To access the most current employment forms, visit the Service Center Webpage
The following forms are available on the Service Center Webpage:
Student Employment Data Form
Form required for newly hired student employees.
Form I-9 (Employment Eligibility Verification)
The I-9 is required for all first-time student employees and also for employees who have let their employment lapse more than three years.
As per the Immigration Control and Reform Act of 1986, all individuals must verify their identity and work authorization by completing an INS I-9 form. Section 1 of the I-9 must be completed by the student and Section 2 by the Human Resources representative.
The I-9 requires that individuals verify their identity and authorization to work by submitting original documentation. Most students use either a passport or a picture ID such as a state driver's license along with an original Social Security card. Click here for a list of other acceptable documents List of Acceptable Documents. Please present original documentation when completing the I-9. Employers cannot accept faxes or copies.
Form W-4 (Tax Withholding Allowances)
All wages earned through both regular employment and Federal Work Study employment are taxable, so all students must complete tax withholding allowance forms. Students must complete a W-4 if they have never worked at SOU before or if their employment has lapsed a period of 90 days or more.
Students shall complete the form with the following understandings:
*University personnel may not make recommendations to students regarding their tax filing status. Discuss the number of allowances/exemptions with parents, guardians or tax advisors before coming to complete the form.
*The student may be able to claim exception from withholding based upon meeting criteria indicated on the W-4 form. Exempt status expires February 15th of each year. The student must complete a new W-4 form if their exempt eligibility status continues.
Faculty/Staff Statement of Understanding of the Family Educational Rights and Privacy Act of 1974 (FERPA)
Voluntary Self-Identification of Disability
Voluntary Self-Identification of Veterans
Direct Deposit Enrollment/Cancellation Form
A voided check or print out from financial institution that shows employees full name, financial institution routing number and account number is required and must be attached to the form.
Consent to Criminal History Check
Some student positions require the student to pass a Criminal History Check prior to being hired. If it is determined that the duties of the student's position meet the criteria for this requirement, the consent form should be completed along with your other employment forms when visiting the Service Center.
Employee Change Form
A signed Student Employee Personal Data Form is required to change addresses, phone numbers or other personal information. Please come to the Service Center to complete and drop off the form.
Student Employment Appointment Form
Employment Appointment Forms are only available in the Service Center and must be picked up in person by the student employee. Once the student has completed their pre-employment paperwork, they will be given a Student Employment Appointment Form, which also serves as an employment contract. It lists the conditions of employment for students, and must be reviewed and signed by the employee. The Service Center will complete the top portion of the form. They will indicate whether it is for Federal Work Study or Non-Work Study employment. For Federal Work Study employment, the amount of the student’s award will be verified and included on the form so that both the student and the supervisor are aware of the amount that the student’s gross earnings may not exceed. The student will take the referral form to their supervisor for completion. The supervisor will complete the department section including their signature, have the student sign and then submit the form back to the Service Center for processing. Upon processing, students will be set up in Web Time Entry which is a Banner time keeping system for Southern Oregon University employees. Please note-no student is allowed to begin working until the Appointment Form/Student Employment Contract has been completed, signed and returned to the Service Center.
Referral forms are required for every new position that is accepted and are also only valid through June 12th, or the last day of the Spring term, whichever is later. New referrals are required either June 13th or the last school day of the Spring Term for employees continuing or rehired in the same position(s).