Student Employment

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Employment in these positions provides students with valuable work skills as well as income to assist with their educational goals. This section is designed to support supervisors in effectively mentoring and directing the work of student employees. It includes policies, procedures, and practices to support student employees in their professional development. All those who supervise or direct the work of students must do so consistently, in compliance with federal and state laws and the values and policies of the University.

Additionally, the Office of Human Resources (askhrc@pdx.edu) is here to support student employees and their supervisors throughout the employment experience.

“Student employee” refers to students who are working for Portland State University (PSU) in a position that requires student status and are paid wages through the University. Student employees may perform work on or off-campus. PSU is the single employer of record for student employees even if the student provides services to more than one department.

Minimum Credit Requirements

"Student employee" status requires individuals to maintain a minimum number of credit hours per term. This requirement must be monitored by the student's supervisor or designated representative.

• Undergraduate students: 6 credit minimum
• Graduate students: 5 credit minimum

Falling below minimum credit requirements may impact a student's tax deductions and exemptions. Contact Human Resources for more details. 

Exceptions

The following may allow a student to retain their position as a "student employee" while not satisfying the minimum credit requirement.

• Final term before graduation where the credit hours needed to graduate are less than the number required to work on campus. 
• A graduate student is working on their thesis, or other cumulative project, and the credits they need to graduate are less than the number required to work on campus. This does not have to be the final term before graduation. 
• International students must submit the appropriate reduced course load request to the Office of International Affairs. 
• A student has declared a "Grace Term" or "Term Off". See restrictions below.

Types of Student Positions

Graduate Assistantships are uniquely administered and are not addressed on this page. For information about Graduate Assistantships, visit the Graduate School website.

All PSU student jobs are hourly, are overtime-eligible, and require submission of monthly time sheets authorized by the supervisors, and processed through HR Payroll

• Regular Wage: Paid for in full by department funds. These positions are made available based upon the department's business needs and budget.
• Work Study: Funded primarily through Federal Work Study awards received by the student and administered through the Office of Financial Aid. Generally, the federal subsidy for these positions is approximately 90% of wages. Hiring departments may elect to hire only work study students as a way of managing the cost of hiring student employees, however because of the small number of students that have been awarded Work Study funds, it may limit the pool of student job candidates. See "Federal Work Study Program" below for more information.
• International: A subset of Regular Wage jobs. Eligibility determined by visa status. See International Students page for more details.

Combination Hourly Student Employee & Graduate Assistant - There are occasional situations where a student may hold a Graduate Assistant (GA) position earning tuition remission and a stipend, and also work in a PSU Regular Wage position on an hourly basis. GAs must adhere to the terms of their appointment, including approximate number of hours per week. For example, a .49 FTE should work no more than 20 hours per week.

Students and their supervisors must be mindful of the rules governing Graduate Assistantships as well as the rules for hourly student employees. It is critical that students working in this combination status understand that all hours worked (regardless of position) are cumulative and count toward their maximum hours as Graduate Assistants and hourly student employees. Talk with your GA employees about any other employment at PSU to avoid breaking the .49 FTE rule.

Federal Work Study Program (FWSP)

PSU encourages all units on campus to employ students as part of the staffing mix in their work groups. In addition to the positive impact of working on campus for students, there are many benefits for the departments.

Federal rules and regulations regarding the Federal Work Study Program can be complex and may change from year to year. Supervisors should contact the Office of Financial Aid and Scholarships if any questions arise. Please visit the Financial Aid website for more information regarding the Federal Work Study Program.

Although the subsidy ratio is subject to some change from year to year, on average (FWSP) covers 90% of the cost of qualified student wages.

University departments employing Work Study Students must adhere to all employment laws, in addition to the rules governing this Federal program. The FWSP does not authorize or pay for overtime, so if an employee works over 40 hours in one week, 100% of the overtime will be charged to your department.

Departments and students must be diligent in carefully monitoring the distribution of the Work Study funds over the course of the academic year in order to avoid budget overages.

Details about the FWSP and Procedural Steps for Students

FAFSA forms: To receive Work Study funds, students must first complete the FAFSA application and qualify according to federal guidelines. More information on the FWSP is available from Portland State's Financial Aid department.

