Department contact or supervisor must post on-campus student employment position(s) in Handshake. We recommend having the job expire on a Friday at noon because students cannot
have their resumes approved to apply for jobs over the weekend while The Exchange office is closed.
Student must apply for position(s) via Handshake. This requires the student to upload a resume for approval by The Exchange staff.
Supervisor must log into Handshake and mark the student applicant as "hired." If you haven't already, now is the time to submit a rate form for the position (unless it is federal work study).
Student will be notified to complete the "cleared to work" process to become an employee of the university.
Student employee may not begin work until supervisor and student have been notified that the student is cleared to work in the position. This notification will come as an email from Human Resources.
New to hiring student employees?
See below for our training resources. All new student supervisors are required to attend or watch a recording of our training (located in the portal) for student supervisors and submit the below agreement form acknowledging supervisor responsibilities and understanding of university protocols.
How to log in and find your job postings on Handshake
Reset your password
Login not working from last time you posted a job? Check out a full tutorial, including screenshots, to help you through the process of resetting your password.
The department supervisor/contact must mark the students with an offer of employment as "hired" in Handshake.
If the student wages will be paid from the department budget, the SUPERVISOR MUST submit a student Student Employment Rate Form to the Office of Human Resources (HR). Federal work study positions do not require a rate form.
Student(s) will receive an email from Human Resources notifying them of the next steps to be taken in the hiring process.
Student workers will complete and/or update aNew HirePacketand present original unexpired acceptable documentation that establishes both identity and employment authorization.
A new criminal history check is processed on all students that don’t have a current (performed within the last two years) check on file.
Each student will be given MUHUB instructions for hours tracking.
The student and supervisor will be notified by email from HR when the student has updated records and is cleared to work at the university.
Under no circumstances may the student begin work on a campus position before receiving notice from HR that the student is cleared to work.
Eligibility: Part-time, on-campus student employment may be available if a student has financial aid eligibility as determined by the FAFSA.
For the 2020-2021 school year, student wages of $10/hr, an average of seven hours per week, is 100% covered by financial aid funds at no cost to the department hiring the student.
Amount:
Average award is equivalent to seven hours per week at $10.00/hr.
Award is not deducted from a student's tuition bill.
Students are paid for the hours worked every two weeks.
Students are required to pay taxes on their FWS earnings; however, the amount earned through a FWS job is not considered when determining a student's financial aid eligibility the following year.
*Available only for students who are a full-time undergraduate student pursuing their first bachelor's degree.
Federal work study positions posted on Handshake and designated as federal work study will only be visible to students who have been marked as FWS eligible on Handshake. Students who have questions about their financial aid package or FWS eligibility are encouraged to reach out to Financial Aid.
For summer and Fall terms: A student worker continuing their work in the summer semester or returning for the fall semester must re-apply for their position on Handshake. Supervisors should duplicate their past job postings so students can apply for the role again and complete the full cleared-to-work process.
For student workers continuing in Spring term: If a student worker applied for a position and was cleared to work in the fall semester and is continuing work in the same position through the following spring semester:
For returning student workers the supervisors must submit a Helpdesk ticket requesting returning student worker account be activated.
FYI – student worker accounts will be deactivated each semester (term) Summer, FA, SP. This is due to security for the University as well as the student.
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If the student is applying to work in a specific role for the first time in the spring semester, they must apply for the position and go through the cleared-to-work process.
Highlight Student Employee Successes
The Exchange wants to highlight student professional achievements! Highlight your student workers' achievements by submitting a nomination form so we can share your student worker's success in our newsletter and on social media.
Attracting the right candidate begins with having an engaging job description. Make sure you collaborate with the team this employee will be working with to include not only all the job responsibilities, but a good look at the kind of skills and passion that will help someone succeed in the position.
A typical job description includes the following:
An overview of the organization mission and the function of the department the employee will be working in.
A description of the day-to-day responsibilities and activities expected in this role.
A list of skills and qualifications required for the job.
