Hiring and Managing Work-Study Students
Recruiting a Work-Study Student
The Office of Scholarships and Financial Aid helps approved employers recruit Work-Study students by hosting an annual Work-Study Job Fair and by offering access to a job board. New off-campus employers must complete an Employer Initial Application and submit the application to the Office of Scholarships and Financial Aid to the email address at the bottom of the form.
Each year, previously approved off-campus employers must submit the Work-Study Employer Guidelines Yearly Agreement prior to hiring students.
The Job Fair is held at the beginning of the fall semester, and provides an excellent opportunity for employers to actively meet and recruit Work-Study students. Due to COVID-19 restrictions, the annual Job Fair will may held virtually in 2021.
As of July 1, 2020, all work-study, campus employment and part-time jobs previously posted in Hire-A-Longhorn can now be found in HireUTexas. HireUTexas powered by Handshake is the all-inclusive job board where UT Austin students and alumni can connect with local, national and global employers offering career-oriented opportunities and internships, as well as campus employment, work-study and part-time jobs.
Employers are required to use the HireUTexas Job Board to post and advertise their jobs. Before posting a job, determine an adequate payrate and job title. Visit Student Employee Compensation on the UT Human Resources website for current information. Once an employer has posted their job, and a student has searched and found that job on HireUTexas, it’s time to meet and interview.
Interviews and Hiring
Before beginning the interview, it is imperative that the employer asks to see the Work-Study Verification (WSV) to verify that the student has been awarded Work-Study for the current academic year. The student must bring a recent copy of the WSV to the interview.
The employer has the final say in whether a student is hired. If the student is hired, the employer should close the job on HireUTexas right away. If an applicant is not hired, the employer should refer the student back to HireUTexas to look for placement elsewhere. The paperwork remains with the student to take to future interviews.
Employers must hire their Work-Study students before these dates:
- Summer: August 1
- Fall: November 1
- Spring: May 1
After Hiring a Work-Study Student
When an employer hires a Work-Study student, an Off-Campus Sign-Up Sheet/Job Description Form must be completed and forwarded immediately to the Work-Study Office. It is the employer’s responsibility to download and complete this form from the Off-Campus Employer Forms and Sample Forms page. The employer upload documents via email to Incomin.email@example.com. The Off-Campus Sign-Up Sheet/Job Description Form is all that is required for notification that a student is hired. The Work-Study student employee should not start working until Work-Study Employment sends an email confirmation that the student is eligible.
Students may only work within the dates of the award period so be sure students do not start working before the award period begins! The Work-Study Office will not reimburse agencies for time worked prior to or after the award period. See the Award Period section of Work Study Policies.
Give Work-Study students a written list of duties and responsibilities upon hiring to avoid a possible miscommunication of expectations.
If employment ends for a reason listed below, termination is required.
- End of assignment
- Involuntary termination due to unsatisfactory performance
In cases when unsatisfactory performance is an issue, the Office of Financial Aid will advise the employer to complete the Separation Form, which serves as a record of the student’s INVOLUNTARY TERMINATION, and forward it to the Office of Financial Aid. In all cases, employee difficulties are to be handled following HRS policy. If serious misconduct is the reason for dismissal, the student will be barred from receiving Work-Study awards in the future.
Questions? Contact us at firstname.lastname@example.org.
NOTE: Work-Study programs at UT include Federal Work-Study, State Work-Study, and Institutional Work-Study.