Clark’s undergraduate student employment program provides opportunities for you to gain professional experience by working in a variety of departments on campus and in the local community. In these workplace settings, you can make use of your talents while you acquire new skills that will help you prepare for life after Clark.
COVID-19 Pay Policy
Students (undergraduate and graduate) are not compensated for benefits such as sick leave, vacation, or holiday pay. However, if a student tests positive for COVID-19, or is quarantined, they can be paid for whatever hours they would have worked while in isolation or quarantine.
The student should enter their hours in the “COVID-19 Related Absence” field on their timesheet, and keep in communication with their supervisor as much as they are able with regard to when they cannot work, and when they are able to return to work, so that their supervisor can approve their timesheets accordingly.
During a period of quarantine, they will be expected to work remotely from their quarantine/isolation space if their job responsibilities permit it and they are able to do so. If their job responsibilities do not permit remote work, students will be paid for the period of quarantine, and they should use the COVID-19 code on their timesheet.
December through January: Log into Handshake!
All on-campus employment positions are posted on Handshake, Clark’s job, internship, and volunteer opportunity portal. If you have not already done so, log onto Handshake using your Clark email address and password, and complete your profile. You will not be able to view or apply for on-campus employment without a Handshake account.
December through January: Begin working on your resume and cover letters
Resumes are required to apply for on-campus employment, and many on-campus positions also require a cover letter. Click here for our valuable resources for resume and cover letters!
Start working on your resume and cover letter(s) early to ensure you have enough time to complete your application materials. Upload them to your Handshake profile in the Documents section. The Career Lab team from the Career Connections Center will review all documents posted by undergraduate students within 1-3 days of submission. Handshake will notify you via your Clark email address once you receive suggested edits, and you can view the comments anytime in the Handshake platform. Incorporate the suggestions so you can be the best applicant you can be!
Graduate students should check with their graduate school regarding options to have their documents reviewed.
December through February: Search for and apply to on-campus employment openings
Since new positions are posted daily, you will want to check back often to find the on-campus job that best fits your interests.
To find on-campus jobs, go to the Jobs tab in Handshake. Then click the Filters button and choose On-campus.
Submit your applications early, and apply to as many jobs as you are interested in! On-campus employment is very competitive and occasionally job postings close early, so don’t wait to apply. Many jobs are filled by the first week of classes. If you apply to a position and get a message saying “Your school has restricted your ability to apply to this job … Your school year does not match what is required for this job,” it means that the position is only for undergraduate students. If you have questions about this, email firstname.lastname@example.org.
If you are a final candidate for a position, a hiring manager will contact you to schedule an interview. Please be patient and wait for the hiring manager to contact you.
If you have Federal Work Study (FWS), please visit the section later on this webpage for additional information.
In the meantime:
- Keep applying to positions that interest you. If you feel you do not have enough experience for positions on campus, make an appointment to meet with a career adviser — we are here to help you uncover your hidden talents and experiences! Visit our Meet the Team page for instructions on how to make an appointment, and choose “On-Campus Job Search” for the appointment type.
- Consider searching for local off-campus jobs in Handshake if you are not an international student (click here for employment information for international students).
- If you would like additional guidance for your on-campus job search, or feedback on your application materials, meet with a career adviser! Visit our Meet the Team page for instructions on how to make an appointment, and choose “On-Campus Job Search” for the appointment type.
- Ensure that you upload your resume to Handshake so it can be reviewed if you are an undergraduate student. Incorporate those edits before applying to jobs.
- If you are an international student, visit our Resources page for resume templates that follow the resume style that is typical in the United States.
- Write a cover letter even if it’s not required. This is your opportunity to demonstrate your interest in the position!
- Once you begin applying to jobs, check your email regularly. If a hiring manager contacts you, responding promptly will make a great first impression!
Bring Your Identification to Campus!
You need to bring original forms of government identification to campus in order to be entered into our payroll system (also known as onboarding). Review the Acceptable Identification for the I-9 Form section of the Student Employment Handbook here carefully to know what forms of identification you must bring to campus so that you can start working. The Student Employment Handbook outlines everything you need to know.
- If you are an undergraduate student, please visit the Student Employment Forms section of this page for information about the onboarding process.
- If you are a graduate student, please visit this page for information about the onboarding process.
How to Apply for a Social Security Number
After you are hired for a job, you can apply for a Social Security Number (SSN). If you do not yet have a job, you cannot apply for a SSN. Visit this page for information about how to apply for a SSN. Here is a downloadable PDF of instructions, and here is a cover letter template for applying for a Social Security number.
Students can begin working only if they either have, or have applied for, a SSN. If a student can supply a document confirming that they have applied for a SSN, they can begin work. Acceptable forms of confirmation are either a fax confirmation that the student sent materials to the Social Security Administration (SSA) or a letter from the SSA that they have received application materials.
Students cannot be paid until they have supplied their SSN to either the Office of Financial Assistance (undergraduate students) or the Payroll Office (graduate students).
Secure Portals for Submitting Documents
Job Search or Technical Support for Handshake
Email email@example.com for job search questions or technical support. If you would like to make an appointment with a career adviser to discuss job strategies specific to on-campus employment, go to Handshake to make an appointment. Choose Career Center/Appointments/Career Connections Center/On-Campus Job Search.
