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HANDSHAKE and CampusWorks

is where...

• On- and off-campus  to post part-time and full time positions and can receive resumes of potential candidates.
•  and upload resumes, search and apply for on- and off-campus student positions, internships, co-ops and professional opportunities!

 is where...

• On-campus employers log in to submit employment information to complete the hiring process for students they plan to hire. Upon submission of this information, CampusWorks generates a detailed, online offer of employment to students. Employers receive email notification of student offer decisions and can view completed and ongoing hiring activity.
• Students log in to establish their eligibility to work on campus, confirm acceptance of employment offers, and receive a final confirmation email when their position has been activated. A student's permission to work is granted upon final confirmation of enrollment, completion of paperwork, and other employment eligibility requirements.

Student Employment Certification Statement

• All student employees are required to agree to the requirements and conditions of student employment as outlined in the .
• The Student Employment Certification Statement must be accepted online in  prior to a student's initial employment. Students may also view the Certification Statement upon accepting each new offer of employment in CampusWorks.

Student Checklist for On-Campus Employment

Students can search and apply for on-campus student employment positions on . New postings are added daily with peak hiring occurring around the beginning of each semester.

NOTE: The “Work study: Eligible students only” label appears on all on-campus job postings in Handshake. This is not a requirement for application as indicated by Handshake for �������� job postings. Please disregard that label.

Additional search strategies: 

• Meet with a Career Exploration and Development advisor for assistance with job search strategies, preparing your application materials, and interviewing practice.
• Visit department websites for information on positions and/or online applications. Some examples include: Recreation and Wellness Services, , University Housing, and University Culinary Services.
• Network with fellow students who are employed on campus.
• Speak with academic advisors and faculty/staff who are familiar with university services and departments that employ students.

