OVERVIEW
The Campus Employment Handbook outlines essential laws and best practices for on-campus employment, covering legal protections for student employees and the responsibilities of both student employees and campus employers/supervisors. All student employees and their supervisors are expected to thoroughly review this handbook and adhere to the applicable laws and policies.
Campus employment at Wesleyan University provides an important opportunity for students to gain hands-on work experience, earn disposable income, and learn valuable skills that prepare them for their careers after graduation. Student employees play a vital role in facilitating the day-to-day administrative operations of the University, helping the University advance its academic mission with talent, resourcefulness, and passion.
Campus employment, or “campus jobs,” refers to hourly paid positions funded by Wesleyan University and designated specifically for students enrolled in a degree-seeking program.
Campus jobs are available year-round, with part-time hours during the academic term and either part-time or full-time hours during break periods. While most positions are on-campus, some may be offered off-campus through partnerships with local nonprofit organizations and schools. Additionally, certain campus jobs provide remote or hybrid work options, with remote work limited to locations within the United States.
All campus jobs are expected to comply with University policies and applicable state and federal laws regarding employment.
To qualify for campus jobs, students must be enrolled in a degree-seeking, residential program at Wesleyan University, and must be taking at least a half-time course load. Students are ineligible for campus employment when they are no longer enrolled at the University. Students participating in the Graduate Liberal Studies program are not eligible for campus employment.
Students who wish to work during the summer or winter break do not have to be enrolled in classes during the summer or winter break, but they must be enrolled in the semester that precedes it. For enrollment timelines, see the Academic Calendar.
Students who study abroad or participate in domestic exchange programs off-campus are not eligible for campus jobs during their period of non-resident study.
Work-study eligibility or financial aid is NOT required to pursue campus employment.
Exchange students and other non-degree-seeking students who are enrolled in Wesleyan University temporarily are not eligible for campus employment opportunities. Wesleyan University professional staff, including those who are enrolled in the Graduate Liberal Studies program, are not eligible for campus employment opportunities.
Student employees must adhere to all Wesleyan University policies and rules, including the Honor Code and Code of Non-Academic Conduct. Failure to do so may affect your eligibility for campus employment. A full list of Wesleyan University policies can be found in the Office of Student Affairs’ Student Handbook.
Students of all backgrounds and statuses are welcome to explore on-campus work opportunities. Please be advised that it is important not to disclose personal information related to your citizenship status in written communications.
To learn more about on-campus employment for international students, visit the Office of International Student Affairs webpage. Students without US citizenship are welcome to reach out via email (campusemployment@wesleyan.edu) or set up an appointment for additional information.
Once a Wesleyan student graduates, they are no longer eligible for campus employment. If an on-campus employer wishes to employ a student after they graduate, the employer must contact Human Resources for more guidance on employing the alum as a temporary employee of the University.
The last day that graduating seniors can work in their campus jobs is the day of their Commencement ceremony in May. For students who complete their classes early and graduate in December, but do not have a ceremony until Commencement in May, the last day they can work in their campus jobs is the last day of exam week in December.
Students taking a leave of absence are not eligible for campus employment during the semester(s) that they are not enrolled in Wesleyan University. If an on-campus employer wishes to employ a student during their leave of absence, the campus employer must contact Human Resources for more guidance on employing the student as a temporary employee of the University.
All hourly campus-based employment opportunities are posted on Handshake, Wesleyan’s career management platform and job board for undergraduates, graduates, and alumni.
The application process for each campus job is set by the hiring manager(s) and explicitly stated on the Handshake job posting. About half of all campus jobs require a resume submission, so students must undergo the one-time resume approval process to apply to these jobs successfully.
Student Employees can learn more about the job search and employment process here:
On-Campus Employers can learn more about hiring and onboarding student employees on the On-Campus Employers webpage.
Beware Phishing Scams!
All legitimate on-campus jobs will be posted on Handshake. If you receive a direct email about an employment offer, it may be a phishing scam. If you come across a fraudulent employer or posting, we encourage you to contact campusemployment@wesleyan.edu to verify its legitimacy. Additionally, forward the phishing email to security@wesleyan.edu immediately so the University may take appropriate action.
Campus jobs are posted to Handshake based on the hiring manager’s openings, so the timeline, the roles themselves, and how many students need to be hired will vary. The Gordon Career Center is open year-round and our team is available to meet with you for one-on-one advising regarding your job search, resume, Handshake, or any other aspects of your campus employment. Below find a general job posting and hiring timeline.
Fall Semester:
- The Campus Job Fair is a one-day event held annually, typically during the first week of the Fall semester. Discover this event and more career-related events hosted on campus via the Handshake Events page.
- For both Fall and year-long jobs, the highest volume of jobs will be posted from the end of August until the end of September. Check Handshake regularly at these times, or set up Handshake job alerts to be notified when specific jobs are posted.
- Fall and year-long jobs continue to be posted throughout October and beyond, but at a lower volume.
- Some opportunities for winter break work will be posted towards the second half of the Fall semester.
- Jobs for the Spring semester may begin to be posted in late November and December.
Spring Semester:
- Spring job opportunities continue to be posted throughout January at a high volume. A lower volume of Spring jobs are posted at the beginning of February.
- Summer campus jobs may be posted as early as January, and continue to be posted through April. Most campus employers complete their hiring before mid-April. Very few summer jobs are posted after this time, with hard deadlines in early May.
- Jobs for the next academic year may be posted at the end of the Spring semester, starting in mid-March, or during the summer.
