The Buzz: Student Employment Newsletter
February 1, 2010
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I-9: It Takes Two Steps
As you are all aware, the I-9 has gone online. However, many students are missing the second step.
- 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.
Deadline? YES! There are three days to meet compliance. The I-9 must be done within three (3) days of the effective hire date. If not, Student Employment will be required to terminate the student.
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
FWS Turnaround Form
The CISES (Change In Student Employment Status) form is now the FWS Turnaround. Please use this to make any changes to an employment record for a student funded through the FWS program. These forms will be sent to each department as changes/revisions are completed by the Student Employment office. Blank FWS Turnaround forms may be found on the Student Employment website.
Students paid through FWS will automatically have a termination date of 05/08/10. If a future date was indicated on the original hiring documents then the student will be rehired in an Institutional funded position.
Stop walking to the HR Payroll Office to pick up student pay checks and pay advises! Encourage students to sign up for direct deposit and to stop their pay advice. They may do so by logging onto C2HR!
National Student Employment Appreciation Week
April 11 – 17, 2010
The National Student Association (NSEA) sets a week aside each year for student employee recognition. This is a great week to show appreciation to your student employees for all the hard work they do and have done in and for your department. Even with the tight budgets we are currently experiencing, honoring and thanking your student employees can cost little to nothing. Here are some ideas to show appreciation for your student employees:
- Present them with a certificate of appreciation they can keep and add to their resume. A template can be found on the Student Employment website at http://www.vanderbilt.edu/studentemployment/pdf/Student-Appreciation.pdf
- Have a thank you card or note signed by the office staff and/or department head.
- Have an ice-cream/sundae party.
- Have a chip and dip party.
- Make a cake to share.
- Leave them a bag of candy/cookies
- Throw a pot-luck from the office to say thank you.
- Give a $5 - $10 gift card to Starbucks, the bookstore or local restaurant in the Vanderbilt area.
- Tell them how much you appreciate them.
- Decorate the office door, office, and/or bulletin board.
Students are also encouraged and invited to stop by Student Employment, located in the Office of Student Financial Aid at 2309 West End Ave., that week. We will provide some treats and games for them to enjoy! More on that in the future! Please share your ideas and pictures from your celebration so that we can post the week's activities on our web site. Email them at workstudy@vanderbilt.edu.
How Many Jobs Can A Student Work?
How Many Hours Are Too Many?
A Vanderbilt's student's first role on this campus is academic. However, many of them must help support their educational expenses with employment. The ideal job for students is a position on campus, which includes Vanderbilt Medical Center.
Please keep in mind that students are limited in their total weekly hours of employment on campus, no matter how many jobs they are working. During academic periods the limit is:
Undergraduate = 20 hours per week average
Graduate/Professional = 29.5 hours per week average
International Students = 20 hours per week
If we receive a PAF for a student that places them over their allowed weekly hours, we will not process the PAF. You will be copied in an email to that student, requesting s/he reduce their hours or contact employers where they are no longer working but still in an ACTIVE status in the system. We will hold the PAF until the issue is resolved. If you have questions, please call (3-4562) or email (workstudy@vanderbilt.edu).
Conflicting Pay Groups
Students employed by the University have their payroll processed on the "U" pay cycle, while students employed by the Medical Center have their payroll processed on the "M" cycle. Students who have been asked to work for departments whose pay is processed from each division may also have their hiring paperwork held. Students and supervisors will be contacted immediately to discuss a resolution. Often the student is not working as many hours as their employment record indicates. A position change may be required to ensure that the student would not work "overtime" when the two pay divisions' deadlines overlap. If you have questions, please call (3-4562) or email (workstudy@vanderbilt.edu).
Hiring Paperwork: Deadlines?
The VU Human Resource Processing Office set deadlines each month which may be found on the Payroll Calendar. That calendar can be linked from the HR website or the Student Employment website. http://www.vanderbilt.edu/studentemployment.
PAFs are arriving in our office after the posted deadlines. This results in additional paperwork needed from you…in the form of an Additional Pay Form (APF), additional work from our friends in HR Payroll as they have to cut off cycle checks, and it results in unhappy students because they are not paid on time. Please try to adhere to the posted deadlines. Below is a schedule for the rest of the 2010 academic year.
UM1/MM1 DEADLINES
UBA DEADLINES
MBB DEADLINES
Student Employment is located in the Office of Student Financial Aid and Undergraduate Scholarships
2309 West End Ave
615-343-4652
workstudy@vanderbilt.edu
www.vanderbilt.edu/studentemployment