Typical lists of responsibilities and/or qualifications will use bullet points to concisely outline responsibilities and qualities of the successful candidate. Best practices suggest beginning those bullets with strong, unique action verbs:
But how do you make your posting stand out?
Here are some quick tips for attracting new talent to show just how awesome your company is:
Include a fun picture of your staff in the workplace
Preview employee benefits and company culture, specifically how the organization invests in employee achievements and growth
Try and keep the tone less dry if possible. For instance, try beginning the posting with a prompting question: "Do you love finding creative business solutions and making a difference in your community? Look no further!"
Recruiting and supporting a diverse workforce is essential for equitable work spaces, and can help your organization benefit from the strengths of many different perspectives. Consider the following when you are looking to open opportunities to a more diverse talent pool.
List a diversity and inclusion statement for your organization in the posting, and invite candidates with disabilities to reach out to HR if they require accommodations in the interviewing process.
Think about what is truly necessary for job qualifications. If you say that a certificate or degree is "strongly preferred" but not a requirement, you may be scaring off candidates in marginalized groups who may not have had the opportunity to pursue that specific qualification. If it's not a requirement, maybe consider focusing instead on a requirement for a passion about different aspects of the work or a drive to learn new things.
Assess the supports you have for diverse staff members once they've been hired. Do you have a mentoring program to help new hires transition into a workplace? Does your organization offer parental leave, tuition remission? Benefits that help empower individual employees in their path are inclusive, and should be proudly stated on your materials.
Post the wage on your job posting. We know that individuals with marginalized identities may not feel confident in salary negotiations, so being transparent about the salary range empowers candidates to know their worth based on the range you give and their respective work experience.
Address unconscious bias in your hiring and personnel practices:
Take a look at your initial application. What is required to apply for the position? Are all of these forms and documents required at the first stage of hiring? It's possible you may be losing candidates by setting up hurdles in the initial application. Qualified candidates who are only casually looking, or candidates who may have anxiety about their applications, may not finish a very lengthy application.
Typical applications ask for a resume and cover letter for the position, and based on that many managers can select candidates to interview. If there is also a skills assessment or reference check, keeping that to later in the hiring process may help you get candidates in the door.
Every interviewer will have biases that influence perception of candidates. That's why it's essential that there are processes for consistent interview questions, assessment rubrics, and even panel-style interviews so more than one interviewer is assessing the candidate.
Also consider being transparent about your expectations for application materials and the interview. If you are hoping to hire a diverse talent pool, there may be candidates that have never been instructed in typical norms for American "business professional" attire for interviews, for instance.
Consider identifying expectations ahead of the interview and linking to resources that explain these expectations, since they are more culturally influenced than objective standards for businesses internationally. Feel free to share The Exchange's Prepare to Apply page with candidates if you would like to reference a resource about resumes, cover letters, and interview expectations in the United States.
Employers may not discriminate based on certain identities that are protected by law in the United States, and therefore shouldn't ask questions that ask candidates about their:
Age
Disability
Genetic information
National origin
Sex (including pregnancy, sexual orientation, or gender identity)
Race/color
Religion
You may ask is if the candidate is able to perform the required responsibilities of the job, and if they can legally work in the United States.
GCF Global has an excellent tutorial for getting started video chatting in Zoom.
Virtual backgrounds
Use a Marian University Zoom background as a fun way to show your Knight pride and make your screen a little brighter during your next virtual meeting.
To add a background in Zoom after you have saved a picture: 1. In the lower-left corner, click the up arrow to the right of "stop video." 2. Select "choose virtual background." 3. Click "+" in the top right corner, select "add image," and open the photo you saved. 4. Make sure the "mirror my video" box is unchecked.
If you would like to use the image as a computer/phone wallpaper, save the image and set it as your device's background.
GCF Global has a wealth of free training resources for developing professionalism and computer skills. Browse below for trainings on the most common programs utilized by interns.
Excel training playlist:
Word training playlist:
PowerPoint training playlist:
Additional Student Worker Training Resources
For more example student worker training materials, confidentiality agreements, and much more check out our library on the portal.
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