{"id":15,"date":"2025-09-02T16:12:54","date_gmt":"2025-09-02T20:12:54","guid":{"rendered":"https:\/\/www.clarku.edu\/student-employment\/?page_id=15"},"modified":"2025-09-03T14:33:42","modified_gmt":"2025-09-03T18:33:42","slug":"faqs-for-staff-and-faculty","status":"publish","type":"page","link":"https:\/\/www.clarku.edu\/student-employment\/hire-a-student\/faqs-for-staff-and-faculty\/","title":{"rendered":"FAQs for Staff and Faculty"},"content":{"rendered":"\n

Posting Positions\/Handshake<\/h3>\n\n\n\n
If I am rehiring a student from one year to another, do I need to post it on Handshake?<\/summary>\n

If you are rehiring a student, you do not need to post the position on Handshake, but you must submit a hiring form.<\/p>\n<\/details>\n\n\n\n

I need to hire more student staff in my department. What would I need to do to prepare the job description and get it on Handshake?<\/summary>\n

I need to hire more student staff in my department. What would I need to do to prepare the job description and get it on Handshake?<\/p>\n\n\n\n

Please review our\u00a0\u201cHire a Student\u201d page<\/a>. The job description is yours to write! We encourage you to include the approximate number of hours the students will be working per week, if you are willing to train, and general requirements and duties the student(s) would be completing while at work. Anything that may help ensure clarity for potential student employees is great to include (location, desired skills, etc.). Once you submit the position on Handshake, we will review it and approve it or reach out with any concerns.\u00a0\u00a0<\/p>\n\n\n\n

Your department\u2019s past job postings will be in the departmental account. Feel free to duplicate an old post and update it! <\/p>\n<\/details>\n\n\n\n

I submitted a job on Handshake. When will it be live so students can begin applying?<\/summary>\n

All positions\u00a0submitted\u00a0to\u00a0Handshake are reviewed by the Office of Student Employment\u00a0prior to posting.\u00a0Please allow 1-3 business days for us to approve the post.\u00a0This will be extended if we need to reach out to\u00a0you\u00a0for\u00a0additional\u00a0information.\u00a0Be sure to include\u00a0all necessary information<\/a>\u00a0upon submission to help expedite the process!\u00a0<\/p>\n<\/details>\n\n\n\n

I\u2019m hiring for several positions and want to advertise these openings. What is the best way to do that?<\/summary>\n

Generally, the\u00a0posting\u00a0department will do the bulk of the advertising work\u00a0through their own social media accounts,\u00a0email lists, and students.\u00a0Please tag\u00a0@clarku_student_employment<\/a>\u00a0on Instagram and we will help spread the word!\u00a0\u00a0<\/p>\n<\/details>\n\n\n\n

The information on my company profile on Handshake is way out of date. How do I make edits?<\/summary>\n

Your account owner can make edits; if you are unsure who your account owner is, just email oncampusemployment@clarku.edu<\/a> and we will tell you! Handshake has helpful articles<\/a> on this topic too. <\/p>\n<\/details>\n\n\n\n

Hiring Questions<\/h3>\n\n\n\n
I\u2019m hiring a student for a short, project-based assignment (less than 5 business days). How do I hire them?<\/summary>\n

The University allows for payment via\u00a0One-Time Pay forms<\/a>. This allows students to complete short-term work without completing a timesheet.\u00a0Students must still be paid at last the Massachusetts minimum wage of $15 for their work.\u00a0Students must still be\u00a0onboarded<\/a>\u00a0before completing this work to ensure the University remains in compliance with Federal Labor Laws.\u00a0<\/p>\n<\/details>\n\n\n\n

When completing hire forms, what start date and end date should I be using?<\/summary>\n

It is preferred that you hire a student through the entire academic year if you think they will be working for you through the year (first day of classes of Fall semester \u2013 Commencement). It is much easier for us to cancel a job early than to extend one!<\/p>\n<\/details>\n\n\n\n

My student resigned\/was terminated\/is studying aboard this semester and will not be working until the end date I had initially indicated on the hire form. What do I do?<\/summary>\n

