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UNT University of North Texas

UNT Reference Manual for Supervisors of Student Employees

The University of North Texas Career Center office was created to provide lifetime employment services to students. We begin by assisting students with identifying and securing part-time employment. The Career Center maintains an extensive listing of on and off-campus job opportunities. It also offers special support services for employers and students. Career Advisors are assigned to each school and college and work one-on-one with students providing the needed guidance. Students are encouraged to continue their utilization of the Career Center lifetime services, as the Career Center offers its services to alumni of UNT. The Career Center offers programming designed to enhance the student's working/career future. Also, the Career Center offers full time degreed job postings and on-campus interviews.

Special Services & Programs

Jobs Offered Through the Career Center

The Career Center makes available to students three types of jobs: 1) College Work Study; 2) Regular Hourly; 3) Off-campus. The first two categories of jobs, College Work Study and Regular Hourly, are oftentimes grouped together and referred to as on-campus jobs. The definitions given below should help explain the differences between the three types of jobs.

On-Campus Jobs

College Work Study jobs are those that are partially funded by the state or federal government. A department is reimbursed 70% of the total wages paid to a College Work Study student employee.

To be awarded College Work Study, a student must apply for financial aid, at the Student Financial Aid and Scholarship office, and indicate his/her preference for College Work Study on the Financial Aid form. College Work Study is a type of aid and is awarded based on need. Because College Work Study is a "need-based" aid, the student is awarded a maximum amount of money to earn. The employing department must carefully monitor each student's earnings to make sure the student does not earn over the awarded amount. All over earnings will be charged back to the department at 100%.

Before a College Work Study job is posted in SECS, a Participation Agreement must be on file in the Student Financial Aid and Scholarship office. Financial Aid can offer more information about this.

Regular Hourly jobs are those that are funded 100% by the employing department at the University of North Texas. Money in "Salaries and Wages - Non-Contract" lines of departmental budgets are used for paying the wages of Regular Hourly student employees.

Off-Campus Jobs

In addition to on-campus job opportunities for students, off-campus employers post job vacancies with the Career Center. Positions from Denton, Lewisville, and the Dallas/Fort Worth metroplex are posted. Off-campus employers must agree to pay at least minimum wage and are also screened for compliance with EEO regulations.

Student Employee Positions

Student employee positions* refer to positions at the University which:

  1. Are filled by students who are enrolled on a continuing basis, or who are between regular terms of enrollment at UNT.
  2. Are in nature both temporary (filled on the basis of departmental need on a semester basis), and part-time (involving an average of no more than 30 hours per week employment).
  3. Are paid from funds other than instructional, and paid on an hourly basis.
  4. Do not include fringe benefits such as sick leave, vacation leave, holiday pay, group insurance, or retirement benefits.
  5. Do not include the following positions which are posted and recruited through the employing department:
    • Graduate Student Teaching Fellowships
    • Teaching Assistantships
    • Teaching Clinicians
    • Student Research Assistants (UNT Policy Manual 1.3.4.2)
    • Student Academic Assistants (UNT Policy Manual 1.3.4.3)

Or positions posted and recruited through Human Resources:

* This information is taken directly from UNT Policy 1.3.5 (Rev 8/92).

Maximum Hours of Employment

Maximum Hours Fall/Spring

A student employee who is Regular Hourly may work no more than 30 hours per week during times of regular enrollment. In case of a departmental emergency, a student employee may be permitted to work more than 30 hours per week. For this to occur, the employing department must seek permission from SECS. The hours beyond 30 per week must be on a temporary basis only.

During Fall/Spring semesters, non-resident alien students on F-1 visas are limited to 20 hours per week due to immigration guidelines. Non-resident alien students who work more than 20 hours per week will be in danger of violating their visa status. If a non-resident alien student is enrolled in classes during the summer, they are limited to 20 hours per week. They are allowed to work 40 hours per week in the summer if not enrolled in classes.

Maximum Hours Summer/Breaks

Between periods of regular enrollment (semester breaks or during the summer months), both US citizens and non-enrolled non-resident aliens may work up to 40 hours per week. Non-resident aliens who are enrolled in summer classes may work up to 20 hours per week.

College Work Study

Financial Aid suggests that College Work Study students not work more hours than are calculated to earn the limits of their awards. College Work Study awards are based on a 20 hour work week. All College Work Study students must be authorized for a parallel Regular Hourly position, to ensure that payments can be made if the work study award is depleted.

