Hiring Guide

This page is your guide to everything required to create a job description, post a vacancy and hire students.   

1. Create a Job Description.

The first step in hiring students is to create the Job Description using the Job Posting Web App. This will allow Student Employment Services (SES) to keep track of what students in this position will be doing. It also helps SES verify that students are being paid at the correct rate. All students hired in the same position must be paid at the same base rate, and all students must be paid at least minimum wage.  

If you already have an approved description for the job on file with SES, you can skip this step and move to "Posting your Job on Handshake". Job Descriptions are required to be updated every five years. 

2. Posting your Job on Handshake.

Once you have created the position, you must post any vacancies on Handshake via the the Job Posting Web App. Jobs are usually approved and posted within two business days of receipt, except during the week preceding and after the first day of classes each semester. All job vacancies must be posted for a minimum of 2 days to provide all students with reasonable and equal access to job vacancies. Job postings can remain active for a maximum of 60 days, but can be taken down sooner or extended for and additional 60 days upon request.

NOTE: To hire a student, the job vacancy must have been posted in Handshake within the previous 30 days.

3. Review applicants, interview candidates, and choose students.

When your job is posted, students should begin contacting you about the opening. There are many standard review methods to analyze applications and candidates. Most departments review resumes and some do in-person or over-the-phone interviews. If you are hiring students during the summer for the Fall term, try to be mindful that many students are not on or around campus.

4. Hire Student using E-Hire.

After you have chosen the student(s) you want to hire, use E-hire to enter the hire.

Step-by-step instructions for hourly.

Step-by-step instructions for Biweekly Comps.

If your student has been employed on campus before, you should receive a "Cleared to Work" notice from SES within 1-2 business days.  These students are authorized to begin working. 
5. New employees must come in to complete paperwork.

Students that have not been employed on campus before, or have not been employed with BGSU for more than three years will need to complete the New Hire packet before they can begin working. The forms and instructions are available at New Hire Paperwork. Once completed, the students should bring the forms and the required documents in to the SES office. 

Alternately, students can come in to the SES (225 BTSU) office with their documents and complete the paperwork here, though this will take a minimum of 15-20 minutes.

6. Use Time & Labor to approve hours (hourly students only) or track hours manually for Biweekly Compensation positions (BWC).

If this is your first time approving time for students, please visit the Time and Labor Information page to view the training video and find information on applying for security access, navigating to timecards, approving time for your student(s) and frequently asked questions that will address common issues.

Students being paid on a Biweekly Compensation (BWC) are not in Time & Labor, but federal law requires that employees sign off on all time worked. Supervisors of students on BWC's are required to keep a manual timesheet that the students sign off on. In case of an audit or a contestation of hours, it will fall to the supervisor to provide proof of hours worked. SES recommends that supervisors use this Biweekly Compensation and Commission Timesheet to keep track of time.

7. Make changes to a student's record.

If you need to update a student's record, you will be using either Manager Dashboard (terminations and supervisor changes) or a paper change form (all other changes).