Our office uses Handshake, our career services platform, to list new job opportunities and connect students with other Career Development resources. Departments should list their open positions in Handshake, and the Student Employment team is always here to help.
As an on-campus supervisor, having the necessary resources when hiring new students is essential. Our On-campus Student Employment and Supervisor AsULearn page provides student employees and supervisors with helpful resources such as:
- Pay dates
- NACE competencies
- Student handbook
- Training guides for both students and supervisors
- LinkedIn Learning/forum discussions for supervisors
We hope this page will connect supervisors with other supervisors to help build a community. This will also ensure they have all the necessary documents when hiring new students. Students can access records at all times, giving them the essential independence they need in this role as student employees.
Professional development for students
As a supervisor, we encourage you to enhance the impact of student employment by investing in the professional development of our student employees. Programs like AppGROWS provide a structure for you to converse with these students, connecting classroom learning to their part-time job and beyond. Supervisors who actively engage in students’ professional development contribute to their personal and career growth and elevate the overall quality of the student employment experience at App State. Consider professional development opportunities for your student employees.
Completing employment verification
All employees of Appalachian State University (including student employees) must complete employment verification BEFORE beginning paid training or work. Upon completing the Student Employment New-Hire Packet, please send your new-hire student employees to Student Employment to complete employment verification before their start date. Please remind students to bring their acceptable documents for employment verification when reporting to Student Employment with their new-hire packet. Scanned photocopies of these documents are UNACCEPTABLE for processing purposes.
Other Resources
To work in the fall or spring a student must be registered for at least one course in the semester(s) they plan to work.
To work during the summer, a student must be enrolled in at least one summer session, OR must have been enrolled in the spring semester and be pre-registered for the fall.
To work beyond the last day of finals a student must be enrolled in the next semester.
If your student HAS worked on campus before (within the past year):
- Submit a Student Temporary Employment Authorization form, OR
- Submit an EPAF form (only if your department is approved to use EPAF)
HAS NOT worked on campus before (or three years since they have):
- Fill out a Student Temporary Employment Authorization form with your student worker.
- Have the student to bring the below documents to the Plemmons Student Union, room 222
- Fully completed Student Temporary Employment Authorization form
- Section 1 of the I-9 and accompanying required documentation
- NC-4 or NC-4EZ tax form
- W-4 tax form
If the student doesn’t know if they have worked before call or email us with the student’s name and Banner ID and we will check for you.
Inform new-hire students that they MUST be authorized by Student Employment before their first day of work, this includes any training.
After students present their Student Employment forms and complete employment verification with our office, they must sign up for direct deposit enrollment on their AppalNet account.
Are you unsure if the student has worked before? Call or email us with the student’s name and Banner ID, and we will check for you.
For new supervisors:
Add specific guidelines to this handbook reference to help set expectations for your student workers
Student Confidentiality Agreement optional form for your reference if issues arise with work place conduct.
Foreign National Student Employees should use the Foreign National New Hire Packet to be processed.
- Download the Student Temporary Employment Authorization Form
- Fill in all fields and obtain signatures of both the student employee and supervisor. Save a copy for your records.
- Scan and email a copy of the authorization form to studentemployment@appstate.edu
NOTE: If you need to amend/update an existing authorization form (i.e., changed end date, wage increase, different FOAP code, etc): retrieve your archived copy, cross out the old information, and write in the new changes. Then, indicate which fields you revised at the top of the form, including the date and your initials for departmental documentation. NOTE: please If you need to amend/update an existing authorization form (i.e., ch
The Division of Student Affairs, the Division of Campus Services, University Libraries, and other large departments on the EPAF and within TimeClock Plus may use this Hourly Wage Form (Please do not use this form if your department is not within the TimeClock Plus payroll system.)
For more information about TimeClock Plus, including an overview video on how to use the system, please visit timeclock.appstate.edu.
A new University Mandate has centralized the I-9 and E-Verify process at App State. As of July 1st, 2015, Student Employment, with the support of Human Resources, now conducts the I-9 and E-Verify processing of student temps and work-study students. Supervisors’ old E-Verify accounts will be suspended on this date.