Nondiscrimination/Equal Employment Opportunity and Affirmative Action

UNT Policy on Nondiscrimination*

It is the policy of the University of North Texas not to discriminate on the basis of race, color, religion, sex, age, national origin, disability, disabled veteran status, or Veterans of the Vietnam Era status, in its education programs, activities, admission, or employment policies. In addition to complying with federal and state equal opportunity laws and regulations, the university through its Diversity Policy declares harassment based on individual differences (including sexual orientation) inconsistent with its mission and educational goals. Direct questions or concerns to the office of Equity and Diversity, (940) 565-2456.  TDD access: (800) 735-2989.

UNT Policy on Equal Opportunity and Affirmative Action*

In regard to employment, it is the policy of the University to insure equal employment opportunity to all individuals. This means first of all that the University will seek to insure by all means at its disposal that all prohibited discriminatory conditions in employment are eliminated, and that employment policies do not operate to the detriment of any person on the grounds of race, color, religion, sex, age, national origin, disability, Vietnam Era veteran or disabled veteran status. The University will also insure that the practices of those responsible in matters of employment, including all supervisors, are nondiscriminatory. Beyond this it means that the University will take affirmative action to recruit, employ and promote qualified members of specific categories so designated by law and the University. This policy is extended uniformly to the employment of all individuals.

Career Center Policies

No student is to be committed employment unless they have been properly referred to the position and the position is posted with the Career Center.

All positions must be posted for three working days or until five referrals have been received.

* Taken from UNT Policy Manual, policy 1.3.7 (Rev. 8/95).

Checklist for Hiring a Student Employee

  1. Complete a Job Posting Online

    The Job Posting is used to request new Regular Hourly and new College Work Study students for hourly student employment. We post all of the positions on the Eagle Network. Contact the Career Center for online training and username and password at careercenter@unt.edu.

    • Outline your job request as specifically as possible (i.e. job duties, job requirements, specific work hours/days, any other special requirements, etc.). BE SPECIFIC.
    • Specify whether the position is Regular Hourly or College Work Study.
    • Specify if the position is security sensitive. (Security sensitive positions involve working in EIS, working with confidential files, with money, etc.) PLEASE NOTE: If this position will require a Criminal History Report, a charge of $1.00 per report will be required. An IDO should be returned to the Career Center office.
    • Post the information online and make sure to preview the posting.
    • The Career Center will assign a random Career Center Requisition Number (formerly called a Job Code) to identify the position. If it is a Regular Hourly position, it will get posted automatically by us. If it is a College Work Study position, it will get sent to Financial Aid for Approval.
  2. Status of Position (approved or not)
    • Go on the website and if the position does not say "closed," then it is active to students.
  3. Accept all applications and resumes then begin interviewing
    • When a student is interested in applying for a position, they are instructed to apply online. They will submit an application and resume. They are required to apply online to be considered for the position, but if you would like for them to call you, come by or email you, they can do so, in addition to applying online.
    • If your position is College Work Study verify the student's award by checking College Work Study information submitted by the student. A student can get their award information from the "My UNT" website.
    • Retain the student's application, resume, and proof of College Work Study for your departmental records for two years.
  4. Complete Employment Confirmation/Compliance Review Form
    • This form is to be completed after you hired someone. This form is online in the Eagle Network, under Placement Tracking.
    • In compliance with EEOC and Affirmative Action guidelines, the Employment Confirmation/Compliance Review form must be completed and submitted to the Career Center immediately after all hiring has been completed.
    • Make sure to fill out all of the information.
    • You are only required to submit the names and dates of the students interviewed once for a position, but make sure to fill out a separate form for everyone who was hired. Make sure to keep this information for two years.
    • If hiring did not take place, please email the Career Center email at careercenter@unt.edu, indicating that "No One Was Hired for the position," department name, position title and Career Center Requisition Number.
    • The Employment Confirmation/Compliance Review form must be completed and submitted to the Career Center after the position has been closed in order to re-list the position in the future. Also, it must be completed and submitted before a criminal history request of a hired student employee can be submitted to the Department of Public Safety.
  5. Put position on hold/close the position
    • If you have received several applications and need time to interview, place your position on temporary hold (for up to two weeks) to stop the application process. During that time, positions can be either re-opened or closed.
    • As soon as a hiring decision has been made, the Career Center must be contacted. Position(s) will then be closed and the application process stopped. The Employment Confirmation/Compliance Review Form should then be filled out.
  6. Authorize students(s) for payroll on a HRM-8 form.
    • This form can be obtained online from Human Resources. (form (doc), instructions (pdf))
    • On the HRM-8, be sure to list a Career Center Requisition Number (HR-#### or CW-####) for all students authorized for payroll (check on the Eagle Network for the exact Career Center Requisition Number) (formerly called a job code).
    • Job Code (formerly called BI Codes) numbers for hourly student employees are listed on the second sheet of the HRM-8.
    • All HRM-8 forms authorizing College Work Study students (Texas or Federal) must be signed by the Student Financial Aid and Scholarship office before they can be forwarded to Human Resources for processing.
    • The Career Center does not need to sign the HRM-8.
    • Each student hired must complete an Employee Biographical Data form (HRM-1A), a W-4, and an I-9. These forms can be obtained from the Human Resources website (under "forms") and must be returned to Human Resources. Be sure to keep a copy for your records.

