Government agencies and non-profit organizations providing providing community service opportunities are eligible to employ federal work-study recipients. If you are interested in hiring an Earlham student part-time to work in your organization as part of the Federal Work-Study program, please contact Lea Staedtler at email@example.com to get more information and become one of our off-campus partners. You will need to sign a Memorandum of Understanding to agree to the terms and conditions for employing Earlham students. For returning employers, a new agreement must be signed and returned each year.
Posting JobsEarlham uses a job posting system called Handshake. To create an account in Handshake, please use this link and follow the instructions. Once you are set up, use this handout for step-by-step instructions on posting your work-study positions in Handshake. *Please Note: At the top of your job description, please add the following statement: “This position is off-campus and funded by work-study funds. Only students with work-study in their financial aid package are eligible to apply.”
Hiring New Student WorkersPlease contact Lea Staedtler before making a job offer to a student. Lea can provide you with the following information:
• Whether the student is eligible for off campus work study
• How many hours a week they can work
• If the person’s tax paperwork is complete with Earlham’s payroll office.
After verifying with Lea the student’s eligibility, please reach out to the student to offer them the position. Once they have confirmed, log in to Handshake to mark the student as “Hired.” You will need to mark every student who applies to your job(s) as either Hired or Declined. This handout provides you with visual information around this step. If the student’s tax paperwork is complete (indicating they have previously held a work study job), they are able to start working for you immediately. Please remember to go into Handshake and expire the job posting after you are finished hiring so students will not continue to apply.
Student PayIf the student’s tax paperwork is not complete (because they have not previously held an Earlham work-study position), you need to inform them that they cannot start working until they have completed it. Some students need a formal job offer before they can complete the paperwork. You can refer them to the Required Forms page for information about what documents they will need to present to the Human Resources Office in the basement of Carpenter Hall. If they begin working sooner, your agency will be responsible for paying 100% of their wage for the time period until they have completed all of their tax paperwork and are cleared to work. You will receive an email from Lea letting you know when the student is cleared to work.
Rehiring StudentsIf you are rehiring a student who worked for you previously, please follow these steps: 1. Contact Lea at firstname.lastname@example.org with the student’s name. Lea will need to check their work-study status again, as this can change each year. 2. After hearing back about the student’s eligibility, you can complete the Rehire Form. You do not need to do anything in Handshake with students you are rehiring. *Please Note: When completing the Rehire Form, the hiring department is your agency (e.g., Cope Environmental Center). The supervisor’s name is the person who will sign the student’s biweekly time sheets. The budget code for all off campus positions is 0311.