HIRING PROCESS

1. Once a department has identified a student to hire, the supervisor or hiring representative should ask the student for their Banner ID number and look up the student in using the ‘Supervisor Search Student’ feature. On this screen the supervisor can view a student’s: 
   • Federal Work Study award (if any) 
   • Class schedule (to ensure the student does not work during class times) 
   • Other on-campus employment (to ensure the student does not work over the maximum work hours per week limit)
2. The supervisor or hiring representative must submit a Hire Request for the student on a Job Profile in . When submitting the Hire Request, a list of validations will be presented to check the student’s eligibility for employment. In the list of validations, the supervisor should:
   • Check if the student is a domestic student or an international student. If the student is an international student, follow the hiring process for international students instead.
   • Check if the student has employment paperwork on file (returning student employee) or does not have paperwork on file (first-time student employee). If the student previously worked on campus as a Graduate Assistant, contact campusworks@kent.edu to request for the student’s employment paperwork to be retrieved from Academic Personnel’s records.
   • Review any warnings displayed, then proceed with submitting the Hire Request.
   • Supervisors can view a student’s Federal Work Study award status at the bottom of the screen when entering the position details for the Hire Request. If the student does not have a FWS award, do not submit a Hire Request for this student on a FWS Job Profile.
3. If the student has all paperwork on file, then the student is a returning student employee, and the supervisor may skip to step #7. If the student is a first-time student employee, the supervisor will be prompted to send a system email to the student about completing outstanding employment paperwork via their dashboard. This email will come from campusworks@kent.edu with the subject ‘Regarding recent hire request’ and contain the words ‘you have been selected for the following job’ in the greeting line of the email. This email initiates the hiring process and Career Exploration and Development’s communication with the student. Students may NOT begin work until all required employment paperwork is marked ‘Completed’ in CampusWorks and the final confirmation email has been received granting permission to begin working on the start date. Supervisors may view pending and completed hiring activity in CampusWorks at any time.
4. When a first-time student employee receives the email about completing outstanding paperwork, they must login to and sign four forms: Form I-9, Form SSA-1945, Confidentiality Agreement form, and the Ohio School District Code form. Once the student signs the Confidentiality Agreement and the Ohio School District Code form, the status of these two forms in CampusWorks will become ‘Completed.’ Once the student signs the Form SSA-1945, the status in CampusWorks becomes ‘Employee Section Complete, Pending Approval(s).’ Once the student signs the Form I-9, the status in CampusWorks becomes ‘Section 1 Complete, Pending ID Verification.’ The Form I-9 and Form SSA-1945 remain pending until the student completes an ID Verification appointment.
5. After the student signs the Form I-9, the student will receive an email from campusworks@kent.edu with instructions about how to schedule an appointment to complete ID verification. The student will need to present a combination of official unexpired during the appointment.
   • Kent campus students must schedule an ID verification appointment with a Student Employment staff member from CED via the Bookings link provided in the email received. Kent campus students should NOT schedule an appointment with a CED advisor in KSU Navigate to complete ID verification.
   • Regional campus students will be contacted by the designated regional campus representative from their campus with instructions on how to schedule an appointment.
6. Next, the student must attend the appointment with a Student Employment staff member from CED or with the designated regional campus representative to complete ID verification. If the student completes ID verification at the Kent campus, the Student Employment staff member from CED will process the student’s Form I-9 and Form SSA-1945 during the appointment. If the student completes ID verification at a regional campus, the regional campus representative will sign the student’s Form I-9 during the appointment, then CED will review and approve the Form I-9 and Form SSA-1945 after the appointment. The student will receive the ‘Student Employment Next Steps’ email from campusworks@kent.edu and the status for the Form I-9 and Form SSA-1945 will become ‘Completed’ in .
7. Within 1-2 business days of completion of ID verification, a Student Employment staff member from CED will review the pending Hire Request in CampusWorks and contact the student and supervisor if any additional information is required.
8. Once all requirements have been met, the Hire Request will be approved, and the student and the submitter of the Hire Request will receive a final confirmation email from campusworks@kent.edu granting the student permission to begin working on the start date listed in the email. The listed supervisor and hiring representative will also receive a copy of this email (if the submitter of the Hire Request was neither of these individuals). The student MAY NOT begin working prior to receiving the final confirmation email nor prior to the start date listed in the email. Access to TimeClock Plus and paycheck generation is dependent upon completion of the entire hiring process.
   • NOTE: It is imperative to complete the student hiring process (including completing employment paperwork, ID verification, and CampusWorks hiring) prior to the employment start date; otherwise, the University and hiring department is out of compliance with Federal laws and regulations which could result in the university receiving Federal fines ranging up to $1,000 per student. Additionally, manual processing is required by both Career Exploration and Development and Payroll, which could delay the student's pay. If the student is a returning student employee, the hiring process is complete after receiving the final confirmation email and steps #9 - #11 are not needed. 
9. Direct deposit and tax withholdings can be set up through via the ‘Employee’ tab that will appear 1-2 days after the student’s job is finalized. Students MUST set up direct deposit and tax withholdings no later than 4 days before the pay date for the pay period the start date is in, or payment for that pay period will be DELAYED. Students can view the .
10. Additionally, the student will be contacted by OPERS around their start date with information on how to complete an optional request for exemption from contributing to OPERS. If a student wishes to be exempt from contributing to OPERS, the request must be completed within 30 days of the student’s initial start date. If a student has questions about this process, contact campusworks@kent.edu.
11. All student employees must complete the state-mandated fraud training through SafeColleges within the first 30 days of their employment, and again once every four years while employed at ��������. The training will appear in the student’s required trainings after the employment start date. To access the training, students should sign in with their �������� credentials.

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Supervisor Checklist for On-Campus Employment

International students: Keep in mind that there are additional steps for International Students.

Post available positions on :

• All departments are required to post student employment positions through Career Exploration and Development to ensure equal access under Federal law.
• Departments employing the same student year after year within the same position do not need to post the position until the student resigns or is terminated.
• On-Campus Internships: Selected positions in departments where professional, supervisor expertise is available to guide and mentor students in career-focused, skills development roles may consider offering student work experiences as on-campus internship positions through student employment. Students in on-campus internship positions must be paid and/or earning course credit for the internship. It is strongly recommended that departments pay student interns to ensure compliance with . If a student is registered for academic credit for the internship, supervisors will also be expected to provide feedback and guidance in accordance with academic program expectations.

Accept applications, interview candidates, and make hiring decisions.

• Career Exploration and Development does not administer tests to determine a student's level of skill or proficiency or offer placement services.
• Background Checks: Departments hiring for positions requiring a background check prior to employment may use the fingerprinting and background check services available through the Instructional Resource Center in White Hall. Student positions that may require a background check include 1) working in certain settings with minors such as at the Child Development Center, as an America Reads tutor, or at Recreational Services or University Housing, 2) in certain positions involving campus/building security, 3) and those that involve driving university vehicles.
• Once a hiring decision is made, departments should update application statuses in Handshake and inform all applicants that the position has been filled. To assist students with their search and interview strategies, be prepared to share feedback and suggestions for improvement. Departments may also refer students to a Career Exploration and Development advisor for assistance.