Semi-monthly Payroll Procedures

The Hourly Employee Time Card form (UPO-23) is used to keep an accurate account of the hours worked and the amount to be paid. A new time card must be filled out for each semi-monthly pay period.

The Departmental Time Keeper will submit the payroll information to Payroll through the EIS system.

Rehiring a Student Employee

In order to rehire a student employee, the employee must meet all of the following qualifications:

If these requirements are met, the student does not need to go through the referral process in the Career Center. A HRM-8 should be submitted to Human Resources.

Switching the Position From...

Regular Hourly to College Work Study

If a student employee working within the department in a Regular Hourly position is awarded College Work Study, the department can take advantage of that award. The College Work Study position does not have to be posted within the Career Center, but the following steps must be completed for federal auditing purposes:

  1. Fill out a Do Not Post form for a College Work Study position. You may receive the form electronically by contacting the Career Center.
  2. On the bottom of the form, check the box that states "Changing to a College Work Position".
  3. Once you are done completing the form, send it electronically back to the Career Center. We will review it and send it over electronically to Financial Aid for approval.
  4. Once we get it back from Financial Aid, the Career Center will notify the department.

College Work Study to Regular Hourly

If a student has used up all of his/her College Work Study award, the employing department can choose to switch the student to Regular Hourly. Before this decision is made, the supervisor must make sure there is money in the departmental budget to pay 100% of the student's wages. To switch a student from College Work Study to Regular Hourly the following steps must be taken:

  1. Authorize a student for payroll on the HRM-8 with two job code numbers, one for College Work Study and one for Regular Hourly. You will have a job code number beginning with "CW" in which the student was hired under. Set up another line using the same number, but substitute "K" for "CW". When the work study award runs out you will already have a line on the Semi-Monthly Payroll sheet to enter Regular Hourly payment.
  2. If the student was not initially set up with two job code numbers, fill out a new HRM-8 using the same number and substitute "K" for "CW". Send the HRM-8 to Human Resources.

Classification and Pay Levels

No student employee may be paid less than minimum wage, $5.85; July 24, 2008 - $6.55; July 24, 2009 - $7.25). Pay rates above $15.00 per hour require written justification to the Career Center. When establishing a new position, contact the Career Center for help with the classification and assignment of pay for the student employee position.

Beginning Pay Rates

Student employees are normally hired at the minimum of the hiring range for their classification assignment; however, within budget limitations a student with exceptional qualifications (experience, education, and/or training) may be hired at a rate above the minimum but not to exceed the top of the hiring range. Exceptions and changes to the hiring range for any student employee position requires prior approval from the Career Center, and may require re-posting of the position to give all potential applicants notice of the change in the hiring range.

Pay Increases

Generally, student employees are not automatically eligible for mandatory pay increases. Within budget limitations, departments may recommend incremental increases for student employees ranging from a minimum of $0.10 to a maximum of $0.25 per hour per semester. Raises should be based on performance that is above average. Pay increases other than increments within the range cited above must be approved in advance by the Career Center.

Fringe Benefits

Student employees are not eligible for fringe benefits such as vacation, sick leave or unemployment compensation. They are not eligible to receive pay bonuses. They are eligible to be paid for the work they have completed within the pay period. They are eligible for worker's compensation and social security benefits.

All students are eligible to purchase a student health insurance policy sponsored by Student Development. For more information contact go to studentresources.com.

At the supervisor's discretion, and as space is available, student employees are eligible to participate in training programs offered through Human Resources.

