Contacts for Hiring Undergraduate Students

RSENR Helpdesk Aiken 314  - Aiken Center, Rubenstein Ecosystem Sciences Lab, and Spear Street.
Theresa Debarge - Vermont Cooperative Fish and Wildlife Research Unit
​Bailey Rowland - CIAT Program
Kathleen Wells - Environmental Program 

Two Types of Undergraduate Student Jobs

  • Student Employment using supervisor funding.
    • Student employment jobs require a departmental budget to cover the wage expense. Request a payroll combo code by providing a chart string to your primary RSENR business support staff. This code will be needed when creating or updating a job on the jobs board. Note summer employment requires a separate job on the jobs board and a different combo code that is just for the summer term. Fringe benefit rate applies for the summer term.
  • Federal Work Study using financial aid funds.
    • See information below and/or Anna Smiles-Becker in the Rubenstein School Student Services Office with questions and set up information.  

Helpful Resources

How to Hire an Undergraduate Student

Registering for an Account on the UVM Jobs Board (JobX)

If you are a new supervisor, you will need to register for an account on JobX.  This allows you to post both federal work study positions and student employment positions.

  1. Go to the Student Employment Office website. 

  2. Click on Step 1 and follow instructions.  

  3. Complete registration form on the Jobs Board known as JobX. For the RSENR Departmental Overage Combo Code use 000229875 (this code is for RSENR students ONLY – if you are using these instructions from  a non-RSENR unit, you will have your own departmental combo code – DO NOT USE THIS ONE PLEASE).

  4. Review Supervisor Agreement, select Yes in the drop down and submit. 

  5. Once your request to become a supervisor is approved by SEO, you will receive an email notification.  This process usually takes one day.

  6. Once approved, proceed to creating a new job.

CREATING A NEW JOB

​Federal Work Study

  1. Log on to JobX (jobs board).
  2. Click "Add a New Job".
  3. Choose a Job Type: Federal Work Study
  4. Select a Job Category.  This is where the combo code will be assigned. 
  5. Enter number of openings. Select Hours per Week.  For weekly schedule you can leave this blank if you have no required time slots.
  6. Enter a job description, job requirements, qualifications, and desirable skills.
  7. Select a Career Competency and then select a Professional Track status.
  8. Enter a Job Title. 
  9. Complete remaining fields.  For academic year jobs the end date cannot go past the school year. Secondary Contact can be left blank.
  10. Note, if the student works more hours than their award permits, you will need to provide an alernate budget to cover the wage expense.

Student Employment

  1. Log on to JobX (jobs board).
  2. Click "Add a New Job".
  3. Choose a Job Type: Student Employment
  4. Select a Job Field.Enter a Job Title. If creating a job for the summer term, please use the word "SUMMER" in the Title.
  5. Enter a job description, job requirements, qualifications, and desirable skills. Select a Career Competency and then select a Professional Track status.
  6. Enter number of openings. Select Hours per Week.  For weekly schedule you can leave this blank if you have no required time slots.
  7. Enter the Student Employment  Combo Code, which you can obtain from your business support personnel.  This code is different than the overage code. The code is specific to the budget you are using to cover wages and if applicable fringe.
    •   Please note summer payroll combo codes are different than academic year codes.
  8. Complete remaining fields.  For academic year jobs the end date cannot go past the school year. Secondary Contact can be left blank.
Once jobs are submitted, SEO office will review and approve if all requirements are met. This can take up to 2 business days.
 

HIRING AN UNDERGRAD STUDENT

Supervisor must have job already approved on JobX.   

To hire a specfic student:

  1. Log on to JobX . 
  2. Find the job and look for ACTIONS to the far right.  The hiring icon is person with a plus sign.  Complete all fields to submit a request to hire. You will need the student(s) netid when submitting the request.  The netid can be determined by using the UVM directory.
  3. The SEO Office will approve the request and send an automated email to you and the student(s) notifying that the hire request has been approved.

Verify I-9 Status:

Once you have the approval email on the hire request, verify the student has a valid I-9 on file by running the Supervisor I-9 Report.

Student employees who do not have an I-9 on file MUST either visit HR in Waterman Room 228 or the Rubenstein School Business Service Center in Aiken 304.  It is important they complete an I-9 before they start work! 

They should bring with them:
1. The notification email from Student.Employment@uvm.edu that they have been hired. 
2.  Valid identification.

Direct Deposit:

Students MUST sign up for Direct Deposit for paychecks. This is done through Human Resource module of PeopleSoft.  The first paycheck is a paper paycheck  that can be picked up at the Payroll office in Waterman-Room 237.  They must bring valid id to pick up a check.  Students are paid bi-weekly, every other Friday.

Time Reporting:

Time worked must be submitted in the Human Resource module of PeopleSoft using the combo code you submitted when the job was created.  It is recommended students submit time by the end of each week. Reference Mini manual to submit time.   

Supervisors must approve time submitted.  Deadline to submitt is usually every other Monday by noon.  Reference Mini manual on how to approve submitted.