Student Employment – Supervisor Information
2024-2025 Academic Year Student Hiring Planning begins now.
The following process will take place for student employment hiring:
Summer 2024 Hiring
- Payroll for the summer period begins May 20, 2024 and ends August 25, 2024.
- Departments should submit their position justifications for approval (at least two weeks before their targeted date for posting) by completing the Student Position Justification Form.
- Once a position is approved, posted on Handshake and a student is selected for hire, supervisors will need to fill out a Student Hiring Request Form with Human Resources, regardless if the student worked a prior semester.
- Students working in the summer will need to complete new onboarding paperwork. Human Resources will notify both the student workers and the supervisor once the student worker is cleared to begin working.
- Students should not be working prior to being cleared by Human Resources.
Fall Semester 2024 and Spring Semester 2025 Hiring
- Payroll for the Fall semester begins August 26, 2024 and will run through the end of the Spring 2025 semester which ends on May 18, 2025.
- Departments should submit their position justifications for approval (at least two weeks before their targeted date for posting) by completing the Student Position Justification Form.
- Once a position is approved, posted on Handshake and a student is selected for hire, supervisors will need to fill out a Student Hiring Request Form with Human Resources, regardless if the student worked a prior semester.
- Students working in the fall semester will need to complete new onboarding, unless the student worked during the summer period. Human Resources will notify both the student workers and the supervisor once the student worker is cleared to begin working.
- Student workers should not be working prior to being cleared by Human Resources.
Student Position Justifications
Before posting any student job opening on Handshake through the Career Advising Office, all departments are required to get budgetary approval.
- Department should submit their justifications for approval by completing the Student Position Justification Form.
- It is recommended that supervisors submit their request at least two (2) weeks in advance.
- If approved, Human Resources will then provide Career Advising and the hiring supervisor with the approval to post the student job opening.
Instructions for Posting Student Positions:
Open positions are posted through Handshake, which is administered by Career Advising & Development.
- Sign up for an Employer Account in Handshake. If you already have a student/alumni account in Handshake, please review the Using Handshake - On Campus Employer FAQs to find out how to properly create an employer account. If you still have issues please contact [email protected] so we can walk you through setting up a connected employer account.
- Create a company profile for your department. Each department should use the following naming convention – Le Moyne College: Department Name. Please click here for a list of already established employer accounts in Handshake. For example, if Campus Life & Leadership wanted to set up an account, their company name would be “Le Moyne College: Campus Life & Leadership”
- We will approve your department as an employer and then you can start posting jobs. Please make sure to select “On Campus Student Employment” as the Job Type so students can find your jobs more easily.
Here are some excellent resources you can explore to get acquainted with the system:
Please note that for the beginning of a new academic year (fall/spring) postings will first show on the website starting in the middle of July.
Students will be able to view all open positions and apply directly to the supervisor. The supervisor has the direct ability to review student applications/resumes of who are interested in the open position. Applications will go to the email provided on the job posting. It is then the responsibility of the supervisor to review applications, determine who they would be interested in hiring, and contact the student(s) to set up an interview.
*Priority in hiring will be given to students who have Federal Work Study funding. Non-Federal Work-Study students may fill positions when a Federal Work Study student cannot meet all the requirements of the position description. Students will note their eligibility on the application. Students can determine if they have federal workstudy funding by viewing their financial status (by year) on WebAdvisor. For additional assistance, they may contact the Financial Office.
If you have any questions about Handshake, please email Career Advising at [email protected]
Detailed information for working on campus can be found on the Student Employment Information page through ECHO.
New Hire Process Requests
All supervisors must complete the Student Hiring Request Form to formally request to hire a student worker for their department. A form must be submitted for each semester and summer period that a student is looking to work, regardless if they worked the prior semester or period.
If the student will be working over the summer and in the fall/spring semester, they need to submit two forms- one for the summer employment and one for the fall/spring employment
Pay Rates
Le Moyne College sets the pay rates within the government minimum wage guidelines. The student will not be paid for any time missed because of illness or holiday.
