Supervisor Checklist for Hiring Student Workers
Hiring student workers for the Fall 2025 Semester?
Here are four things supervisors can do to provide a seamless on-boarding process for student workers.
Verify the Form I-9 is Complete
SMU is required by federal law to complete an Employment Verification Form (Form I-9) for all employees, including student workers. The student worker must complete Section 1 of the Form I-9 on or before their start date.
- Student workers should not begin working until the Form I-9 is complete.
- Don’t assume a student worker already has a Form I-9 “on file” OR that a Form I-9 completed previously is acceptable.
- To verify the student is I-9 compliant, supervisors should verify directly with HR or verify that HR has signed off that the student is I-9 compliant
- Supervisors hiring International Student Workers must follow the instructions provided by the International Scholars & Students Office (ISSS) and verify that HR has signed off that the student is I-9 compliant on his/her On-Campus Work Eligibility Form.
- Supervisors must provide new student workers the New Student Employment Packet, which includes the list of acceptable documents to complete the Form I-9.
- Student workers needing to complete or update a Form I-9 should schedule an appointment. Students will need their SMU ID and anticipated start date to book an appointment.
Complete the ePAF to Ensure Your Student Worker is Paid on Time
As employees of the University, it is essential for each student worker to be set-up correctly in the payroll system in order to receive timely pay.
- Supervisors must submit an electronic Hire/Rehire Forms (formerly called “ePAFs”) for each student worker. The Hire/Rehire Form documents the information necessary to establish or update a student workers job record. The electronic forms are available under Manager Self Service > Hire/Rehire Employee tile in my.smu.edu.
- End date for Hire/Rehire Form: Federal Work Study (FWS) program jobs must have start and end dates within this range: August 23, 2025 – May 3, 2026.
- FWS program jobs working in the Fall only should have start and end dates within this range: August 23, 2025 – December 19, 2025.
- FWS program jobs working in the Spring only should have the start and end dates within this range: January 20, 2026 – May 1, 2026.
International Student Workers: The student’s Hire/Rehire Form start and end date must stay within the ISSS-authorized dates and scheduled work hours. Failure to do so could endanger your student worker’s ability to remain within the U.S. to complete his/her education and/or to work in the U.S. after graduation.
Manage Student Worker Schedules to Remain Within Weekly Limits
The tax benefits student workers are eligible to receive are contingent on SMU limiting these recipients to no more than 20 hours of work per week. Supervisors must ensure each student worker’s schedule abides by the 20 hour per week limitation. This applies to any student being paid under a student worker.
Engage Your Student Worker
Student workers are a vital resource to the University. Students should be on-boarded and orientated to work expectations similarly to the on-boarding our regular employees’ experience. Introduce your student workers to the work team, make sure they understand the role your team/department plays in achieving the University’s goals. Share dress codes and culturally specific information so they feel included. Set clear expectations for the work they will do as well as how and when to notify you when they are ill or have conflicts with their work schedule. Provide regular feedback about the work they are doing and the impact they are having. Doing so will ensure your student is engaged and providing maximum support to your team.
Questions? Email us at smuhr@smu.edu