HIRING PROCESS 

1. The supervisor or hiring representative must first create a Job Profile in . For guidance on creating Job Profiles and submitting Hire Requests, supervisors should review the training materials on the . If you do not have access to hire students in CampusWorks, contact campusworks@kent.edu. Student Employment staff in Career Exploration and Development will review the Job Profile for approval within 1-2 business days.
2. Once a department has identified a student to hire, the supervisor or hiring representative should ask the student for their Banner ID number and look up the student in CampusWorks using the ‘Supervisor Search Student’ feature. On this screen the supervisor can view a student’s: 
   • Federal Work Study award (if any) 
   • Class schedule (to ensure the student does not work during class times) 
   • Other on-campus employment (to ensure the student does not work over the maximum work hours per week limit)
3. The supervisor or hiring representative must submit a Hire Request for the student on a Job Profile in . When submitting the Hire Request, a list of validations will be presented to check the student’s eligibility for employment. In the list of validations, the supervisor should:
   • Check if the student is a domestic student or an international student. If the student is an international student, follow the hiring process for international students instead.
   • Check if the student has employment paperwork on file (returning student employee) or does not have paperwork on file (first-time student employee). If the student previously worked on campus as a Graduate Assistant, contact campusworks@kent.edu to request for the student’s employment paperwork to be retrieved from Academic Personnel’s records.
   • Review any warnings displayed, then proceed with submitting the Hire Request.
   • Supervisors can view a student’s Federal Work Study award status at the bottom of the screen when entering the position details for the Hire Request. If the student does not have a FWS award, do not submit a Hire Request for this student on a FWS Job Profile.
4. If the student has all paperwork on file, then the student is a returning student employee, and the supervisor may skip to step #8. If the student is a first-time student employee, the supervisor will be prompted to send a system email to the student about completing outstanding employment paperwork via their dashboard. This email will come from campusworks@kent.edu with the subject ‘Regarding recent hire request’ and contain the words ‘you have been selected for the following job’ in the greeting line of the email. This email initiates the hiring process and Career Exploration and Development’s communication with the student. Students may NOT begin work until all required employment paperwork is marked ‘Completed’ in CampusWorks and the final confirmation email has been received granting permission to begin working on the start date. Supervisors may view pending and completed hiring activity in CampusWorks at any time.
5. When a first-time student employee receives the email about completing outstanding paperwork, they must login to and sign four forms: Form I-9, Form SSA-1945, Confidentiality Agreement form, and the Ohio School District Code form. Once the student signs the Confidentiality Agreement and the Ohio School District Code form, the status of these two forms in CampusWorks will become ‘Completed.’ Once the student signs the Form SSA-1945, the status in CampusWorks becomes ‘Employee Section Complete, Pending Approval(s).’ Once the student signs the Form I-9, the status in CampusWorks becomes ‘Section 1 Complete, Pending ID Verification.’ The Form I-9 and Form SSA-1945 remain pending until the student completes an ID Verification appointment.
6. After the student signs the Form I-9, the student will receive an email from campusworks@kent.edu with instructions about how to schedule an appointment to complete ID verification. The student will need to present a combination of official unexpired during the appointment.
   • Kent campus students must schedule an ID verification appointment with a Student Employment staff member from CED via the Bookings link provided in the email received. Kent campus students should NOT schedule an appointment with a CED advisor in KSU Navigate to complete ID verification.
   • Regional campus students will be contacted by the designated regional campus representative from their campus with instructions on how to schedule an appointment.
7. Next, the student must attend the appointment with a Student Employment staff member from CED or with the designated regional campus representative to complete ID verification. If the student completes ID verification at the Kent campus, the Student Employment staff member from CED will process the student’s Form I-9 and Form SSA-1945 during the appointment. If the student completes ID verification at a regional campus, the regional campus representative will sign the student’s Form I-9 during the appointment, then CED will review and approve the Form I-9 and Form SSA-1945 after the appointment. The student will receive the ‘Student Employment Next Steps’ email from campusworks@kent.edu and the status for the Form I-9 and Form SSA-1945 will become ‘Completed’ in .
8. Within 1-2 business days of completion of ID verification, a Student Employment staff member from CED will review the pending Hire Request in CampusWorks and contact the student and supervisor if any additional information is required.