The Campus Employment team was established as part of the Gordon Career Center in Fall 2021 as a result of student voices advocating for wider transparency and accountability in campus job practices. We inform the Wesleyan University community about the institutional, state, and federal policies regarding student employees to ensure equitable hiring practices.
We are a resource to student employees who need assistance in navigating challenges in their campus jobs – including navigating the job search and application process, employment conflicts, and translating campus job experiences to career pathways. We support student employees who need assistance in mediating conflicts with campus supervisors and other colleagues, as well as exploring, experiencing, and experimenting with what ‘professionalism’ can be. We also support on-campus employers by informing them of student employee laws and regulations, assisting with the hiring process, and offering guidance on supervisor best practices.
Our department reviews and approves all Handshake job postings for hourly campus jobs. We do not supervise campus employers. We make no representations or guarantees about positions posted on Handshake. We urge student employees and campus employers alike to research the integrity of each position’s employment practices and reach out to the Campus Employment team for support.
Students can schedule on-campus employment advising appointments via Handshake or email campusemployment@wesleyan.edu for assistance. On-campus employers are welcome to reach out for guidance.
Equal Employment Opportunity & Anti-Discrimination
Student employees are protected by federal and state employment laws, including the Equal Employment Opportunity Commission and the Connecticut Discrimination Employment Practices Act. Wesleyan University does not discriminate on the basis of race, color, religious creed, age, gender, gender identity or expression, national origin, marital status, ancestry, present or past history of mental disorder, learning disability or physical disability, political belief, veteran status, sexual orientation, genetic information, or non-position-related criminal record. Wesleyan University abides by all applicable federal and state laws and regulations.
The Campus Employment team (campusemployment@wesleyan.edu) is available to support students with navigating conflicts during their job search and during their campus employment. We can meet with individual students, as well as mediate conversations between student employees or the student employee and their supervisor. Schedule an On-Campus Employment advising appointment on Handshake.
Additional Wesleyan University resources include:
- Student Ombuds – Each Student Ombud serves as a neutral and confidential* peer resource focused on empowering students to successfully navigate the institution and advocate for themselves in moments of conflict, particularly when there are power dynamic considerations. Reach out to the Student Ombuds via studentombud@wesleyan.edu, or the program manager Dr. April Ruiz, Dean for Academic Equity, Inclusion, & Success at aruiz01@wesleyan.edu.
- The Office of Equity & Inclusion – In cases of discrimination, harassment, and sexual misconduct, The Office of Equity & Inclusion is available to offer support, discuss situations, and provide resources/options. Reach out to Debbie Colucci, Wesleyan’s Assistant Vice President for Equity & Inclusion / Title IX Coordinator, at dcolucci@wesleyan.edu.
- Counseling and Psychological Services – CAPS offers confidential* psychotherapy services where students may discuss worries, distressing feelings, or difficult situations they are currently experiencing. Individual counseling and group counseling are available. For urgent matters, same-day crisis appointments can be scheduled by calling 860-685-2910.
- Class Deans – The Class Deans are available to advise students and help facilitate students’ access to academic and non-academic support services. They work with faculty and staff to support student success. Visit the Class Deans page to contact your respective Class Dean.
- Accessibility Services – Students with documented learning, physical, sensory, health, or psychiatric disabilities are able to request reasonable accommodations through Accessibility Services. Students who have, or suspect they may have, a disability for which they would like to request accommodations, should contact Accessibility Services at accessibility@wesleyan.edu to discuss their needs.
*Note: The confidential resources listed above have exceptions to confidentiality if students are considered at imminent risk of harm to either themselves or another person. Read more about the exceptions to confidentiality on their respective websites.
Student employees are protected by laws that prohibit sexual harassment in the workplace, including quid pro quo acts, hostile work environments, and sexual assault. The Americans with Disability Act (ADA) additionally protects reasonable work accommodations for qualified individuals with disabilities.
Read the full Title IX policy here. Inquiries regarding Title IX, Section 504, or any other nondiscrimination policies should be directed to the VP for Equity & Inclusion and Title IX and ADA/504 Officer.
Learn more about legal protections via the links below:
- Policy Prohibiting Discriminatory Harassment & Sexual Misconduct | Wesleyan University | Human Resources
- Equal Employment Opportunity | State of Connecticut | Commission on Human Rights and Opportunities
- Sexual Harassment Protections | State of Connecticut | Commission on Human Rights and Opportunities
- Guide to Disability Rights Laws | U.S. Department of Justice Civil Rights Division
Employee Records & Privacy Rights
Student employee records are protected by the Family Education Rights & Privacy Act (FERPA), as regulated by the U.S. Department of Education. On-campus employers must have the student employee’s consent to disclose employment information to others, including information about their shifts or information about their work performance for professional recommendations. This consent must be signed or written, and the purpose must be clearly defined. These privacy restrictions apply to inquiries from the student employee’s family members, including parents. See below for more information, including FERPA exceptions and information about employment verification.
Under FERPA, students are provided with access to their employment records and have the opportunity to inspect and review these records, including employers’ evaluations. Students maintain access to their job applications and job descriptions via Handshake.
The student employee must notify their supervisor if they need their supervisor to disclose their employment information to others. If the student employee has a prospective employer that wants to check their work performance, the student must contact their on-campus employer in writing and give permission for the on-campus employer to discuss the student’s work, specifically for the purpose of that professional recommendation.
