Answers to supervisors' frequently asked questions regarding student employment.

What is the difference between a work study student and a non-work study student?

The easiest way to think about work study versus non-work study is by looking at the funding source. A work study student has been awarded a predetermined about of money by the Financial Aid Office to be earned over the course of the school year. The student brings those dollars to whatever job they secure on campus to cover the labor expense. Therefore, no financial impact to the hiring department. When a non-work study student is hired by a department, the department must fund the labor expense out of their own budget or grant money, or some other funding source. There is no difference in the quality of work expected or the type of work that can be assigned.

When can a student begin working?

A student who has had a job on campus before can begin working immediately upon accepting the job offer. A student who has never worked before on campus must stop by the Human Resources Office to complete paperwork.

How do I know if a student has worked before on campus?

A student who has worked on campus before will have a Federal I-9 on file with the college. There is a report on Inside Davidson that will allow you check I-9 status (login required) and locate a student’s 800 number (which is required on the hire form).

Do student employees need to complete a background check?

Students who will be working with children as part of their job description are required to complete a background check.

What form do I use to hire a student employee?

Students hired during the academic calendar:

  •  I-9 (Login Required)

Students hired for summer employment on campus:

Why are there two different forms?

Hire forms are used to set up student time sheets. During the school year a student is considered a student employee and therefore exempt form FICA taxes. During the summer a student is viewed as a regular employee and is subject to FICA taxes. The different forms help ensure accuracy within Banner and Time Clock Plus.

Who is responsible for filling out and approving the hire form?

The hiring manager or office administrator should fill out the hire form. Students should not fill out their own hire form. The Chair or employee responsible for the budget should review/sign the hire form.

Who determines the pay rate for student jobs?

Pay Levels are determined by the HR Office based on the job description provided to HR or posted on Handshake. Jobs are compared across departments and every effort is made to create equity across positions. Skills needed to perform the job and barriers to entry are evaluated.

I’m interested in hiring a student, do I need to post the job on Handshake?

It is always preferred that jobs be posted on Handshake so that all students have equal access to available campus jobs. In some cases, however, it does not make sense to post open jobs. Examples: tutoring in the CTL, some faculty research positions, jobs that require coding or high level Math/CS skills. For these positions, we encourage the hiring manager to promote/advertise the job to all students who might meet the requirements. This can be done via email and helps to promote equity across students.

Can International students work on campus?

Yes, international students studying at Davidson can work on campus. They must complete all the same required HR paperwork as other students, but they must also make a trip to the Social Security Office to get a Social Security Card. They International Studies Office facilitates trips several times during a semester. Note: International students are not allowed to work more than 20 hours per week while classes are in session under their student Visa. Different rules apply for International Students during extended breaks and summer break.

How many hours per week can a student work?

Most students work between 5-10 hours perweek. For work study recipients, the hours per week is dictated by the amount of their award. The college discourages students working more than 20 hours per week. International students are not allowed to work more than 20 hours per week while classes are in session.

If a student stops working for me, do I need to notify Human Resources?

Yes, HR will terminate the job in Banner and the time sheet will become disabled.

If a student changes jobs or supervisors/time approvers, do I need to notify Human Resources?

Yes, HR will need to make the change in Banner, which will then feed Time Clock Plus.

Can a student have more than one job on campus?

Yes, this is true for work study recipients and non-work study students.

Do student employees need to complete a background check?

Students who will be working with children as part of their job description are required to complete a background check.

Are there any guidelines for length of time to work during the summer?

Yes, students can work as summer employees from the day after the last scheduled exam to the day before school begins and should not be scheduled for more than 12 weeks of employment over that period.