Criteria/Determining the Appropriate Title for the Position
When hiring a student employee, you must first determine if the student meets the criteria to be hired as an UMBC “Student” (using the title of student for payroll purposes) or if the individual must be hired as a Contingent I employee.
Student positions using the title of “Student”:
- Must be a current UMBC or USM Student.
The primary focus for students at the university is academics. With this in mind, departments should not work students on a regular full time schedule while school is in session. In addition, please be aware that it is a violation of federal law for an F-1 and J-1 visa holding student (or Graduate Assistant-) to work more than 20 hours per week while school is in session (during fall and spring semesters). An F-1 and J-1 student may work full time during the summer and/or winter sessions only. Adherence to this federal regulation protects the student from violating the terms of their visa status, and the university from sanctions in case of audit.
Please see next section below for general information on hiring a UMBC student employee.
Students to be hired as Contingent I employees:
- Non-USM students working a regular schedule of 40 or more hours per week
- High School students
- UMBC students that will begin or continue employment after graduation from UMBC
Please see procedures for hiring a Contingent I employee.
Note: For information on hiring Graduate Assistants, please see Hiring a Graduate Assistant.
- The hiring department determines the needs of the department and defines the position’s responsibilities and qualifications. The department should also determine what type of student employee they are seeking ( i.e. student eligible to hold the “student” employee title, Contingent I employee, etc.)
- The hiring department determines the appropriate pay range for the position based on the student wage guidelines.
- The hiring department advertises the position if necessary. Please see section on advertising for sources and information.
- The hiring department conducts interviews and checks references (if applicable).
- The hiring department selects the candidate for the student position.
- The hiring department determines the appropriate starting salary based on the determined pay range and student wage guidelines.
- The hiring department offers the student the position and discusses the terms (salary, hours, schedule, etc.)
- Upon acceptance of the position, the departmental payroll preparer will complete the necessary hiring paperwork. Please contact a member of the payroll staff for assistance if needed.
Note: Human Resources approval of the selection is not required for student positions.
Advertising/Posting the Position
Sources for Hiring a UMBC Student Employee
The Career Center also sponsors several job fairs annually, including a Summer and Part-Time Job/Internship Fair in February (co-sponsored by the Shriver Center) and an On-Campus Job Fair (during fall orientation) where campus departments recruit student assistants.
The Career Center is available to assist in posting intern/co-op/research positions.
The Office of Financial Aid & Scholarships awards Federal Work Study to eligible students. To learn how to hire a Federal Work Study Student, visit their website or contact the office at 410-455-2387 and ask to speak with the Federal Work Study Coordinator.
Many departments list student positions on their departmental websites. In addition, departments often post flyers in high traffic areas in their building/department advertising the available student positions.
Please read the Student Wage Guidelines for information on the hourly pay range for undergraduate and graduate student workers.
Now that you have hired the student employee it is important to take the time to thoroughly orient and train to student in order to establish the groundwork for a successful working relationship.
The student should be oriented on departmental work expectations such as office etiquette and procedures, equipment/computer operation and usage, attendance/punctuality, work schedules, etc. The New Student Checklist for Departments/Supervisors will provide you with a sample list of things to do prior to the student’s start date and also a list of topics to cover during the orientation/training period.
It is recommended that each department develop and use a “Student Employment Guide” when orienting and training student employees. The Career Center may be able to provide you with some resources and samples.
The supervisor should review and discuss the job responsibilities and performance expectations. If a performance evaluation process will be used, this should be explained to the student during the early weeks of starting employment.
As a supervisor, you will also play a role in the student employee’s education and development. The position will provide an opportunity to coach the student and help him/her develop professional skills that will be transferable into the work world upon graduation. Students may need assistance in: learning appropriate office etiquette; enhancing communication; juggling multiple responsibilities; learning how to accept feedback; learning about his/her strengths and weaknesses; and handling problems situations.
Motivating and retaining student employees is an important aspect of supervision. Suggestions regarding motivation include:
- Explaining to students how their work is important to the department
- Thanking the students for a job well done
- Asking for student input and listening to their opinions
- Offering students opportunities to take on projects of interest or duties that relate to their major of study
- Including students in departmental celebrations and events
- Recognizing students that are graduating
- Providing treats, snacks, etc. as a sign of appreciation
Work Permit/Employment of Minors