Student employment compensation is based on the work required for the position instead of the qualifications a student possesses. In other words, compensation will be based on the work responsibilities of the position, not the person filling the position.
In addition, the Student Salary Committee has instituted the following salary levels for students:
- Level 1 - Minimum wage
- Level 2 - Minimum wage plus $0.50 per hour
- Level 3 - Minimum wage plus $1.00 per hour and a maximum of two classes per semester.
Undergraduate compensation model (Level 1 & Level 2):
Level 1 - Minimum wage
Level 2 - Minimum wage plus $0.50 per hour
It is the departments’ responsibility to analyze their budgets to see if they can cover the cost of a Level 1 or Level 2 student employee. The designation of levels is placed on the position, not on the individual in that position. Therefore, departments will be responsible for justifying and supporting the difference between a Level 1 and Level 2 designation for each position, and must document thoroughly this difference. No additional documentation is required to hire a Level 1 or Level 2 position; simply follow the current process of completing a Student Work Authorization Form and submitting a signed copy to Payroll. It is the supervisor's responsibility to retain these documents in the event Le Moyne College is selected for an audit from the Department of Labor.
Graduate compensation model (Level 3 with option to use Level 1 & Level 2):
This level is only for graduate students. It will offer minimum wage plus $1.00 per hour and credit for up to two classes per semester. Hiring at the Level 3 should occur when the position requires a specific skill necessary to the functioning of the department that is not typically achieved at the undergraduate level and must be documented. It is the decision of the department how many classes will be offered as compensation. However, no more than two classes per semester will be offered. The credit for classes must be used within the semester the student is working; there can be no banking of classes. Any department that offers classes as compensation must be able to absorb this cost in its departmental operating budget. To secure a Level 3 position, the supervisor will have to fill out the Position Request Form which is located on the Payroll website. The Student Salary Committee will review this form and approve or disapprove all new Level 3 Position requests (no increase in pay will be granted until the review is complete). Once approved, these documents will be retained by departments in the event of a Department of Labor audit.
Payroll Procedures
Each student will record hours worked during each two week period on their timesheet available in Workday.
Time worked needs to be entered daily. Quarter hours are the smallest time intervals permitted (ie - .25, .50, .75).
Once Human Resources has received a completed Student Hiring Request Form the student will be hired and given access to Workday.
The student will complete their time entry and will submit their completed time to their supervisor for approval. The supervisor will review and approve time. Both the student and the supervisor have to electronically approve the time entered.
The pay period ends on a Sunday. Timesheets need to be completed by NOON on the next day (Monday).
Please review the payroll schedule as some weeks are shortened for holidays. If a student misses a payroll deadline, they should contact the Payroll Office for information on completing their timesheet and getting paid.
Federal College Work-Study Program Allocation / Budgets
The average number of hours a student may work in a week is determined by the work study allotment. Most students on the College Work-Study Program work an average of six to eight hours per week while school is in session. It is the responsibility of the student and supervisor to monitor the number of hours worked per week. This should not exceed the recommended number of hours based on the student’s allotment. The student may endanger other financial aid awards or not be allowed to continue to work if the allotment is exceeded.
**Please be aware that some students have more than one work study position. The student’s allotment of work study funds is depleted at a faster rate with additional positions.**
It is the ultimate responsibility of the supervisor to continuously monitor the student salary budgets.
Termination Procedures
If the student fails to report to work for a period of time without notice or if the student is not doing satisfactory work, it is the supervisor’s responsibility to contact the student to resolve the problem. If a solution cannot be found, the supervisor should consult with the Office of Human Resources regarding terminating the student’s employment. Please also review the Student Employment Handbook.
Future federal college work study funds can be revoked if the reason for dismissal is of a serious nature. However, if a problem arises because of a personality conflict or the student lacks the qualifications for the particular job, it may be possible for the student to be placed in another position.