Hiring and Supporting Student Employees

Individual units determine their employment needs, job descriptions, and pay rates (within university guidelines). Campus units commit to pay, train, monitor, and supervise student employees. Open student positions are required to be posted on BroncoJOBS for a minimum of three week days.

Student Employee Pay Rates

Finding Student Employees at WMU

Review the WMU Student Employee Work Hour Policy

Review the Quick Guide to Work Study

Create a job description

Post student jobs on BroncoJOBS

  • Open student positions are required to be posted on BroncoJOBS for a minimum of three week days.
  • To post a job, create a new account or access your existing BroncoJOBS account and become a linked employer. 

Interview candidates

Rank order the candidates and offer the position to the first choice

  • All offers should be made by phone, and a follow-up message should be sent via email or mail. A Job Offer Letter should communicate the content from the phone call.

 

Hiring Student Employees

Enter student in Workflow

When a student is hired, staff from the hiring department must input student record in Workflow. To get access to Workflow, go to PeopleSoft Access and Reporting. Once approved you may enter new student employee via GoWMU.

  1. GoWMU - Peoplesoft HR
  2. Main Menu - WMU Workflow - Forms - Appointment Forms
  3. Form Type: Hourly Student
  4. Fill in WIN to fill in personal information fields
  5. Appointment type refers to position information. View student job codes.
  6. G/L Combo Code needs to be filled with the department's Funding Cost Center number to process the payroll information. Fill in whether new hire has Federal Work Study.

I-9 Processing

Student employee payroll and tax information

Instructions for direct deposit

 

Training and Supporting Student Employees

Complete the WMU Student Employment Eligibility Form with the student

Sample Training and Orientation

Online training on transferable skills for student employees

Ongoing training and support

Employing department is responsible for providing training and support to their student employees.

  • Provide a job description, direct supervisor and space for belongings.
  • Identify job duties, samples, directions or others supporting documents.
  • Set expectations for work hours, professionalism, confidentiality, dress, etc.
  • Pair the new hire with a peer for on-the-job training, develop a department specific training guide for new hires, and schedule blocks of time with supervisor for training.
  • Encourage student feedback; ask for input and expect to provide the same.
  • Evaluate the student's performance 1-2 times per year.
  • Provide a safe, inclusive environment for the student to perform at their best.
  • The need for special accommodations, due to disabilities or other reasons, must be reported to the Office of Institutional Equity (OIE). OIE will help determine what accommodations can be provided.

Recognition

  • Supervisors are expected to provide appropriate recognition for work well done by students and regularly provide feedback when work falls below expectations.
  • The campus celebrates the work of student employees annually during Student Employment Appreciation Week in February. Supervisors may nominate individual students for the annual Student Employee of the Year recognition.

 

Addressing Performance Issues

Supervisor responsibilities

  • Student employees must perform as expected by the supervisor. Explicit expectations should be provided to the student upon hire and reinforced on a regular basis. Students need to be given clear direction on changes needed to improve performance. When action is needed, supervisors follow these levels of direct action: provide a verbal warning, a written warning, and - if necessary - dismissal or termination. For details, review the Employee Conduct and Disciplinary Action section on HR website.
  • Supervisor support for this process is available through Career and Student Employment Services or Human Resources. Supervisors are encouraged to address problems when they occur to reduce escalation.
  • A performance evaluation should be administered at least once a year in order to inform the student of their performance. You may use the Student Employee Performance - Evaluation Form (long) or Student Employee Performance - Evaluation Form (short) . Student employees (with the exception of teaching assistants) are not represented by a union.
  • To address issues, you can use this form to have written documentation.

Student responsibilities

  • Students are afforded due process and can protest a termination. This is done by contacting Career and Student Employment Services. Depending on the situation, a meeting between the parties may be needed. Student employees (with the exception of teaching assistants) are not represented by the a union.
  • Additional resources for supervisors and students are Office of Ombudsman, Human Resources, Office of Institutional Equity, or Student Conduct.

 

Support for Non-Work Issues

Referral process for faculty/staff concerned about a student

  1. Talk to the student to share your concerns; attempt to help the student understand that they could benefit from help.
  2. Inform the student that you will be referring them for help.
  3. Complete the online Student Concern Form or follow the link in GoWMU.
  4. The completed form will be reviewed by the case manager and appropriate staff in the Office of the Associate Vice-President for Student Affairs.
  5. The case manager will follow up with the student and person who has submitted the concern to determine the next steps.

Self-referral process for a student

  1. Complete the online Student Concern Form or follow the link in GoWMU.
  2. The completed for will be reviewed by the case manager and appropriate staff in the Office of the Associate Vice-President for Student Affairs.
  3. The case manager will follow up with the student to determine the next steps.

If you suspect that any employee could harm others, themselves or have an emergency, contact WMU Department of Public Safety at (269) 387-5555 or 911.

Terminating Student Employment

  • Upon leaving employment, whether employee-initiated or termination, employees should complete an exit interview. This process can help improve employment for students by providing helpful feedback about supervisors, work load, and the department.
  • To terminate a student employee, the hiring agent should use the Student Employee Online Transaction form.