Hobart and William Smith Colleges

Employers - FAQs

How do students apply for my job opening? How will I receive their application materials?

Students will apply for all campus jobs via the Handshake link that is posted on the Student Employment Opportunities page. The job posting will instruct the student as to what application materials are needed (i.e., cover letter, resume) and they will upload those materials to the Handshake website.

How do I know who has applied and how do I access their application materials?

If you have used Handshake for other position searches in the past, you will simply log on to see your posted position and the associated applications. If you are a first time user, and have requested your position posted, you will be added as a user and will receive an email to log in. Any questions on how to use Handshake should be directed to Career Services.

I've heard that during the first two weeks of each semester I must hire a student with work study if they apply for my position. Is that true?

HWS is committed to supporting students with financial need. So, yes, for the first two weeks of each semester, special consideration and preference should be given to qualified students with a work study award. This is only true for the first two weeks of each semester.

I already have a student in mind and do not want the job posted. Do I still need to submit a request to post the position?

YES. It is important that Human Resources has a job description and application on file for each student job on campus and that we are able to track all student employee positions, so you will still need to submit the Create and/or Post request form.

How do I know what the appropriate pay rate is?

The current pay rate for student employees at HWS is $15.00 per hour, and the pay rate for Sodexo student employees is $16.00 per hour. You can also call the Office of Human Resources at ext. 3312 to inquire.

I don't know our budget information or what account numbers to use! How do I find this information?

Your department chair should have this information or you may want to check with your department administrative support. If not, you will need to contact the Business Office at ext. 3341.

I have found the perfect student for the job! Now what?

To Request to Hire a Student
Once you have selected a student for your position, you must hire the student in PeopleSoft using this document with step by step instructions.

I submitted a Request to Hire a Student but have not yet heard back from Human Resources regarding the student's eligibility to work. Can the student begin working for me?

Do not allow the student to begin working without receiving notification that the student has been hired into PeopleSoft. If you have not yet heard back from HR but want your student to begin working immediately, please contact hr@hws.edu or call the HR office at ext. 3312 to check on the student's work eligibility. During peak hiring periods (typically the beginning of each semester) there is a high volume of forms to be processed and response time may be slower than usual. However, if you give us a call or email, we can at least check to make sure the student's I-9 and tax forms are done so that you know they are eligible to work.

My student worker has not completed the required I-9 form but they have already begun working for me. They only worked a few days. Can they continue to work?

NO! Federal law requires that their I-9 be completed within three days of their first day of work. The student cannot work again until they have been cleared by Human Resources to do so. We strongly encourage you to be sure your student worker's paperwork is done before their first day of work.

I'm hiring an international student to work in my department. Is there anything special I need to know about hiring international students?

It is VERY important that international students comply with their visa guidelines, including verifying their eligibility to work in the U.S. and completing their I-9 before they begin working. An international student who works without a completed I-9 risks the revocation of their student visa. Also, International students are not able to work off-campus so, under no circumstances should you hire an international student to assist you with personal matters (i.e., babysitting, lawn work, etc.) - even if paying them in cash - as this will also put them in danger of losing their visa status. Please contact the Office of Human Resources if you have any questions about hiring an international student.

How does my student employee submit their time worked?

Students are required to submit their hours worked to their direct supervisor on a biweekly basis. The supervisor will review and approve the submitted time. Paychecks are processed based on the approved time submitted, so students are not able to save up hours over several weeks and submit all at once. Hours worked MUST be submitted on a current basis or the student is at risk for not receiving a paycheck. Click here to view the student pay schedule. Please contact Payroll at ext. 3342 with any questions regarding student time reporting or supervisor approvals.

What if I still have questions?

Please contact the Office of Human Resources at hr@hws.edu or ext. 3312 with any questions or concerns related to student employment.

If you or your student employee have any questions related to federal work study or any other financial aid matter, please contact the Office of Financial Aid at finaid@hws.edu or ext. 3315.