Inform your new student worker that if they have never worked on campus before, they must visit the centralized I-9 site in Plemmons Student Union, room 222, prior to their first day of employment.
PLEASE Advise your new hire to bring unexpired, original IDs listed in the I-9 directions (page 9 “Lists of Acceptable Documents”) when they fill out the Student Temporary Authorization with you.
Deadlines
Authorization or revised authorization forms are due to the Student Employment office on the business day before each pay period window closes. We must process your student’s paperwork and submit it to payroll before the time entry window closes for the period in which your student began working (1st -15th of the month or 16th end of the month), so that your student can enter their time into web time entry and the department approver can approve their time.
Delivery
For any non-confidential information, please email it to studentemployment@appstate.edu or mail it intercampus to ASU Box 32032. Incomplete paperwork will be returned with a note describing what is missing or wrong.
Amending Forms
If you need to amend/update an existing authorization form (e.g., changed end date, wage increase, different FOAP code, etc.), retrieve your archived copy, cross out the old information, and write in the new changes. Then, indicate which fields you revised at the top of the form, include the date and your initials for departmental documentation, scan, and email to studentemployment@appstate.edu for revisions.
Use the Student Temporary Employees Handbook to learn about finding student employment opportunities, the Federal Work Study program, payroll information, and more.
The Office of International Programs has resources on its website to help international students with employment regulations, questions, and how to obtain a Social Security card.
Please have international students contact us to make an appointment for new hire paperwork processing if they have never worked on campus before.
The student must obtain and bring their Social Security card to Student Employment by the end of the semester in which they began working.
Please have the international student fill out a NC4 NRA instead of the NC4 or NC4EZ state tax forms.
Appalachian State University and Student Employment aim to support all student employees. This may sometimes include supervisors offering verbal coaching, as needed, for successful employment. Suppose management or an area supervisor determines that a student employee is demonstrating unsatisfactory job performance or unacceptable personal conduct concerns. In that case, you may need to conduct a documented coaching and mentoring session (discussion) with your student to get them back on track and communicate corrective measures. We value students’ work and appreciate their contributions to their job locations here on campus. Please get in touch with Student Employment staff with questions or concerns you might have. We are here to support you and your student employees. Download the documented coaching and mentoring form.
Guidance surrounding students working during adverse weather and emergency closings
Under adverse weather events or emergencies, when reduced or suspended campus operations are in effect and it is deemed that campus is not safe to operate under normal conditions, the following guidance will be given regarding student employees. In an effort to keep campus clear of hazards, free of traffic for safety purposes, and to efficiently bring campus back to normal operating conditions, student employees can be permitted to work locations under the following conditions:
Student employees who are working in an area or a department that will remain operational during condition 1 may report to physical work locations if they feel they can safely do so. Student employees must remain under the supervision of non-mandatory or mandatory employees while completing work performed. Student employees cannot be required to report to physical work locations and student employees cannot be penalized for not reporting to physical work locations by their supervisor, area or department if the student expresses they do not feel safe doing so. Student employees should confer with their supervisors regarding their absence during these conditions.
Student employees working in areas or departments deemed non-mandatory operations (by policy section 4.1.1) cannot report to physical work locations. Student employees working in areas or departments deemed operationally mandatory (by policy section 4.1.1) may report to physical work locations if they feel they can safely do so under the following conditions:
- Student employees working in areas or departments deemed operationally mandatory must remain under the supervision of mandatory employee(s) while completing work performed. The decision for student employees to report to physical work locations within operationally mandatory areas or departments will need to be discussed individually with one’s supervisor under these conditions.
- Student employees working in areas or departments deemed operationally mandatory cannot be penalized for not reporting to physical work locations.
- Student employees should confer with their supervisors regarding their absence during these conditions
Student employees are not permitted to report to physical work locations during condition three operations in any non-mandatory or mandatory areas or departments.