FAQ

*** If you have a question that is not answered here, please contact us so we can help***

This is a wonderful resource for all involved with student employment. It is divided into two sections with the supervisors’ FAQ in the first half, and the students’ FAQ in the second half.

Students, click here for your FAQ section

Supervisor FAQ

General:

How do I find a student(s) to work for me/my department?
Who can hire a student?/Who is responsible for hiring a student?
When Can I hire a student?
How should I address poor job performance, or inappropriate behavior?
How do I hire a student?
How do I terminate a job or student employee?

Raises, Stipends, and Pay:

How are pay rates/grades determined?
How can I give my student a raise?
Can I pay my student with a voucher, stipend or contract?

Hours and Schedules:

What is the student Full time Employment Policy?
Can a student work overtime?

 

General Supervisor Questions

How do I find a student(s) to work for me/my department?

Please let us know of all openings. We have a waiting list of students interested in working on campus, and we would be happy to make a match for you.. If there are specific requirements for your position that you feel make it accessible to only a few individuals, we would be happy to post the details on the  student employment website, and WSO for you. Simply provide us with a brief description of the position, and what specific skills you’re looking for in a student employee. You should also feel free to post openings on your department website, or hang fliers in your department. Contact us with questions about how to find student employees if you’re having trouble. All position openings should be posted on the Student Employment Website. Email us to add a posting.

Who can hire a student?/Who is responsible for hiring a student?

Anyone who has gone through the Student Employment training with the employment manager is allowed to hire a student. Whomever hires the student through PS is responsible for making sure the student, and the position, meet the employment criteria outlined in training. For more information, please refer here for why the training is mandatory and what topics are covered.

IMPORTANT: Students may NOT begin working until they have been hired through the PeopleSoft Student Employment Mod, and been given a “job#” for their specific position. By following this rule, we ensure that Williams is in compliance with Federal Labor Law.

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When Can I hire a student?

Assuming the following conditions are met:

1. You, or your department assistant, has gone through the PS mod training.

2. The student is to work during the academic year, i.e. not summer employment.

3. The student is to be paid an hourly wage, and not a stipend or other one-time fixed payment, or other contract basis.

Then you may hire the student at any time during the academic year, simply follow the steps you learned in training (a refresher can be found here). If ANY of these conditions are not me, you may not  hire the student without approval. Please contact us at studentemployment@williams.edu to look into the possibility of hiring a student if the criteria are not met.

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How do I hire a student?

Through the PS Mod, which you will only had access to after you have completed the training. Please refer here for detailed instructions. If you have not gone through the training, but need to hire somebody, please contact us.

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How do I address poor performance or inappropriate behavior?

Please contact StudentEmployment if you’re having trouble. We’ll help you come up with an appropriate response that addresses your concern, while being mindful of labor regulations and employee rights.

The usual routes are through warning emails, or a sit down performance evaluation with the student. Whatever is written should be as objective as possible. In almost all circumstances you must give the student a warning prior to terminating the position. These situations can be particularly difficult to navigate, so please contact us for pointers, we’re truly happy to help.

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How do I terminate a job or student employee?

Please contact us as soon as you know you will need to terminate a position. We are responsible for updating all terminations in PeopleSoft. Be prepared to explain why the position is being terminated. If the termination is a result of poor performance, or some other inappropriate behavior we’ll need documentation. Please consult with us when drafting written warnings – which must be issued prior to a termination

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Raises, Stipends, Pay Grades and Rates

How are pay rates/grades determined?

Job classifications and pay rates are designed to create equity between jobs that permit study time and those that do not. They are also engineered to encourage students to remain with the same office/department from one year to the next. Please refer to the Pay Grade and Rates Website for more information.

How can I give my student a raise?

Raises are automatically given through PS to the appropriate positions and students. Please refer to the Pay Grade and Rates Website for more information.

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Can I pay my student a stipend (i.e. a one-time or occasional fixed-amount check)?

Generally speaking, no. For legal and tax reasons, its difficult for the college to pay stipend or one-time fixed amounts to students for most of the jobs performed on campus. There are two standard exceptions: Baxter Fellows, and TAs. These two positions satisfy the criteria set forth by the Dept. of Labor’s Fair Labor Standards Act, and thus are allowed to be paid through a stipend.

If you feel that your student should be paid other than an hourly wage , there are some guidelines (link to guidelines soon to follow) to help determine if they’re eligible.  In any case, if you wish to pay a student a non-hourly wage,  you MUST contact studentemployment@williams.edu for approval.

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Hours and Schedules

What is the student Full time Employment Policy?

First years are to work no more than 8 hours a week, and returning students are to work no more than 10 hours a week. Please see our Full Time Job Policy for further clarification. PLEASE CHECK WITH THE STUDENT PRIOR to hiring them to make sure that this will not be an issue.

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Can a student work overtime ?

Rarely. If this question applies to you, please contact us so that we can make sure the student and you understand the obligations. There are few exceptions, but they can happen.

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Still need help?

Please email us at StudentEmployment@williams.edu and we’ll get back to you as soon as possible.

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Student FAQ

Who can work at Williams?
How do I find a job?
What do I need to do in order to work at Williams?
What are the forms I need to fill out before I work?
How does Financial Aid effect my employment?
What hiring priority am I?
What is considered full time?
What is an earnings cap?
How do I monitor my earnings cap, and what happens if I exceed the cap?
How do I quit my job?
How do I get a raise?
How do I express concern, or praise my position and/or supervisor?

General Student Questions


Who can work at Williams?

