Employing Students & Recent Graduates for Campus Jobs

New I-9 Available

The federal government has unveiled a new, condensed federal Employment Eligibility Verification I-9 form, which supervisors should be using if they complete the I-9 form with their student employee. Click here for the new form. This is only for new hires to the university. Send completed I-9 forms with color copies of the appropriate forms of ID to Talent Acquisition Coordinator Maya Speed (mjspeed@butler.edu; 317.940.9452).

Important Update

We have automated much of the new hire student employment paperwork. Please direct new student hires to the University to the On-Campus Student Employment webpage and have them follow the instructions under “New Hire Paperwork Packet.” There they will complete the New Hire DocuSign Student Powerform. More details are below.

Talent Acquisition Coordinator Maya Speed (mjspeed@butler.edu; 317.940.9452) is collecting all new hire paperwork as well as processing I-9 federal employment verifications for students. Maya is located in Jordan Hall, Room 052 (basement of Jordan Hall). Students who need to show their original, unexpired identification documents, should schedule an appointment with her on either Handshake or Outlook.

Digital Paperwork

In an effort to streamline the hiring of student workers new to University employment as well as reduce paper costs, we are utilizing a digital-first process. If at all possible, please encourage your student hires to electronically complete this paperwork.

Supervisors should direct Student Hires to complete online their H.R. policy acknowledgement form and federal W-4 and state WH-4. For the final piece of New Hire paperwork – the I-9 Federal Employment Eligibility Verification – we are reverting the pre-pandemic practice of Supervisors completing the I-9 for first-time University hires. Supervisors are welcome to refer any of the more complicated I-9 forms (for Non-Citizens, Permanent Residents, or Authorized Aliens) to Student Employment Coordinator Lorraine Vavul in Human Resources. The completed I-9 along with the accompanying color copies of the student’s I.D. can then be sent via inter department campus mail to the attention of  Maya Speed in HR (Jordan 184C).  Instructions can be found further below under “New Hires.”

Remember: federal law requires all documents to be submitted before your student employee begins working. Training is considered employment.

Overview of Student Hiring

There are 3 steps when hiring students for on-campus work. If you already have identified the student(s) you wish to hire, skip to step 3:

  1. Create or update the position – Formstack forms
  2. Promote the position and collect applications
  3. Hiring the student (submitting student’s eHire, & only if needed, completing I-9 paperwork page 2).

1. Create or Update the Position

If you’re unsure from which budget your student wages should be pulled—the “account (department ID)/combo” numbers—please contact the budget manager in your department or office.

New Positions (New Position Qualtrics Form)

If the position you’re hiring for is brand new and doesn’t yet exist, please complete the New Position Qualtrics form. You’ll receive a four-digit Position Number from Human Resources within 1-2 business days. Please contact askhr@butler.edu if you encounter any problems.

Update Existing Positions (Status Change Qualtrics Form)

To update pay rate, primary supervisor, account (department ID)/combo numbers, job title, and/or backup time approver, please complete the Status Change Qualtrics Form. If needed, read the View student compensation/hourly pay rates and past work information guide. Please contact askhr@butler.edu if you encounter any problems.

2. Promote the Position & Collect Applications on Handshake

We encourage supervisors to post the opportunity on Butler’s online job board Handshake. If you or your office don’t yet have a free Handshake account, please email CaPS to get set up. If you run into any problems posting, please check out Handshake’s how to guide for posting jobs or email our office at: career@butler.edu. If students applied to your position through Handshake, check out Handshake’s guide for accessing applications.

3. Hiring the Student

Once you have selected a student you would like to hire and are ready to send them a tentative offer, first determine if they’re an “Existing Hire” or a “New Hire”: How to Determine if student is New Hire or Existing Hire. If applicable, follow the instructions in the “Funding Student Wages with a Grant” drop-down at the bottom of this webpage.

Existing Hires

Students who currently have an on-campus position or have held one before are considered “Existing Hires” and paperwork is not needed. In these cases, you need only complete the eHire form in my.butler.

New Hires

Students who don’t currently have an on-campus position or have never had one are considered “New Hires” and new hire paperwork is needed in addition to you completing the eHire form in my.butler. The new hire must complete all paperwork before they can begin their position.

Note: before completing any paperwork, international students new to working at Butler should first visit the International Student Services employment webpage, download the Employment Authorization Form, and see Bobbie Gibson in Jordan Hall 133.

Paperwork steps for students to complete:

    1. Your student employee will first digitally complete the New Hire DocuSign Student Powerform found under the New Hire Paperwork Packet  on the On-Campus Student Employment webpage. The documents digitally included in the DocuSign Powerform include the HR policy acknowledgment form, federal W-4, state WH-4 and Section 1 of the I-9 Federal Verification form. Once completed, these forms automatically go to On-Campus Student Employment Office.
    2. The student should then schedule an appointment with either their supervisor or Maya Speed (instructions for that are on the On-Campus Student Employment webpage) to complete Section 2 (page 2) of the I-9. For that meeting, the student will need to bring valid, unexpired, original ID(s). No photocopies or pictures are allowed due to federal employment laws and Butler’s liability risks. Eligible identification documents can be found on page 3 of the I-9. Note: The requirements are one item from List A (most generally a passport or passport card) OR a combination of one item from List B (generally a drivers license or student ID) and one item from List C (generally a social security card or birth certificate). All ID(s) requiring signatures (e.g., passports and social security cards) must be signed.
    3. Supervisors or Maya Speed will complete Section 2 of the I-9 form and send Section 2 with color copies of the ID(s) you’ve referenced and attested to seeing on page 2 through inter departmental campus mail directly to Human Resources (JH 184C). Here is a cheat sheet with what to complete on the I-9.
    4. When completing Section 2 of the I-9 form, please follow these guidelines:
      • meet with the student to look at their ID documents in person (which must be unexpired originals)
      • make sure that any document with a “signature” line contains the student’s signature (e.g., U.S. passport on the page opposing their picture and name, social security card)
      • make sure that the social security card is not laminated (if it is, it’s ineligible)
      • complete Section 2 of the I-9 while looking at the ID documents using a blue or black ink pen (no pencils)
      • make color photocopies of the front and back of all ID documents (for passports, both the student’s picture page and opposing, andpage 28 and opposing)
      • sign Section 2 of the I-9
      • send the I-9 form and ID color photocopies through inter department campus mail or bring them directly to Human Resources yourself (JH 184C); as with grade change forms, the hiring documents cannot be handled or delivered by the student)
      • download the full list of acceptable documents or visit the federal site’s list of acceptable documents

How to Fill Out eHire

Read the How To Fill Out eHire guide. If needed, read the Check the Status of Students Submitted in eHire guide.

Grant funded student employees: you will not need to enter the student in eHire. Scroll down to the “Funding Student Wages with a Grant” dropdown section below for instructions.

4. Evaluating the Student

For resources on evaluating your student employee, please check out Human Resources’ “Performance Management” supervisor tools.

Forms and Guides

Video Walkthrough

Note: this video walks through the hiring process and features former Student Employment Coordinator Alyssa Laskowski. Student Employment now resides in the H.R. office under Lorraine Vavul. Please direct all questions to Lorraine at LVavul@Butler.edu or 317.940.JOBS (5627).

Supervisor Guides

Additional Info