Family Inquiries
These privacy restrictions apply to inquiries from the student employee’s family members, including parents. If a parent calls a campus employer to ask whether their student is at work because they need to reach them, the campus employer should not disclose any information about the student employee and their whereabouts. Instead, parents should be directed to the Office of Public Safety.
Exceptions
FERPA allows on-campus employers to disclose student employee information without student permission in these instances:
- Requests from a school official who has legitimate educational interests in the student (e.g. a class dean who is supporting the student through accommodations, etc.)
- Financial Aid Office requests, to help determine a student’s financial aid eligibility
- Requests for federal or state audits
- Court orders and subpoenas
How do I request verification of employment?
The Payroll Office is responsible for responding to employment verifications and requires a signed release from the current/former employee. They do not provide telephonic verifications. Submit your requests via email to payrollvoe@wesleyan.edu for processing.
Required Reporting: Harm & Harassment
All staff and faculty, including all student employees, are Mandated Reporters. “Mandated Reporters” are employees who must report harm or suspected harm against minors. If a student employee becomes aware of harm or suspected harm to a minor while on duty, or while officially representing a Wesleyan department in any work-related capacity, they must report this harm to the Title IX Coordinator, Debbie Colucci (dcolucci@wesleyan.edu).
Some student employees are Responsible Employees. “Responsible Employees” are employees who are required by University policy as well as state and federal guidance to report any incident of sexual misconduct/harassment/violence or discrimination on the basis of sex/gender/expression. Student employees whose job specifically entails that they interact with undergraduate and graduate students in an advising or counseling capacity are Responsible Employees. For example, Residential Advisors and Student Ombuds are Responsible Employees, but a student employee working at the information desk of a department is not a Responsible Employee.
Reporting harm or suspected harm does NOT mean that a judicial case or formal investigation is opened. Instead, the Title IX Coordinator reaches out to the affected student to inform them of their options and resources – including academic accommodations like assignment extensions, housing reassignment, mutual no-contact agreements, and more.
For questions about specific situations, please contact: Debbie Colucci, Assistant Vice President for Equity & Inclusion / Title IX Coordinator, dcolucci@wesleyan.edu
For additional information and resources:
Employer Restrictions & Professional Boundaries
The following restrictions apply to employers and types of campus jobs:
- The employer cannot solicit, accept, or permit soliciting any fee, commission, contribution, or gift from the student employee as a condition of employment.
- The campus job cannot involve constructing, operating, or maintaining any part of a building used for religious worship.
- Maintenance jobs are not allowed, nor are any positions that benefit the University more than students’ professional development.
- The campus job must not displace professional employees or impair existing service contracts, including those on strike.
- The student employee cannot be paid for academic instruction in a classroom, lab, or other settings that replace the professor’s instruction. Tutoring and supplemental instruction are allowed.
Additionally, supervisors should only socialize with student employees during scheduled work hours or public, group, or work-related events. It is prohibited that supervisors and student employees socialize in a private setting. Supervisors must keep all information about their student employees confidential.
Student employees have the right to decline non-work-related social interactions with their supervisors and other colleagues.
If a supervisor and student employee exchange phone numbers, they should correspond for work-related purposes only. It is strongly discouraged that supervisors and student employees follow each other on social media until after the student graduates.
Supervisors and student employees often get to know one another, beyond work-related issues. Socializing and discussing non-work topics can improve communication, collaboration, and strengthen workplace relationships. However, discussing non-work topics can also result in conflict, discomfort, and confusion about professional boundaries.
It is important for both the supervisor and student employee to respect one another’s rights to privacy and personal boundaries regarding discussing personal matters. Proceed with caution when discussing non-work topics.
Conduct & Dress Code
Professional norms, including attire, vary depending on the campus job. It is the responsibility of the on-campus supervisor to communicate their specific expectations regarding conduct and dress code during training, as well as to promptly address any violations of these standards. See below for professional expectations that apply to all student employees.
Overall, student employees and supervisors are expected to work together to give and receive feedback. Student employees should feel comfortable asking for feedback about their job responsibilities, including their work attire and conduct. Supervisors must provide information about their professional expectations and make time for students to ask questions and receive feedback.
If student employees or supervisors are unsure of how to ask for or receive feedback, they are welcome to contact the Campus Employment team (campusemployment@wesleyan.edu) for assistance and best practices. Student employees can additionally schedule an On-Campus Advising Appointment via Handshake.
Across all campus jobs, these professional norms are expected of student employees:
- RESPECT – Student employees are expected to abide by mutual respect and concern for others. Acts of discriminatory behavior or sexual misconduct are prohibited. Student employees must adhere to all state and federal laws, as well as Wesleyan University policies including the Honor Code and Code of Non-Academic Conduct.
- PUNCTUALITY – Student employees are accountable for their scheduled shifts and must communicate absences/tardiness in advance. Student employees must be present in their place of work and ready to commence work at the time they are scheduled to do so. See this Handbook’s section on Hours, Scheduling, & Breaks for more information.
- COMMUNICATION – Student employees are expected to communicate with their supervisor(s) about their progress with work assignments, challenges or conflicts that arise on the job, as well as any questions about their work. Student employees are also expected to respond promptly to work-related messages during scheduled hours.
- COMMUNITY RESPONSIBILITY – Student employees and professional staff/faculty are required to report harm or suspected harm. See this Handbook’s section on Required Reporting for more information.
- Student employees who are expected to interact with minors unsupervised must only meet in public, open spaces, and avoid one-on-one interactions. See this Handbook’s section on Background Checks and Interactions with Minors for more information.