Certificate of Eligibility: Students awarded Work Study must present a Certificate of Eligibility, available in the Office of Student Financial Aid, to their employer.
Overtime not Covered: The FWSP does not authorize or pay for overtime, so if the employee works over 40 hours in one week, overtime will be charged 100% to the employing department.

Multiple jobs: Students may hold multiple jobs on campus. It is the responsibility of the student employee to monitor the limit. However, it is advisable that supervisors talk with the student employee about the combined schedules and accumulating work hours.

Off-Campus Work-Study: Often there are positions available with government and community service agencies that have signed contracts with PSU to provide Work Study employment for PSU students. Students working in these specific off-campus positions are still considered PSU student employees. These positions are also listed through the office of Advising & Career Services. Please visit the Portland State University Handshake website for off-campus work experiences.

Summer Term Work Study: Summer is considered the first term of the financial aid year. Students may be eligible to use their Federal Work Study Award during the summer.

Advising & Career Services Web Site Listing: Work Study jobs are listed in the Handshake section of the Advising & Career Services website. Supervisors should post open positions through this online listing.

Position duties, defined in a well-written and up to date position description, are the basis for determining placement in the Student Wage Structure and setting student pay rates.

• Students must be paid at least minimum wage.
• Any wage rate over the "Student Employee Wage Cap" requires advance approval by Human Resources.

Position level is determined by the following: duties assigned, level of skill and years of experience required.

Student Employee Wage Cap Exceptions

To pay an hourly student employee a wage higher than the Level 3 maximum requires special approval from the Office of Human Resources. Click here for The Request to Pay a Student Employee above The Wage Cap form.

• A Wage Cap Exception, once authorized, will continue for that student employee in that position and at the approved pay rate for the student's duration of employment, unless a time frame is stated in the Wage Cap Exception Form or the pay rate is superseded by an authorized successor Wage Cap Exception request.
• To request a Wage Cap Exception, hiring departments will route the signed and scanned form to the specially designated "overcap" email at this address: overcap@pdx.edu. The HR Employment Team will review the request and respond directly to the requesting department for further clarification, modifications and/or approval. The HR Employment Team will process internally to the payroll unit.
• The Request to Pay a Student Employee above The Wage Cap must be received in Human Resources by the 10th day of the month to be reviewed and approved for an implementation date of the 16th of the same month. The new pay will be effective in the paycheck of the following month. 
  • Example: If the request is received in Human Resources by July 10th the new pay rate will be implemented beginning with work performed on July 16th and be applied to hours worked during the pay period from July 16-August 15 and reflected in the paycheck received on August 31st.

Questions about the Wage Cap Exception process should be directed to the department’s HR Partner or to employment@pdx.edu.

International student employees must follow rules set down by the federal government when working on or off campus while attending institutions of higher education. Supervisors must be aware of these special considerations.

Work Eligibility

International students are eligible to work on campus. F-2 dependents are not. Students in both categories are required to have written permission from the Office of International Student and Scholar Services (OISSS) before starting their first on-campus job here.

This written permission facilitates:

• attaining a Social Security number (for which they are otherwise ineligible) and
• entry into the PSU payroll system

Students on J-1 visas must have written permission from their J-1 Student Advisor before beginning each on- or off-campus employment opportunity. This written permission is employer and job-specific. It is not transferable. Employment authorization for J-1 students is given in 12-month increments and must be renewed if the student wishes to work longer.

All references to international students on this page assume that the student has an F-1 or J-1 visa. International students are responsible for knowing the requirements and limitations of their immigration status. 

Social Security Card Requirements

An international student must have a Social Security card to be employed on campus. If an international student does not have a Social Security card, the supervisor must complete the employment section of the F-1 On-Campus Employment Authorization Form. 

The student may then submit this form to their International Student Advisor and Social Security Administration.

• The Social Security Administration Office will issue the international student a receipt. PSU’s HR Office will accept the “receipt” as proof of employability until the international student receives the social security card in the mail.

Visit OISSS's page on Social Security Numbers for more information. 

Enrollment And Work Hours

Federal regulations allow international students on F-1 and J-1 visas to work up to 20 hours each week while the university is in session. If they work more than this, they will violate their immigration status and may need to return to their home country, breaking off their course of study. It is very important that this limit not be exceeded. Questions about this rule may be directed to the Office of International Student and Scholar Services. 

