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For Supervisors: Student Employment Hiring Procedures

Hiring a student employee at Augustana College involves thoughtful planning, clear communication, and compliance with campus policies. The following process outlines each step, from identifying a need to onboarding and supervision, to ensuring a positive and effective hiring experience for both supervisors and students.

Contents:

Job posting and applications

The hiring process plays a critical role in building a strong student staff and must reflect fair, consistent, and equitable employment practices in alignment with federal guidelines, including those set by the Equal Employment Opportunity Commission (EEOC).

To support these standards:

  • All open student employment positions must be posted to Handshake when they become available. This ensures that every eligible student has equal access to apply and that hiring practices remain transparent and non-discriminatory.
  • Posting jobs through Handshake supports equitable access for all students, including returning student workers and incoming first-years, and helps prevent bias in the recruitment process.

Reminder: Posting all student positions is a key step in upholding Augustana’s commitment to equal opportunity employment and compliance with EEOC guidelines.

Phase 1: Prepare the position

1. Identify hiring needs

  • Confirm departmental budget and position availability
  • Determine the number of student employees needed and the timeline for hiring

2. Develop or update job description

Note: All new positions must be approved through the Student Employment Position Request process before posting. Incomplete or unapproved job descriptions will not be accepted.

Phase 2: Post the position

Once approved (for new positions), the position can be posted on Handshake using the current wage determined by the Business Office. If you are unsure of the wage, please contact the Payroll Office.

3. Submit job to Handshake

  • Log into Handshake using your Augustana email credentials
  • Augustana employees have two types of accounts: Student and Employer. In order to post a position you will need to be under your employer account.
    • Under your name in the upper-right-hand corner, select “Switch Users” then “Switch to Employers Account”
    • If this is not an option you will need to email student employment in CORE to request an employer account. Let them know that you need to be added to the “Student Employment at Augustana College” account.
  • Select the “post a job” button on the main dashboard or click on the left “jobs” menu and click the “create job” button on the top right of the page.
  • Complete the form fully, including the basics, position details, screening preferences, and schools to which you want to post the position (be sure to select Augustana College).

Note: All student employment positions must be reviewed and approved by a member of the Student Employment team in CORE before they can be approved or filled. Job descriptions that are incomplete or submitted without prior approval will not be processed. If additional information or steps are needed, a member of the Student Employment in CORE team will follow up with you directly.

4. Promote the opportunity

  • Once approved, the job will automatically appear to all current students in Handshake and on the Career Development & Vocation website
  • Consider sharing the Handshake job link with colleagues, student workers, and campus networks and through your social media channels

Phase 3: Recruit and review candidates

5. Collect applications

  • Set a clear application deadline
  • Request relevant materials (resume, cover letter, availability)
  • Accept applications through Handshake or via email, depending on department preference that you indicated in the Handshake posting

6. Screen applications

  • Review applications based on qualifications, experience, and availability
  • Identify top candidates who best meet the job requirements
    • Priority hiring reminder: From your top candidates, please prioritize the hiring of:
      • Students with Federal Work Study (FWS)
        Note: Students with Federal Work Study (FWS) funding are eligible to apply for positions that are designated as FWS-eligible. While students are not guaranteed a job, preference should be given to FWS-eligible students when filling applicable positions.
      • International students
        Note: International students on F-1 visas are only authorized to work on campus during the academic year, unless they have received specific off-campus work authorization (e.g., CPT or OPT) through the Office of International Student Services and U.S. Citizenship and Immigration Services (USCIS). Without this authorization, off-campus employment is not permitted.
      • If you’re unsure of a candidate’s eligibility, contact Student Employment in CORE for a status check.
    • Student Employment Risk Check:
      • Before making a job offer, supervisors must complete a Student Employment Risk Check. This ensures that candidates being considered are in good standing and have not been dismissed from a previous student role due to performance, conduct, or policy violations.
      • To complete the check:
        Please email Student Employment in CORE with the names and ID numbers of your top candidate(s). Our team will verify whether any of the students are on the dismissal list and respond within 1–2 business days. Offering a role to a student who is not eligible due to prior dismissal can delay hiring, create confusion, and result in reassignment or job cancellation.

7. Interview candidates

  • Schedule brief interviews with shortlisted candidates
  • Ask about their availability, prior experience, motivation, and ability to balance academics and work
  • Tailor questions to assess skills needed for the role
  • Bonus Tip: Need help getting started? Check out our list of interview questions to guide your conversation and find the best fit for your team.

8. Check references (if needed)

  • For roles with significant responsibility, request references from candidates
  • Contact references to confirm dependability, professionalism, and relevant skills

Phase 4: Finalize the hire

9. Extend the offer

Notify the selected candidate and discuss:

  • Job responsibilities
  • Pay rate and schedule
  • Start date
  • Paperwork and onboarding process

10. Ensure completion of employment paperwork

  • Students must complete all required hiring documents before beginning work or training
  • All student employees must complete required employment verification before beginning any work, and supervisors are responsible for ensuring compliance prior to the student's first day. To outline expectations and consequences for non-compliance, Augustana College has established an official Employment Verification Policy. This policy applies to all student employment positions and helps protect the college from legal and financial risk.

→ View the full Employment Verification Policy

Phase 5: Onboarding and supervision

11. Provide orientation and training

Once all paperwork is complete, welcome your new hire with a thoughtful orientation:

  • Introduce them to the team and workspace
  • Review departmental policies and expectations
  • Provide safety information, technology access, and necessary training

The Student Employment in CORE team will share examples of effective onboarding strategies during monthly Supervisor Luncheons, highlighting common practices and simple ways to make students feel supported from day one.

12. Payroll and timesheet information for supervisors

Supervisors managing multiple student employees are encouraged to review and approve hours multiple times each week. This helps prevent errors and protects your department’s student employment budget. Additional best practices and tools for timesheet management will be shared through upcoming Supervisor Luncheons.

13. Support and monitor performance

Supervisors are encouraged to reference the Student Employee Performance section for guidance on setting expectations, providing feedback, and addressing performance concerns.

While every role is different, all students benefit from:

  • Clear expectations and regular check-ins
  • Timely feedback and developmental guidance
  • Thoughtful documentation and appropriate follow-up when concerns arise