- Additionally, if an emergency arises during a work shift, the student employee should notify their supervisor immediately, or call the following numbers:
- For Life-Threatening Emergencies, call: 911.
- All Other Emergencies, call: Public Safety (Emergency Line) – 860-685-3333, or dial x3333 from a campus extension.
- Public Safety (Non-Emergency Line) – 860-685-2345, or dial x2345 from a campus extension.
- CONFIDENTIALITY – See the Handbook section on Confidentiality for more information.
- POLITICAL ACTIVITY – As a tax-exempt institution, the University cannot endorse or oppose any candidate for public office, engage in more than minimal activity to influence legislation, nor use campus mail for the distribution of political campaign materials. As a result, all employees are prohibited from anything that may violate these restrictions on political activity. When representing the University as an employee, student employees should refrain from dressing, representing, or conducting themselves in any way that is not politically neutral.
Additional office policies to discuss include any restrictions on cell phone or computer/Internet usage, permission to conduct homework or personal work during shifts, and permission to invite friends/visitors to the work shift.
Some on-campus employers may require a uniform while others may provide general guidelines for attire. Some positions may require business attire or business casual attire, while other positions may be fine with casual wear.
In general during campus job shifts, avoid:
- revealing clothing
- clothing that is wrinkled or unclean
- clothing that has rips, frays, tears, and holes
- clothing that displays inappropriate messaging/graphics
- and shoes that are open-toed or open-heeled.
Background Checks
The University requires that student employees who will have unsupervised interactions with minors (people under the age of 18) undergo a criminal background check before a hiring offer can be formally extended. Hiring offers may be affected by the results of a background check, or a student’s refusal to receive a background check.
It is the responsibility of the employer to communicate with the Campus Employment team and prospective student employees that a position will require a background check.
Employers must include a disclaimer about the background check requirement in the Handshake job posting, such as: This position will work with minors. Applicants who are selected for the position will be required to undergo a background check before they are officially hired. The hiring offer will be contingent on passing the background check.
Once the hiring manager decides which students they want to hire, they must email the students’ names and emails to campusemployment@wesleyan.edu. An email will be sent to the students to prompt them to complete an online form via the HR system that conducts the background check. Note that it takes up to 3 business days for the background check to be completed. Students cannot be hired, nor begin work, until the background check is completed.
Local campus employment partners may choose to conduct their own background check process if they require fingerprinting. These employers are required to provide written confirmation each academic year (campusemployment@wesleyan.edu), verifying that they are conducting their own background checks.
Aside from criminal background checks, employers may also choose to check students’ judicial and academic standing with Student Affairs before extending hiring offers.
Interactions with Minors
If a student employee is expected to have unsupervised interactions with minors during their work shifts, they must be background checked before being hired. It is prohibited that these unsupervised interactions take place one-on-one or behind closed doors. This restriction includes peer-to-peer interactions, such as a tutoring session for a Wesleyan student who is 17 years old.
If the campus job manager is not present to supervise the interaction, it is important that the student employee meet in a public space, preferably with others around, and not behind closed doors. This policy applies to meetings or interactions that take place via virtual platforms, such as Zoom. If there are concerns about maintaining confidentiality during these interactions, email campusemployment@wesleyan.edu for more guidance on these regulations.
It is important to act appropriately when interacting with minors – conversations should focus on relevant work matters and never mention explicit topics such as sex and drugs. Student employees are responsible for guiding conversations back to relevant topics and must stop any interaction that becomes inappropriate.
Confidentiality
Depending on the job responsibilities, student employees may have access to sensitive, personal, or confidential information, either in written or verbal form. This may include but is not limited to: information about other students and their families, including prospective students; University operations; and legal or financial matters. Regardless of its form or source, all student employees must protect confidential information. Confidential information should never be downloaded or removed without supervisor approval.
Supervisors may request that their student employees sign a department-specific confidentiality agreement to ensure compliance and understanding. Employers should contact the Campus Employment team for guidance and examples of appropriate use and agreements.
Confidentiality expectations/agreements do not override student employees’ obligation as Mandated Reporters and Responsible Employees to report information regarding harm and discrimination to the Title IX Coordinator.
Volunteer Work versus Paid Work
The Fair Labor Standards Act (FLSA) prohibits employers from employing unpaid volunteers for paid positions. If the position has the same job description and responsibilities, the employer is prohibited from hiring one paid student employee and one unpaid volunteer for the same position, even if the unpaid volunteer receives course credit. This federal law applies to both on-campus employers and local, Wesleyan-affiliated employers. Volunteer and paid positions must have clearly defined and separate job descriptions and outcomes.
Employers cannot allow or request that their student employees volunteer without compensation for any additional time to do the same work for which they are employed. Students cannot volunteer for a position before their paid employment officially begins.
If federal work-study funds run out for a student in a paid service position, and the department cannot continue to pay them, they cannot continue the position as a volunteer, and they cannot be terminated. The student cannot resume work until their work-study funds are replenished the following semester.
Academic Course Credit
All campus job opportunities are paid hourly. Select opportunities may award course credit in addition to earnings. However, academic credit is not justification for lower pay or no pay. If a campus job offers academic course credit, the student employee’s rate of pay should be the same as it would be if academic credit were not received.
Student employees can earn course credit while completing paid work. However, they cannot receive hourly pay while attending class times for a credit-bearing course that is unrelated to their campus job. Workforce Time (WFT) will flag any work time that is recorded during a student’s scheduled class times.