The academic term is considered to be "in session" from the first day of the academic term through the Saturday following finals week. Students may work more than 20 hours per week during the breaks between terms and during the summer term unless they are enrolled full-time in summer. While it is the student's responsibility to monitor the number of hours they work each week, supervisors are strongly encouraged to help students keep an eye on this and to never ask students to exceed the federally set limit.

International students may begin working on the PSU campus up to 30 days before the start of their academic program. If they are transferring to PSU from another U.S. institution, it may be possible for them to begin working earlier than this. 

Generally, international students must carry a full course of study each term except their vacation term (usually summer).

• Undergraduate and post-baccalaureate students are required by federal regulations to register for at least 12 credits each term;
• Graduate students must register for at least 9 credits each term.

There are some exceptions to these credit requirements - as long as students are considered to be maintaining their immigration status and meeting HR requirements, they may still be allowed to work on campus. Some of these exceptions include academic reasons, medical reasons, the final term of study, and graduate thesis/dissertation/project. Please contact OISSS with any questions.

In some cases, international students may be allowed to work more than 20 hours per week. If a student is doing work that is directly related to their program of study, they may be eligible for Curricular Practical Training. Some students may have authorization from the Federal Government that allows them to work additional hours. These exceptions are rare and should be checked with OISSS.

Performance Management

If an international student is having difficulty with employment which appears to be culturally-based, the student or supervisor may refer to the OISSS, HR, or the Office of Global Diversity & Inclusion for assistance. All international student employees are subject to PSU policy and state and federal labor laws.

After Graduation

On-campus employment authorization ends the Friday of finals week when an international student graduates. The student is responsible for monitoring this date. International students are NOT allowed to work beyond the term in which they complete their degree requirements, unless they are enrolling in a new program of study at Portland State in the next available academic term (or the coming fall term if they graduate in spring). In this case, the student may work on campus during the time between the end of their first program of study and the beginning of their second program of study once their new I-20 has been issued.

Where to Advertise a Student Job

The easiest and most effective way to reach a large audience of students is to post a position on “Handshake,” the online jobs database maintained by Advising & Career Services. Supervisors can submit a position announcement, manage applications, and schedule interviews. Call or email to have a position removed once the vacancy has been filled. Advising and Career Services.

The Selection Process

Supervisors may consider forming a selection committee of department members when hiring student employees. Include two or three people to review applications and participate in interviews. It is important for the hiring department to be thorough in evaluating candidates against the minimum qualifications and position description. The following resources will help create an effective application screening and interviewing process.

View the Search and Screen Matrix for organizing a search

Interviewing Tips

One of the keys to a successful search is the interview process. Developing a plan from initiating the search through to selection will enhance your chances for success.

Applicants should be sent a link to the EEO survey (Suggested Email Language). Please consult with the department’s HR Partner for best practices.

The purpose of an interview

• Assess essential skills (including technical, communication and behavioral skills)
• Allow the candidate to fully explain and expand on their relevant experience
• More fully describe the purpose and role of the position

Before the interview

• Make sure the candidate knows where to go and how to get there. Ensure someone is available to greet them when they arrive.
• Consider giving the candidate the interview questions a few minutes ahead of time, so they know what to expect. This will help them feel more comfortable, and likely provide more complete and applicable answers.
• Avoid small talk before or during the interview that may lead the candidate to talk about their personal life or protected class information. Refer to the table below for questions & areas to avoid.

Interviewing

• Be on time
• Make the candidate feel comfortable by offering water or coffee
• Introductions:
  • Have everyone introduce themselves
  • Explain the interview process, including how much time has been allotted
  • Describe the position and how it ties into the organization
  • Describe the mission and culture of your department
• Allow enough time for the candidate to ask questions at the end
• Encourage the applicant to do most of the talking
• Ask the same basic questions of all candidates and follow-up with specific questions related to each candidate's work experience as applicable.
• Describe the process & timeline for next steps, including when they will be notified of a decision

Student employees are hired using the Electronic Personnel Action Form (EPAF). Guides for using this system are linked below:

EPAF Guide

Onboarding and Welcoming Student Employees

New student employees will remember their first day on the job. Supervisors and those who direct the work of student employees have a unique opportunity to make the initial workplace experience a positive one. Genuine consideration and planning ahead will make the difference in assuring a welcoming and professional first day.

