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Covid-19 Information for the Butler Community

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For Students and Graduates

On-Campus Student Employment

Profile picture of Lorraine Vavul, On-campus Student Employment Coordinator

Important Update

We're excited to announce the return of our colleague Lorraine Vavul, the University's new On-Campus Student Employment and Federal Work Study Coordinator, now based out of  Human Resources:

CaPS will continue to support Lorraine as she settles into her new position. Students new to working at Butler should carefully read through and follow the updated steps in the "New Hire Paperwork Packet" section further below.

 

Digital Paperwork

To continue protecting supervisors, students, and Human Resources staff, we're reducing the physical handling of documents by utilizing a digital-first process. Please read carefully through the information below.

Important note: Federal law requires all documents to be submitted before you can begin working. Training is considered employment.

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Finding a Job

​Students work in almost every University department and office, as well as for student organizations. Despite the ongoing coronavirus pandemic, there are still many employment opportunities across campus, in the neighboring community, and now, more so than ever, virtually.

Get Started

  1. Search our online employment portal Handshake (positions typically begin appearing mid-August and mid-January as faculty and staff return to campus)
  2. View our Handshake on campus job search guide and list of on campus contacts
  3. View a list of on-campus employers

Bookstore, Bon Appetit, and Starbucks

The Bookstore, Bon Appetit / Dining Services, and Starbucks are not considered on campus employers for Butler. Each organization exists outside the University and handles its own hiring through the websites for Follet's Bookstore, Bon Appetit, and Starbucks Careers. If you're interested in applying for these jobs, please apply online and/or ask to speak with the appropriate store manager about job openings:

Resume, Cover Letter, and Interview Assistance

Please utilize the resources below:

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Getting Hired

If you've worked on campus before, no employment paperwork is needed.

If this is your first on-campus job, you'll need to carefully read through the sections below.  If you're not sure how to fill out the forms correctly, feel free to reference our Cheat Sheet for New Hire Paperwork.

International Students, before completing any paperwork, visit the International Student Services employment webpage, download the Employment Authorization Form, and see Bobbie Gibson in Jordan Hall 133.

New Hire Paperwork Packet

All students new to working at Butler must complete the documents below before starting work. Documents #1–3 require you to type text into PDFs and insert images of your signature. If you're unsure how to do so, please read the "How To Complete and Sign PDFs" drop-down further below. Document #4 must be printed, signed physically, and brought into the Human Resources office (JH 037) after  you've received approval to schedule an appointment (see info below).

  1. Butler H.R. Policy Acknowledgement

  2. IRS W-4 Employee’s Withholding Certificate

  3. WH-4 Employee's Withholding Exemption and County Status Certificate

  4. IRS I-9 Employment Eligibility Verification

    • visit Adobe Sign Library Templates webpage and download the "IRS I-9 Employment Eligibility Verification" fillable PDF

    • Type your info into page #1 of the PDF. Do not digitally sign it.

    • Print out page #1 of the I-9 document and physically sign it. Do not email the I-9 document.

    • Review "Final Steps" below.

Final Steps

After you've emailed the Butler H.R. Policy Acknowledgement, federal W-4, and state WH-4 forms to Human Resources On-Campus Student Employment and Federal Work Study Coordinator Lorraine Vavul, please schedule an "On-campus Employment and Federal Work Study" appointment on Handshake.

When it’s time for your appointment, visit the main Human Resources office in Jordan Hall 037 (in the building's middle basement segment, down the staircase next to the first-floor Center for Global Education) and:

  • Bring your printed I-9 page #1.
  • Bring valid identification documents as explained on page #3 of the I-9.
    • I.D.s must be original. No photos or photo copies are acceptable.
    • I.D.s must be unexpired.
    • In addition to page #3 of the I-9, you can read the full list of acceptable ID documents on Indeed. 
    • The most commonly used I.D.s by Butler students are a passport ("Column A" on page #3 of the I-9) OR a driver's license ("Column B") and a social security card ("Column C").

Again, documents must be originals. No photos or photo copies are accepted. If your documents are not with you on campus, you must either return to your home address to retrieve them or have them shipped to you at your campus address.

 

Video Webinar For Students

Note: This video may reference submitting each document physically as was done prior to COVID-19. Please defer to the instructions above. Thank you to Alyssa Laskowski, former Student Employment Coordinator, for recording these video instructions. Please direct any questions to the current Student Employment Coordinator, Lorraine Vavul.

Can't see the video below? Please visit the On-Campus Employment Video for Students on YouTube.

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Frequently Asked Questions

How To Complete and Digitally Sign PDFs

New Hire Paperwork documents require students and supervisors to type text into PDFs and insert their digital signatures.