Students who would like to receive course credit for their campus job(s) or off-campus internships are welcome to explore the Gordon Career Center’s Ideals Into Practice (I2P) course and Internship for Credit Course.
Wesleyan University policy prohibits Course Assistants from earning course credit for the course they work in.
Course Assistants (CA) versus Teaching Apprentices (TA)
On our campus, students fill many roles and offer valuable work and contributions. Some of these roles include the Course Assistant (CA) campus job and the Teaching Apprentice (TA) program. The Course Assistant position, administered at the departmental level, emphasizes the CA’s support of the course, whereas the Teaching Apprentice program emphasizes the apprentice’s learning. Apprentices receive academic credit, whereas Course Assistants are paid hourly. These programs have distinct requirements and duties and are not interchangeable.
Course Assistant (CA)
Course Assistants are paid hourly and have specific job duties designed to support the course and the faculty teaching it. These campus jobs are posted on Handshake, where all students can view and apply. Each job posting includes a detailed description of the role’s duties and responsibilities. Unlike Teaching Apprentices, Course Assistants do not earn course credit or enroll in the course. They are compensated hourly, and hiring is supported by the Gordon Career Center’s Campus Employment team.
Teaching Apprentice (TA)
The Teaching Apprentice program is administered by the Academic Deans. This program emphasizes the Apprentice’s learning, and students who serve in this role earn academic credit for the experience. The Teaching Apprentice Program allows students to work closely with a faculty mentor to gain a deep understanding of the course subject matter and the pedagogical challenges of the course and discipline. Successful apprenticeships entail a rigorous academic experience, a crucial part of which includes the apprentice’s participation in a one-credit tutorial offered by the course instructor, focusing on specific aspects of the course topic and the art and craft of teaching.
TA roles are not posted in Handshake. To learn more, students should connect with faculty members they are interested in working with and learning from.
Compensation & Taxes
All compensation details are included in the position’s Handshake job posting. Campus jobs pay at least the Connecticut minimum wage. Currently, this is $16.35 per hour.
Jobs that require specific skills, training, or certifications may pay more. Some positions also provide raises every additional semester or year worked.
All hourly campus jobs pay students weekly on Fridays, for work conducted on the Monday – Sunday of the week prior. Student employees are paid via direct deposit.
The Connecticut Department of Labor’s salary range disclosure laws apply to campus jobs. Compensation must be publicly listed on Handshake job postings for prospective student employees.
If employers use a pay scale for student employees doing the same job, the employer must list the position levels and corresponding hourly rates, as well as indicate at which level the position will start, on the Handshake job posting. Classification levels must be based on years of experience within that position and/or specialized knowledge/skills, rather than the student’s class year. For example, a first-year student and a sophomore who start a position at the same time and have no significant differences in skill sets must be paid the same wage.
An example of this job classification pay scale may look like this:
- Entry-Level – $15.69/hour
- Returning Students – Additional $0.50/hour per year worked
Money that students earn via campus employment is taxable income. This includes students who are eligible for work-study. A student’s status as a full-time student does not exempt them from federal income taxes (IRS). Federal taxes are deducted automatically from weekly pay.
For more information about filing a tax return, visit the IRS website or contact a tax advisor.
Undergraduate students, and most graduate students, may be exempt from paying Federal Insurance Contribution Act (FICA) taxes, as long as they are enrolled in classes at least half-time. During break periods that last more than 5 weeks, the FICA exemption does NOT apply.
Student employees are considered part-time employees and are prohibited from working over 20 hours per week during the school year, and do not qualify for benefits.
Work-Study
Work-study is a financial aid program that assists students with the cost of their college education by providing a subsidy to employers who hire them for campus employment.
Students can learn more about their work-study package or Wesleyan’s work-study program via the Financial Aid Office’s Frequently Asked Questions, or by emailing finaid@wesleyan.edu.
What is the difference between federal and institutional work-study?
Students may qualify for federal work-study, institutional work-study, or both. This will be indicated on the student’s financial aid award letter.
- Federal Work-Study is available to eligible U.S. citizens and permanent residents and can be earned through on-campus jobs or at select off-campus local employers. Local, Wesleyan-affiliated organizations may only employ students with federal work-study eligibility.
- Institutional Work-Study is funded by Wesleyan and does not have a citizenship requirement. It has the same provisions as the federal work-study program, except employment must occur on campus.
How does employment/compensation work for work-study eligible students?
The job search process and compensation are the same for all students, regardless of work-study eligibility. Positions are not assigned/guaranteed. Students have access to resources and guidance to find opportunities that are a fit for their skills, interests, and availability.
Once hired, students who qualify for work-study are paid directly for their hours worked. Students will not be paid for any unearned portion of their work-study allotment, nor will they be expected to pay back any unearned portion. Work-study is NOT owed to the University.
When is work-study in effect? Do remaining work-study balances roll over?
The work-study program is in effect during the Fall and Spring semesters only. Hours worked during winter break will be deducted from students’ Spring work-study allotment. Work-study is allotted on a per-semester basis.
Any remaining balances do not roll over into the following semester or year.
Are work-study-eligible students required to work? Is there a penalty for students who do not use their full work-study allotment?
Students with work-study eligibility are not required to work. There is no penalty for students who do not use their full work-study allotment. Additionally, it is uncommon for work-study students at Wesleyan to reach their maximum allotment. Students are not expected to pay back any unearned portion.
How can students monitor their work-study balance as the semester progresses?
