FAQs for Staff and Faculty

If you are rehiring a student, you do not need to post the position on Handshake, but you must submit a hiring form.

Please review our “Hire a Student” page. 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.  

Your department’s past job postings will be in the departmental account. Feel free to duplicate an old post and update it! 

All positions submitted to Handshake are reviewed by the Office of Student Employment prior to posting. Please allow 1-3 business days for us to approve the post. This will be extended if we need to reach out to you for additional information. Be sure to include all necessary information upon submission to help expedite the process! 

Generally, the posting department will do the bulk of the advertising work through their own social media accounts, email lists, and students. Please tag @clarku_student_employment on Instagram and we will help spread the word!  

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

The University allows for payment via One-Time Pay forms. This allows students to complete short-term work without completing a timesheet. Students must still be paid at last the Massachusetts minimum wage of $15 for their work. Students must still be onboarded before completing this work to ensure the University remains in compliance with Federal Labor Laws. 

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 – Commencement). It is much easier for us to cancel a job early than to extend one! 

Please send an email to oncampusemployment@clarku.edu 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. 

If the student was terminated, please let oncampusemployment@clarku.edu know!

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. 

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.

Once you have hired a student, we ask that you send them the hired student flyer 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.  

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 Hire a Student page. Please be sure the student countersigns the offer letter before going to the Social Security Administration Office.

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.

Anytime a student’s 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.

Yes, please post all positions on Handshake; nothing about this part of the process has changed.

This varies department by department. Please check in with your supervisor or department administrator to determine if budget approval is required.

Please contact oncampusemployment@clarku.edu to edit your account permissions.

Please contact oncampusemployment@clarku.edu to be added to Interview Exchange.

If you have not submitted a hire form for approval, please select the trash can to delete the form.

If you have submitted a hire form for approval, edit the hire form’s name to include “CLOSED.” Then select “Close Form” on the top right of the forms page and enter your reason for closing the form.

Leave report approvers vary by department. Please contact oncampusemployment@clarku.edu with any questions.

Once a student has been approved to work, the form requestor will receive an email “Form Completed – Student’s Name – Position Name.” The hire form will also move to the “Completed  Forms” box on your Interview Exchange dashboard.

Yes! Please check out page 17 of our Interview Exchange Hire Form instructions.

From the forms page, hit the “Actions” button on the right side and select “Mark as Incomplete.” Hit the “Actions” button again and select “Republish.” From there, you should be able to edit and resubmit the form. We have instructions available on making edits here!

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 “previously employed” student.

If a student has never worked on campus and needs to complete onboarding with the Office of Student Employment, please submit a “new” hire form.

Please contact oncampusemployment@clarku.edu if you need assistance determining if your new hire has worked on campus before!

All student employees must be paid at least the Massachusetts minimum wage of $15 an hour, effective January 1, 2023.

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).  

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).

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.

Email oncampusemployment@clarku.edu to begin the approval process with Financial Services and Human Resources.

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. 

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.