UMass Boston

If you are on-campus or an off-campus contracted agency and looking to hire a student:

1. Review the Hiring Manager Checklist. Please review the hiring checklist.
2. Complete a Job Description. No student employment position can be filled without a job description. All student jobs are now listed on the web and are assigned job numbers. Please review and complete the job description form.
3. Advertise the Position. Contact SES to have us advertise your job description as "FWS Required" or "FWS Optional." Employers solely wishing to utilize the Federal Work-Study (FWS) Program should list their jobs as "FWS Required." Employers who would be willing to hire students through the Institutional (CC) Student Employment Program can list their opportunities as "FWS Optional" (FWS provides a 75% subsidy from the federal grant.).
4. Review the Conditions of Employment. Before interviewing any student, be sure to review the Conditions of Employment. You cannot hire a student through the student employment programs who does not meet the conditions.
5. Interview and Select a Student Employee. No common application or interview criteria exist for hiring students beyond the standard university regulations prohibiting discrimination, etc. You should determine the best way to collect the information you need from applicants and how you will select the student you wish to hire.
6. Refer the Student to SES to complete pre-employment paperwork. Students who have not previously worked on campus must be sent to  SES to for paperwork. If students have questions about what IDs to provide, "Hiring Steps for Student Employees" will assist him/her in the process. Students may not work until the I-9, W-4, and EPAF forms are complete.
7. Complete the Student Personnel Action (EPAF) Form. Once employment eligibility has been verified, Student Employment Services (SES) will send a confirmation email to you and the student. Do not send the EPAF until you receive the confirmation email from SES. Rehires do not need to redo pre-employment paperwork unless otherwise notified. The EPAF must be completed by the employer and submitted to SES. (The EPAF may only be submitted to SES after the student's I-9 and W-4 are on file with the office.) SES will validate the data on the form to be entered by Human Resources. Review the EPAF for accuracy before submitting it. The most common delays are caused by items that are left blank by employers (e.g. no account number, no pay rate, no job title, no job description was filed, etc.).
8. Time Sheets. Departments are recommended to use the official student time sheet available on the HR web site. To obtain a copy, download Timesheets. Students are required to indicate the hours worked per week on a time sheet. The hours worked should be checked, and the time sheet signed by the supervisor.  The supervisor is responsible for submitting the time sheet to the appropriate person (Payroll Office, the Department's Payroll Coordinator, or SES) to ensure the students hours are entered into the payroll system. The office responsible for entering the hours into the payroll system is also responsible for maintaining copies of the time sheets for (3) three years after the fiscal year closes.

If you or the student have any questions about the hiring process or the status of the student's paperwork, call SES for an update.