Required Paperwork to Begin Work
Students must be hired in a student employment position before the required paperwork
International students will need to submit additional paperwork for the hiring process. Please reference the International Student Guide: What to do after you have been offered the job? flow chart for the mandatory requirements.
Student Employment Authorization Form – When a student employee is hired in a department for the first time, the student and their employer will need to fill out the Student Employment Authorization Form.
Community Service Student Employment Authorization Form - When a student employee is hired at a community service site for the first time, the student and their employer will need to fill out the Community Service Student Employment Authorization Form.
- The Authorization Form must be completed before a student begins working.
- Once complete the Authorization Form must be submitted to Student Employment for processing. The student employee and supervisor will receive confirmation via email that the student may begin work.
Federal Form I-9 – The Federal I-9 Form is the official Employment Eligibility Verification document. This form must be completed in person with your Supervisor or Student Employment.
Who Needs to Complete it:
- All new, first-time employees
- Students who have not worked for the University in the past 12 months
Students needing to complete the Federal I-9 Form must provide official documents providing identity and employment authorization. A complete list of acceptable documentation is located on page 9 of the Federal I-9 Form. Please click here to download the Federal I-9 Form.
FERPA Agreement Policy – The Family Educational Rights and Privacy Act (FERPA) of 1974 is a federal law enacted to protect the privacy of education records. The following items are of importance to student employees:
- An employee may release a student's Directory Information (Sec. 9-201) under FERPA regulations unless a student has opted to restrict his or her directory information. Webster University’s, directory information is defined as a "student's name, local and permanent address, electronic mail address, telephone listing, date and place of birth, major field of study, participation in officially recognized activities and sports, weight and height if a member of athletic team, dates of attendance, degrees, awards and honors received, most recent previous educational institution attended, and similar information."
- A student may restrict his or her directory information by completing a form in the Registrar's Office.
- An employee cannot release any other information from a student's education record unless the student has given his or her written consent or unless the release is being made to appropriate University personnel who need the information to perform their legitimate educational duties.
When handling education records, all employees at Webster University must adhere to the Family Educational Rights and Privacy Act of 1974. If employees have any doubts concerning the release of certain information, they should consult their supervisor.
Violations of FERPA carry potentially heavy penalties for colleges and universities. Employees, students and non-students, who are found to have violated FERPA provisions or University policies regarding privacy of education records are subject to disciplinary actions that may include, but are not limited to, written reprimands, imposition of conditions, reassignment, suspension without pay, and termination.
More Than One Federal Work-Study Position - Beginning July 1, 2016 student employees may hold up to three Federal Work-Study positions concurrently. Student employees will still be limited to three total positions including Institutional (Budget) positions and Federal Work-Study. The purpose for this policy change is to ensure that student employees are able to earn the full amount of their Federal Work-Study award each academic year. Accruals will not be available in ADP after July 1, 2016. You may contact Student Employment to inquire about your total Federal Work-Study earnings. Additionally, you and your supervisor(s) will be notified when you reach 90% of your Federal Work-Study award.
If you are interested in seeking multiple Federal Work-Study positions you should:
- First, seek permission from your primary Federal Work-Study supervisor to hold additional Federal Work-Study positions. Signatures on the appropriate Student Employment: Additional Federal Work-Study (FWS) Job Agreement Form must accompany your Student Employment Authorization Form for the new position.
- Agree upon what portion of your award will be earned in each job.
- Agree upon the number of hours that you will work each week.
- You may work up to a total of 20 hours per week (combination of all student employment positions) while classes are in session.