Students can view their work-study award balance on WorkForce Time, Wesleyan’s timekeeping platform. Students can also confirm their work-study award balance with the Financial Aid Office (finaid@wesleyan.edu).
Hours, Scheduling, & Breaks
When classes are in session during the Fall and Spring semesters, students may work up to a maximum total of 20 hours per week, across all hourly positions they hold. During summer, winter, and spring breaks, students can work up to a total of 40 hours per week, across all hourly positions they hold. Students may work up to a total of 40 hours per week during New Student Orientation, Reunion & Commencement, and Finals weeks, across all hourly positions they hold.
Student employees are prohibited from working overtime.
Employers must communicate their scheduling and availability expectations on their job postings at the time of application. Employers cannot require student employees to work more than 6 days in any calendar week (Connecticut General Statutes, Section 53-303e). A student employee’s refusal to work more than six days in any calendar week shall not constitute grounds for their dismissal, although student employees may voluntarily opt into that schedule with written agreement from both the employer and employee.
Student employees at Wesleyan can be scheduled to work up to a maximum of 8 hours a day. As per Department of Labor regulations, if the student employee works for 7.5 or more consecutive hours, they must be provided with an unpaid 30-minute meal break (Department of Labor). This 30-minute meal break must be after the first 2 hours worked, and before the last 2 hours worked.
Students are entitled to paid rest periods between 5 to 20 minutes, such as for bathroom breaks (Department of Labor). Employers should communicate how they would like to be notified of these rest periods appropriately.
Students cannot work on-campus when the University is closed for holidays. Students can opt into working shifts during Fall/Spring breaks, but they cannot be required to work during these official break periods. Employers should assume that their regular student-employee schedules are not in effect during official break periods and designated holidays.
Supervisors are responsible for staffing any shifts that fall on official break periods. They may inquire if their student employees would like to cover shifts during these breaks; the best practice is to do so at least two weeks in advance. If not enough student employees are available, the employer can cover the shifts themself. Alternatively, the employer can post the job to Handshake again and collect applications for that timeframe, being careful to specify in the job posting that the position is for that official break period.
Employers seeking student employees for the winter and summer breaks must post a new job on Handshake and be clear about the start and end dates in the posting.
Employers should assume that their regular student-employee schedules are not in effect during official break periods and designated University holidays.
Additionally, supervisors are expected to accommodate students who request time off for religious holiday observance.
Official break periods and holidays can be seen on the Office of the Registrar’s Academic Calendar, HR’s Designated Holidays page, and the Wesleyan Multifaith Calendar.
Student employees are students first! Challenges like sick days and overwhelming course loads may arise. Students have the opportunity to request days off or different work schedules, though employers may not be able to grant this request.
Supervisors must be clear about their expectations around scheduling and availability at the time that they post a job application. This ensures that student applicants understand how much flexibility (or lack thereof) there is around scheduling, at the time of application.
At the start of the student’s employment, supervisors should explain how they expect student employees to communicate their shift changes or absences, including whether the student employee is responsible for finding their own replacement. Only student employees who are already hired to the same position can cover shifts.
To request a different work schedule or time off during midterms and finals examinations, our best practice recommendation is for students to communicate with their supervisors at least two weeks in advance.
Class Deans are available to support students who may require accommodations due to extenuating circumstances. Additionally, the Campus Employment team (campusemployment@wesleyan.edu) is available to mediate scheduling conflicts, should the student and/or employer request further support.
Students are not allowed to work during class times. WorkForce Time (WFT) will flag any work time that is recorded during a student’s scheduled class times. (See this Handbook’s section on Academic Course Credit for exceptions.)
If a student picks up a work shift because their class time was canceled/changed, the student must provide their supervisor (and/or whoever approves their timesheets) with written proof from their professor that the class has been canceled, or that they are no longer taking a course at that time.
If WorkForce Time (WFT) is otherwise incorrectly perceiving that a student is in class during a work shift, the student must email payrollhelp@wesleyan.edu.
Remote Work & Off-Campus Work
Student employees may conduct hourly work remotely but must be residing in the United States while working. Job postings on Handshake must include whether the student employee’s schedule includes remote or hybrid work opportunities. Supervisors may require remote work to be conducted at certain times. For more information about telecommuting, see the Human Resources page on Alternative Work Arrangements.
Additionally, not all campus jobs are located on campus! Wesleyan University partners with local organizations that participate in the federal work-study program and understand that student employees’ academic responsibilities come first. These local employers are only able to hire students who are eligible for federal work-study. Local nonprofits that wish to hire students through the federal work-study program should contact campusemployment@wesleyan.edu for more information.
Students with U.S. citizenship have the option to work off-campus jobs that are not affiliated with Wesleyan University. International students may apply for CPT to pursue off-campus employment. See the OISA website for more details.
Students working off campus may still request one-on-one support and guidance from the Gordon Career Center, but we cannot mediate conflicts with off-campus employers.
Off-campus jobs do not qualify for institutional work-study, and may not qualify for the federal work-study program. Off-campus employers that participate in the federal work-study program are typically private nonprofit organizations or public agencies.
In order to receive federal work-study funding, off-campus organizations must sign a contract agreement with Wesleyan University and must adhere to all University policies, as well as the state and federal laws that concern student employees.
It is up to the student’s discretion to determine if an off-campus job that does not accept federal work-study is right for them.
The Campus Employment team does not endorse or post babysitting jobs or other positions where a student will work out of someone else’s home. Students may independently pursue these positions, but they will not be considered on-campus employment even if the employer is a Wesleyan faculty or staff member.
