Student Supervisors
Hiring a Student Employee
Recruiting a student employee is at the discretion of the hiring department. Departments are required to observe the same non-discrimination practices for student employees as required for faculty and staff. Additionally, departments shall ensure that all affirmative action and other institutional policies are followed while hiring student workers. Students are not allowed to work in departments where a conflict of interest exists (e.g. SW Smith could not be supervised by a partner or other family member).
A Student Employment Authorization must be completed for all student employee positions. Student employees are required to be eligible to work and must complete a background check. For student employees, we are currently navigating an internal process to streamline background checks and appreciate your patience as we work through this transition. At this time we will be including a Student Employment Authorization form that will initiate the process.
For more information view the Student Employee Policy.
Supervisor Hire Checklist
This checklist serves as a guide for supervisors to complete all necessary steps for student employment.
- Post position in WolfLink (Handshake)
- Advertise opening
- Review resumes
- Begin interview process
- Enrollment Requirements
- Work Hours
- Employment of Minors
- International Students/F-1 Visa
- Work Study
- Non WOU Students
- Submit Employment Authorization and give employee official start date
- Share new hire/returning student paperwork
Recruiting Process
Student Employment Search Process
Updated August 8, 2025
| Phase | Step | Action | Responsible Party |
|---|---|---|---|
| Pre-Recruitment & Authorization | 1 | Assess Unit Needs: Meet with the Director to evaluate departmental needs and establish a recruitment timeline. Determine if the position will be filled via external recruitment (Handshake), internal search from a specific course program, or direct appointment. Consider urgency, funding source, position scope, and candidate availability. |
Director, Hiring Manager |
| 2 | Define Position: Develop or update the position description. | Hiring Manager | |
| 3 | Form Committee: Identify search committee members (if applicable). Document committee details. | Hiring Manager | |
| Recruitment Preparation & Posting | 4 | Finalize Recruitment Materials: Confirm job posting language, evaluation tools aligned with criteria, and outreach strategy to attract diverse qualified candidates. | Hiring Manager |
| 5 | Search Folder: Create a structured Google folder containing templates and forms for screening, interviews, documentation, and final reporting. | Hiring Manager | |
| 6 | Conduct Organization: Establish norms, review the screening rubric, and outline the decision-making process. Emphasize confidentiality, equity, and compliance.. | Hiring Manager | |
| 7 | Post Job Announcement: Department posts the position on Handshake | Hiring Manager | |
| Screening & Interviews | 8 | Screen Applications: The Hiring Manager & committee members (if applicable) reviews applications using rubric aligned with job posting criteria. | Hiring Manager |
| 9 | Conduct Interviews: Interview all candidates using consistent, approved questions. Interviews may be held via Zoom or in person. | Hiring Manager | |
| 10 | Conduct Reference Checks: For finalists, conduct reference checks using standardized questions. Document responses consistently and store them in the search folder. | Hiring Manager | |
| Selection & Hiring | 11 | Final Recommendation: Create a folder highlighting candidate’s qualifications, interview and reference check highlights, and reasons why they are the most aligned for the position. | Hiring Manager |
| 12 | Extend Verbal Offer: The Hiring Manager extends a verbal offer, including salary, start date, and other terms. May include negotiation. | Hiring Manager | |
| 13 | Initiate Background Check by Submitting Employment Authorization: Once the verbal offer is accepted, the Hiring Manager notifies HR to initiate the background check process through the student employment authorization form. HR shares results with the Hiring Manager. |
Hiring Manager, HR |
|
| Onboarding & Orientation | 14 | HR Onboarding: Once Approved Background Checks are received, share new hire paperwork with candidate. | HR |
| 15 | Receive Student Employee Paperwork: 1-New Hire: create the employee profile 2-Returning Hire: update profile |
HR | |
| 16 | Authorization Approval: An email of employment approval will be sent to Hiring Manger | HR | |
| 17 | Initiate Department Onboarding: The department conducts additional onboarding and arranges office setup, key/technology access, introductions, mentoring, policy review, teaching/advising assignments | Hiring Manger |
Additional Resources:
- HR Contact: Kaitlin Villarreal, Office Manager & Student Employment Coordinator villarrealk@wou.edu | 503-838-8677
- Forms & Resources: Recruitment & Onboarding Hub
- Student Employment Postings: Wolflink (Handshake)
Review Employment Eligibility
Verification Instructions
Before employing a student at the beginning of the academic year, either as a new or returning student worker, the supervising department must verify a number of facts. If you do not have access, please notify the Student Employee Coordinator and they will get you access.
Student Employment verification
Supervisors should login through the Portal and click on Student Employment Verification under My Programs.
Federal Work Study Page Query verification
Supervisors should login through the Portal and click on Federal Work Study Verification under My Programs.
Once the department has selected a student for employment, the supervisor (or designee) must complete the Student Employment Authorization Form before the FIRST day of work. Below are some instructions to assist a supervisor using the verification tool for the first time.
Step 1 - Enrollment Requirements
Supervisors must verify that their student employees are actually students. Student must be registered ad WOU or another academic institution.
- The student must be registered for the appropriate number of credits based on their student type.
- Undergraduate students: at least six credit hours per term
- International undergraduate students: must be registered for twelve credits
- International graduate students: must be registered for nine
On the Student Employment Verification page, you can see all of this information in a box titled “Registration Information.” If the student is registered for six or more credits, the “Required Credits for Employment:” section will read “Yes” for the appropriate term. If the term of employment is labeled with “No”, you will need to refer the student to the Human Resources Office immediately and remove all future work shifts from their schedule.
