Hiring Process for Student Employees

Finding an On-Campus Job

Website Job Listings

Jobs and corresponding job descriptions for available positions are found in the following locations:

  • Current Student Employees can log into their Workday account to apply to new jobs using the Jobs Hub.

  • Students who have not previously had a job on campus can explore current student employment opportunities using the Student Employment Website. Students are able to search and apply for positions for which they feel best suited. Applications are submitted through the job site.

Annual Job Fair

On Tuesday of the first week of Fall term classes, Student Employment holds a Job Fair for on-campus student employment opportunities. Approximately 25 on-campus departments are present to discuss opportunities available in their departments.

 

New Employee Paperwork

Original Documents Required! No Copies Accepted.

Students Cannot Legally Work until Pre-Employment Paperwork is Complete

After securing your job, initiate the Student Pre-Employment Form to select your appointment date to complete your pre-employment steps with Human Resources or meet with the Office of International Taxation (OIT). Using this form will also automatically notify your manager of your appointment date and when you have completed the verification process to be eligible to start working.

Students who are U.S. citizens or Permanent Residents must bring your unexpired, original I-9 documents with you to Human Resources in Weinstein Hall. A list of acceptable I-9 documents can be found here. International Students can follow the steps listed here.

When complete, the new student employee will be given a Release to Work form to give to their supervisor notifying them that they can legally begin working. If a student has worked on campus before, new tax forms and the Release to Work forms are not necessary.

US Citizens → Students must come to the Human Resources office, M-F 8:30 a.m.–5 p.m. to complete pre-employment forms and present original documents (social security card, passport, etc.) to prove they can work in the US. Visit the List of Acceptable Documents for all of the acceptable documents.This must be done before they start their first day of work.

International Students → Due to international treaties and IRS documentation requirements, international students are required to complete their paperwork in the International Taxation Office in Maryland Hall. Specific steps are online here and in the International Students section, later in this handbook.

Items to be Completed

1) Select I-9 appointment date by completing the Student Pre-Employment Form 

2) Manager submits the hire task in Workday using the I-9 appointment date available to them in the automated email.

3) The I-9 and presenting original documents is completed in person at the Human Resources office by the student 

4) Student Employment processes the hire task within 1–2 business days, at which point the student will receive an automated email explaining logging into Workday.

5) W-4, VA-4 and Drug-Free Workplace acknowledgment are in their Workday inbox once their hire task is approved (international students do not have the W-4 or VA-4 because OIT will complete on their behalf

6) Sign up for direct deposit by updating payment elections


Acceptable I-9 Documents

The I-9 form is required by the U.S. Department of Homeland Security to verify eligibility to work in the U.S. This form requires that employees present original documents. No copies are ever accepted.

The back of the I-9 lists acceptable documents. The employee can present one document from List A OR a combination of one document from list B and list C. All documents must be unexpired on the first date of employment. The documents most commonly used are:

1) an original Social Security card and original photo I.D. (driver's license, school I.D., etc.) OR

2) an original birth certificate and original photo I.D. (driver's license, school I.D., etc.) OR

3) an original unexpired US Passport.

Don’t have any acceptable I-9 documents? Get a Receipt that you’ve applied for a new document. The easiest replacement is from the Social Security Administration (SSA). This can be done online through the Social Security Administration website at https://www.ssa.gov/ssnumber/#issnrc or in person at the local Social Security Office.

If you do not have a Social Security card may apply for a free replacement card at the local Social Security Administration (SSA) office at 1834 W. Cary Street (near Granby St.). The Student Employment website has directions to the closest office https://studentjobs.richmond.edu/students/social-security.html.

Some students might also be able to request a free replacement Social Security card online if you have a driver’s license from certain eligible states listed here. This is done through creating a My Social Security account with the Social Security Administration at https://www.ssa.gov/myaccount/. Please note there are many websites that charge a fee for this free service so be sure to use the links above for the Social Security Administration only and do not rely on an internet search.

The SSA will issue you a receipt stating that they have applied for a replacement social security card. This receipt can be used in lieu of the original card to meet the I-9 temporarily and allow the student to start working. You can present this receipt to the Human Resources office, complete the pre-employment paperwork, and you will be approved to work on campus temporarily. When the new card arrives, you must present the original card to the Human Resources office. This must be done before 90 days or you will be terminated.

 

Returning Student Employees

If you still have access to your Workday account, you are good to start working. However, if there's been a significant gap in your work, resulting in your Workday account closing, please have your manager contact Human Resources to verify what steps need to be taken to re-activate you.