Hiring Student Workers
Hiring students is a multi-step process that takes a minimum of 10 days. Peak hiring times can take longer due to the volume of applicants.
Students paid from state funds, PEP (Provost’s Professional Experience Program), or Federal Work Study (FWS) programs require an additional step which may add to the total time needed for hiring.
Read on to learn the steps and documents needed for each type of student worker.
Peak Hiring Times
July – September
December – January
April – May
Hiring Student Workers: Basic Steps
Follow this guide to hire all types of student workers. The four elements listed below are required for all student worker hiring actions.
There are additional steps to hire students with PEP or Work Study (FWS) programs which are outlined in the accordion sections with corresponding labels at the bottom of this page.
Students may not begin working until their official start date which is determined by COS HR. This start date will be a minimum of 10 days after all completed documents are submitted to COS HR, as directed by the Dean of the College of Sciences. You will be notified of the official start date after the position has been created and approved.
- Email the following information to biosciughires@ncsu.edu:
- Student’s name
- Student’s ID number
- Desired number of hours/week (up to 20*) *undergraduate students are permitted to work up to 20 hours/week for all on-campus jobs combined. Be sure to verify any other on-campus employment with your student prior to hiring to prevent delays
- Hourly wage
- Funding source
- If PEP or Work Study, indicate job number
- Desired start and end dates* *start dates are ultimately set by COS HR and depend on the speed of document completion and the absence of any errors in the student’s HR profile
- Any other pertinent details
- You and the student will receive documents via Docusign. There are two documents needed: the hiring document and the Certification of Temporary Employment Terms. Both must be completed before the hiring action can be submitted.
- The hiring document will route to you first, then the business office. If grant funds are used, it will also route to the College for signatures.
- The Certification of Temporary Employment Terms will route to the student first, then to you.
- The completed documents will be submitted by the business office to COS HR and the Payroll Office where they are reviewed and a position is created for the student.
- Finally, when the position is complete, you and your student will be notified of the official start date with an email from the business office with the subject line “NC State Student Worker Required Actions”.
- This email also contains instructions for the student regarding mandatory I-9 verification and other essential information to get them started with their new jobs.
Students may not begin working until their official start date which is determined by COS HR. This start date will be a minimum of 10 days after all completed documents are submitted to COS HR, as directed by the Dean of the College of Sciences. You will be notified of the official start date after the position has been created and approved.
PEP Student Workers
PEP student funding is sponsored 75% from the PEP office and 25% from the department. You may use your own funds to supplement the 25% if you prefer.
Using PEP funds requires approval from the PEP office. These are positions applied for and granted to specific faculty or staff, and can be used to hire any student eligible to work in the US, although students are only permitted to work ONE PEP job per semester.
- For more information about applying for PEP positions, click this link: PEP Information
- If you are granted PEP positions you will be notified by the PEP office.
- Please list Noel Thompson 000768967 (aka Kate) as a “hiring authority” and the payroll contact for each PEP position.
- Department ID is 172288
- Department 25% contribution is 201604-02222
- When you select the student you’d like to hire, you should begin within PEP Central by creating a voucher. This voucher is for the PEP office’s records and ensures that the same student is not hired for multiple PEP positions. This voucher does not officially hire the student, nor does it guarantee their eligibility to work on campus.
- The voucher is electronically signed by the supervisor, the BioSci business office, and the PEP office within PEP Central.
- When the voucher is complete, the hiring process with COS and University Payroll begins by following the steps outlined in the basic hiring steps above.
For more information, how-to’s, and guidelines, please visit the PEP FAQ and the PEP website at the links below:
Federal Work Study (FWS) Student Workers
FWS student funding is sponsored 75% from the FWS office and 25% from the department. You may use your own funds to supplement the 25% if you prefer.
Using work study funds requires approval from the FWS office. Work Study positions are posted by any faculty or staff, and are applied for by students who are eligible for work study funds. Only students who qualify for work study funding may be hired for these positions.
- For more information about creating a position in FWS, click this link: Federal Work Study at NCSU
- Please list Noel Thompson 000768967 (aka Kate) as the payroll contact for each FWS position.
- Department ID is 172288
- Department 25% contribution is 201604-01111
- After your position is posted in FWS Central, you can select your student within Work Study Central by creating a voucher. This voucher is for the FWS office’s records and ensures that the student is eligible for work study funding. This voucher does not officially hire the student, nor does it guarantee their eligibility to work on campus.
- The voucher is electronically signed by the student, supervisor, the BioSci business office, and the FWS office within Work Study Central.
- When the voucher is complete, the hiring process with COS and University Payroll begins by following the steps outlined in the basic hiring steps above.