FAQs for Supervisors
Who is eligible to work?
Graduate and Undergraduate students registered at least half-time in a matriculating
program. Here at Seton hall half-time for Undergraduate students is 6 credits and
half-time for Graduate students is 5 credits.
When can a student start working?
Students can begin working once they receive the official email notification from
the Office of Student Employment. This e-mail is automatically generated and sent
once their paperwork has been processed through the PageUp Hiring Portal. Job offers
are processed once the student accepts the offer and completed the hiring document
(I-9 Form) requirement. Supervisors receive a notification once the student is cleared
to begin working and can verify this via the Hiring Portal. Violation of this policy
will result in the loss of Federal Work Study funding eligibility for the department.
What forms does a student need to begin working?
Students must accept the offer that you extend to them through the Hiring Portal. Students must submit an I-9 Form to the Financial Aid Office for verification of employment eligibility prior to beginning working. Students must also submit W-4 and NJ W-4 Forms to the Payroll Department for their compensation.
What types of Student Employment are available?
There are four types of Student Employment: Federal Work Study (FWS), University Funded
(UF), Grant Funded, and Community Service.
Can a student have more than one position on campus?
No. Students are permitted to only hold one Student Employment position at a time.
Can a Graduate Assistant accept additional work outside of their GA contract?
No. Provost-approved Graduate Assistantships are contracted for 20 hours per week
and these are considered their one and only position allowed.
How do I post open positions?
You may create and post open student employment positions by accessing the PageUp
Hiring Portal. Requisitions will be reviewed and approved in order of receipt. Job
openings are posted on Jobs.SHU.edu under the Student Employment filter and are valid
through the end of the academic year (or specified period).
How do I hire a student?
All hiring is completed through the PageUp Hiring Portal; contact the Office of Student
Employment for assistance. Supervisors and Hiring Managers are required to complete
training prior to hiring student workers.
How may I obtain access to PageUp?
All supervisors have access to PageUp to create and list their positions and hire
their students. You may sign into PageUp using your username and PirateNet password.
You can contact the Office of Student Employment and Human Resources for assistance.
How many hours can a student work?
Students may work up to 20 hours per week during the academic year. During the periods
of Christmas Break, Spring Break and summer, students may work up to 29 hours per
week. Students CANNOT work during scheduled class times.
Does Federal Work Study funding expire?
Students are allotted a set amount of Federal Work Study funding per award year, and it is advised that students and Supervisors carefully monitor this total when creating schedules. Supervisors are sent a notification annually of the end date for Federal Work Study funding for the year (typically the pay period following the close of the Spring term). Hours worked during non-FWS pay periods will be funded through the hiring department’s budget. Students receiving FWS funding during applicable Summer periods are using their allotment for the next award year.
How do I know if a student is eligible for Federal Work Study?
You must ask the student for confirmation of their eligibility for Federal Work Study funding; this appears on their annual award notification available through their PirateNet account.
When can a student log hours?
Students can access their timesheets the business day following their email notification of clearance to work, after the overnight sync between the Hiring Portal and Banner systems. Students log hours via WebTime Entry.
Where do I approve student timesheets?
All student timesheets are approved electronically through the WebTime Entry system
access through your SHU Portal (Profile tab > Human Resources > Managers - Student
Employee Timesheet Approval)
What if my student worker forgets to submit a timesheet?
If it is still within the window for Supervisor Timesheet Approval, you can reach out to Human Resources for assistance. If it is beyond the deadline for timesheet approval, the student will need to log their time as Missed Hours on their next timesheet. It is important that students log these using the Missed Hours earn code on their timesheet.
I’ll be out of the office when timesheet approvals are due. What happens?
Student worker timesheets must be approved before they can be processed. It is advised that Supervisors designate a proxy for timesheet approval in the event that they are out of the office/unable to approve by the determined date. Student workers are paid following the University’s BiWeekly Payroll Schedule, available on the Payroll Department’s site at https://www.shu.edu/finance-division/payroll-schedule.html#biweekly.
Do I need to rehire student workers from year to year?
Yes. Job offers are only valid through the end of the award year or specified period. Student workers will need to be rehired, however they will not need to resubmit hiring documents (I-9 Form, W-4 Form, NJ W-4 Form).