9. Once all requirements have been met, the Hire Request will be approved, and the student and the submitter of the Hire Request will receive a final confirmation email from campusworks@kent.edu granting the student permission to begin working on the start date listed in the email. The listed supervisor and hiring representative will also receive a copy of this email (if the submitter of the Hire Request was neither of these individuals). The student MAY NOT begin working prior to receiving the final confirmation email nor prior to the start date listed in the email. Access to TimeClock Plus and paycheck generation is dependent upon completion of the entire hiring process.

   NOTE: It is imperative to complete the student hiring process (including completing employment paperwork, ID verification, and CampusWorks hiring) prior to the employment start date; otherwise, the University and hiring department is out of compliance with Federal laws and regulations which could result in the university receiving Federal fines ranging up to $1,000 per student. Additionally, manual processing is required by both Career Exploration and Development and Payroll, which could delay the student's pay. If the student is a returning student employee, the hiring process is complete after receiving the final confirmation email and steps #10 - #12 are not needed.

10. Direct deposit and tax withholdings can be set up through via the ‘Employee’ tab that will appear 1-2 days after the student’s job is finalized. Students MUST set up direct deposit and tax withholdings no later than 4 days before the pay date for the pay period the start date is in, or payment for that pay period will be DELAYED. Students can view the .
11. Additionally, the student will be contacted by OPERS around their start date with information on how to complete an optional request for exemption from contributing to OPERS. If a student wishes to be exempt from contributing to OPERS, the request must be completed within 30 days of the student’s initial start date. If a student has questions about this process, contact campusworks@kent.edu.
12. All student employees must complete the state-mandated fraud training through SafeColleges within the first 30 days of their employment, and again once every four years while employed at ��������. The training will appear in the student’s required trainings after the employment start date. To access the training, students should sign in with their �������� credentials.

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Forms Library

Employment Action Forms

• Offer of Student Employment Form no longer needed. New system & process!

International & High School Student Forms

•  (International students) 
•  (High school students)

Career Readiness and Supervisor Resources

• Competency Interview Questions
•  (a tool that helps students articulate their experiences: professional, academic, service, etc.)

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Hire Dates, Appointment Periods, Ending Appointments

Hiring Dates, Appointment Periods

��������'s standard work week begins on Sunday and ends on Saturday; however, supervisors should enter the actual student employment begin and end dates.  

Summer 2026 hiring will be available in on April 15, 2026. Fall 2026 and Fall 2026-Spring 2027 hiring will be available on June 1, 2026. Spring 2027 hiring will be available on November 1, 2026.

Termination/Discontinuation of Student Appointment
As established in the University Policy Register Rule 6.25.1, a student's employment will cease under any of the following circumstances and termination must be communicated by the supervisor to Career Exploration and Development using the Discontinuation of Student Employment Position form.

• End of appointment.  Effective with the specified end date of the academic year, semester or summer term designated as the period of appointment, a student employee's appointment will automatically terminate, unless a new appointment is issued.
• Voluntary.  Student employees may resign from their university appointment at any time, preferably with advance notice, and should notify their supervisor.
• Involuntary.  At the recommendation of the supervisor, the appointing authority may terminate the employment of a student employee, preferably with advance notice.  No reason is required to substantiate the action.

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Position Numbers

• Position numbers are tied to specific department accounts from which student wages are drawn. Separate position numbers must be utilized to indicate whether student wage dollars are university or federal work-study funded. Inaccurate position numbers will result in the incorrect billing of departmental accounts.
• Employing departments are responsible for securing and maintaining proper use of position numbers. To have a new position number created for student employment use, contact the University Budget Office at 330-672-3750.

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Training, Supervising, Recognizing

• Communicate Clear Expectations

  Provide new student employees with orientation and training sessions that include written materials (i.e. a student employee handbook) to support student success and safety. 

