Hire a Student
Posting Positions
All on-campus student employment positions are listed on Handshake. If you have an employer account, log into Handshake. Employer accounts do not use single sign-on (SSO). If you need an employer account created, please email oncampusemployment@clarku.edu 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:
- Job Title: 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). You must specify start/end dates for the position.
- Hourly Rate: Ensure the hourly rate is specified. Note that minimum wage is $15.
- Job Description: Include the approximate number of hours per week the job entails. If you’re willing to train, include that in the job description!
- School Year: Please indicate the school years you prefer for the position.
When to Post Jobs
Fall: Mid-July through September
Winter: December through January
Summer: March through June
Hiring Documentation
Students cannot begin working until they are fully onboarded onto payroll. If they begin working before they are onboarded, it is a violation of employment law.
Note that minimum wage is $15, and 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. Email oncampusemployment@clarku.edu to begin the approval process with Financial Services and Human Resources.
The hiring department should submit a hire form via Interview Exchange. Hire forms for newly hired students should be submitted as soon as possible. Avoid submitting hire forms for only a semester unless you are certain that the job will not be for the entire academic year.
International students can work and be paid without a Social Security number for up to 30 days. Review page 8 of our Student Employment Verification Policy for complete information.
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 Dates
For this academic year (2024-2025), students (undergraduate and graduate) cannot work past Monday, May 19, 2025, which is the day of commencement.
Employment for the new academic year (2024-2025) will be August 26, 2024 through May 19, 2025.
Hire forms for fall should be submitted by July 8; hiring forms for summer should be submitted by May 12.
Interview Exchange Hire Forms
Hire forms for all students are through Interview Exchange. Please note the following:
- Please review in detail our instructions for submitting and approving student employment hire forms.
- Need a refresher on creating hire forms? Try our abridged version!
- Need to make edits to a submitted form? Learn how to update your form!
- The hire form will be completed in Interview Exchange as soon as possible. Please do not email asking for the status of the hire form; look in Interview Exchange for the hire form status, and refer to the Interview Exchange 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 Student Employment. Please either supply an offer letter or the flyer linked below under “Resources” so the student knows their responsibilities.
- If you are paying non-union graduate students using bi-weekly salary payments, please familiarize yourself with our guidance on this process.
The Office of Student Employment handles onboarding for all students. Contact information: oncampusemployment@clarku.edu.
One-Time Pay Form
If a student is working one to two consecutive days, a One-Time Pay Form on Interview Exchange can be used instead of a timesheet. Students will still need to be onboarded and paid an hourly wage that meets the state minimum wage ($15). If you need access to the new form, please email oncampusemployment@clarku.edu.
- Please read the instructions for submitting the One-Time Pay Form on Interview Exchange.
- View a recording of the virtual training session.
Resources
Graduate Student Union: The GSAS Graduate Student Union contract can be found here. FAQs are available. If you have any questions about what jobs are covered in the contract, email Julie Bolduc, Director of Student Employment, JBolduc@clarku.edu.
Student staff onboarding checklist: Use this inclusive checklist to ensure a smooth start to the student’s on-campus job experience.
Student Handbook, including the Student Employment Verification Policy (pp. 8-12): The Student Handbook provides comprehensive information about our student employment program, including critical information about timesheets. The Appendix explains the process of hiring students and explains that international students can work and be paid without a SSN on file for up to 30 days after their hire date. The Office of Student Employment contacts students who are in this 30-day window to explain the policy and offer support.
Hired Student Flyer: Sending this flyer along with your offer email will help expedite the onboarding process for your student employees.
Offer letter template: This template should be used to extend an offer of employment to the student. An offer letter is required for international students applying for a social security number. Please be sure the student countersigns the offer letter before they go to the Social Security Administration office. More information on this process is available in the Student Employment Handbook.
Budget template: A budget template that contains the current minimum wage and the increase for 2023 is here.
Supervisor Training: Training is required for all supervisors of student employees. If you haven’t already been contacted by our office, or would like a refresher, please email oncampusemployment@clarku.edu. We hold a half hour training the second Friday of every month over Zoom. 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.
Office of Student Employment
Shaich Family Alumni and Student Engagement Center (ASEC Building)
3rd Floor
939 Main Street
Worcester, MA 01610
1-508-421-2260
The Office of Student Employment is open on weekdays, typically from 9 a.m. to 5 p.m.
Drop-in hours for identity verification are Monday, Wednesday, and Thursday from 3pm to 4pm, or by appointment.