Although students and supervisors can use the PDF reader application of their choice, Adobe Acrobat is recommended.

Obtaining Adobe Acrobat

The program is available on all Butler-owned computers (lab computers for students can be found at butler.edu/labs ), by launching a virtual desktop at buanywhere.butler.edu , or by downloading a free trial at acrobat.adobe.com/us/en/free-trial-download.html 

Note for faculty/staff: if needed, view instructions on how to install Adobe Acrobat on your Butler-owned computer.

Inserting Digital Signature

View instructions on how to insert a signature using Adobe Acrobat under “Sign a PDF” on Adobe’s support website.

 

What Do I Need To Work on Campus?

  • If you plan on securing on campus employment for the first time, you will be asked to complete New Hire Paperwork.
  • New Hire Paperwork includes federal and state tax paperwork. Most importantly, the I-9 form must be completed to verify identity and work authorization for anyone hired in the United States.
  • You must present at least 2 acceptable identification documents. This link explains which documents are acceptable. Documents MUST be unexpired originals. Photocopies and scanned images will not be accepted. Document types can also be found on page 3 of the I-9.

How Will I Be Paid? (Timesheets & Paychecks)

COVID-Related Changes

Although this may change given future pandemic guidance from the University, Student Accounts is not currently, directly distributing physical student payroll checks. They strongly encourage you to enroll in direct deposit. If direct deposit isn’t selected, paychecks will be mailed to your local address listed in my.butler for timesheets submitted in fall/spring and your home address for summer.

Submit Timesheets
Signing Up for Direct Deposit
  1. log into my.butler
  2. on your dashboard, click the "Peoplesoft HR/Payroll" button atop the "Employee Tools" column
  3. on the Self-Service page that appears, click the "Payroll and Compensation" button
  4. in the left column, click the "Direct Deposit" tab
  5. follow the instructions to "Add an Account"
  6. if you encounter an error that says, "A balance account must be specified (30000,5?)," please visit I.T.'s direct deposit error page
  7. be on the lookout for a confirmation in your Butler email

How Many Weekly Hours Can I Work Across Campus?

  • Butler students are not allowed to work more than cumulative 16 hours per week during the academic year (20 hours is the absolute max).
  • During the summer months, students can work up to 37.5 hours per week. 

International Students Working On Campus

International Students: before completing any paperwork, visit the International Student Services employment webpage, download the Employment Authorization Form, and see Bobbie Gibson in Jordan Hall 133.

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International students can utilize the same job search tools and resources for securing on campus employment as all other non-international students. Please review the required steps via our Guide for International Students. 

  • International students can only work on campus (not off campus).

  • International students must apply for a social security card OR already have a social security card to work on campus:

    • When completing paperwork, HR will accept a 'social security card receipt' in order for the student to start working.

    • However, when the student receives the actual social security card, they must present the card immediately to HR or The Student Employment Coordinator. 

For additional assistance, please visit the International Student Services office in Jordan Hall 133. 

Protecting Butler Students

  • Students who participate in internships, jobs, or experiential education opportunities have a right to expect a professional environment free from sexual misconduct.
  • The Butler University Sexual Misconduct Policy outlines how the University responds to reports of sexual misconduct. Sexual misconduct includes sex- and gender-based discrimination, sexual harassment, sexual assault, sexual exploitation, dating violence, domestic violence, and stalking. We encourage you to explore the Sexual Misconduct site for more information, or download our guide.

  • Butler University is committed to maintaining a respectful educational environment, free from harassment. Harassment of any kind is not acceptable behavior at Butler; it is inconsistent with the commitment to excellence that characterizes Butler University’s activities.  Several policies available online address civil rights matters involving students, faculty and staff when a complaint is brought to the attention of the University. 

  • Any student of the University who believes that he/she has been a victim of some form of discrimination should report the incident immediately to the Title IX Coordinator. 

Why 'Ghosting' Your On Campus Job Is Bad

  • "Ghosting" is the professional equivalent of standing up someone.
  • People can “ghost” at the job offer stage, on their first day of work (by simply not showing up after they've agreed to take the job), or even by walking out on their job with zero warning, zero explanation and zero contact thereafter.
  • “Ghosting” is one of the most effective ways to burn bridges in your professional life. Ultimately, “ghosting” an employer is a sign of immaturity and its very unprofessional. 
  • Instead of simply avoiding a potentially negative conversation, students should learn how to say “no” or quit their jobs gracefully:

Student Employee Appreciation Week

  • Each year, student employees are nationally recognized for their contributions to campus departments! Join us this year in April for some fun and free events just for you! Check out our Student Employee Appreciation Week website for more details.

Filing & Tax Information for Students