  Recommended Training Session Content

  1)  Position description including responsibilities and skills required 

  2)  Performance standards and evaluation process including supervisor name and contact information 

  3)  Office practices, policies, and procedures including department mission, services, and role within university

  4)  Computer systems/office technology use and policies including FERPA
  
  5)  Customer service and business etiquette guidelines including dress code

  6)  The  and timekeep procedures including work-reporting during a university closure, work-hour limits, break and time/off from work procedures

  7)  Disciplinary and Student Employee Grievance Procedures

  8)  Workplace safety and security protocols including the Workplace Safety Guidelines and Injury Reporting

  9)  Key policies and resources designed to protect the work environment regarding:
       
       »  Discrimination and Harassment - Policy Register 5-16  and 5-16.1

       »  Gender Discrimination and Sexual Harassment - Policy Register 5-16.2
        
  &�Բ�����;&�Բ�����;&�Բ�����;&�Բ�����;&�Բ�����;»&�Բ�����; Sexual and Relationship Violence Support Services

• Provide Ongoing Training
  Take time to train and develop your student employees regarding workplace skills, attitudes, and habits including perseverance, time management, business etiquette, quality service practices, and how to handle difficult situations. Help students connect their student work experience to future career goals.
• Be an Example
  Model strong work habits through efficient, dedicated work practices. Let your own daily work ethic be an example from which students can learn. 
• Be Firm, Fair, and Flexible
  Be aware of the student employee's commitment to academic success. Although it is important to maintain high standards for job performance and commitment, students also appreciate flexibility to accommodate academic obligations.
• Give Recognition
  As a team leader, develop and nurture the unique contributions of each team member. When you see a student "go the extra mile", show your appreciation and acknowledge their performance.
• Give Feedback Frequently
  Provide consistent and appropriate feedback. Student workers benefit from periodic performance evaluations and be sure to counsel students if work performance is unsatisfactory. Provide constructive criticism and positive reinforcement. See the Sample Performance Evaluation in the Forms Library.
• Share the Vision and Be an Educator
  Have regular meetings with your student employees and let them know how their work fits into the larger mission of the department and university. Refer to FlashesGrow for more information. 
• Supervisor Resources
  See upcoming HR Training and Development opportunities for additional resources to support your role as supervisor. Supervisors should be informed regarding all pertinent university policies and procedures as outlined in the University Policy Register.
• Providing References
  Before providing a verbal or written reference, the student must first complete the Letter of Recommendation/Verbal Reference Release Form, or through the Student Tools and Courses tab in FlashLine. Also review both the and  from the National Association of Colleges and Employers. 
• Employment Verifications
  ALL requests for verification of employment of a current or former student employee are required to be referred to uConfirm via .

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Employee Recognition Ideas

Student employees make a significant contribution to ��������. The recognition ideas below are just a sample of the many ways you can let your students know just how much you appreciate them -- whether it be during National Student Employment Week (second full week of April) or any time during the year!

No/Low Cost Ideas

• Write a card, send an email or e-card, to thank students individually for a job well done!
• Give students a simple and sincere "thank you!"
• Recognize progress toward goals - don't wait for the end of a project.
• Decorate an office bulletin board or door to recognize your student employees.
• Make a "thank you" banner and hang it in the office.
• Create appreciation certificates for students.
• Surprise students with small tokens of appreciation such as candy, cookies, or a treat bag. Here are some ideas for treats and a note to include:
  • Extra Gum - Thanks for going the extra mile!
  • Mints - You are a breath of fresh air to our office!
  • Smarties - To remind you of the expertise you share with others!
  • Life Savers - Thanks for being a real lifesaver!
  • Starburst - You’re a star!
  • Atomic Fireball - Thanks for keeping us fired up!

Virtual Ideas

• Send a Virtual card or virtual gift card.
• Host a virtual celebration. 
• Plan a virtual game night. Some examples of games you can play online:
• Submit a shoutout for your student employee(s) for Student Employee Appreciation Week to be shared on CED's social media.
• Have food delivered to your student employees via a food delivery service (e.g., DoorDash or Uber Eats) or send a gift card for this service.
• Send a snack box subscription.

Other Ideas

• Host a celebration with treats, snacks, or lunch for the students from University Culinary Services.
• Make care packages for the student employees. This is a great idea for finals week. 
• Leave a balloon, flowers, movie tickets, a gift card, or a University Bookstore gift certificate at the student's work area. 
• Purchase �������� memorabilia (e.g., sticker, socks, mug, shirt) for student employees. 
• Hold a special celebration for graduating student employees. 

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