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Student Processes for On-Campus Jobs

Below are the steps and processes for obtaining on-campus employment.

  1. Prepare Application Materials
  2. Apply to On-Campus Jobs
  3. Submit Your Paperwork
  4. Receive Authorization Email
  5. Start On-campus Job
  6. Complete Timesheets
  7. On-Campus Student Employment Survey

1. Prepare Application Materials

There are many students searching for on-campus jobs. If you want to improve your chances of being interviewed, you will need to spend time on your application materials. Evaluate your skills and accomplishments, update you Jobs4Hawks profile, and create or update your resume and LinkedIn account. Many on-campus jobs require a cover letter as well. If you need help creating a resume or cover letter that will stand out to employers, or want to prepare for an interview, attend a Career Services workshop or schedule some time to meet with a Career Coach. The time invested in your application and interview will drastically improve your chances of obtaining a job -- not just on-campus, but for full-time employment and for your personal and professional development. Find a wealth of resources on the Career Services website.

2. Find and Apply to On-Campus Jobs

Find both Federal Work-Study (FWS) and non-FWS on-campus jobs through Jobs4Hawks. To apply for on-campus jobs:

  1. Log in to your Jobs4Hawks account. Need help? See the Student Quick-Start Guide to Jobs4Hawks
  2. Upload your resume and cover letter, if applicable.
    Note that it can take up to two days for staff to review your resume and cover letter.
  3. Go to the "Jobs" tab and then scroll down to IIT On-Campus Job (Student Employment).
  4. You will be able to apply to jobs for which you are eligible. Click "Apply" to submit an application.
    1. Make sure to read the job description, qualifications, and application instructions carefully. Many students do not hear back from employers because they did not follow application instructions or fulfill requirements.
  5. Please note the following:
    1. Students should NOT hand deliver resumes to departments in order to apply for on-campus jobs.
    2. If you feel that not many on-campus jobs are available it may be because you do not fit the screening criteria set up by the employer.
    3. If you are applying to jobs but have not received an invitiation to interview or a job offer, you may want to attend one of our development workshops or meet with a career coach about improving your resume or cover letter, or preparing for your on-campus interview.
    4. Career Services does its due diligence to screen against fraudulent employer posting, however, student should still use reasonable caution and report any suspicious behavior to Career Services staff.
    5. Some jobs ask for other application materials, like a cover letter, writing samples, transcripts, or more.
      1. How to access an Unofficial Transcript
      2. How to get a copy of your class schedule

3. COMPLETE AND SUBMIT HIRING Paperwork

If you are offered an on-campus job, all of the forms listed below (excluding instructions) need to be printed, completed, and then submitted to the One Stop, located in The McCormick Tribune Campus Center. Review the I-9 instructions for a list of acceptable documents to submit with your paperwork. Staff members at the One Stop are equipped to assist you with instructions if you have questions. You can find detailed information on the Internal Revenue Service (IRS) Website and a video that walks through how to complete the paperwork from the United States Citizenship and Immigration Services (USCIS) here: Form I-9, Employment Eligibility Verification.

HIRING PAPERWORK:

  1. I-9 Form with instructions(pages 1-6 are instructions; the form is page 7-8)
    1. This will be an online process starting July 2016.
    2. Also needed: documentation showing proof of identity and eligibility to work in the U.S. See the "List of Acceptable Documents" on page 9 of the I-9 Packet.
  2. Federal W-4 Form
  3. Illinois W-4 FormQuestions? The IRS website can guide students through the W-4 process.
  4. Non-Disclosure and Confidentiality Agreement (attached to email from SEO, seo1@iit.edu). Print and review with your supervisor, then sign to confirm your agreement. Contact your supervisor if you do not receive this email, as failure to complete the Confidentiality Agreement will delay the hiring process.
  5. Direct Deposit FormThis is strongly encouraged, but not mandatory.
  6. Mandatory for International Students: Social Security Card, or your receipt from the Social Security Administration. Eligible international students need a Social Security Card in order to start an on-campus job in the U.S. Review employment requirements listed here if you are an international student.

All hiring paperwork must be printed, completed, and submitted to the One Stop, located in the McCormick Tribune Campus Center (MTCC), room 106. Office hours are 8:30 a.m. to 5 p.m., Monday-Friday.

4. Receive Authorization Email

If all paperwork is submitted correctly and the confidentiality agreement is submitted, you and your supervisor will receive an email from the Student Employment Office with the subject “Payroll Authorization Finalized,” indicating that you can start to work at your on-campus job. Before you start your on-campus job, please view the Student Employment Handbook.

IMPORTANT: Employment law states that students are not permitted to start working until all paperwork has been submitted and approved. Students must wait to receive an email from the Office of Student Employment stating they can work. Failure to submit paperwork will delay your on-campus start date.

5. START ON-CAMPUS JOB

When you receive your authorization email, contact your supervisor about your start date and training schedule.

Training & Development

Schedule time with your supervisor for training and professional development within the first week of your job. Training should include:

  • going over the Student Employment Handbook and your job description
  • receiving training or scheduling training for specific tasks
  • meeting other staff members in the team or department
  • establishing a work schedule
  • discussing dress code, rules and expectations
  • going over timesheet processes and deadlines (below)
  • going over payroll calendars and deadlines (below)

6. Complete Timesheets

In order to get paid you must complete a timesheet, which is approved by your supervisor, every two weeks. Timesheets are entered in your MyIIT portal under your Work tab, which appears once your paperwork is submitted. Refer to the Student Employee Timesheet Manual below for detailed information on submitting your timesheets, and ask your supervisor for assistance if you have questions.

Deadlines: Timesheets must be submitted no later than 10 a.m. the Monday before each Friday pay date for all hours worked. (Many supervisors will request that your timesheet is submitted the Thursday or Friday prior.) If you did not work for the duration of a two-week pay period, you do not need to complete a timesheet for that period. Pay periods are every two weeks on Friday.

LATE TIMESHEETS & Timesheet Revisions

If you miss a timesheet deadline your payment may be delayed. Tell your supervisor right away if you realize you missed a deadline. If your supervisor is not able to correct or override your timesheet, you need to fill out a timesheet adjustment form. Indicate in the dropdown box of the form whether you are a Federal Work-Study (FWS) Student, or Non-FWS, and if you are requesting a "Change/Revision" or "Late Submission." The timesheet adjustment form must be printed, signed by your supervisor, and submitted to the Payroll Office in Tech Central, 4th floor, 4B9-1.

Deadlines: This paper form must be submitted by 4 p.m. on the Tuesday before the Friday pay date to guarantee payment by Friday.

PAYMENT

We strongly encourage students to sign up for direct deposit using the form below. If you do not have direct deposit, Accounts Payable will issue you a check, which will be mailed to the address on file in your myIIT portal. Please update this address with your preferred mailing address!

7. On-Campus Student Employment Survey

Have you finished an on-campus job? Fill out our survey so we can improve this experience for others.

Complete our survey!