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.
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: December 1
- Spring: May 1
After Hiring a Work-Study Student
Immediately after hiring a Work-Study student, the manager should work with their HR Partner to compile a Hire (or Add Additional Job or Change Job, depending on the student’s current employment status) for a Work-Study in Workday. The manager should provide the HR Partner with the WSV form, which will provide hire dates, responses to Work-Study Questionnaire, and the appropriate Work-Study Job Profile. In addition, the hiring department and Work-Study student must complete the University’s on-boarding process.
Give Work-Study students a written list of duties and responsibilities upon hiring to avoid a possible miscommunication of expectations.
When the department hires a student in to a Work-Study Job Profile, the document automatically routes to the Office of Scholarships and Financial Aid. After the job is approved, the Office of Scholarships and Financial Aid will be able to assign the Work-Study Costing Allocation to pay the Work-Study share of the job. Visit the Timesheets and Paying Work-Study webpage for more information. Failure to hire a student in to the Work-Study Job Family will result in the student not being paid as a Work-Study, but instead the department being responsible for covering 100% of the student’s wages. The Office of Scholarships and Financial Aid will not reimburse departments for any payments made on a non-Work-Study hire.
Change of Status
If changes occur, the hiring department must initiate the appropriate Add Additional Job or Change Job BP in Workday. The Office of Scholarships and Financial Aid will be notified of the changes automatically.
Particular attention should be paid to the end date. The end date should be the last day the student worked. Students must be terminated when their assignment ends – for any reason. An explanation is essential.
Changes needing attention are as follows:
- costing allocation
- hourly pay
- scheduled weekly hours
- job title
- end employment date (changing a start date requires assistance from Workday)
- termination or resignation
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 Scholarships and 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 Scholarships and 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.