Employer Home Page

Student Employee
Guidelines & Reminders

Hiring & Starting Work

New FWS Students

Students must complete required HR New Hire Forms and onboarding before beginning work.
HR will notify the FWS Office once the student's onboarding is complete.
The FWS Office will finalize the hire and send the Official Hire Email to both the student and supervisor. Students may not begin working until this email is received by both the student and supervisor.

Continuing FWS Students

Students who worked in the FWS Program during the previous academic year do not need to complete new HR onboarding forms.
They must still be eligible for FWS, apply for and be offered a position through the Student Employment site.
The FWS Office must finalize the hire and send the Official Hire Email to both the student and supervisor before the student begins work. Students may not begin working until this email is received by both the student and supervisor.

Remember: Regardless of whether the student is new or continuing, do not allow the student to begin working until the Official Hire Email has been received.

Supervisor Checklist

Before the Student Starts

Review applications and interview students for available positions.
For new FWS students, ensure they complete required HR New Hire Forms and I-9 onboarding.
Wait for the Official Hire Email from the FWS Office before allowing any FWS student to begin working. This applies to both continuing FWS students and new FWS participants.
If you are hiring multiple FWS students, you must receive a separate Official Hire Email for each student before they can begin working.
Obtain a copy of the student’s class schedule and review it before assigning work hours. Federal regulations prohibit FWS students from working during their scheduled class times.

During Employment

Review the FWS calendar when scheduling student hours. Students may work a maximum of 15 hours per week and 30 hours per pay period. The 30-hour pay-period limit must be followed even when a pay period spans multiple weeks and may include additional workdays.
- ?Remember: The timesheet will lock once the 30-hour pay-period maximum is reached, even if the pay period has not ended.
Ensure students are paid only for hours actually worked by maintaining a method to track student arrival and departure times. As the supervisor, you are responsible for maintaining accurate records of hours worked because FWS is federally funded.
Review and approve electronic timesheets by the posted due dates.
Do not allow students to carry over or make up unused hours from previous weeks or semesters.

Employer Tools

Job Management Login

Login to review student applications and manage your hiring process. This is where you submit the hire for the student(s) you choose to hire.

Reminder: Job postings are created and updated by the FWS Office. Supervisors may review applications and manage the hiring process for their approved positions. If you need a change to your job posting, contact the FWS Coordinator.

Timesheet Management Login

Remember: If you have multiple student employees, submit one timesheet per pay period for each student. If a student did not work during the pay period, remember to “Dismiss” the timesheet.

If a student stops reporting to work or resigns, contact the FWS Coordinator immediately.

Need a Supervisor Login?
Contact the FWS Coordinator, Susan Grassi, to request access.

Note: Students cannot be Supervisors.

Supervisor User's Guide

Access the Supervisor User's Guide here for detailed instructions on using the FWS Student Employment Website.The Supervisor User's Guide was also sent by email.

Employer Home Page

Need a Supervisor Login? Contact the FWS Coordinator, Susan Grassi, to request access.

Supervisor User's Guide

Need a Supervisor Login?
Contact the FWS Coordinator, Susan Grassi, to request access.