Job Descriptions
Student employees have a legal right to a transparent job description that lists their responsibilities, schedule, supervisor(s), job location, wages, and how their work performance will be evaluated.
The job posting on Handshake serves as the student employees’ job description.
Student employees have the right to understand what a campus job entails, at the time of application. Employers are required to convey responsibilities and expectations accurately. If some details are flexible, this should be stated. If a job description includes a general phrase like “Additional projects as assigned”, supervisors and student employees should discuss what these projects generally entail.
Student employees: if there is a significant difference between what was advertised and the actual work that you are experiencing, alert your supervisor and reach out for support: campusemployment@wesleyan.edu. Examples of inappropriate differences between the job posting and actual job duties include: doing manual labor like cleaning, when no manual labor was advertised; inappropriate scheduling demands; or, supervising other student employees when no managerial responsibilities were advertised.
Student employees, to find your job description(s): log in to Handshake, select your Profile icon in the top right corner, and select “My Jobs.”
Don’t see a specific job description? Email campusemployment@wesleyan.edu for support!
Campus job postings may have some flexibility for details like hours and desired qualifications. For example, if a job posting states that a position entails “5 hours per week”, and a prospective applicant would like to work more, there may be a chance that the employer can allow this.
We do not recommend that students let a minor detail deter them from applying to a position. Either email the Contact person listed on the job posting for clarification or email campusemployment@wesleyan.edu and we can confidentially inquire about the flexibility of those requirements.
Job Search & Employment
Campus jobs are posted to Handshake based on the hiring manager’s openings, so the timeline, the roles themselves, and how many students need to be hired will vary. The Gordon Career Center is open year-round and our team is available to meet with you for one-on-one advising regarding your job search, resume, Handshake, or any other aspects of your campus employment. Below find a general job posting and hiring timeline.
Fall Semester:
- The Campus Job Fair is a one-day event held annually, typically during the first week of the Fall semester. Discover this event and more career-related events hosted on campus via the Handshake Events page.
- For both Fall and year-long jobs, the highest volume of jobs will be posted from the end of August until the end of September. Check Handshake regularly at these times, or set up Handshake job alerts to be notified when specific jobs are posted.
- Fall and year-long jobs continue to be posted throughout October and beyond, but at a lower volume.
- Some opportunities for winter break work will be posted towards the second half of the Fall semester.
- Jobs for the Spring semester may begin to be posted in late November and December.
Spring Semester:
- Spring job opportunities continue to be posted throughout January at a high volume. A lower volume of Spring jobs are posted at the beginning of February.
- Summer campus jobs may be posted as early as January, and continue to be posted through April. Most campus employers complete their hiring before mid-April. Very few summer jobs are posted after this time, with hard deadlines in early May.
- Jobs for the next academic year may be posted at the end of the Spring semester, starting in mid-March, or during the summer.
Sharpen your application materials and interviewing prowess using the Gordon Career Center’s Resume Resources, Resume & Cover Letters, and Interview Preparation webpages. Additionally, transfer your resume details to your Handshake Profile using the instructions linked here. For jobs that do not require a resume or other materials, the only way the employer can assess your abilities is using your Handshake Profile. If you have left your Handshake Profile blank, it will hurt your chances of landing that position.
Applying to multiple jobs simultaneously will increase your chances of landing a job. (Note: Employers cannot see which jobs you have applied to, nor see the jobs you have been hired for.) Do not concentrate all your efforts on one position. Some students have found it useful to network with on-campus employers and ask about open positions in person.
The Campus Employment Fair, held annually during the Fall semester’s Wesleyan Week of Welcome (WesWOW), is a great opportunity to explore multiple opportunities and meet with on-campus employers. Discover this event and more career-related events hosted on campus via the Handshake Events page.
If you need support during the job search process, book an advising appointment using Handshake or email campusemployment@wesleyan.edu.
If you did not land a campus job this semester, but would like one in the future, there is plenty you can do in the meantime to better your chances and build your skills for the next time around. In addition to our above tips for the job search, consider investing your time in the following activities that can strengthen your resume and career aptitudes:
- Forage (Free access via the GCC) – Virtual work experience programs designed by leading companies.
- Develop your skills and gain a real understanding of different roles and sectors by working through these self-paced modules, with tasks similar to those you would undertake during a traditional internship.
- All programs are self-paced (taking between 5 to 6 hours to complete) ensuring that you can fit your participation flexibly around other commitments.
- Student Group Involvement & Volunteer Work – Participation or leadership in a student group, club, team, or volunteer program demonstrates skills and aptitudes that can be included in a resume, such as time management, event planning, fundraising, community-building, perseverance, etc.
- Find active student groups and events via WesPortal > Search “WesNest”.
- See the Jewett Center for Community Partnerships website for more information about volunteer opportunities.
- While there may be student groups and volunteer programs that are more relevant for specific campus jobs you desire, participation or leadership in any student organization or volunteer program demonstrates transferable skills that are applicable to all campus jobs.
If you are applying for a position on Handshake that requires a resume, check out our resume writing resources and schedule a resume review appointment as soon as possible prior to uploading your first document and before any application deadline.
If you apply for a position with a pending resume and your resume is not approved before the application deadline, your application will be withdrawn by the system once the deadline has passed – be sure to check the status of your document in advance.
We aim to review pending resumes on Handshake within two business days of upload. Do not wait until an application deadline to start the resume approval process. For more information, see the Gordon Career Center’s Resumes & Cover Letters page.
