Hiring and Supporting Student Employees

Student Employee Appreciation

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 in BroncoJOBS for a minimum of three week days.

Questions? Visit our BroncoJOBS Frequently Asked Questions page or call us at (269) 387-2745.

Career and Student Employment Services provides information and assistance in the following areas: 

Finding student employees at WMU
Hiring student employees
Training and supporting student employees
Addressing performance issues
Support for non-work issues
Terminating student employment

Finding Student Employees at WMU

1. Review the WMU Student Employee Work Hour Policy and Breaks
2. Review the Quick Guide to Work Study 

3. Create a job description and post in BroncoJOBS

4. Interview candidates

5. Use ethical hiring practices

  • 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.

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Hiring Student Employees

1. 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. When hiring an international student has not yet received a social security number, use 99911222 in Workflow. Once the student employee receives official social security number, make the change in Student Employment Online Transactions.

2. I-9 Processing

  • Employees can complete their I-9s and direct deposit through GoWMU, under the Employee Self-Service link. If direct deposit is not set up, employee with be issued a debit card by Payroll.
  • New hires must provide required I-9 documents to Human Resources located in Seibert Administration Building within 72 hours of starting a job.

3. Student employee payroll and tax information 

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Training and Supporting Student Employees

1. Complete the WMU Student Employment Eligibility Form with the student

2. Sample Training and Orientation

3. Online training on transferable skills for student employees

4. 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 using competency-based performance evaluation.
  • 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.
  • If you see something, say something - Sexual misconduct and Title IX

5. 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. 

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Addressing Performance Issues

1. 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 to review the student employee's performance, offer direction for improvement, and note exemplary work.  The evaluation is based on the National Association of Colleges and Employers (NACE) career readiness competencies.

2. 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 a union.
  • Additional resources for supervisors and students are Office of Ombudsman, Human Resources, Office of Institutional Equity, or Student Conduct.

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Support for Non-Work Issues

1. 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. The completed form will be reviewed by the case manager, who will follow up with the student and person has submitted the concern. 

2. 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 who will follow up with you 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.

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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.

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