Supervisors will provide training and guidance to the student employees to help them gain experience in the work place. Supervisors serve as a role model by demonstrating good work habits and follow through with employment responsibilities.
Hiring Student Workers
If this is your first time hiring a student worker:
1) Contact Payroll at [email protected] to get started with supervisor training.
2) After training is complete, notify Payroll and you will receive an email requesting who your proxy will be and will be given instructions on how to set up a proxy.
3) Once you get the clearance email from Payroll that you have completed everything to become a supervisor, you can follow the steps below to begin hiring student workers.
Once you have been through Supervisor training
1) Create a Handshake account and post the position online. For additional support, follow this step-by-step guide - How to Post Student Jobs on Handshake.
2) Once you have your candidate(s), you can contact the MAVworks Team in Financial Aid to see if they have work-study funding available
3) After determining which funding you will hire your candidate(s), you will send Payroll the appropriate hire request form
4) Has the student worked for your org before?
- Yes: Submit a Returning Student Employee Worksheet
- No: Submit a Work Authorization Card
- You must first download and save the WAC card before it will submit and send to Payroll. Please see the instructions below if you have issues submitting the WAC card.
5) Payroll with then check the eligibility for the student(s) and will send one of the following responses
- Released to Work: No further action is needed
- Ineligible: Reasoning will be listed in email
- Welcome: The student has not worked on campus before and must complete the new hire paper work before beginning to work
- After they complete the paperwork, you will receive a Release to Work email
*Students are not allowed to begin working until they have received the "Release to Work" email from Payroll
Student Payroll Forms for Supervisors
New Student Worker Form
The Work Authorization Card is used to hire student(s) who've not worked for your Org before.
Instructions: See the links below for step-by-step instructions on how to fill out a WAC card.
- Chrome instructions for Work Authorization Card (WAC)
- Firefox instructions for Work Authorization Card (WAC)
Returning Student Worker Form
The Returning Student Employee Worksheet is used to rehire student(s) who've worked for your Org before.
Returning Student Employee Worksheet (RSEW)
Other Forms
The Raise Worksheet is used to adjust your student workers’ wages.
The Termination Worksheet is used to terminate a student worker's employment with your department.
The Funding Update Form is used used to change a student’s funding type from either student assist to work-study or work-study to student assist. Students who earn their full work-study amount will be automatically changed to student assist. Students must have an active work-study offer to move from student assist.
More resources for supervisors
Only student at Colorado Mesa University are eligible for the student employment program. A CMU student shall be defined as any individual who has been accepted for enrollment as a regular degree-seeking student. The course load eligibility requirements are listed below.
| Student Assist: (SA) | |
| Fall/Spring Term: | Be enrolled in a minimum of 6 credit hours per semester |
| Summer Term: | Be enrolled in a minimum of 1 credit for the summer term AND a minimum of 6 credit hours from the previous spring semester OR 6 in the upcoming fall semester |
| OR | |
| Be enrolled in a minimum of 6 credit hours for the previous spring semester AND a minimum of 6 credit hours for the upcoming fall semester | |
| Work-Study: | |
| Fall/Spring Term: | Be enrolled in a minimum of 12 credit hours per semester |
| Summer | Work-Study is not available in the summer |
When filling out a hiring request form (WAC or RSEW), you will need to select the funding type you wish to use. Please see the explanation below for the funding choices listed on the hiring forms.
Student Assist: Is where the student will be paid from your department's budget
- You will select this option on the WAC or RSEW if the student does not have work-study funding available and you would like to hire and pay them from your department's budget
Work-Study: Is where a student is awarded a certain amount of funds through their FAFSA and their wages do not come out of your department's budget.
- Types of work-study funding:
- Colorado Work-study (CWS)
- Colorado No Need Work-study (CN)
- Federal Work-study (SF)
- MAVworks (MW)
- You will select this option on the WAC or RSEW if the student must have work-study funding in order to work in your department
- If a student runs out of work-study funding throughout the semester, they will be automatically switched over to student assist funds
Either: Is where your department would like to pay them from work-study funding if the student has it available but your department would still like to hire them under student assist if they do not have work-study funding
Note: Supervisors must complete the Supervisor Training with Payroll before posting jobs on Handshake.
Post your jobs on Handshake.
- Follow our step-by-step guide - How to Post Student Jobs on Handshake.
- View additional Handshake Resources:
Work Study Eligibility in Handshake
Due to The Family Educational Rights and Privacy Act (FERPA), Handshake will not accurately indicate whether or not a student has Work Study or MAVworks funding.
- Complete supervisor training
- Assign a proxy
- Do not work students until you receive a Release to Work Email
- Establish a work schedule with the student
- Go over duties and responsibilities with the student
- Provide training
- Inform student of FERPA regulations
- Maintain student employment documents
- Make sure student is following the Student Employee Policies and Procedures
- Monitor and confirm hours worked by the students
- Make sure students have submitted their electronic timesheet by the submittal deadline
- Monitor work study and student assist funding amounts
- Send notification of any terminations to Payroll