Supervisors should begin by assessing the specific staffing needs of their department. This includes evaluating current workloads, identifying gaps in coverage, and determining how additional student employees will address these needs.

Once the need is established, supervisors must consult with the VP or budget officer to confirm the availability of funds for student wages. This discussion should cover:

• The number of students to be hired.
• Estimated weekly hours for each position.
• Duration of employment (e.g., semester or year-long roles).

Supervisors must ensure that the proposed hiring aligns with departmental budgets and University policies before moving forward.

Job Analysis

Use the provided editable templates to conduct a job analysis. This process will help define the role’s core responsibilities, required skills, and qualifications. Consider the department’s operational needs, desired learning outcomes, and strategic goals when completing the analysis.

Job Description

Select the most appropriate editable templates, update the job description to ensure it includes the following elements:

• Key Responsibilities Detail the primary tasks and duties of the position.
• Required Qualifications: Specify the necessary skills, experience, or certifications.
• Salary: Determine an appropriate salary range using the University’s pay scale, ensuring it aligns with the role’s responsibilities, qualifications, and departmental budget.
• Desired Learning Outcomes: Emphasize the professional or academic benefits for student employees.

Classification

All positions must be classified with clear job descriptions that align with the grade levels and pay ranges. Supervisors should document and justify pay decisions within the specified ranges.

• Student Associate: The Student Associate role focuses on foundational tasks and responsibilities essential to the department. This position may support various departments with entry-level duties, offering opportunities to develop professional skills and gain valuable workplace experience. As students progress, they take on increasingly complex and impactful responsibilities. May include but not limited to duties such as:
  • Data entry and record maintenance.
  • Filing and organizing documents.
  • Managing front desk operations, including answering phones and greeting visitors.
  • Scheduling appointments or coordinating reservations.
  • Preparing and distributing reports, forms, or other documents.
  • Assisting with inventory management and supply tracking.
  • Shelving and organizing books, materials, or equipment.
  • Performing basic technical troubleshooting or support tasks.
  • Monitoring and enforcing rules in facilities or activity spaces.
  • Assisting with event setup, breakdown, and logistics.
• Student Coordinator: The Student Coordinator position emphasizes projects and organizational skills. Coordinators oversee project operations, manage tasks, and support peers in achieving shared project goals. They may act as a bridge between team and stakeholders/employees/students, gaining exposure in coordination, project management, and decision-making processes. May include but not limited to duties such as:
  • Coordinating and managing events, including planning logistics, securing venues, and managing timelines.
  • Assisting in the creation and execution of marketing campaigns for departmental initiatives or events.
  • Developing content for social media platforms, newsletters, and promotional materials.
  • Maintaining and updating event calendars and project schedules.
  • Managing registration, attendee lists, and follow-up communications for events.
  • Serving as the primary point of contact for event vendors and service providers.
  • Monitoring project progress and ensuring deadlines are met.
• Skilled Student Associate: The Skilled Student Associate role involves applying specialized knowledge or technical expertise. These students handle advanced tasks, such as operating specific equipment or utilizing specialized skills, with or without formal certification. Their contributions often rely on training, prior experience, or proficiency in a technical field. May include but not limited to duties such as:
  • Assisting with tasks that require specific knowledge, skills, or technical proficiency.
  • Operating and maintaining equipment or tools relevant to the department, such as audiovisual systems or lab instruments.
  • Providing support in areas requiring prior training or experience, such as IT troubleshooting, athletic operations, or lifeguarding.
  • Ensuring safety and compliance with established protocols in specialized settings.
  • Performing tasks that may require basic certifications, such as CPR, First Aid, or specific technical training.
  • Supporting the department with advanced or technical duties that go beyond foundational responsibilities.
  • Assisting in the preparation, execution, or oversight of technical, academic, or operational projects.

Pay Rate Determination

Use the University’s pay scale to establish an appropriate pay range, aligning it with the role’s responsibilities and qualifications as outlined in the job description template.

Classification Level	Student Associate	Student Coordinator	Skilled Student Associate
Level 1	$8.00-$11.00	$9.00-$12.00	$10.00-$13.00
Level 2	$9.00-$12.00	$10.00-$13.00	$11.00-$14.00
Level 3	$10.00-$13.00	$12.00-$15.00	$12.00-$16.00
Level 4	$11.00-$15.00	$13.00-$18.00	$13.00-$20.00

Level 1: Entry-Level

Limited experience required; foundational tasks. Frequent oversight and instruction.

Level 2: Developing Proficiency

Periodic oversight required; independent judgment for routine tasks. Some decision-making is within established guidelines.

Level 3: Advanced Contributions

Limited oversight required; technical or peer mentoring roles. Regular use of judgment and problem-solving.

Level 4: Leadership and Expertise

Minimal oversight; strategic contributions. High-level problem-solving, project management, or leadership.

All open student staff positions must be posted on Handshake* to include, at minimum, content from required fields in the university-approved job description template. Once a position is developed and submitted, the Center for Career & Professional Development will review the posting to ensure it aligns with our content requirements and then publish the posting for students to view.

Once posted on Handshake, supervisors may also choose to advertise the opportunity through additional university channels at their discretion to reach a broader and more diverse applicant pool.

Each job posting should clearly outline the position’s responsibilities, qualifications, and expectations. Students applying for the role are required to submit a professional resume as part of their application for consideration.

*In certain circumstances, such as when hiring returning students, the posting requirement may be waived when a justification is provided.

Follow Southwestern University’s recruitment process, which emphasizes equity and equal opportunity. Ensure all student positions are advertised and are clear to attract a wide range of qualified applicants.

Screening

Review submitted applications to identify candidates who meet the role’s qualifications and align with the desired learning outcomes.

Interviewing

Conduct interviews in-person, virtually, or by phone. Use standardized, role-specific questions that reflect the responsibilities and objectives of the position to ensure a fair evaluation process.

Selection Decisions should only be made after:

• Reviewing all applications.
• Completing the screening process.
• Conducting interviews.

Candidates who do not submit all required application materials or complete the selection process should not be eligible for consideration.

Academic Year Student Hire Form Smartsheet Form

Complete and submit the form, ensuring the following details are included:

• Position name and term.
• Student name and ID number.
• Estimated weekly hours, start and end dates.
• Hourly pay rate, budget officer signature, and 16-digit account number.
• Submit the finalized form to HR for approval.
• Appropriate attachments are included such as Job Description, etc.

Student Completes Forms: Once Smartsheet is submitted, the new student employee will receive instructions to complete necessary forms, including:

• Form I-9 (requires original documents of identification as outlined on page 2).
• W-4 tax form.
• Direct deposit form.

Notify HR: Early Position End

If a student stops working in a position prior to the original end date, the Supervisor must inform HR as soon as possible to end the position.

Ensure all required documentation is submitted and approved before the student begins work. Supervisors must confirm the student’s eligibility and schedule appropriate training to prepare them for their role.