Supervisors of Student Employees

If utilizing the Page Up Hiring Platform:

You will need to create position description on Page Up: https://umw.dc4.pageuppeople.com/dashboard and cater it to fit the needs of the position.  You must be added as a Student Employment Hiring Manager so you will be able to utilize Page Up for Student Employment. If needed, please contact the Student Employment Coordinator at studentemployment@umw.edu or 540-654-1681 for Page Up instructions.

Student Employment postings will appear here: https://jobs.umw.edu/jobs/search?page=1

1. Review your departmental budget. (A student typically works 10-15 hours a week on average for 30 weeks per academic year).
2. Post an open job. See the “Post an Open Job” section above. Page Up is the preferred method of advertisement.
3. Review the applications received and select students for interviews. Please notify student employees whether or not they have been selected.
4. Once a hiring decision has been made, complete a SEMPL-Hire-Form 2025-2026 and email to the Student Employment Coordinator at studentemployment@umw.edu. The form must include:

• *Hired student’s name
• *Banner ID
• *Hourly Wage (If paying by stipend, Stipend contracts are required)
• *Indicate whether or not the student has previously worked as a UMW student employee
• *Departmental FOAP used for student wages
• *Desired start date
• *Any additional notes

6. The Student Employment Coordinator will contact the hired student via UMW e-mail requesting the required paperwork and other important notices. The supervisor will be copied on the e-mail.
7. The student will submit the completed paperwork directly to the Office of Financial Aid. Keep in mind, new student employees take an average of two weeks to complete the paperwork process. A rehired student employee who has worked within the last 12 months does not need to redo the paperwork process. However, the supervisor and student employee still need to wait to receive a Work Authorization. This ensures the student employee has been properly set up in Banner and My Time as an active employee and connected to the appropriate FOAP and My Time supervisor.
8. The Student Employment Coordinator will follow-up with the supervisor and the student via UMW e-mail with an official work authorization. In order to ensure compliance with federal and institutional employment policies, students are NOT to begin work until they have been authorized to work by the Office of Financial Aid. See the Federal Form I-9 FAQ page for more details.

If you have any questions about the hiring process, please contact the Student Employment Coordinator at studentemployment@umw.edu.

When hiring a student employee into a stipend position, the total amount of the stipend contract must be paid out in smaller, biweekly payments until the end of the contract period (non-exemption rule).

1. Student employees who receive biweekly stipend payments are still required to clock their hours in My Time (non-exemption rule).
2. Stipend contracts must be provided to Student Employment for approval. If a stipend is not approved, the position will need to have an hourly pay rate assigned to it.

Once a stipend for a position has been approved:

1. Create a stipend contract for the position. Example Stipend Contract.
2. Complete the hiring process as detailed in the “Hire a Student Employee” section.
3. After a student has been hired for the position, the student needs to sign a copy of the stipend contract. The student may sign the contract before receiving a work authorization, but the student cannot begin working until authorized.
4. Email or send a copy of the signed contract to the Student Employment Coordinator at the Office of Financial Aid, Lee Hall 228.

Early Cancellation

Students are encouraged to provide at least two weeks notice to their supervisors if they plan to resign prior to the full term of their job assignment. When a student resigns, supervisors must complete and return a Notice of Cancellation.

Please email the form to studentemployment@umw.edu.  

Dismissals

A student employee is subject to dismissal from campus employment at the discretion of the supervisor. The state of Virginia is an employment-at-will state. Please review the Virginia Department of Labor and Industry for a more detailed explanation.

*A student is subject to immediate dismissal from student employment if the student deliberately falsifies a time card or deliberately violates the Confidentiality Agreement. These are considered Honor Code violations and supervisors may report such incidents to the Honor Council.