My student resigned\/was terminated\/is studying aboard this semester and will not be working until the end date I had initially indicated on the hire form. What do I do?<\/p>\n\n\n\n

Please send an email to oncampusemployment@clarku.edu<\/a> informing us of their last day of employment. This will allow us to update the job record and remove any future timesheets. If this position needs to be filled, please post the job on Handshake and begin the hiring process. <\/p>\n\n\n\n

If the student was terminated, please let oncampusemployment@clarku.edu<\/a> know!<\/p>\n<\/details>\n\n\n\n

Some of my students currently working for me want to return next semester. What do I do to re-hire them?<\/summary>\n

If students currently work for you and they will be returning, please submit an Interview Exchange previously employed hire form. Students who have already worked on campus will not need to complete onboarding again.<\/p>\n<\/details>\n\n\n\n

I hired a student who hasn\u2019t worked on-campus before. How long will it take to get them approved?<\/summary>\n

I hired a student who hasn\u2019t worked on-campus before. How long will it take to get them approved?<\/p>\n\n\n\n

All employees on the University (students, faculty, and staff), must be properly onboarded according to Federal Labor Laws prior to their first day of work for pay. Employees must complete necessary tax documentation as well as complete a United States Citizen and Immigration Services I-9 form that requires in-person identity verification. If a student did not bring proper identification with them to campus, this can cause delays in the onboarding process.<\/a><\/p>\n\n\n\n

Once you have hired a student, we ask that you send them the hired student flyer<\/a> that helps explain the onboarding process. We will also reach out to new hires who need to onboard once we have received a hire form from you.  <\/p>\n<\/details>\n\n\n\n

I recently hired an international student who needs to apply for a social security number (SSN). What steps are required of hiring managers?<\/summary>\n

I recently hired an international student who needs to apply for a social security number (SSN). What steps are required of hiring managers?<\/p>\n\n\n\n

In order for an international student to acquire an SSN, they must receive an offer letter from the hiring department signed by the hiring manager. There is a template listed on our\u00a0Hire a Student page<\/a>. Please be sure the student countersigns the offer letter before going to the Social Security Administration Office.<\/p>\n\n\n\n

Please review the Student Employment Handbook appendix that explains the process of hiring students and explains that international students can work and be paid without an SSN on file for up to 30 days after their hire date.<\/p>\n<\/details>\n\n\n\n

When should I use the External Grant Payroll Authorization Form?<\/summary>\n

Anytime a student\u2019s position is funded by an external grant, please use the External Grant Payroll Authorization Form on Interview Exchange. All external grants start with 23XXX, 24XXX, 25XXX, or 2 followed by a letter.<\/p>\n<\/details>\n\n\n\n

Interview Exchange<\/h3>\n\n\n\n
Will Handshake still be used for job postings?<\/summary>\n

Yes, please post all positions on Handshake; nothing about this part of the process has changed.<\/p>\n<\/details>\n\n\n\n

How do I know if I need to use a budget approver?<\/summary>\n

This varies department by department. Please check in with your supervisor or department administrator to determine if budget approval is required.<\/p>\n<\/details>\n\n\n\n

I\u2019m submitting a hire form for a different department that is not showing up on my Department list. How can I add this org number to my account?<\/summary>\n

Please contact\u00a0oncampusemployment@clarku.edu<\/a>\u00a0to edit your account permissions.<\/p>\n<\/details>\n\n\n\n

How can I get an account to submit an Interview Exchange hire form?<\/summary>\n

Please contact\u00a0oncampusemployment@clarku.edu<\/a>\u00a0to be added to Interview Exchange.<\/p>\n<\/details>\n\n\n\n

How do I delete a hire form?<\/summary>\n

How do I delete a hire form?<\/p>\n\n\n\n

If you have not submitted a hire form for approval, please select the trash can to delete the form.<\/p>\n\n\n\n

If you have submitted a hire form for approval, edit the hire form\u2019s name to include \u201cCLOSED.\u201d Then select \u201cClose Form\u201d on the top right of the forms page and enter your reason for closing the form.<\/p>\n<\/details>\n\n\n\n