If you unexpectedly need a quick turnaround time for your resume approval, email us immediately at campusemployment@wesleyan.edu, or email the GCC at careercenter@wesleyan.edu. There is no guarantee that we may be able to accommodate your request, but communicating with us betters your chances.
If the employer does not reach out to you after one week from your application, you can either email the Contact person listed on the job posting or email us (campusemployment@wesleyan.edu) and we can confidentially inquire about their hiring decisions.
Because the hiring timelines of each campus employer vary, we also recommend you apply to multiple jobs at once to better your chances of getting hired at the time that you prefer.
There are no restrictions on how many positions a student can hold at a time. However, students cannot work more than a maximum total of 20 hours per week across all hourly positions during the academic year. Students may wish to hold multiple jobs in order to work more hours, increase their earning potential, or explore various career interests.
You are a student, first. It is important to reflect on your total responsibilities to determine how much time you could realistically dedicate to on-campus employment during the school year, while still leaving time for studying, co-curricular activities, and relaxation.
While some campus jobs have slower periods that provide students with downtime to complete homework assignments, students should not expect their campus jobs to be free time. Job responsibilities will be outlined in the Handshake job posting at the time of application.
Many first-year students choose not to pursue campus jobs until their Spring semester, in order to transition into their college experience more smoothly. Some students choose only to work temporary gigs during New Student Orientation week or Reunion & Commencement. Some students choose not to work at all during the school year, and instead dedicate themselves to other valuable career-learning experiences, like student group leadership or volunteer work.
Whatever you decide, the Campus Employment team is here to support you!
All legitimate on-campus jobs will be posted on Handshake. If you receive a direct email about an employment offer, it may be a phishing scam. In the event you come across a fraudulent employer or posting, we encourage you to contact campusemployment@wesleyan.edu. Additionally, forward the phishing email to security@wesleyan.edu immediately so that we may take appropriate action.
There is no obligation to stay in the same campus job. It is normal for students’ employment needs and interests to change as they progress through their time at Wesleyan. We encourage you to explore and pursue other roles to broaden your experience.
While many roles offer continued employment into the next academic year, there are also many roles that operate on a semester-long or year-long basis.
It is important to communicate your departure with your employer with adequate notice! Recommended notice is 2-4 weeks, or at the end of the semester. You will likely need your current employers to recommend you to future employers, so make sure to depart your campus jobs professionally. If you would like to leave your role earlier than planned for a new opportunity, we will happily offer guidance on how to communicate that in the best way.
Student Employee Labor Unions
Some campus jobs are unionized. These positions will disclose on the Handshake job posting that they are unionized at the point of collecting applications. All labor union negotiations at Wesleyan University are managed by the Director of Labor and Employee Relations at Human Resources.
The Gordon Career Center does not play a role in student employee labor unions. We do not participate in unionization efforts, neither in the representation of students nor on behalf of campus employers. However, our commitment to being a supportive resource for individual students remains steadfast. We acknowledge and respect students’ impactful, purpose-driven efforts to engage thoughtfully and critically with the tenets of their labor rights.
Disciplinary Action & Termination
All Wesleyan University employees, including students, are at-will employees. They can be terminated from their positions at any time, as well as resign at any time, with or without cause.
On-campus employers are advised to attempt other interventions and disciplinary action before resorting to termination, to ensure that terminations are not discriminatory.
The Campus Employment team advises that on-campus supervisors communicate their expectations regarding responsibilities and conduct early and often. If the supervisor is dissatisfied with the student employee’s performance, it is crucial that the supervisor document and communicate this with the student in person and in writing. Some supervisors may choose to operate on a ‘strike system’, wherein infractions such as tardiness or no-shows build up strikes towards a termination.
Student employees who believe they have been unjustly terminated can seek mediation with the Campus Employment team. Schedule an On-Campus Advising Appointment via Handshake or email campusemployment@wesleyan.edu.
Handshake, Workforce Time (WFT), & Workday
Handshake works best via the Google Chrome browser, so technical issues may arise due to using other browsers. If your technical issues persist on Google Chrome, attempt clearing your cache.
For time-sensitive issues, email campusemployment@wesleyan.edu with a description of the technical issues and attach screenshots of the Handshake error message, if applicable. The Campus Employment team will attempt to troubleshoot the issue as expediently as possible.
Login using your Handshake credentials. Rather than sign in via your Wesleyan University Single Sign On (SSO), use the blue link underneath to “sign in with your email address.” Wesleyan SSO credentials do not automatically update to Handshake.
Find instructions to reset your Handshake password below:
If the error message pertains to working over 20 hours/week during the academic year, reach out to campusemployment@wesleyan.edu.
For all other issues on Workforce Time, email the Payroll Office at payrollhelp@wesleyan.edu.
NOTE: On-campus employers need to hire students on Workday before students have access to Workforce Time.
Handshake
- On-Campus Employers: see the Handshake How-To Resources webpage.
- Students: see the Getting Started with Handshake article.
Workforce Time (WFT)
- Workforce Time resources can be found on WesPortal.
- Students are encouraged to review these training slides.
- Questions about WFT can be directed to payrollhelp@wesleyan.edu.
Workday
- On-Campus Employers: see these Workday Training Resources.
- Students: For help completing your onboarding forms on Workday, the Payroll team can assist you. Email payrollhelp@wesleyan.edu or request an appointment with any member of the payroll team.
Last Updated on January 7, 2025.
