This page will take you through the step-by-step process to hire student employees. Below you will find timelines, links, templates, suggested guidelines and resources for:
- Obtaining necessary approvals
- Developing position descriptions
- Recruiting applicants
- Reviewing and selecting candidates
- Conduct checks
- Officially hiring your student employee
For questions regarding WashU HR policies for hiring students, please contact your division’s HR partner.
Developing a Student Employee Position Description
- Job descriptions are a department’s first opportunity to set expectations and communicate what students can learn in a role.
- Supervisors are invited to reference this Student Employee Job Description Guide and Template. Includes sections common to most job descriptions as well as unique sections, instructions, and suggestions that are specific to the student employee role and will provide clarity for student applicants. Specifically, this template is aligned with: Federal Work-Study regulations; the National Association of Colleges and Employers’ Career Readiness Competencies; WashU’s Handshake job posting platform; and details of the student employment experience that may be different from post-graduation professional jobs.
Recruitment
- On-Campus Student Employment recruitment starts with Handshake – the only university-wide jobs database visible to all students. View detailed Handshake Instructions.
- All schools and campus departments are welcome at the annual On-Campus Student Employment Fair in August, regardless of when your recruitment cycle begins.
- Schools and departments who employ 15 or more students annually for recurring roles can be featured on the Large On-Campus Employers page. Submit your department’s student positions to be featured.
Candidate Selection
- Use this Interview Guide with tips and sample questions to learn more about best practices for student employee interviews.
- If you require a conduct check for final candidates, please review the Conduct Checks section below.
- How supervisors communicate with applicants, both those selected for hire and those not selected, sets the tone and expectations for the student’s experience with on-campus employment. Supervisors are invited to reference these Offer and Decline Letters Guide and Templates.
Conduct Checks
Conduct checks are not required for all on-campus student positions. It is up to the hiring department to decide if it is necessary to request a conduct check. Please be aware that all student conduct incidents, are considered to be part of the students’ conduct record with the university and may be shared with WashU departments or offices in accordance with FERPA. It is recommended that departments thoughtfully consider the responsibilities and duties of the student position, and what types and levels of violations (if any) should be considered when making hiring decisions. For more information on the University reporting policy, please visit: https://studentconduct.washu.edu/policy/reporting-policy/
To request a conduct check, email OSCCS. OSCCS will provide a Qualtrics form to complete. In this form, you will need to provide the students’ first and last name and WashU ID. You will also need to explain the purpose of the request and include what types of violations you are requesting information for. Please note that, in accordance with FERPA, you should obtain consent from the student before making your request.
Conduct checks typically take 2 weeks to fulfill once received. To keep your hiring timeline on track it is recommended that you request a check as soon as you know you may want to move forward with hiring a given student. Remember that student informed consent is required under FERPA, so it is recommended that you indicate in the position description and during the application and/or interview process that a conduct check is required. The Student Employee Job Description Guide and Template includes a section to indicate your conduct check requirement. If you use an application form for your student positions, you can include this attestation: “By checking this box/submitting this application, I am giving my permission for [this Office] to request my student conduct records from the Office of Student Conduct and Community Standards.”
If a student’s record does show a violation but you feel that the type or level of the violation does not conflict with the student’s ability to successfully complete the responsibilities and duties of the role, you may choose to move forward with hiring. If you have questions about a student’s conduct record, including level of severity, you are encouraged to reach out to OSCCS for additional information.
More Resources Coming Soon!
This is a new and growing website. Have a question that you think could be answered here or an idea for a resource? Let us know!