The first day is the ideal time to capitalize on students’ excitement about being hired and their genuine desire to be successful. It is the perfect time for supervisors to follow a planned orientation:

• be sure to cover important topics,
• set the tone for effective ongoing communication and 
• clarify position and overall department expectations.

Supervisors should be present to conduct the initial welcome, and may assign others to cover certain topics.

The following can be used as a checklist for the student employee’s first day

University-Level

• Give a warm welcome and try to reduce any nervousness the new employee may feel.
• Review the agenda for the first day and have the employee complete all the necessary new hire paperwork for HR, payroll and your department.
• Review all relevant University policies and procedures that are listed on the HR website. Supervisors have an important responsibility to inform student employees about this information and direct them to the material.

Department-Level

• Provide a big picture view of the work of the department or unit including the mission, objectives and accomplishments. Let new student employees know how their work will connect with the overall mission. Share organizational charts if available.
• Review specific department rules and procedures including proper attire for the office, attendance, punctuality and confidentiality rules.
• Provide a tour of the work area including offices and work spaces, restrooms, lunch and break areas, kitchen, work room, supplies, emergency exits, etc.
• Review appropriate use of PSU equipment in the department including computer, telephone, fax, photocopier, work room materials, etc.
• Review emergency procedures for safe and rapid evacuation of the building.
• Introduce new student employees to other staff members, particularly those they will be working with most often.
• Set up access such as relevant office keys, relevant computer accounts and applicable departmental system drives, etc.

Individual- and Position-Level 

• Review the position description
• Set up work schedules and breaks.
• Demonstrate and discuss procedures for tracking the student’s time, including signing/clocking in and out.
• Explain notification procedures in cases of absence, lateness, or planning and requesting days off.
• Establish a plan for the employee to receive training for job duties and safety training (e.g., heavy lifting, mechanical equipment, hazardous materials).
• Summarize expectations for student employees, and ask them to sign off on the orientation agenda acknowledging that they participated in this session with you and other applicable staff.
• Remind the student employee to complete the "Preventing Prohibited Discrimination And Discriminatory And Sexual Harassment Training For Employees" module available via the Office of Global Diversity and Inclusion.

There are many methods of recognizing and rewarding student employees. Simple gestures such as a hand-written note of praise or treating a student employee to lunch can carry far more weight than a pay increase. Some departments on campus have recognized students as “employees of the month” while others host potlucks or pizza parties.

Student Employee Appreciation (SEA) - PSU formally recognizes student employees at the annual SEA Week event. The reception typically occurs in April. Departments are encouraged to nominate their outstanding students to be PSU’s Student Employee of the Year. Typically, the nomination form is available in January and due in mid-February. All student employees are invited and the event is a great opportunity staff and faculty to thank student employees for their contributions to the University.

When disagreements, conflicts, and performance concerns in the workplace occur, we are committed to open discussions conducted in a respectful and productive manner. These interactions are guided by:

• Employee position descriptions and performance evaluation standards;
• University Professional Standards of Conduct;
• Specific guidelines and expectations established by each department.

Conducting Difficult Conversations And Discipline

If a student employee is demonstrating workplace conflict or performance challenges, supervisors are encouraged to discuss the concerns directly with the student employee as the first step to solving the concerns. Such discussions may include, but are not limited to:

• Clarification of policies and procedures
• Delivery of performance feedback
• Restating or modifying goals
• Additional training
• Establishing a corrective action plan

Please reach out to HR Employee Relations (hremployeerelations@pdx.edu) for support or coaching to prepare for a performance conversation. 

Separation of Employment

Supervisors should discuss a student employee separation with their own immediate supervisor and with an HR Employee Relations representative before taking any steps to end a student employee's employment. Student employee separations should be handled in a professional and respectful manner. This may be the last opportunity for the supervisor to foster a learning experience for the student employee by speaking plainly and sensitively about the reasons for the separation.

Human Resources provides an exit checklist to guide supervisors through the logistics of this process. The Checklist includes steps to coordinate the return of university property, removal of access, and other actions including:

• Final pay requirements (also found on the Wage & Hour Laws page)
• Collecting keys, equipment, ID, access cards, and supplies
• Discontinuing or transferring systems access
• Removing website references
• Verifying that all reimbursement funds due to your employee have been issued
• All electronic and paper files are turned in or shared with the supervisor