For students in the union, where do I indicate the leave report approver?<\/summary>\n

Leave report approvers vary by department. Please contact oncampusemployment@clarku.edu with any questions.<\/p>\n<\/details>\n\n\n\n

How do I know when a student is approved to work?<\/summary>\n

Once a student has been approved to work, the form requestor will receive an email \u201cForm Completed \u2013 Student\u2019s Name \u2013 Position Name.\u201d The hire form will also move to the \u201cCompleted Forms\u201d box on your Interview Exchange dashboard.<\/p>\n<\/details>\n\n\n\n

I\u2019m hiring several students with identical job information. Is there a way to copy hire forms?<\/summary>\n

Yes! Please check out page 17 of our Interview Exchange Hire Form instructions.<\/p>\n<\/details>\n\n\n\n

How do I edit a hire form that I have submitted?<\/summary>\n

From the forms page, hit the \u201cActions\u201d button on the right side and select \u201cMark as Incomplete.\u201d Hit the \u201cActions\u201d button again and select \u201cRepublish.\u201d From there, you should be able to edit and resubmit the form. We have instructions available on making edits\u00a0here<\/a>!<\/p>\n<\/details>\n\n\n\n

What\u2019s the difference between a \u201cpreviously employed\u201d and \u201cnew\u201d hire form?<\/summary>\n

What\u2019s the difference between a \u201cpreviously employed\u201d and \u201cnew\u201d hire form?<\/p>\n\n\n\n

If a student has worked at Clark University before (with you or in another position) and has completed the required onboarding paperwork, they are a \u201cpreviously employed\u201d student.<\/p>\n\n\n\n

If a student has never worked on campus and needs to complete onboarding with the Office of Student Employment, please submit a \u201cnew\u201d hire form.<\/p>\n\n\n\n

Please contact oncampusemployment@clarku.edu<\/a> if you need assistance determining if your new hire has worked on campus before!<\/p>\n<\/details>\n\n\n\n

Policies<\/h3>\n\n\n\n
What is the Massachusetts minimum wage?<\/summary>\n

All student employees must be paid at least the Massachusetts minimum wage<\/a> of $15 an hour, effective January 1, 2023.<\/p>\n<\/details>\n\n\n\n

How many hours per week can students work?<\/summary>\n

During the semester, U.S. students can work up to 25 hours per week; international students can work up to 20 hours per week. Starting the first full week after exams end and through the final full week before classes start, students can work up to 40 hours per week (inclusive of all positions on campus).<\/p>\n<\/details>\n\n\n\n

When is the last day students can work?<\/summary>\n

The day of commencement is the last day that undergraduate and graduate students can work. After that, summer employment begins. This year, commencement is May 19, 2025 (or December 30, 2024 for Fall graduates).<\/p>\n<\/details>\n\n\n\n

Can students work remotely?<\/summary>\n

Remote work is allowed only within the state of Massachusetts. If you would like to hire a student to work remotely outside of Massachusetts during the summer break, you will need approval before doing so. Remote work is never allowed outside of the United States.<\/p>\n\n\n\n

Email oncampusemployment@clarku.edu<\/a> to begin the approval process with Financial Services and Human Resources.<\/p>\n<\/details>\n\n\n\n

What is the pay rate for graduate students?<\/summary>\n

The rate for non-union students is more about how specialized the work is and how much training is needed rather than which school year the student is. If the job requires a lot of training and\/or experience, the rate is usually $16\/$17 per hour.<\/p>\n<\/details>\n\n\n\n

What do I need to know about federal work study (FWS)?<\/summary>\n

Federal work study is given to some students in their financial aid package, and it is money they can earn if they find a job (as opposed to money that is applied to their bill). Whether a student has FWS does not impact your student wage budget. We ask that hiring managers give priority to students with FWS so that Clark can meet obligations to the federal government for the work study program.<\/p>\n<\/details>\n","protected":false},"excerpt":{"rendered":"

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