Student employees are eligible to participate in or be nominated to acknowledgment/recognition programs, such as Outstanding Student Employee (awards given Fall and Spring), Soaring Eagles. They may also make suggestions to the TIP$ Program. Please note that students who are nominated and received an Outstanding Student Employee Award receive a monetary prize. This monetary award is not considered a bonus as it is an award that is given to participants in a contest situation where they compete to win.

Supervisor's Responsibility

It is the supervisor's responsibility to explain to the student his/her expectations of employment, including a description of duties, the hours of work, the rate of pay, pay period, performance expectations, and departmental policies. A written presentation of this material avoids misunderstandings. Each employer should be sure to discuss the following areas:

Hours of Work

The supervisor, in conference with the student, sets the work schedule. The student is responsible for meeting that schedule each work day, and is expected to be at the assigned work area and ready to go to work at the time prescribed.

The student's work schedule should provide for a 60 minute work hour with a minimum of two-hour shifts. Luncheon breaks, or other breaks of more than fifteen minutes, should be scheduled on the student's time.

Breaks

Student employees who are scheduled to work four hours may normally receive one fifteen minute rest period. This work break is to be authorized by the supervisor so that work may be continued effectively.

Lunch

Student employees who work more than a four hour shift may be entitled to a maximum of one hour for a lunch period, depending on their assigned work schedule. Lunch periods are to be scheduled by the supervisor so that work may be continued effectively.

Absences/Tardiness

Each student employee must observe the regular work schedule for his/her work location. Any individual who is consistently late, or who does not return from rest or lunch periods promptly, should receive performance counseling.

The student employee is expected to notify the immediate supervisor before the prescribed work time if he/she will be either late for work or absent. If an absence is due to illness or to a death in the family, the student employee must specify the expected date of return to work.

Performance Expectations

Supervisors should communicate any other significant employment expectations up front. The following are examples:

Student Employee Complaints

Student employees should be made to feel that they can always go to their supervisor with work related problems. The first step for a student employee with a complaint must be the immediate supervisor. If student employees feel that they cannot discuss a matter with their immediate supervisor, student employees should take their concerns to his/her supervisor.

The Career Center is another resource for student employees with complaints. The Student Employment Coordinator will talk with the student and give him/her University policy information concerning formal complaints. At that time the student employee will need to follow the procedures described in policy 1.7.2, 1.7.2.1, and/or 1.7.5.

In cases where the Student Employment Coordinator believes that discrimination and/or unfair treatment has occurred, the student will be advised to contact the Office of Equity and Diversity for further investigation.

Resignation of Student Employees

The student employee who must resign for personal reasons is expected to give at least one week's notice, and to present a written notice of termination to the supervisor.

A student employee may be considered as having resigned for the following actions:

Dismissal of Student Employees

Student employees are employed at the will of the department and may be dismissed at any time provided the reason is not illegal or discriminatory.

The Career Center asks that before dismissal takes place, there is extensive coaching and performance counseling with the student. Working with the student to build skills, and teaching work ethics (i.e. dependability, honesty, professionalism) is the responsibility of the supervisor.

If a student employee is dismissed, you may send documentation to the Career Center of the dismissal. You must complete an Hourly Termination Form on all student employees after they received their last paycheck.

Employment Waiver Guidelines

A teaching fellow, teaching assistant, or research assistant paying out-of-state tuition may apply for an employment waiver in order to pay in-state tuition. Determination for establishing eligibility of a student are as follows:

Definition of Half-time Employment

Teaching Fellow - 2 classes
Teaching Assistant - assist 2 classes or employed 20 hours a week
Research Assistant - employed 20 hours a week

It is the responsibility of the department to understand the State statute governing the employment waiver and to ensure its proper use. By signing an employment waiver the department is attesting that the information provided is true and correct and that all conditions of the statute have been met.

Employment waivers are handled through the Student Accounting and University Cashiering Services. Please contact the Student Accounting and University Cashiering Services in the event of a termination or resignation of an employee using an employment waiver.

More Information

College Work Study Reference Manual is available from Student Financial Aid and Scholarships - College Work Study office (x3918).

C.A.S.A. (Creating a Service Attitude) training - Career Center (x2105).

Working with international students - International Student and Scholar office (x2195).

Questions concerning employment situations - Student Employment (x2105).

Questions concerning HRM-8's - Human Resources (x4245).

Questions concerning equal employment - Office of Equity and Diversity (x2456).

Questions about campus training - Human Resources (x4246).

Questions regarding disabilities - Disability Accommodation (x4323).

Resources