As a supervisor, you must check this status at the beginning of the term and again after the fourth week of classes. If a student dips below six credits, they are no longer eligible to work as a student employee (there is one exception to this rule). This exception exists when a student employee chooses to use their “free term.” The free term is when a student is allowed to work for one term per calendar year without meeting enrollment requirements. If a student employee uses the free term they must submit an intent to register form accompanied by the student employee paperwork.
Step 2 - Work Hours
Review the number of hours the student is allowed to work per week. The “Employment Information” box at the bottom of the screen also outlines the number of hours a student can work in a week.
- If they are not eligible to work, this box will say “0” for hours allowed.
- A student can work up to 20 hours per week without approval or 27 hours per week with approval from the Office of the Vice President for Student Affairs.
- NO STUDENT can work beyond 27 hours per week.
Step 3 - Work Study
Supervisors should check to see on if their student worker has work study available to use. If the student has work study, the appropriate box will be marked “Yes” and the remaining balance will show below it.
Note: this step should be done monthly when completing the Department’s student payroll roster.
If there are holds on the student’s financial aid, their work study may not be used. Hold’s will show up next to the student’s work study status as below.
Federal Work Study funds may not be used during a free term.
Step 4 - Employment of Minors
For information regarding the employment of minors please visit the state’s BOLI: Minor Workers page.
Step 5 - International Students/F-1 Visa
Please visit the International Students Services page regarding employment and the steps necessary to become eligible for employment.
- IRS Form 8233
- CO-NRA
- Treaty List
Step 6 - Non WOU Students
Students attending another Oregon public university or non system students (those not attending an Oregon public university) are eligible to work provided they’re taking six or more credits. To qualify for employment at WOU, the student must demonstrate their eligibility by providing documentation during the first week of EVERY term they wish to work at WOU. Supervisors must verify the appropriate box for the current term has been checked here. If no proof is given to the Human Resources Office then the student worker may be asked to stop working until it is provided. The documentation can include:
- Schedule of classes
- Letter of Enrollment
- Receipt of fees paid for current term
- School ID
Students that are taking less than six credits and ARE NOT enrolled at WOU do not qualify for exceptions and cannot be employed as a student.
Bureau of Labor and Industries (BOLI)/Oregon law
To find information about policies and procedures that the University as an employing body must adhere to, please look at the frequently asked questions about Oregon BOLI.
Breaks
Students working a shift of four consecutive hours are entitled to a paid break not less than ten minutes in length (every 4 hours). Students working six or more hours in a day are required to take an unpaid meal break not less than 30 minutes in length (BOLI).
- i.e. Student is working from 8am to 5pm – student must take a meal break and is allotted two (2) 10 minute paid breaks.
- Minor working from 8am to 5pm – student must take a meal break and is allotted two (2) 15 minute paid breaks.
- State law requires a ten minute break every 4 hours after the two hour mark. i.e. A student who works 9am – 11:30am is allowed a ten minute break.
- Even while transitioning from one department to another on campus the length of work period would be considered continuous.
| Length of Work Period | Number of Rest Breaks Required | Number of Meal Periods Required |
| 2 hours or less | 0 | 0 |
| 2 hours 1 min – 5 hours 59 min | 1 | 0 |
| 6 hours | 1 | 1 |
| 6 hours 1 min – 10 hours | 2 | 1 |
| 10 hours 1 min – 13 hours 59 min | 3 | 1 |
| 14 hours | 3 | 2 |
| 14 hours 1 min – 18 hours | 4 | 2 |
| 18 hours 1 min – 21 hours 59 min | 5 | 2 |
| 22 hours | 5 | 3 |
| 22 hours 1 min – 24 hours | 6 | 3 |
Making and Offer
When an offer is made, student employees must turn in paperwork to the Human Resources Office prior to their first day. There are two separate packets for “new student employees” or “returning employees“. Packets can be download in forms section at the bottom of this page. Returning Employees are classified as those who begin a new academic year (fall term) in the same position. If a student has worked on campus in another position, they may not need to fill out other HR forms. We recommend that they fill out the “Returning Student Employee” paperwork as well. Students returning after a period longer than one year must contain a file or complete a background check again, and are required to complete the returning student employee packet.
Prior To Start Date
- Provide employee with the appropriate Student Employee Paperwork (Located at the bottom of the page)
- Federal laws state that employees must complete all necessary employment paperwork (completion of I-9) within 3 days of beginning work.
Returning Student Employees
- Returning student employees will not need I-9 documentation or direct deposit information if they have previously provided this.
- However it is important if changing departments to complete the Returning Student Packet, which also includes a Student Employment Authorization page that must be returned before beginning work.
Retain Copies of
- Retain a signed copy of Student Employee Information for student personnel records.
- Send employee to Human Resources to complete employment paperwork and obtain Stamped Employment Checklist Form.
Computer Access
- If applicable, provide student access to any necessary systems.
- Computer Access Request
- Banner Access Request
On Employee's First Day
- You must have the stamped Student Employment Authorization. This must be authorized by Human Resources before employee can work.
- Review hire information with employee, including information about schedule, timesheets, pay periods, and pay days.
- Have employee complete any department specific forms and training’s.
