Supervisor Tool Kit

Employing a UVM Student

Hiring student employees benefits both the employer and students.

Steps to Hiring a Student

Step 1: Register for a Jobs Board (JobX) account
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  1. On JobX, select your employer type (on-campus employers or off-campus employers)
  2. Next - New to JobX? Request Access
  3. Login with your UVM NetID and password
  4. Review the Supervisor Terms and Conditions Agreement (PDF) or follow the on-screen instructions
  5. Submit the confirmation in JobX.
  6. Student Employment Office (SEO) will send an email confirmation whether your request for access has been approved or denied.

Step 2: Recruit students
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Recruiting students happens through JobX. The majority of recruiting happens prior to the start of the academic year, although it continues throughout the year. Undergraduates and graduates with Federal Work-Study (FWS) are granted access to JobX once they have been admitted and are registered for classes.

Once access has been approved by the SEO, you will be able to post your position.

How do I Choose a Student?

As a supervisor, your goal should be to hire the best qualified applicants. The selection process should be handled the same way you would for any other hire in your department/agency.

JobX provides a pre-loaded application form for students to complete for job postings. You can add specific questions to this application for customization.

Students should arrive at the job interview prepared to answer questions pertinent to the position along with their course schedule showing commitments and available work hours. Job applicants should be provided with a job description and as much information about the position as possible.

Step 3: Hire a student
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  1. Refer to the JobX - Posing Jobs and Hiring training (PDF) for a step-by-step tutorial on hiring students
  2. Once a hire has been approved, the student's employee profile will be automatically created within PeopleSoft in 1-2 days.
  3. Confirm that your student employee has completed all paperwork for UVM Human Resources
    • Students must have an I-9 Employment Eligibility Verification form on file prior to beginning work. Confirm this by running the Supervisor I-9 Report. Access to student I-9 information is available within 2 days of a student's hire through JobX. It is the supervisor's responsibility to ensure that hired students are compliant.
      • Questions regarding the I-9 verification query should be directed to HR by email (HRSinfo@uvm.edu) or by phone at (802) 656-3150

Resources

Off Campus Community Partnerships

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UVM works to provide our students with rewarding experiences working at local non-profit organizations (PDF) which have a commitment towards social responsibility and with a mission to make a difference in the local community. Organizations must meet the following criteria:

  • be a non-profit organization (IRS Non-Profit Verifcation confirmation is required)
  • be responsible for paying 25% of the student's earnings on a maximum FWS award of $2,200
  • be located within a short distance from UVM

Examples of services provided by organizations may include, health-care fields, child-care, literacy training, public safety, crime prevention and control, recreation, rural development, community improvement, support to students with disabilities, mentory, tutoring, supporting educational and recreational activities, and counseling.

If you are interested in learning more about the UVM Federal Work Study Partnership program, contact the Student Employment Office.

Managing Student Employees

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Performance Evaluations

To continue to foster a holistic professional development experience of student employees, it is recommend that all student employees be given an evaluation of their performance at the middle of the academic year. The primary purpose of a performance evaluation is to provide communication between the employee and supervisor concerning where both parties have excelled, and to highlight potential areas of growth. Feel free to make use of our SEO Performance Review Template (PDF).

Progressive Discipline Guidelines

If student employees fail to meet reasonable standards of performance, supervisors are expected to take appropriate action as outlined in the Progressive Discipline and Termination Guidelines (PDF) document. The goal of these steps is to improve job performance, so that students can continue to be effective members in the working environment.

Fill out the Incident Report Form (PDF) if needed. This form can be used to help you keep track of any performance concerns you may have for a student. 

Hiring International Students

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International students on non-immigration F-1 or J-1 visa categories are supported through the Office of International Education (OIE) and have certain immigration-based restrictions on the kinds of work permitted.

  • On-campus jobs are permitted, but limited to 20 hours per week
  • The International Services team in OIE works closely with these students and supports them in work authorizations, etc.
  • Learn more about employing international students through the Office of International Education.

Additional Information

Helpful Documents