Student employee supervisors

• Student Employment Background Check Policy
• Student Employment Wages and Appointment Policy
• Related UW System Student Employment Policies 

Student Help can be extended during the summer if the student is enrolled in fall classes. 

All other student workers can still work; however, their employment classification will need to change to a temporary employee.  Please complete the Employee Action Form and use the title of "SPECIAL ACTIVITIES HELPER" and Code (TE011).  The fringe rage is the lower fringe rate for this position.

To be eligible for employment at UWL, a student must:

1. be enrolled at UWL at least half-time (6 undergraduate credits; 4.5 graduate credits) during the academic year.
2. be at least 18 years of age. Individuals 17 or younger must have a work permit on file with Human Resources.
3. be able to provide documentation of eligibility to work in the United States. International students must have an unexpired "F" or "J" visa and are eligible only for on-campus UWL funded (Non Work-Study) employment.

When hiring a student, supervisors need to complete a Student Employee Action Form (EAF) and return it to Human Resources. 

If the student has never worked for UWL before, Human Resources will email the student instructions for completing online onboarding. The student employee will use online onboarding to complete new hire paperwork and register for a meeting with HR to complete the I-9 employment verification.

Employees will be responsible for presenting original documents that prove their identity and employment authorization for I-9 verification to Human Resources before their first day of employment.

Employee action form and new hire documents must be received by HR at least 5 business days prior to the beginning of employment. 

Complete a Student Employee Action Form (EAF) and return to Human Resources for the following instances:

• Per hour rate of pay changes
• Supervisor/time approver change
• Student is hired for an additional job in existing or new department
• Promotion (working title change)
• Funding change
• Extend a job end date
• End a student job

All changes in appointments must be submitted at least 5 business days prior to the start of the effective date of the change.

Per hour rate of pay changes will not be entered for past pay periods.

To terminate a student's employment or to remove a former student from your department's payroll, submit a Student Employee Action Form (EAF).

HRS is the timekeeping and payroll system for UWL. To punch "in" and "out" at work, student employees use the Web Clock which is accessed through the My UW portal.

Supervisors are responsible for assuring the accuracy of the student’s timesheet before approving it in HRS.

Supervisors are required to approve an employee's time no later than Monday at noon following the end of a pay period.

Any hours left unapproved will not be processed until the following pay period.

Refer to the detailed time approval instructions.

Federal Work-Study: Federal Work-Study is a need-based aid program, funded by the government, that is awarded to students who have demonstrated financial need. Questions about Work-Study should be directed to the Financial Aid Office at (608) 785-8604.

OR

UWL funded: UWL funded means the employee receives 100% of the earnings from the hiring department’s funding account.

OR 

Grant funded: When a student is being paid by an outside grant issued to a UWL faculty member, staff member or department, a UWL grant account needs to be set up by business services and the grant account number and funding string needs to be provided on the student EAF.

Federal Work-Study is a need-based aid program, funded by the government, that is awarded to students who have demonstrated financial need. This program is available to citizens or permanent residents of the United States.

Financial Aid will assign an eligible student to a department within the University that has a need for the student help. Departments also have the option to request certain Work-Study eligible students to work in their department. Financial Aid monitors the Work-Study balance throughout the semester. A balance report is emailed to supervisors biweekly. After the report is sent, it is the supervisor’s responsibility to ensure the student does not run out of award money. If a student’s award balance comes down to $500, a warning email will be sent directly to the supervisor it affects. If a student continues to work after the Work-Study award is depleted, the department will be responsible for funding the student pay.

Questions about Work-Study should be directed to Financial Aid.

All student employees must be informed of the following topics:

• Emergency Response Plan
• Executive Order #54 - Mandatory Reporting of Child Abuse and Neglect
• Information Security Training
• Sexual Harassment Prevention

Work expectations and confidentiality

• Student employee supervisors are encouraged to discuss work expectations and confidentiality with employees. Supervisors can use the below form or edit it to reflect their department's expectations and needs.
• This form should be kept in the student personnel file within the department.
• Student employee expectations form 

• Student Employment Background Check Policy
• Student Employment Wages and Appointment Policy
• Related UW System Student Employment Policies 

• Student Employee Action Form (EAF)
• Student employee expectations form