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Otterbein College Admission > Financial Aid > Work-Study Program > Process for Supervisors

Process for Supervisors to Hire a Work-Study Student

Process for Supervisors to Hire a Work-Study Student
When a job opening occurs, submit a Job Opening Notice to the Financial Aid Office. Prepare a job description, a copy of which must accompany their hiring paperwork.

Before a student is hired:
Be sure each student brings you a work-study packet from the Financial Aid Office. The Student Hiring Card on the front will assure you of the student's eligibility to work on campus.

If the student is hired:

  1. Complete the required information in the packet and have the student sign each document. A STUDENT MAY NOT WORK UNTIL THE STUDENT HIRING CARD IS COMPLETED AND RETURNED TO THE FINANCIAL AID OFFICE. This action generates a timesheet which will be sent to the supervisor each month and without which the student will not be paid.
  2. IMPORTANT INFORMATION:
    All new students must complete a federal I-9 form within 3 days of beginning to work. In order to comply, a student should bring two forms of identification (original social security card or birth certificate and passport or driver's license) and employment authorization documents to the Student Employment Office upon being hired. Please help us meet this strict regulation!
  3. The pay rates are set at different levels. The rate is set by the employer based on the job description and the student's qualifications.
  4. Every hiring packet contains a form for students to complete which enables them to have their paychecks direct deposited to their personal checking or savings account. Please encourage your student employees to take advantage of this option.
  5. Keep track of the hours your students work by using the Work Study Tracker Excel Sheet (linked from the Forms page) for each student worker.
  6. Inform the student that he/she is to be evaluated at the end of each academic year or employment period.
  7. Have the student sign a Conditions of Employment statement and keep it in the student's file in your office. You will also need to keep the job description form in their file. Many students may use their student employer as a reference when applying for a job. Keeping a file on each student will help you to provide information to the prospective employer.