Internship & Career Services

Employing Students

Student Employee Supervisors: Click here for eHire details

Need to schedule an eHire training?

eHire Individual Trainings: Tuesday, Wednesday, and Friday mornings from 10:00am to Noon (August 13 to September 30) - Please set up a phone or in-person appointment using Outlook (croussea@butler.edu)

Student Hiring Process - There are two types of student employment hires

New Hire: A new hire simply means the student does not currently have an on-campus position and must submit Federal and State tax forms; the student and the supervisor must also complete and subit their respective portions of the I-9.* All of the aformentioned paperwork is to be submitted to Courtney Rousseau in Internship and Career Services - AU315.

Existing Hire: An existing hire means the student currently has an on-campus position; the supervisor need only complete the eHire form in the my.butler portal

You may verify if the student is a New Hire via the eHire form in my.butler. This process is explained in a screenshot guide below.

*Positions with the following are housed on Butler's campus but are NOT considered to be Butler University student on-campus employment: Aramark (Starbucks, Dining Halls), Follett (Bookstore), and RuffaloCODY (Butler Telefund)

New Hire Paperwork (I-9 with color photocopies and Federal and State Tax Forms)

As mentioned above, students who do not currently hold on-campus employment are "New Hires." You will need to submit the paper forms listed below to Courtney Rousseau, Student Employment Coordinator (AU 315) by the first day of employment - Training is considered employment.  

Please consult the Supervisor New Hire Guide to help you navigate the process. All required forms are linked to this document in a printable, pdf format. 

I-9 Video Guides

Section One - Employee

Section Two - Employer

I-9 Written Guides

Section One - Employee 

Section Two - Employer

What information should I send the student?

You may also send students you wish to hire to the on-campus employment page or send them the link to this New Hire Guide for students.

eHire Help: Screenshot and Panopto Guides

Panopto

How do I hire a student?

How do I view student employee information?

How do I view student employee compensation information?

How do I verify eHire status of submitted student employee requests?

How do I terminate student employees?

Screenshots

How do I hire a student?

How do I know if the student I want to hire is a New Hire (e.g. Needs an I-9 and tax forms)?

How do I check the status of students submitted via eHire?

How do I terminate a student employee in eHire?

How do I view student compensation rates, position numbers, etc.?

How do I verify detailed hire information for submitted eHire forms?

A word to supervisors ~ Show Detail

If you wish to hire a student employee, you are responsible for completing the eHire process within the my.butler portal in addition to submitting any necessary paperwork to Internship and Career Services (ICS). Student employees are employees of Butler University and are covered by workmen's compensation. Therefore, after offering a student a position, all eHire forms and paperwork processes MUST be completed prior to the first day of work - training is considered work. Students MAY NOT begin working before that time. All questions can be directed to Courtney Rousseau, Student Employment Coordinator (croussea@butler.edu or 317-940-8425). 

Formstack Forms: Status Updates and Position Creation

Status Change Formstack Form

This allows you to update the following: Pay Rate, Primary Supervisor, Account/Combo Code, Job Title, and Backup Time Approver

Status Change Formstack

New Position Formstack Form

If you are creating a position that has never existed at Butler, you will need to complete the "Create a New Position Formstack Form. Once processed, you will receive a four-digit Position Number from Courtney Rousseau,Student Employment Coordinator. 

Create a New Position Formstack 

Please Consider Posting Your Position in BLUE ~ Show Detail

I regularly hear from and meet with students who are actively seeking on-campus employment. They often ask why more on-campus positions are not posted in BLUE (Butler Links U to Employers), and have expressed a great interest in having a centralized location to house existing jobs. When posting a job in BLUE, you can specify an end date for applications, narrow your search to students with specific majors, and have student applications emailed to you. If you would like to post a position in BLUE or learn more about how to use it, please contact me at croussea@butler.edu or 317-940-8425. ~ Courtney Rousseau

Additional Resources

Approving Time for Students ~ Show Detail

The following Panopto videos explain how to input and approve time for student employees in my.butler

Basic Approval 

Approve Reported Time

Student Time, Student Payment, and Payroll Schedule ~ Show Detail

How does a student clock in via my.butler? Screenshot Guide

How does a student log hours in my.butler? Screenshot Guide

When are student employees paid? Payroll Schedule 

Maximizing the Student Employment Experience

We are all extremely busy, but we should try not to forget what our first priority is as employees of Butler University.  We are here to support students as they become educated members of society.  Every supervisor has the ability to allow students the opportunity to grow professionally in their on-campus jobs.  In addition to all of the great work you do, here are five extra tips on ways to aid your student employee, and yourself:

Tips for Supervisors