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Hiring Student Workers

(Updated 4/9/21) We are no longer requiring the DASA Student Hire Exception Request Form, a form/step that was added when the exception policy was put into place. In place of that form and in order to ensure compliance with the standing policy, we have added two required fields to our existing New Hire Form and Change/Termination Form that will certify pre-approval of the student HR action by your DASA Senior Leader and confirmation of the applicable exception reason for the student HR action.

Note that there are blanket exceptions in place for 100% grant-funded, PEP and work student student positions.

In order to hire someone as a “Student Worker” their primary purpose for being on campus must be as a student and they must be currently enrolled at least half time in a degree program at NC State.  (For summer hires they must have been enrolled during the previous spring semester and the upcoming fall semester.)  If you are unsure of their status contact the DASA Finance Office for assistance.

Once their status has been confirmed, the department will need to complete a Student Personal Data Information Form.  There is a form for each type of potential student employment – Hourly, Flat rate or Salary (housing only). These are electronic forms and they can be found on the forms page of this website.

The form needs to be submitted at least ONE WEEK prior to the requested start date.  If the student’s job duties will require a background check, the form will need to be submitted at least TWO WEEKS prior to the requested start date.

The Finance office will contact the student and make an appointment for them to complete their I-9. Once the I-9 and the background check (if necessary) has been completed, the new hire action will be finalized and the student will be granted access to use the KABA timekeeping system.

The supervisor will be notified when all steps have been completed and that the student is able to start work (and use the time clock) on their requested hire date. If the student is unable to make the appointment to complete the I-9 or if the background check is not completed the start date may need to be adjusted.

Supervisors should also be able to follow the progress of the hire action on the “For Managers” screen in the HR system in Peoplesoft.

Please contact DASA HR for hiring of Graduate Assistant Students, Non Student Temporary workers or Access Only actions.

Please note: Currently all student positions must be approved by Central HR prior to being processed for hire.   For instructions on how to request this approve please see the COVID-19 Resources Finance page.(last updated July 24, 2020)