On-Campus Employers: Hiring and Managing Your Work-Study Students

Recruiting a Work-Study Student

The Office of Financial Aid helps approved employers recruit Work-Study students by hosting an annual Work-Study Job Fair and by offering access to the Hire a Longhorn Job Bank. The Job Fair is held at the beginning of the fall semester, and provides an excellent opportunity for employers to actively meet and recruit Work-Study students.

Employers are encouraged to use the Hire a Longhorn Job Bank to post and advertise their jobs. Before posting a job, determine an adequate payrate and job title. Visit the HRS website for current information. Once an employer has posted their job, and a student has searched and found that job on Hire a Longhorn, it’s time to meet and interview.

Before beginning the interview, it is imperative that the employer ask to see the Work-Study Verification (WSV) to verify that the student has been awarded Work-Study for the current academic year. The student should bring a copy of the WSV to the interview.

The employer has the final say in whether a student is hired. If the student is hired, the employer should close the job on the Hire a Longhorn Job Bank right away. If an applicant is not hired, the employer should refer the student back to the job bank to look for placement elsewhere. The paperwork remains with the student to take to future interviews.

«TIP» Employers must hire their Work-Study students before the posted last day to hire a Work-Study student in order to secure funding for the position.

After Hiring a Work-Study Student

Immediately after hiring a Work-Study student, the manager should work with their HR Partner to compile a Hire (or Add Additional Job or Change Job, depending on the student’s current employment status) for a Work-Study in Workday. The manager should provide the HR Partner with the WVF, which will provide hire dates, responses to Work-Study Questionnaire, and the appropriate Work-Study Job Profile. See Important Dates for the last day to hire a student. In addition, the hiring department and Work-Study student must complete the University’s on-boarding process.

When the department hires a student in to a Work-Study Job Profile, the document automatically routes to the Office of Financial Aid. After the job is final approved, the Office of Financial Aid will be able to assign the Work-Study Costing Allocation to pay the Work-Study share of the job. Visit the Timesheets and Paying Work-Study webpage for more information.  Failure to hire a student in to the Work-Study Job Family will result in the student not being paid as a Work-Study, but instead the department being responsible for covering 100% of the student’s wages. The Office of Financial Aid will not reimburse departments for any payments made on a non-Work-Study hire.

Change of Status

If changes occur, the hiring department must initiate the appropriate Add Additional Job or Change Job BP in Workday. The Office of Financial Aid will be notified of the changes automatically.

Particular attention should be paid to the end date. The end date should be the last day the student worked. Students must be terminated when their assignment ends – for any reason. An explanation is essential.

Changes needing attention are as follows:

  • costing allocation
  • hourly pay
  • scheduled weekly hours
  • job title
  • end employment date  (changing a start date requires assistance from Workday)
  • termination or resignation

Termination Policy

Anytime, and for any reason, employment ends, a termination is required.

  • End of assignment
  • Resignation
  • Involuntary termination due to unsatisfactory performance

In cases when unsatisfactory performance is an issue, the Office of Financial Aid will advise the employer to complete the Separation Form, which serves as a record of the student’s INVOLUNTARY TERMINATION, and forward it to the Office of Financial Aid. In all cases, employee difficulties are to be handled following HRS policy. If serious misconduct is the reason for dismissal, the student will be barred from receiving Work-Study awards in the future.

«TIP» Give Work-Study students a written list of duties and responsibilities upon hiring to avoid a possible miscommunication of expectations.