PeopleLink, PeopleLink will notify and process the minimum wage transition before Jan 1st, 2024. For schools that are not supported by PeopleLink, PeopleLink will send a list of students who are under the minimum and an edit to the student appointment form is required to be submitted.

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

Advise student to submit a Form B (has never worked on-campus before) or Form A (has worked on-campus before) by going to Albert > Other resources > Wasserman > Get started. If the student has never worked on-campus before, they must visit our office to complete their I-9. During their visit, we will approve their form (Form B). If the student has worked on-campus before (Form A), our team will review the I-9 we have on file and make sure that the student is enrolled. If valid, we will approve their Form A submission electronically and the student will receive an email from Albert with the approval. Students are then instructed to provide their approved forms to their supervisor.
Once the hiring manager or supervisor receives an approved Wasserman Form with our signature (Form B or Form A), submit a Student Appointment Form. An approved Wasserman Form indicates that the student has a valid I-9 on file, is enrolled, and is eligible to work.
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.

Resources

Contact Us

Student Employment Contact Form

Office Locations

Phone

212.998.4758