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Student Processes for On-Campus Jobs

Below are the steps for obtaining on-campus employment. Information specific to International Students and Federal Work-Study eligible students are linked in the menu.

  1. Verify Eligibility and Prepare Application Materials
  2. Apply to On-Campus Jobs
    Vew different processes for International Students and Federal Work-Study eligible students
  3. Submit Your Paperwork
  4. Receive Authorization Email
  5. Start On-campus Job
  6. Complete Timesheets
  7. On-Campus Student Employment Survey

1. Verify Eligibility and Prepare Application Materials

Make sure you are eligible for an on-campus job. There are work authorization requirements as well as credit hour requirements for on-campus employment, and different requirements for different types of student employees. See our handbook for information about eligibility.

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 your Handshake 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 Handshake. To apply for on-campus jobs click here or read below:

  1. Log in to your Handshake account.
  2. Fill out your profile.
    1. The more information you provide in your profile, the easier it will be for employers to find you and to make good decisions on whether or not you would be a good fit for their job posting.
    2. Upload your resume and cover letter, if applicable.
  3. Decide whether to make your profile public or private.
    1. If you make your profile public, it can be seen by any employer on Handshake and by your Career Services Center. However, your profile can’t be seen by other students or by Career Services Centers at other schools.
      1. You can customize your settings so that even if you have a public profile, you can hide certain components of your page.
    2. If you make your profile private, it can only be seen by you and your school’s Career Services Center.
    3. You can switch your privacy status at any time, from private to public or from public to private.
  4. Explore Handshake!
    1. Use the landing page, top search bar, and filters to learn about companies and jobs your are interested in.
      1. You can always save your searches in Handshake so finding relevant employers and job opportunites will be easier.
    2. Make sure to follow some jobs or employers you are interested in. Doing this will allow you to filter based on companies you follow.
  5. If you would like more details on uploading documents or navigating through handshake, please login to your student email and open this powerpoint.

Please note the following:

  • Students should NOT hand deliver resumes to departments in order to apply for on-campus jobs.</>

  • 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.
  • 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.
  • 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.
  • 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 Student Employment Office. Review the I-9 instructions for a list of acceptable documents to submit with your paperwork. 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:

All hiring paperwork can be found on our Forms and Documents page, as well as video tutorials showing you how to complete them. Electronic forms are emailed to students once a Payroll/Personnel Authorization (PA) has been submitted for the student by the hiring department.

  1. I-9 Form - verifying the identity and employment authorization of individuals hired for employment in the USA
    1. This is an online process. Once your supervisor has entered your electronic payroll authorization form (EPAF), you will receive an email with a link to fill out the I-9. TAs, RAs, and GAs will still complete the paper I-9.
    2. Also needed: documentation showing proof of identity and eligibility to work in the U.S. See the "List of Acceptable Documents" in the form instructions, pages 1-6. Students must present original documents.
  2. Federal W-4 Form
  3. Illinois W-4 Form
    • Questions? The IRS website can guide students through the W-4 process.
  4. Non-Disclosure and Confidentiality Agreement
    • 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 Form: This 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 completed and submitted to the Student Employment Office, IIT Tower, 13th floor, room 13F4-3, between Monday-Thursday, 1-4 p.m.

Student hiring forms

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 (not Student Employment) 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 linked on our Forms and Documents page. 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!