Academic Year Student Employment

Process for Student Employment 

1.Create a job description on Handshake:

• Utilizing the same job description template . This process will provide a Job ID #, please use the Handshake Instructions for Creating On Campus Employment document for instruction on creating a job description in Handshake.
• You may use the Job ID number from a job description that you have already created in Handshake - you do not need to create a new job description for the same job every semester.
• The job description can be submitted for posting in Handshake so students can see it and apply for it by adding John Carroll in the Schools step of the job posting and entering a job posting and job expiration date. Career Services will then post the position within 24 hours of submission. This step makes the job description public so students can see it and apply for it. Or, 

• If you do not wish to post the positions because you have already identified your hires, no further action is needed in Handshake and you can proceed to Step 2. 
• Current pay rate effective January 1st, 2024 is $10.45. Students returning to the same position will have a rate of $10.55. Supervisors requesting a differential pay rate should complete the following form to be reviewed by SEFS. The supervisor is responsible for confirming budget allocation.

 2. Hiring Students:

• Supervisors will submit a Student Hire Form that must include a Handshake position number.
• Students will need to complete any necessary payroll paperwork if not previously employed on campus (W-4, 1-9, direct deposit).
• Upon completion of all required paperwork, an email will be sent to the supervisor and student confirming the ability to begin working. STUDENTS ARE NOT PERMITTED TO BEGIN EMPLOYMENT UNTIL THIS EMAIL HAS BEEN RECEIVED.
• Please have each of your student employees complete the Confidentiality Agreement and keep a file in your office.
• After a position has been filled, supervisors should expire job posting from Handshake.
• Please be sure to review the 2024-2025 Student Pay Procedures.
• Complete the Supervisor Confirmation Form for you department.

Payroll Information and Forms

• Student Time Sheet Entry Instructions
• Supervisor Student Time Card Approval Instructions
• Assigning a Proxy Instructions
• 2024-2025 Student Payroll Calendar
• Banner Access Request Form - Timekeeper/Approver

For any changes in student employees, please contact enrollment@jcu.edu

***We cannot honor offers of student employment that do not follow this process.

Here are additional rules and expectations for this year’s student employment:

• All student hires must be a registered JCU student.
• ONLY students with completed processing are allowed to work on campus.
• This process is independent of summer student employment and must be completed for every student employed beginning Aug 19, 2024- May 17, 2025.
• Students should be given a weekly schedule of hours for which your department anticipates actual work will be performed.  The student's schedule can be changed and adjusted by the supervisor as needed.
• Students will only be paid for actual hours worked. Timecard entries, and their supervisory approvals, should reflect and attest to the hours in which the student performed work for the University.  If there is no work to be done, even during previously scheduled hours, the supervisor is encouraged to dismiss the student worker early and the time card should reflect the actual end time of work, not the previously scheduled hours.
• Students are limited to no more than 20 hours per week and can hold no more than three distinct positions on campus.
• All student employees must be supervised and their work monitored.
• Supervisors are responsible for ensuring timecards are approved for every payroll for each student. Students without a submitted timecard are not permitted to work.
• The student should be advised that their employment is considered “at-will” under the State of Ohio employment laws.  This means their employment may be terminated by John Carroll University or by them at any time with or without a reason.  
• Graduate Assistant positions will continue to be routed through the Human Resource Office. 

For questions or guidance through the hiring process please contact Student Enrollment and Financial Services at enrollment@jcu.edu or 216.397.4248

For assistance with Handshake, contact Career Services at 216.397.4237 or careerservices@jcu.edu

Process for Student Employment 

1. Student Employment opportunities are listed on the Handshake website. Instructions for application for a particular position are listed on the individual posting.  
2. Once you are hired for a position you will need to complete the required forms below.

Student Employees

• Student employees must complete the following forms if not previously submitted:
  • Form I-9: Employment Eligibility Verification Form.
    • Please click here for information on how to complete your I-9 Form
  • Form W-4: Employee’s Withholding Allowance Certificate.
    • Please click here for information on how to complete your W-4 Form
  • IT-4: Employee’s Withholding Exemption Certificate 
  • Direct Deposit Authorization Form: Direct deposit allows your payroll check to be deposited into your bank account. You will need to know your routing and accounting numbers to complete this form. They can be found at the bottom of a check or you may contact your bank for assistance.
• Student Hire Form: Must be completed by the supervisor.
• 2024-2025 Student Payroll Calendar

Additional rules and expectations for student employment:

Here are additional rules and expectations for this year’s student employment:

• All student hires must be a registered JCU student.  
• ONLY students with completed processing are allowed to work on campus.
• This process is independent of summer student employment and must be completed for every student employed beginning Aug 19, 2024- May 17, 2025.
• Students should be given a weekly schedule of hours for which your department anticipates actual work will be performed.  The student's schedule can be changed and adjusted by the supervisor as needed.
• Students will only be paid for actual hours worked. Timecard entries, and their supervisory approvals, should reflect and attest to the hours in which the student performed work for the University.  If there is no work to be done, even during previously scheduled hours, the supervisor is encouraged to dismiss the student worker early and the time card should reflect the actual end time of work, not the previously scheduled hours.
• Students are limited to no more than 20 hours per week and can hold no more than three distinct positions on campus.
• Current pay rate effective January 1st, 2024 is $10.45. 
• Students are required to be supervised and their work monitored.
• Supervisors are responsible for ensuring timecards are approved for every payroll for each student. Students without a submitted timecard are not permitted to work.
• The student should be advised that their employment is considered “at-will” under the State of Ohio employment laws.  This means their employment may be terminated by John Carroll University or by them at any time with or without a reason. 
• Graduate Assistant positions will continue to be routed through the Human Resource Office.