Don't see your question? Contact us at hrs@sou.edu
How do I hire a student?
Step1. Build a job description using the Guide for Writing a Position Description template (approximately 30 minutes) and align the duties and responsibilities to a corresponding wage rate.
Step 2. Complete the 2023-2024 Student Employment Appointment Questionnaire and insert details from the position description (approximately 15 minutes). A new Student Employment Appointment Questionnaire is required for each job posting.
Step 3. Within three business days, Human Resources will post the job in Workday. The supervisor views the job and screens applicants accordingly. Workday will prompt the necessary next steps between the supervisor and Human Resources throughout the candidate assessment process.
Step 4. Human Resources/Workday sends the selected student a notification/task/email with instructions to complete critical next steps for the new employee onboarding process. Your assistance is needed to remind your prospective student employee of the need to complete their Workday tasks promptly. This includes a background check, the I-9 employment verification, and tax forms.
Here are the details involved with the I-9 Employment Eligibility Verification: The student will complete the first portion of the I-9 Employment Eligibility Verification form as part of their onboarding tasks in Workday. The second portion of the form is completed when they present their original forms of identification in person at the Office of Human Resources (Churchill Hall, Room 159). A list of acceptable forms of identification can be found on page three of the I-9 form. No work can be performed until the I-9 and onboarding steps are completed in their entirety.
Step 5. Meet with your new student employee to orient them with the department and position expectations. Assign work, verify hours submitted, and approve time through Workday time-tracking via Inside.SOU.edu and OKTA.
Is there an eligibility requirement for a student to get a job on campus?
Students must be enrolled for at least 6 credit hours (for Graduate Students 5 credit hours) during Fall, Winter and Spring terms. Students may work as a student employee during the Summer term if they are registered for at least 6 credit hours during Summer or were registered for at least 6 credit hours the previous Spring term or registered for at least 6 credit hours for the upcoming Fall term.
How do students apply for jobs on campus?
Students can view job openings and apply through Workday.
How many hours can a student work?
Students may work a maximum of 20 hours per week when classes are in session and up to a maximum of 40 hours during breaks. A student employed with more than one department needs to coordinate their schedule with both areas as to not exceed the work hour maximums.
Do students get meal and rest breaks?
Student employees receive a 15 minute paid break for every 4 hours worked. Student employees cannot work for more than 6 consecutive hours without an unpaid meal break of a minimum of 30 minutes. Student employees taking a meal break during the work shift must enter the break time in Web Time Entry.
What is Federal Work-Study (FWS)?
The Federal Work-Study Program is a “need-based” financial aid program designed to assist students in earning money to meet their college expenses. To be eligible, a student must have filed a Free Application for Federal Student Aid (FAFSA) and have a work-study allocation of funds. Each eligible student is awarded an amount of funds per semester that determines the maximum number of hours per week that may be worked. For on-campus positions, the federal funds pay 90% of the student’s wage and the employer matches the other 10% of the wage and worker’s compensation, which is 1.5%. Students should contact the Financial Aid office located in the Raider Student Services if they are unsure about their federal work-study eligibility. The Financial Aid office's phone number is (541) 552-6752
Are all students eligible for Federal Work-Study Funds?
No. SOU is given a limited amount of funding each year for FWS awards. When the University runs out of funding, no further offers can be made. Students may request to be put on the FWS wait list, but this is not a guarantee that FWS will be awarded.
Are there additional requirements to be eligible for FWS?
Yes. The student must be a U.S. Citizen, or an eligible non-citizen. The student must be enrolled or accepted for enrollment at least half time at SOU and must be in regular attendance in a degree seeking program. The student must maintain satisfactory progress in course work, must not owe a refund on a Federal or State Educational Grant, must not be in default of a State or Federal Education Loan, and must comply with selective service registration requirements.
What is Non Work-Study (NWS)?
These jobs are funded 100% by colleges and departments. They have flexible work hours designed to accommodate the class schedule. The duties, responsibilities and wages are determined by the employer.
What is the PEAK Jobs program?
The PEAK Program – Professional Experience, Achievement and Knowledge – provides opportunities for student engagement and growth through campus jobs that: 1) Encourage rich relationships with faculty and staff, 2) Foster Professional and academic curiosity and competency and, 3) Engender a sense of substantive contribution to the SOU community. While achieving these goals, PEAK employees will be more likely to succeed academically, complete their degrees at SOU, and achieve professional success. The PEAK Program differs from Non-Work Study and Work-Study positions as PEAK funds provide for 75% of the payroll and the department is responsible for 25%. Departments must apply to receive PEAK funding for positions through the Office of Career Connections, usually up to six months in advance.
Are International Students able to work on campus?
International students may work on campus, however, they must follow rules set in place by the Federal Government when working on campus and must meet certain eligibility requirements. International students must have a social security card to be employed on campus. If an international student does not have a Social Security Card they will need to obtain an employment offer letter from the office of International Programs to provide to the Social Security Administration office. International students must be enrolled for at least 12 credit hours during Fall, Winter and Spring terms. They may work as a student employee during Summer term if they are registered for at least 6 credit hours during the Summer or were registered for at least 12 credit hours the previous Spring term or registered for at least 12 credit hours for the upcoming Fall term.
How are student hours recorded for payroll?
Hours worked are entered into Web Time Entry (WTE) by the student. Student employees are required to submit for approval all hours worked by 11:59 pm one business day after the completion of the pay period. Supervisors will then review the hours worked and approve the time in WTE. Student employees are paid on the last business day of the month.
Are students eligible for benefits?
Student employees are covered by workers’ compensation insurance for on-the-job illnesses or injuries and Non-Work Study students are eligible for sick leave per the Oregon Sick Leave law. Students accrue 1 hour of sick leave for every 30 hours worked.
Student employees are protected by the American’s with Disabilities Act, and Oregon’s disability law, ORS 659.400. If a student employee needs workplace accommodations they must contact Human Resources to begin the interactive process to determine any reasonable accommodations that can be provided. This is a separate and distinct process from any educational accommodations in place through Disability Resources.
COVID-19 Student Employee Leave Options
The information below is for historical reference. The Federal Government did not extend the following provisions under the FFCRA act in the December 2020 COVID-19 Relief package. As such, FFCRA paid leave benefits (shown below) end as scheduled on December 31, 2020. Student employees in need of time off due to COVID may continue to use available and eligible accruals as necessary.
SOU recognizes the impact that COVID-19 may have on an employee's ability to work for various reasons including:
- Employee is subject to a government quarantine or isolation due to COVID-19
- Employee has been advised by a healthcare provider to self-quarantine due to COVID-19
- Employee is experiencing the symptoms of COVID-19 and is seeking a diagnosis
- Employee is caring for an individual subject to or advised to quarantine or isolate
- Employee is caring for a child whose school or childcare is closed due to COVID-19
- Employee is experiencing substantially similar condition as those specified by the Secretary of Health and Human Services in consultation with the Secretaries of Labor and Treasury.
Under the recently passed Families First Coronavirus Response Act (HR 6201) the following partial or fully paid leaves are available:
- Emergency Family and Medical Leave Act
- Emergency Paid Sick Leave
Employees requesting leave under the Families First Coronavirus Response Act (HR 6201) must complete the Federal COVD-19 Emergency Family and Paid Leave Request form. Additional resources about SOU's leave programs can be found here.
In addition to qualifying leaves as it relates to COVID-19, employees who fall ill or need to care for a sick child, spouse or parent may qualify for protected leave under the following laws and additional information about these federal and state leaves can be found here:
