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.

Get Started: How to Create a Handshake 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.  See Workday How-To Resources linked here.

Once hired in Workday, Campus Employment (campusemployment@wesleyan.edu) will email the student prompting them to complete the onboarding process and sharing the below instructions.

Per federal regulations, 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.

NOTE: Student employees who onboarded before Workday launched (Fall 2024) and have had a break in employment (any period without an active job) will need to complete the entire onboarding process again when they are hired into a new job. Once a student has completed onboarding in Workday, they do not need to complete onboarding again.

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.

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 on Handshake, 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 start the job posting title with the word REHIRE. At the top of the job description, write: REHIRE and include the name(s) of the student(s) and their WesIDs. They will be added to the job posting on the administrative side of Handshake. If the job posting is for re-hires and new applications, indicate this at the top of the job description.
  • If you have previously posted the job, duplicate the Handshake posting using these instructions.

See below for an example.

The hiring process on Workday will be the same regardless of whether it is a student’s first time in the role or if they have previously held the role. Employers must complete the Workday hiring process for each new employment period, using an accurate start date and end date.

Do NOT extend an end date from a previous employment period. The University advises that employers not generate timesheets during periods when students are not working.

Students who have previously held a campus job may be required to complete the onboarding process again. See here for more information.