To foster equitable employment and ensure legal compliance, all new and vacant hourly campus jobs must be posted on Handshake for all students to view and apply. Promote your posting to talented students eager for valuable work experiences and earning opportunities. List desired skills and qualifications and grow interest across the student body. 

Job postings must adhere to the required template. All postings undergo review and approval from the GCC’s Campus Employment team before being made public and open to applicants. The turnaround time for job posting approvals is generally 2-3 business days, though up to 3-5 business days during busy periods (August – September, January – February).

Log in to your Handshake On-Campus Employer account to create or duplicate your job posting. Use the required job posting template to expedite approval. Or, complete this job posting form with the required information, and we will create the posting on your behalf.

Jobs for rehired student employees do not need to be published—see the section “Re-Hire Student Employees” for more information.

See More Handshake How-To Resources

When considering students for a campus job, you may request a resume, cover letter, statement of interest, writing sample, portfolio, letter of recommendation, course schedule, academic transcript, or any other relevant materials to assess their skills and experiences. Campus employers are expected to thoughtfully review applicants from qualified students who express interest in the job before making hiring decisions. 

Faculty and staff must follow fair and equitable hiring practices per University policy and federal and state labor laws. Exclusive hiring through personal, professional, or academic networks, or ‘closed networks,’ is strictly prohibited to ensure equal employment opportunities for all students. 

This policy, aimed at preventing “closed network hiring,” applies to all hourly campus positions, including academic and research-based roles. Faculty and staff are kindly reminded not to choose interview candidates based on existing relationships and may not directly appoint a student to a campus job without conducting a new hiring process. Instead, the job description should clearly outline the criteria for evaluating applicants to ensure fairness and consistency. 

Communicate with candidates regularly and update application statuses on Handshake to inform students where they are in the hiring process. Within ~2 weeks of the application deadline, notify all applicants through Handshake messaging or external email whether they are hired or declined. Timely, courteous, and transparent communication models professionalism and respect. 

After a student accepts a campus job offer and before work begins, hire the student in Workday to set the position funding source, add an additional Workforce Time timekeeper, and prompt employee onboarding.  Training resources and sessions for Workday are available and updated on the Workday Sharepoint.

Per federal regulations, first-time student employees must complete their W-4 and I-9 forms online in Workday and verify their original, hard copy IDs in person with Human Resources within 3 business days from their start date.

Once hired in Workday, students can log in to the platform via WesPortal to complete their forms online. They must also schedule a time to present the original, hard copies of their identification documents in person to Human Resources via this Bookings page. Acceptable identification documents are listed on page 2.

Students are encouraged to complete their I-9 as soon as they are hired in Workday and must complete their online forms and ID verification within 3 business days of their position start date. A student’s failure to complete the required onboarding forms and ID verification within the federally required 3 business day window will result in automatic termination from the position. To regain employment, the hiring manager must opt to re-hire the student in the Workday system and restart their onboarding process.

NOTE: Due to stricter I-9 compliance requirements and Wesleyan University’s transition to Workday, student employees who completed the onboarding process prior to the launch of Workday in Fall 2024 may have to complete new employment authorization forms.

• This includes the online forms on Workday and the ID verification meeting with HR.
• This process will be required of students who had a complete break in employment, meaning all of their previous jobs have ended on Workday.
• Students will receive an email notification from Campus Employment (campusemployment@wesleyan.edu) prompting them to complete their onboarding.
• Onboarding, including ID verification, must be completed BEFORE student employees begin work.

It is the combined responsibility of the student and supervisor to ensure that the student has completed the necessary paperwork and I-9 verification before a student works any hours.

Review time entries and approve student employee timesheets weekly by 12pm on Tuesdays.

For help amending timesheets, retroactive pay, and any other Workforce Time inquiries, please contact payrollhelp@wesleyan.edu.

Returning student employees are welcome to continue their campus job(s) from semester to semester and year to year. To ensure that both the student and the University maintain an up-to-date job description on record, all positions for returning students must be submitted to Handshake at least once per academic year. If these job postings are not seeking new applicants, they will not be made public for students to apply. However, if the position is open to both new applicants and returning employees, the posting must be made public and returning employees can be re-hired through the same posting.

To  re-hire returning employees, follow these steps:

• Option 1: Complete this Microsoft Form. It will ask for the job description, the names, and WesIDs of the rehired students.
• Option 2: Post the position on Handshake and clearly mark the top of the job posting section as “CONTINUED EMPLOYMENT“. If you have previously posted the job, duplicate the Handshake posting using these instructions. Email campusemployment@wesleyan.edu with the name(s) of the student(s) and WesIDs so we can re-hire them on the administrative side of Handshake.