This is a collection of resources for employers of student workers.
These are the University's official policies regarding Student Employment. As an employer you must be familiar with these policies in order to comply with University, state and federal regulations.
Campus employers interested in posting Hourly or Work-Study jobs must use Kenexa/Brassring.
Any student enrolled for at least one credit hour at ASU may use the service. Students will submit application, resume, cover letter, and three references by following the instructions on the job posting. All job postings will be reviewed by the Student Employment Office within 48 hours and will remain advertised a minimum of 72 hours or until the posted Close Date advertised on the REQ. ASU is an Equal Opportunity employer.
Removing Job REQ
- Only REQs with a Rolling Deadline may be removed from advertising early after the Initial Close Date posted has passed. REQs expired in this fashion may not be readvertised.
- Email email@example.com with the Job REQ number.
Reposting Job REQ
- Email firstname.lastname@example.org with the Job REQ number and the new close date.
This is a free service for employers to advertise their part-time off campus job opportunities. Any student enrolled for at least 1 credit hour at ASU may use the service. Students will contact the employer directly by following the instructions on the job posting. Since this information is also available to the general public, you may receive inquiries from individuals who are not ASU students.
Please note that the ASU Student Employment Office does not verify student status, the credentials of an applicant, or the suitability of any person who responds to your advertisement. The ASU Student Employment Office does not review resumes, does not conduct interviews, does not conduct background checks, and does not review or provide professional/character references for the students who apply to your positions. You must determine the suitability and appropriateness of an applicant for the position you have posted.
You are reminded that all applicants for employment should be treated fairly in accordance with relevant laws. View guide to Pre-Employment Inquires
All job postings will be reviewed by the Student Employment Office within 72 hours. Accepted job postings will remain active for 30 days or until closed by the employer.
All terms and conditions of employment are negotiated directly between the employer and the student.
In order to meet the program's documentation and funding requirements, participating employers will be required to supply our office with the name and ID number of any student hired.
Arizona State University is an affirmative action/equal opportunity institution and makes this service available only to employers who advertise, interview, and hire accordingly. Jobs may not require students to invest, purchase supplies, or pay a fee as a condition of employment. We will not advertise jobs for third party employers or employment agencies.
- All ASU employers:
- Processing of new student hires will require Kenexa/Brassring access. For additional information, go to https://cfo.asu.edu/hr-recruitment .
- Off-campus FWS agencies:
- See tab below concerning Off Campus Work-Study Agencies.
Student Employment offers a wide range of positions, which require different degrees of skill or experience. The student wage scale starts at $10.00/hour and should not exceed $50.00/hour. Four wage levels with different pay ranges have been provided below. Federal Work-Study and Hourly employment share the same wage levels and pay ranges. Wage placement must be in relation to type of duties performed and in consideration of other student worker wage rates in similar jobs.
Note: Due to Kenexa implementation, we can no longer use Open Range Wage Levels, we must use Standard Wage Scales. Student pay rate amounts must stay within the student wage levels.
|Level||Pay Rate||Job Level Descriptions|
|I||$10.00||$10.55||Duties are of a routine and simple nature. Requires direct supervision with relatively specific instructions. Little or no training or experience is required.|
|II||$10.15||$11.55||Duties are varied and less routine and involve a moderate degree of responsibility and judgment. May lead or coordinate activities of other student employees. Requires previous knowledge or skill and/or equivalent experience or training.|
|III||$10.80||$13.55||Duties are technical and complex and involve a high degree of responsibility and judgment. May supervise or direct activities of other student employees. A significant amount of specialized training or experience is required.|
|IV||$12.30||$50.00||Duties are highly technical and/or complex and involve a significant degree of responsibility and judgment. This classification is limited to teaching/research aide type work or those positions requiring highly specialized skills and/or technical knowledge.|
|Rates effective for hires 07/01/2017 and after.|
The Student Wage Scale covers all student positions except Research/Teaching Assistants. Those positions are administered by the Graduate College with appropriate policies and procedures.
Is this pay rate increase a result of the voter passed legislation, Prop 206, requiring AZ minimum wage to be increased to $10 per hour effective Jan. 1, 2017, and an overall wage increase to $12 per hour by 2020?
No. Prop 206 provides an exemption to ASU that does not require raising the pay rate offered or compliance with other items approved in the proposition such as paid sick time accrual. The standard wage increase is university initiated and not related to Prop 206 however, ASU desires to provide competitive employment opportunities for students including a competitive wage.
