Student Employment Request
Student Employment Request Form
Student Employee Hiring Guidelines
Create a Job Description and Determine the Classification Level
A good job description includes the following details: a job title, a summary/general description of the work to be conducted, a list of responsibilities, required/preferred core skills and competencies.
Select the Appropriate Job Classification Level
Level I
Entry level positions requiring basic skills attained through on the job training. No previous work experience or coursework required. Responsibilities may require the application of basic organizational or technical knowledge, operation of simple equipment or performing routine tasks. Very little independent decision making with regular supervision.
Level II
Requires basic skills acquired through some previous work experience, training and/or completion of related coursework. Responsibilities may require the application of basic organizational and/or more technical knowledge, operation and accountability for more complex equipment or performing routine tasks. Some independent decision making and supervision of other student employees or volunteers with daily on-site supervision.
Level III
Moderately developed specific skills, significant work experience and/or completion of related upper-level coursework required. Responsibilities may include data analysis, independent supervision or coordination of programs and/or projects involving complex equipment or analysis of data. Other responsibilities can include regular supervision of other student employees and limited on site supervision.
Level IV
Highly developed specific skills, completion of related graduate-level coursework or significant previous work experience and training required. Responsibilities can include regular independent supervision and/or coordination of programs and/or projects involving highly complex equipment, analysis of data. Other responsibilities include day to day supervision of student employees, regular independent decision making. The decisions of students in these positions could affect the total operation and success of a project or program. Limited, if any, supervision.
Student employees are not permitted to conduct interviews, make hiring decisions or approve timesheets for other student employees. These responsibilities must be carried out by authorized faculty or staff members to ensure appropriate oversight and maintain the integrity of the hiring and time approval processes. This ensures fairness, consistency and compliance with institutional guidelines and regulations.
Most hourly graduate student academic support positions fall under this category, but not all. For instance, general office support is likely level I or II. Reference the graduate academic support descriptions below for descriptions.
Determine the Term of Employment, Compensation and Funding Source
Term of Employment
Set the start and end dates for the period of work.
The start date needs to be 7-10 business days in the future from when the request form is submitted.
Establish the number of hours per week.
Please note that no student is to work more than a total of 20 hours per week during the academic year in any VPA positions. This is particularly important for international students due to visa restrictions. Reference this resource page for comprehensive International Student Employment information.
Compensation Ranges
Classification Level | Minimum Hiring Wage | Maximum Hiring Wage |
|---|---|---|
Level I | $16 | $16.75 |
Level II | $16.75 | $17.50 |
Level III | $17.50 | $18.25 |
Level IV | $18.25 | $19 |
Compensation Guidelines and Estimates
New York State (NYS) Minimum Wage - As of Jan. 1, 2026, the NYS minimum wage is $16.
Please select a pay rate based on the classification levels above if you would like to pay above minimum wage. Note that the job classifications apply regardless of undergraduate or graduate student status. The pay should match the work responsibilities, not student status.
Federal Work Study (FWS) eligible students will have 60% of their salary paid for so the hiring unit is only responsible for 40% of the salary cost. Only undergraduate students are eligible for FWS.
Estimate the total cost of the position by calculating the cost per hour by the number of hours per week and the number of weeks in the proposed term of employment.
Confirm Available Funding
The chart string provided for the hire must have appropriate funds available to support the full cost of the proposed student employee position for the position to be approved.
Request Student Employment
Submit a Student Employment Request Form
Supervisors may request a search to solicit applicants or provide the name and information for a specific student/s they would like to hire or rehire.
Await Approval
An email will automatically be sent to the appropriate chair, director or administrator of the hiring unit for approval.
Once they approve the position, it moves forward for budget approval.
After budget approval, the job will be ready for posting to Handshake.
Hiring Eligibility and Approval Process
Undergraduate students must be enrolled in a minimum of 12 credits and graduate students in a minimum of 6 credits to be eligible for student employment in VPA.
All students must apply for the job on Handshake to be hired.
If conducting a search, supervisors will be sent resumes as they are received.
Supervisors select the students they want to hire.
Students receive an email from our office to confirm that they are cleared to begin working.
