The Buzz: Student Employment Newsletter

October 2009

I-9 Processing: Compliance or Chaos?

What is going on with all the I-9 requests and conflicting information?

First, our apology to all the departments for any confusion with information you may have received from our department, HR Processing, and/or your students regarding the I-9 requirements.

The U.S. Department of Homeland Security has changed/revised the paper I-9 form resulting in the requirement for any rehire to complete a new I-9. Also, new regulations have been passed requiring organizations to process I-9s and complete the E-Verify process. In preparation for that requirement our office recommends students complete their I-9 electronically (see directions below).

Watch for more directions/information on E-Verify to come from HR Processing in the near future.

I-9 Online:

Student Employment is encouraging all hiring departments to move away from the paper form and use I-9 Express.

  1. Step 1: Have your new hire enter their information, from any computer, into I-9 Express. They should navigate to www.newi9.com.
  2. Step 2: Your student should enter Vanderbilt into the Employer Name field. The default number is 55210.
  3. Step 3: Have your student report to any of the 4 Verification Sites on campus. They must take their verification documents to the site.

I-9 Express Document Verification Sites

I-9 Processing Con't

I-9 Paper Version:

The Department of Homeland Security has changed the required I-9 form and the documents that may be used for employment verification. If you chose to use the paper form, be sure you have the correct version. There are now four boxes in the citizenship area for the student to check. It can be found online at http://hr.vanderbilt.edu/toolbox/documents/I9Update.4.02.09pdf.pdf.

Welcome: New Staff

Student Employment would like to introduce Kyla Cofer. Kyla is the Coordinator for Institutional Student Employees. She replaced Luke who has moved on to complete his Masters degree. Tracey Jackson is still coordinating all activities for the Federal Work Study program and Libby Crew is still working at our front desk intake area. You may contact any of them directly or email the office at workstudy@vanderbilt.edu.

FWS Job Fair Success

The FWS Job Fair was held August 25th from 8:00 am – 5:00 pm in the Branscomb Quad Recreation Area. We served 647 students that day. There were over 40 hiring departments represented as well as computers set up so students could search on the HireADore website. We currently have 625 students working in FWS positions, which are 150 more than we had at this time last year.

Thanks to all who participated. The surveys indicated that you liked the location of the Job Fair this year, but felt is was close quarters. Our department saved money by having the Job Fair at Branscomb Quad and as a result could offer breakfast and lunch. We also felt the students were better served in that location.

I would like to especially thank Tracey Jackson for all her hard work in organizing and overseeing the operations of that project. Overall, it was a huge success!

Need JOBS for HireADore Student Job Bank

With the success of hiring thousands of students at the beginning of the fall semester you would think there wouldn’t be a need for more jobs. To date there are 3,827 active student employment records. But, students continue to log on to HireADore daily to view available jobs. Vanderbilt University and Medical Center departments can post positions as they become available. Students will then contact the appropriate person to set up interviews.

Departments can also search for students to fill positions. Students have uploaded their resumes and given access to employers to view and contact them directly.

During the last academic year (2008/2009) there was an average of 456 students per month searching for jobs through HireADore. However, there was only an average of 32 jobs posted per month. The jobs posted were both on and off campus positions. Students prefer to work on campus as many do not have transportation to off-site employers. Student Employment is seeing a huge increase in the number of students requesting work this year. Please visit www.HireADore.com.

How to Complete a PAF for a Student Employee

Student employees hiring information must be entered in to the HR Payroll system by submitting the Personnel Action Form (PAF) Turnaround with appropriate signatures to our office. Make all changes on the right side of the form. If the PAF Turnaround is not available, you may use a blank PAF to submit changes, entering the employee’s current information on the left side. Forms may be downloaded from HR or the Student Employment website. http://www.vanderbilt.edu/studentemployment/student-employment-forms.php.

There is no need to terminate a student employee just to rehire them under a new Earnings Distribution number. Just indicate that the action needed is Earnings Distribution Changes (EDC).

What is a FWS Contract?

A student who is eligible to receive Federal Work Study funds as part of their financial aid package will have a FWS Contract instead of the PAF. Essentially it is the same form. The contract will indicate the student’s FWS award amount. The employer adds the hiring department information, earnings distribution, and pay rate among other pertinent hiring information. That form is then forwarded on to our office for processing.

Why Did the Student's FWS Award Get Reduced?

Federal Work Study funds are need-based financial aid and students must qualify to receive the award. Once a student applies for federal financial aid, their financial aid application/documents are verified. As a result of that process students may have a reduction in funds or lose them altogether. Other types of aid can impact the FWS award. For instance, if the student later receives an outside scholarship or additional Vanderbilt Need-based Grant funds, the FWS award often must be reduced. It is our goal not to have this happen, but our office must comply with the federal regulations that govern the program. Thank you for working with your student employees who fall into this situation.

Tips for managing your student workers effectively
By Chuck Bradford. Reprinted from the TG Connection, Volume 11, Issue1

While financial aid officers work hard to make a difference for students, it’s also important to make a difference for student workers. Many of today’s industry professionals began their careers while they were still students. Here’s how to cultivate the industry leaders of tomorrow:

  1. Start the semester on a positive note. Let student workers know you value their contributions.
  2. Put policies in writing and explain them. Make sure expectations and lines of communication are clear from the beginning.
  3. Train workers effectively. Often the most effective training involves a short introductory orientation followed by continued training sessions throughout the semester. Frontloading all the information at the beginning can overwhelm your student workers.
  4. If possible, employ a mentorship program, paring your senior staff with your green recruits.
  5. Instill a sense of teamwork and shared mission. Let student workers know they’re a part of helping their peers achieve a college education.
  6. Help student workers maximize their work time by strengthening their job skill set. Allow them to cross train and learn a variety of office tasks.
  7. Conduct performance reviews. Let students know their strengths and areas for improvement.
  8. Trust them. If you retain your student workers over multiple semesters or years, give them increasing levels of responsibility and more complicated projects or tasks as they progress.
  9. Be sure to thank your student employees!