Under Prop 206, temporary employees are eligible for paid sick time accrual. Are student employees going to be eligible for paid sick time accrual?
No. At this time ASU is instituting an increase in standard wage to a minimum of $10 per hour only (see previous answer).
What should I do to ensure student employees hired receive the $10 minimum wage?
For all student employees who have an active Job Data record as of July 1, 2017, reflecting less than $10 per hour, HR will run a background process to automatically increase student employees' wage to the new university approved $10 per hour standard wage minimum wage. The new wage will be effective as of July 1, 2017. HR will continue to run these background processes nightly for several weeks after the initial run to ensure pay rates are updated accordingly. Student employees whose wages are updated will receive an automated email notice confirming the update.
Isn't July 1, 2017 at the end of a pay period? How will this affect payroll?
Student employees may have questions about their pay check. The university standard wage increase takes effect during the June 19–- July 2 pay period. The payroll system is capable of processing multiple pay rates during the pay cycle and as such any hours reported in the pay period prior to July 1 (June 19 –July 2) will pay at the pay rate previously in effect in Job Data for the employee while the $10 per hour rate will be effective July 1 and continuing.
What happens Jan. 1, 2018, when the AZ state minimum again increases to $10.50 per hour under Prop 206? Will ASU student employees receive another increase?
No. The standard wage increase at ASU is not mandated by Prop 206 but a separate university initiative (see A1). Any overall additional standard wage increases would be reviewed and approved by university authorities barring any changes to the current laws or exclusions in effect. Departments have autonomy however, and may increase a student employee's wage at their own discretion subject to departmental budget.
- Position Management
- Create a position number that reflects the job code (wage level) of the posted position and the correct account distribution.
- Make sure your Detailed Title is updated to your actual student working title.
- Click the Ready for Recruitment box and complete the Recruitment Data tab information.
- Reason for Hire field for student workers is "Temporary".
- Positions to be Filled is the number of positions hired in this particular position. We recommend adding one or two more above your actual count.
- Scope of Search for student hires are either "Open" or "Additional Hire". Do not use ABOR or Waiver.
- Click the "Submit" button to start the workflow. Depending on your department approvals and integration times, your position may take 24 to 48 hours until ready in Kenexa.
- Posting your Job REQ in Kenexa
- Your Job REQ must be posted to Kenexa to hire student employees.
- Student employment will open and post your Job REQ to the Student Gateway. You will receive an email once your Job REQ is open. Please allow 24 to 48 hours to post your Job REQ.
- Making the Hiring Decision
- Review applications/resumes and/or schedule interviews.
- Conduct reference check.
- Submit PeopleSoft Validations check.
- Submit Conditional Offer to SEO for approval. Please allow 24 to 48 hours for approval. You will receive an email once a decision has been made.
- Conditional Offer (Verbal Offer).
- Background checks & Fingerprinting.
- Final Offer - Create Offer Letter.
- I9 Requirement
- Ready for Hire
- Hired and Closing the REQ
- Completing the Student Employment Process
- 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).
- Don't let the student start working before completion of all HR forms.
- Submit students record hours worked into on-line time sheet.
- Submit hours worked for bi-weekly payroll.
International students allowed to work on campus under the same rules as US citizens:
- Permanent Residents - Must have a "green card" as proof of employment eligibility. Visa classification is "IP".
- Applicants for Permanent Residency - Must have a valid Employment Authorization Document issued by the United States Bureau of Citizenship and Immigration Services (USCIS). Visa classification is "IA".
- Refugees - Must have a valid Employment Authorization Document issued by USCIS. Visa classification is "RE".
Student Employment for students with an F-1 visa:
- Students must be enrolled for at least 12 credit hours as an Undergraduate and at least 9 credit hours as a Graduate student. Only the International Students and Scholars Office (ISSO) can approve exceptions to this requirement based on documentation.
- Students are allowed to work 20 hours per week during the academic year and may not work more than an average of 25 hours per week (62.5 percent FTE) over a rolling twelve month period. This maximum applies to the combined total of all jobs, including hours associated with stipends paid for services. Employment during the summer is allowed only for students who intend to register for the subsequent fall semester (must be pre-registered).
- Students are allowed to work on-campus in Hourly jobs only – not Work-Study.
- Students may also work for the various employers located in the Memorial Union.
Last Day of Employment:
On-campus employment for F-1 students ends upon the "completion" of their degree program, which is not always the end of the semester. The completion date may occur at different times depending on the student's degree level and program requirements:
- Undergraduates - the last day of classes and in most cases the graduation date.