Timesheet Questions for Undergraduate Students
If you cannot access your timesheet, it is likely that your job is not yet set up in our system.
- If you have previously worked on campus, you should check with your supervisor to ensure that they submitted a hire form for you. If your supervisor submitted a hire form, they should check with the appropriate office on the status of the hire form.
- If you have not yet worked on campus, you should review the section above titled “Students Who Have Not Yet Worked on Campus,” because you need to provide documents before you begin working. If you haven’t provided the documents, provide them as soon as possible. If you have provided them, check with your supervisor to ensure your hire form was submitted. Your supervisor should check with the appropriate office on the status of the hire form.
Instructions for submitting timesheets are here. If you need to submit a late timesheet, fill it out electronically, and let your supervisor know when it is ready for approval. Once reviewed, your supervisor will electronically approve your timesheet. Your supervisor will also need to email the Payroll Office to let them know that there is a late timesheet that needs to be processed. Depending on the timing of the timesheet submission, you may not be paid until the next payroll cycle.
If you cannot access your timesheet, it is likely that you are not onboarded yet. Contact your supervisor to discuss what is needed.
Student Employment Handbook
When you obtain an on-campus position, you must read the Student Employment Handbook.
Please watch this video for job strategies specific to international students. The video discusses what a typical resume looks like in the United States, the importance of tailoring the cover letter, and the process for applying for a Social Security Number.
Most on-campus jobs will not be specifically tagged as work study, so you should apply to any on-campus job that you’re interested in, and if you’re hired, that will be considered a work study job. Our Community Engagement Office posts work-study jobs that are local to the community; those will be specifically tagged as work study.
Students are not guaranteed a job when they are awarded work study, and on-campus jobs are very competitive, so it’s very important that you have your resume reviewed before you apply to any jobs. You can do this by uploading it to Handshake. In addition, it is a good idea for you to mention that you have federal work study in your cover letter so that the hiring manager is aware.
All on-campus student employment positions are listed on Handshake. If you need an employer account created, please email firstname.lastname@example.org and specify which departmental account you would like to be associated with.
When you post a position, please follow these guidelines to expedite approval of your post:
- Ensure you include the number of positions in the job title, for example, “Assistant (1 position).”
- Job Type: On-Campus Student Employment.
- Employment Type: Part time.
- Duration: Temporary (not Permanent).
- Specify start/end dates for the position.
- Ensure the hourly rate is specified. Note that minimum wage is currently $13.50, and will increase to $14.25 on 1/1/22.
- In the job description, include the number of hours.
- If you’re willing to train, include that in the job description!
The hiring department should submit a hire form to the appropriate office as noted below. Students cannot begin working until they are fully onboarded onto payroll. Note that minimum wage is currently $13.50, and will increase to $14.25 on 1/1/22.
Inclusive Hiring Practices for Student Employment
Please watch this 30-minute video, which discusses the importance of inclusive hiring practices for student employment.
Student Employment End Dates
For this academic year, students (undergraduate and graduate) should not work past Sunday, May 22, 2022, which is the day of commencement.
Undergraduate Hire Forms
The hire form for undergraduate students is on SmartBuy Plus. Please note the following:
- Instructions for submitting the student employment request form are here. Please review them in detail!
- The status of the hire form will be updated as a comment within SmartBuy Plus. Please do not email asking for the status of the hire form; look in SmartBuy Plus, and refer to the SmartBuy Plus Instructions linked above.
- It is also helpful to ask the student if they have submitted the necessary documents if they have not yet worked on campus before contacting the Office of Financial Assistance. Please either supply an offer letter or the flyer linked below under “Resources” so the student knows their responsibilities.
The Office of Financial Assistance handles onboarding for undergraduate students. Contact information: FinAid@clarku.edu.
Graduate Student Hire Forms
The hire form for graduate students is here, and the form should be submitted to the Payroll Office on the 4th floor of the Shaich Family Alumni and Student Engagement Center. Contact information: Payroll@clarku.edu.
Offer letter template: If you would like to provide offer letters to students, this document can be edited. This outlines the steps that students need to take to be set up for payroll and submit timesheets. If you do not want to use the offer letter template, please provide this flyer to the student so they will know what they need to do. If the student has already worked on campus, they do not need to do anything unless directly contacted by the Office of Financial Assistance. If the student has not yet worked on campus, they need to provide documentation. The flyer will outline the steps.
Student staff onboarding checklist: Use this inclusive checklist to ensure a smooth start to the student’s on-campus job experience.
Budget template: A budget template that contains the current minimum wage and the increase for 2022 is here.
Supervisor Guide for Student Employment: AY 20-21 Supervisor Guide for Student Employment. Please note: If a student needs to submit a late timesheet, they should fill it out electronically, and let their supervisor know it’s ready to review. Once reviewed, the supervisor should electronically approve your timesheet and email the Payroll Office to let them know that there is a late timesheet that needs to be processed. Depending on the timing of the timesheet submission, the student may not be paid until the next payroll cycle.