Student Employment Process Checklist

This information is for employers only.

1. Posting your Job
   
   1. Click on "Post an On-Campus Part-Time Job" in the menu on the right.
   2. Read the information, scroll to the bottom of the page and click on "Proceed to Post Job".
   3. First time users: Click on the "Register here" link. Enter your department/agency information in the appropriate spaces. Keep your ID# and password for future use.
   4. Otherwise enter your Employer ID# and password. Then click "Login".
   5. Enter your job information by completing all fields.
   6. Students will contact you directly following your "How to Respond" instructions.
   7. Click the "Submit" button once – Keep the assigned job# for future reference.
   8. To re-post a position: Log in, click on "Update/Repost an old job" and open the specific job#.
   9. Scroll to the end of the job posting and click on "Repost Job" – this will reactivate your posting for students to see – the job# will stay the same.
   10. Student Employment will review all jobs postings before making them accessible for students.
2. Creating your Position Number in PeopleSoft
   1. Create a position number that reflects the job code (wage level) of the posted position and the correct account distribution.
   2. Student position numbers can easily be created by cloning an existing position number and then changing attributes.
   3. All position numbers default to the S7030 FWS split. Change to "NONE" only if you want your funding source to always pay 100% of the wages.
3. Making the Hiring Decision
   1. Review applications/resumes and/or schedule interviews.
   2. Make your hiring decision.
   3. Keep all application material for NON-hired students for 2 years!
   4. You may close your position after 48 hours or if you have interviewed 3 applicants.
   5. To close your job posting: Log in, click on "Update/Repost an old job" and open the specific job#.
   6. Scroll to the end of the job posting and click on "Close Job" – this will remove your posting from the open jobs and will show the status as "closed".
4. Requesting the Student Hiring Form
   
   1. Click on "Request a New Hire" in the menu on the right (make sure to follow the instructions specific for your campus).
   2. Enter your Employer ID number and password.
   3. Click on the "Request Student Hiring Form" option.
   4. Choose the appropriate job# and enter the hiring information for the student and submit.
   5. Student Employment will fax you the requested Hiring form within 48 hours.
   6. Student Employment will hold the hiring form if the student’s status also requires work approval from other offices.
   7. The student should not start working until you have the new hire form showing that the student is eligible to work.
5. Completing the Student Hiring Form
   1. Review the printed information.
   2. Get the required signatures.
   3. Send Hiring form for Hourly job (Earn Type STH) to the Human Resources/ Payroll Office at your campus.
   4. Return Hiring form for FWS job (Earn Type WSS/WST) to the Student Employment Office (fax: 480-965-9816).
6. Completing the Student Employment Process
   1. Students need to submit the new hire packet and I-9 to HR/ Payroll, if they have not worked for ASU during the last 12 months (provide social security card or birth certificate or passport).
   2. Don’t let the student start working before completion of all HR forms.
   3. Students record hours worked into on-line time sheet.
   4. Submit hours worked for bi-weekly payroll.
   5. Keep employment information: 2 years for Hourly students; 3 years for Work-Study students after employment has ended.