- Graduates - defense date or date of dissertation approval after defense, comprehensive exam date or result date, project defense, etc. whichever option the student has for the degree program to be completed. A letter from an academic adviser will suffice as proof for the completion date. (The ISSO keeps this on file).
However, if a student is taking a class which is required for the completion of the degree program during the same semester the comprehensive exams take place, then the completion date is the last day of the class and not the comps result date - which means, that even if the comps/result was earlier, they can still work until the end of the class.
The student should get clarification of their employment eligibility from the ISSO. If the student claims that s/he is eligible and you want to verify this, please send an email to the ISSO with the student's name and ID number.
Employment after the completion date is considered illegal and will cause the student to fall out of status!
Students with a visa classification other than F-1:
- Students must get clarification from the International Student Office if their current visa status allows them to work before applying for any position. ISSO will update the visa status record in the Student Information System if necessary.
- Once the student is set up in his/her job, it's the student's responsibility to maintain eligibility status and we do not continue to monitor the student's eligibility.
- For further information, please contact the International Student Office at (480) 727-4776 or email@example.com.
The Family Educational Rights and Privacy Act (FERPA) allows students to access their educational records and limits the ability of others to access those records. FERPA applies to all records that fall within its broad definition of "educational records." Student educational records at ASU include all records directly related to a student that are maintained by or for ASU.
All university employees are legally obligated to protect the privacy rights of students and the confidentiality of educational records in accordance with federal law and university policy. For additional information on FERPA see university policies ACD 121: Privacy Rights and USI 107–01: Release of Student Information.
With regard to Student Employment, employers must ensure that all identifying information, including but not limited to, students' grades and GPA (Grade Point Average) are not accessed and used as screening criteria during the selection process. For most job postings, requiring a student's GPA is not permissible.
In general, ASU does not require a certain GPA for students to participate in Student Employment programs. However, students working under the Federal Work-Study program must meet the federal requirement for satisfactory academic progress.
A minimum GPA requirement can only be included in the job posting if the employer can justify how the GPA is related to successfully performing the job duties. Positions with a bona fide requirement for a certain GPA standard could include academic mentoring positions (tutors); leadership positions (RA's) and positions performing scientific research (lab aides). If a certain GPA standing or the completion of a specific class is required in the job advertisement, the student will submit unofficial grade reports or transcripts as part of the application process, so that the employer can verify the academic performance.
If you have any questions concerning student employment please contact the Student Employment Office at (480) 965-5186.
If you would like to request a presentation or training for your ASU department concerning student employment or federal work study, please contact our office at firstname.lastname@example.org or (480) 965-5186.
Information for Current Off-Campus FWS Agencies:
- To post a new Off Campus FWS job opportunity please use the Off-Campus Work-Study Job Request form. Postings are generally prepared within 72 hours and the agency is notified when the posting goes live.
- The Off-Campus Work-Study Hiring Procedures document provides a general overview of the steps required to hire your applicants.
- After resumes are reviewed by your agency, please notify ASU of your interest in hiring or declining an applicant using the Off-Campus FWS Candidate Hiring Action Request form. A submission must be received for each applicant the agency reviews.
- Agency must submit an Off-Campus FWS New Hire Authorization form for any candidate recommended for hire. This form must be on file before the candidate’s hire can be processed.
- An Off-Campus FWS Continuation Request form must be submitted if your student employee will continue employment from one academic term to another i.e. Fall/Spring to Summer or Spring to Summer.
Resources: Off-Campus Work-Study Manual
Information for Current Off-Campus FWS Employed Students:
- New hires (students not currently employed at ASU) will need to complete the HR New Employee Payroll Packet and submit to Human Resources at the time of their Orientation with ASU Student Employment.
- Student employees are responsible for turning in their own Time Sheets. Time sheets must contain all signatures to be considered valid.
- The Payroll Schedule lists all pay periods, time sheet due dates and respective paydays.
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To be in compliance with state and federal laws, all ASU student workers MUST:
For Full-Time Jobs or ASU Career Link: Please contact ASU Career Services at (480) 965-2350, E-mail: email@example.com
For Internships: Please contact ASU Career Services at (480) 965-2350, E-mail:firstname.lastname@example.org
For Part-Time Jobs: Please contact Student Employment at (480) 965-5186, E-mail: email@example.com
For Kenexa/Brassring Issues: E-mail: Jira.KenexaSupport@asu.edu Include Job REQ Number and candidate name. You may need to screen capture the error you are receiving and attach it to the email.