Request Form Approval Process
After the request is submitted, an email will automatically be sent to the appropriate chair, director or administrator of the hiring unit for approval. Once they approve the position, it moves forward for budget approval. After budget approval, the job will be ready for posting to Handshake.
Onboarding
The hiring manager should thoughtfully prepare a comprehensive onboarding and training process for the student employee.
‘CuseWorks has helpful onboarding resources for employers and students.
Supervisors should review these resources and share the appropriate information with their supervisees.
Weekly Timeclock Approval
Students must track their hours in TimeClock Plus by Thursday at 8 a.m. each week.
Admins for each department/school must confirm with faculty that hours are accurate.
Admins should check TimeClock Plus entries for any missed punches and edit accordingly before approving hours in MySlice by Thursday at noon each week.
Students accrue sick time at a rate of one hour of sick time for every 30 hours worked, up to a maximum accrual of 56 hours each calendar. Sick time that remains unused at the end of the calendar year will be maintained as carryover to the next calendar year.
Graduate Student Non-Office Academic Support Position Types
Classroom Facilitators (CF)
Classroom Facilitators are hourly student workers who assist the instructor in classroom management.
Set up equipment and ensure that the classroom is organized before and after class.
Track student attendance: distribute attendance sheets and assist the professor in documenting attendance records.
Help to operate audiovisual equipment, multimedia presentations and other technology used in the classroom. This may include troubleshooting technical issues during lectures.
Assist with administrative tasks such as photocopying, distributing handouts and organizing course materials.
Encourage student participation in group activities, lab sessions and discussion. This might involve circulating around the classroom to provide support and guidance to students as needed.
Grade assignments or quizzes under direct supervision of the professor and with an answer key or approved rubric developed by the professor and provided to the individual.
Promote a positive classroom learning environment for students; address routine matters that arise during class.
Studio Facilitators (SF)
Studio Facilitators are hourly student workers responsible for assisting in the studio/rehearsal environment under the direct supervision of professional staff or faculty. This is an hourly student employee position.
Set up equipment including chairs and stands and ensure that the studio/rehearsal room is a safe environment and well organized before and after class usage.
Help to operate audio, video, lighting and sound equipment used in studios and performance/rehearsal venues. This may include troubleshooting technical issues during production/performances.
Assist professional staff and faculty in student training on audio, video, lighting and sound equipment used in studios/performance venues.
Assist with administrative tasks such as scheduling and organizing the use of studio equipment.
Ensure that students adhere to studio/rehearsal space safety policies and procedures. Maintain a professional production environment and address any disruptions or issues that arise during studio/rehearsal room usage.
Teaching Assistants (TA) – Not Hourly – Not Hired Via Student Employment
FOR REFERENCE ONLY: Hourly students should not be conducting work outlined in this category because these terms are defined by the graduate student union agreement.
Teaching Assistants work closely with faculty members to align course objectives, assessments and instructional methods. They may attend course planning meetings, participate in curriculum development, provide input on course policies and procedures, and deliver course content under supervision of the instructor.
Course Development: Creating lesson plans, designing assignments and assessing student performance.
Course Materials: Developing course materials such as lecture slides, handouts, problem sets and other instructional resources for faculty members. Providing markings to instrumental ensemble music. They may also contribute to updating course syllabi, readings or other online resources.
Class Sessions: Leading discussion sections, studio sessions, music sectionals/coaching, providing recital and ensemble piano accompaniment, or delivering lectures for undergraduate courses within their area of expertise.
Assignments and Exams: Grading assignments, quizzes, exams and other assessments. This involves developing rubrics for assessment, providing feedback to students, maintaining grade records, and ensuring consistency and fairness in grading.
Office Hours: Holding regular office hours to provide additional support to students outside of class.
Student Discussions: Facilitating class discussions, group activities and collaborative learning experiences. They may encourage student participation, foster critical thinking and ensure that course objectives are met through interactive teaching methods.
Feedback and Support: Providing constructive feedback to students on their academic progress, writing skills and critical thinking abilities. They may offer guidance on research projects, essays and presentations to help students achieve their learning goals.