All students are allowed to work after they’ve completed the required payroll forms, with the exception of some international students under specific visa restrictions. Please contact us if you’re unsure.

How do I find a job?

A great place to start is  the “Get a job” page.  If all else fails, email us at studentemployment@williams.edu and we’ll be happy to see what we can do.

What do I need to do in order to work at Williams?

Simply read through the “Get a job” page for the steps.

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Student FAQ


What are the forms I have to fill out before I work?

There are three forms that must be on file for every employee of the college. The government requires them, and there are directions on how to complete them on the forms themselves. You can find the forms on the HR Forms Page, under the Payroll/tax section, or by stopping in HR. In order to complete the Form I-9 you need to present original (not photo-copied) government issued identification. You may do this during the First Days orientation fair held for incoming students, or at anytime during the year in The Office of Human Resources at the bottom of Spring Street above Tunnel City. Here are brief descriptions.

I-9 (required): A federal document stating you are eligible for employment in the United States. It generally must be completed in person. Please refer to the last page of The complete Federal Form I-9 (PDF) for a list of acceptable identification; you’ll need EITHER something from column A, OR something from column B AND C. The most common documents used at Williams are a passport, or a driver’s license and social security card. Photocopies and/or faxes are NOT acceptable.

W-4(required): A federal tax document that ensures your employer withholds the appropriate amount of federal income tax from your paycheck. It needs to be completed to properly add you to the payroll. Here is a Federal W4 form (PDF) for you to reference. Beginning in the Fall of 2013, you will complete this form through PeopleSoft after you have been hired. If you do not complete this form, we will enter a default filing status of Single and 1 allowance as permitted by law.

M-4(required): This is the state’s equivalent of the federal W4. It’s a tax document that ensures your employer withholds the appropriate amount of state income tax from your paycheck. Here is the state M4 form (PDF). Beginning in the Fall of 2013, you will complete this form through PeopleSoft after you have started a job.

Direct Deposit (optional): This TOTALLY FREE service allows your pay to be deposited directly into almost any domestic bank account. You may complete it in PeopleSoft at anytime as long as you have your routing and account number. No more worrying about getting the check from your SU box and walking it to the bank!

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Student FAQ


How does Financial Aid effect employment?

Williams gives student employment priority to students who receive Financial Aid. There are different types of Financial Aid awards, and students are given priority with respect to these. The hiring priority is as follows and based on your Award Description in the Work/Study category:

1. Williams Financial Aid Recipient – Federal Work Study Eligible OR Campus Employment. (high)

2. Williams Financial Aid Recipient –  Campus Employ no need. (low)

3. Non Williams Financial Aid Recipient – Applied and deemed not eligible. (low)

4. Non Williams Financial Aid Recipient – Never applied for aid. (low)

What hiring priority am I?

Your priority (high or low) is determined by your financial aid category (see above). You can find what category you’re in through Peoplesoft. Navigate to Self Service > Campus Finances > View Financial Aid. Make sure to pick the applicable year, and look in the Award Description column — here’s a picture example. Students who do not receive aid are classified as non-aid student job and are low priority.

If you’re still not sure of your financial aid category, feel free to contact the Office of Financial Aid.

Still confused? Check here for more.

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Student FAQ

What is considered full time?

As a first year student, a full time position is 7-8 hours per week. As a returning student, a full time position is 9-10 hours per week. You are not allowed to exceed these weekly hourly limits on a regular basis. There are a few positions which do not count towards these weekly limits, generally these are positions that you only do occasionally, such as being a host, or a van driver. Check out our Full Time work Policy here for more detailed information.

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Student FAQ

What is an earnings cap?

An earnings cap is an annual, maximum amount that you are allowed to earn as a student employee. This number can vary greatly form one person to the next, but almost never exceeds $2500.  The college caps the earnings of all students to promote job equity and maintain accessibility to as many students as possible, as well as to keep academics and extracurriculars the primary focus of the student body.  The Provost’s Office determines limits on an annual basis; however, individual limits are subject to change for various reasons. Please see Student Earning Limits for more information.

How do I monitor my earnings cap, and what happens if I exceed the cap?

You may monitor your earnings cap, and how much you’ve earned towards your earnings cap through Peoplesoft. If you exceed your earnings cap, you are no longer allowed to work on campus as a student employee; your position(s) will be terminated immediately. As you approach your earnings cap, you should contact your supervisors in a timely manner so that they have ample opportunity to find a replacement, if necessary.

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Student FAQ

How do I get a raise?

Raises are automatically given to students who enter into the same position for a second year. Raises are not given at this time for students who enter into their third and fourth year. Please refer to the Pay Grades and Rates page for more detailed information.

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Student FAQ

How do I quit my job?

The most important part of quitting is to communicate with your advisor, and to do it professionally. They will most likely need to replace your position, and you don’t want to leave without giving them a warning of some sort. In almost every instance, they will be understanding if you are professional in your communication, and let them know courteously and well ahead of time. Feel free to contact us if you want help talking or emailing your supervisor.

Also — BE AWARE — that in our current employment climate there is no guarantee that you will be able to find, let alone secure, another position. If you decide to quit, know that there is a good chance you will not be able to find another position.

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Student FAQ

How do I complain about, express concern, or praise my position and/or supervisor?

Questions, complaints, praise and all other inquiries should be directed to studentemployment@williams.edu. This is a confidential email and feedback will not be shared with your supervisor without your consent or knowledge.

All other Questions:

Please contact us at studentemployment@williams.edu. Thank you.

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