Important Information: On-Campus Student Employment for the New Academic Year

Career Services, Career Services

Getting Set Up on Handshake and Posting Jobs: 

 

  • Registration: Each department must register both an individual Contact and Employer profile on Handshake. This includes creating an individual profile as well as a company profile for your department. If you’re unsure whether your department is already registered, please contact Career Services for assistance. 
  • Departmental Email & Naming Convention: If your department has a dedicated email, please use it during registration. Ensure that department names follow the format: “Saint Francis University: [Your Full Department Name].” 
  • Approval Timeline: Career Services will manually approve your new Handshake account, which is required before your job posts go live. Please allow at least one business day before expecting your job posting to be visible to students. 
  • Setup Instructions: Attached you will find detailed instructions (Posting On-campus Jobs on Handshake) for setting up an employer account/company profile and for advertising your department's open positions on Handshake. 

*If you have already selected a candidate for the position, there is no need to post the job on Handshake. * 

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Prepare Your Job Description and Email It to HR: 

 

  • Job Description: Create a job description using the attached template and post it on Handshake. Be sure to title the position as follows: "SFU Student Employment: [Job Title]." For example, you might use "SFU Student Employment: Student Assistant" or "SFU Student Employment: Student Ambassador." 
  • HR Notification: After preparing the job description, please email it to Monica Shedlock in HR at mshedlock@francis.edu. 

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Communication with Students: 

Career Services will inform students before the start of the fall and spring semesters that all on-campus job openings will be posted on Handshake. Students will be directed to apply through Handshake in order to be considered for employment opportunities. This information will also be available on the My.Francis page and the Career Services website.  

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Application Review & Interviews: 

Each department will oversee its own hiring process, which includes reviewing student applications in Handshake, conducting interviews, and making final candidate selections. 

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Hiring Process and Required Forms: 

 

I-9 Form for New Hires: 

  • If the student you are hiring has not previously worked in an on-campus position, they must complete an I-9 form. This form can be located on myFrancis > Student Tab > Student Employment. The link to the I-9 form is: I9-FRM-Flexibilities-OMBReview-08012023-ENG-AF.pdf (francis.edu). Once the I-9 form is completed, the student needs to physically bring the form, along with the proper documentation, to HR. 

 

Student Worker Request Form: 

  • After the student has completed the I-9 form, the supervisor should complete the Student Worker Request Form. This form is located on the bottom right-hand side of the myFrancis > Employees Tab > Payroll. The link to the form is: Student Employee Request. If the student has previously been paid for an on-campus job, you can skip the I-9 form and proceed directly to this step. Please note that a new Student Worker Request must be submitted at the beginning of each academic year, as well as for any summer employment. 

 

Finalizing Required Paperwork: 

  • Once the Student Worker Request has been submitted, the student must complete the W-4 form, local tax form, and direct deposit information. These forms can be found on myFrancis > Student Tab > Timecard Entry. On the left-hand side of the screen, there is a list of forms; the three required forms are located in this list. Once all forms are completed, Payroll will finalize the student worker request on DocuSign, and the student’s timecard will be activated. 

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Job Posting Removal: 

Once you have filled the position, please ensure that the job posting is no longer active. If the application deadline has not already passed, simply click “Expire Job” on your Handshake post.