August 2011 - The Buzz Newsletter
Newsletter for VU Campus Employers
FWS Job Fair
The Job Fair is Tuesday, August 23rd! Attending department personnel should plan to arrive and be set up prior to 9:15am. The Job Fair is open for students from 9:30am – 12:30pm. Reservation confirmations have been emailed to the contact listed on the Job Fair reservation form. If you have completed your hiring and will not need to attend please cancel your reservation. If your department would still like to attend, the deadline for a reservation is August 15th. Reservations received after the 15th will be placed on a wait list.
Tips to Expedite Paperwork for Student Employment
FWS Action Forms
FWS Action Forms (formerly called contracts) have been revised to mirror the PAF as much as possible. The FWS/AF will be emailed/mailed directly to the department this year. We are asking you not to send your student to the Job Fair or to Student Employment to pick up their FWS/AF. Departments should call us (3-4562) or email (email@example.com) to request their student employee’s paperwork!
Start dates for FWS: FWS funding is available on 08/24/11. If a prior date is written on a contract the student will be hired as an Institutional Employee (IE) and then switched (Job code/Position change done) on the appropriate date. Please adhere to ALL paperwork deadlines. Those deadlines may be found on our website.
Transferring a Student Employee to Another Department
Do NOT do it! Please do not accept/request a student employee’s PAF Turnaround from another department. The prior hiring department should terminate the student and submit the PAF. The new hiring department should complete a rehire PAF.
FWS students working for the medical departments - should complete a green-backed timesheet. Follow the MBB pay cycle. Submit the timesheets to medical payroll with the rest of the department (including institutional paid students) timesheets.
FWS students working for the university departments – continue to send those timesheets to Student Employment, 2309 West End Ave.
Institutional student employees working for the university departments – continue to send those timesheets to the HR Payroll Office in the Baker Building, 9th floor.
e-Timesheets - Is your department interested in moving to the electronic timesheet process? If so, please contact Michael Jones in the HR Processing department. He can be reached by phone at 2-0356 or email. He will schedule and provide training on this new Vanderbilt initiative. You may need to add supervisors who oversee student employees as authorized to sign timesheets. To do this you need submit the Signature Authorization Delegation for University Central Form.
Post Your Jobs on HireADore!
Student Employment receives calls and emails everyday from students looking for employment on campus. Our office refers all students to www.HireADore.com. All Vanderbilt students (undergraduate, graduate and professional) have search access to this job bank. Department personnel have access to this site to search for student employees. Our goal is to communicate jobs available to those students wanting to work. Don’t have time to post your position? Shoot us an email, firstname.lastname@example.org and we will post it for you.
I -9 Reminders
New student employees (those who have not worked at the University or Medical Center in prior semesters) need to complete the I-9 process. It Takes Two Steps
Send your student to www.newi9.com to complete Section 1. Send your student to one of the I-9 Express Document Verification Sites where they can show their accepted documents. (Click active link for a valid list) Step 1 can also be completed at the Verification Sites.
I-9 Express Document Verification Sites:
- Student Employment – 2309 West End Ave. (Undergraduate Admissions Building)
- HR Processing – Baker Building, Suite 975, on 21st Ave.
- HR Express – 2525 West End Ave.
- Office of International Students and Scholars (International Students Only) – Student Life Center