Hiring Guide

New to Hiring at BGSU?

This page is your guide to everything required to create a job, find students, comply with bgsu employment policy and get them paid. 


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 the State Minimum ($8.15 effective 1/1/2017).

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

2. Post your Job on WorkNet.

Once you have created the position, you must post any vacancies on WorkNet using the Job Posting WebApp .  Jobs are usually posted within two business days of their receipt, except during the week preceding and the week after the first day of classes each semester. All job vacancies must be posted for a minimum of two days, to provide all students 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 an additional 60 days upon your request.  

In order to hire a student into a job, it must have been posted on WorkNet within the previous 30 days. If you wish to hire a student and have not posted the position in the previous 30 days, you will need to do so before the student can be hired and begin working. 

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 the New Hire Paperwork link. 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 (226 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 (BWC).

Effective late 2013, time worked for all hourly jobs is tracked via Time & Labor. 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 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 BWCs 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).