PLEASE READ THE INSTRUCTIONS BEFORE COMPLETING THE FORM!!!!!!
Please ensure you are choosing the student's ACTUAL start date. This is important for I-9 and Department of Labor Compliance. Changing the start date once it's entered requires a new job to be entered.
To hire a student into a student hourly or work-study position, gather the information detailed below and select the Submit a Request button to complete the hiring form. Employees cannot begin work until the hiring process is complete; HR will send a confirmation email to the Supervisor and the Requestor to confirm completion. You can also view and follow student hire requests you've submitted to get a status update.
USNH policy requires that any new employee (including student hourly employees) cannot start work before they are fully onboarded; they must complete all new employee paperwork (including I-9 forms), and then be properly onboarded into payroll, HR, IT, and Finance systems before beginning any job at USNH so their time worked can be tracked and reported in accordance with the law. They must be timely paid for all hours worked, starting from their first day of work. In addition, employees who hire new staff must ensure that their paperwork is expeditiously routed to the appropriate department for processing.
If you are hiring international students please contact The Office of International Students and Scholars (OISS) at OISS@unh.edu.
If the information provided on the request form is correct, the process will take approximately 3 business days for Rehires (with no background check) and 7-15 business days for New Hires (the extra time for processing new hires is dependent upon how quickly the new Employee completes their hiring paperwork and completion of the background check process).
This service is only available at GSC, KSC, and UNH, for hiring of Student Hourly and Work Study Student Employees.
- PSU Supervisors/Hiring Managers: Please visit the PSU Human Resources SharePoint Site for more information on PSU Student Hiring.
To view a video on how to complete this form, click HERE.
Work Study Term Dates:
University of New Hampshire:
- Academic Year 23/24 - 8/28/2023 to 5/15/2024
- Summer 2024 - 5/16/24 to 8/25/24
- Academic Year 24/25 - 8/26/24 to 5/17/25
University of New Hampshire - School of Law
- Academic Year 23/24 - 8/21/2023 to 5/10/2024
- Summer 2024 - 5/11/24 to 8/25/24
- Academic Year 24/25 - 8/26/24 to 5/17/25
Keene State College
- Academic Year 23/24 - 8/16/2023 to 5/6/2024
- No Summer Aid
- Academic Year 24/25 - 8/16/24 to 5/11/25
To complete this form the following information is needed:
*It is the responsibility of the Hiring Manager to gather ALL of the necessary information for the hiring form BEFORE submitting a request.
From the new student Employee:
- Have they worked within the University System in the last 3 years?
- If Yes, on the question Student Hire Type, choose Rehire
- If No, on the question Student Hire Type, choose New Hire
- If uncertain, choose New Hire
- Is Work Study Funding Available for this student Employee? (the student Employee can look this up in WebCat/MyKSC)
- If Yes, choose Yes on the question Is the new position a Work-Study Position?
- If No, choose No on the question Is the new position a Work-Study Position?
- Student's User Name
- This is the username they use to login to Canvas, campus email, etc.
- The username is entered in the form to search for the student Employee. This ensures the right person is selected for hire (there is frequently more than one person with the same name, but no one shares a username).
- Picking the right person from the list provides HR with assurance of hiring the correct person, and automatically provides HR with necessary information such as their USNH ID (9#) and campus email.
- Student campus email
- This is used to help validate you picked the correct student Employee from the list. This campus email will be used by HR to contact the employee for the completion of necessary hiring paperwork.
- Full Name
- This is used to help validate you picked the correct student Employee from the list.
- Discuss hourly rate and hours per pay period with student Employee
- Advise the employee that HR will contact them at their campus email to complete their hiring paperwork electronically. They should complete this paperwork as soon as possible as failing to do so will delay hiring (and delay their start date).
- If they are a New Hire, they will also need to show identity verification documents at the location below:
- UNH:
- For US Citizens: visit the HR Office at either Nesmith Hall or 2 Leavitt Lane.
- For those who require a Visa: visit Office of International Students and Scholars, Conant Hall.
- KSC:
- For US Citizens & International Students: Visit the HR Office located in the Fiske Annex on Winchester Street. Open M-F 8am-5pm
The Hiring Manager should provide the following:
- Campus Building
- Hourly Rate (confer with Finance Dept. as needed)
- Position Number - if unknown, contact your Finance Department (see below for contacts).
- Kronos Position Title- This should be specific to the job - it will be seen by the student when recording time and helps them pick the correct job when they have more than one.
Grant-funded positions should follow the following format:
For students:
(PI Last name - first six digits) - grant or fund - Project Short Title)
Example:
Kovach 147967 GECO
- Timesheet Org - if unknown, contact your Finance Department (see below for contacts).
- Timesheet Org is the department that the person is working for. It is very often the same as the Org in the FOAPAL you are charging for the labor. [An example of a situation where the Timesheet Org might be different than the Org charged, is if the Supervisor is in a different Org. For instance, a head baseball coach is paid from the Baseball Fund/Org but their supervisor is the head of the Athletic Department so their Timesheet Org is the Athletic Department’s Org.]
- Fund Org Account (may be split) - if unknown, contact your Finance Department when hiring with institutional funds or your STAR GCA when hiring with grant funds (see below for contacts).
- Supervisor's User Name
- The username is entered in the form to search for the Supervisor. This ensures the right person is selected (there is frequently more than one person with the same name, but no one shares a username).
- Picking the right person from the list automatically provides HR with necessary information such as their USNH ID (9#) and campus email.
Getting Assistance
For help with Position Number, Timesheet Org, or Fund/Org/Account contact your Finance Department or the Support Team for the Administration of Research (STAR).
Keene State College
- Finance Department: finance.division@keene.edu
- Support Team for the Administration of Research (STAR): star.team2@unh.edu
University of New Hampshire
- Finance - Academic Units - email: Fin.AcademicUnits@unh.edu
Departments/Colleges served: College of Liberal Arts, Paul College of Business and Economics, College of Health and Human Services, College of Life Sciences & Agriculture, College of Engineering & Physical Sciences, Institute of Earth, Oceans and Space (EOS)
- Finance - Central Administration - email: fin.administration@unh.edu
Departments/Colleges served: Enterprise Technology & Services, Office of Business Affairs, Facilities Services, General Administration, Athletics, Advancement, Institutional Accounts
- Finance - Academic Support - email: fin.academicsupport@unh.edu
Departments/Colleges served: Academic Affairs & Provost Office, Student Life, Graduate School, Enrollment Management, Library, Research Unit, Cooperative Extension, UNH School of Law, UNH at Manchester.
For help with other aspects of Student Hiring: