Information for On-Campus Employers
If you are hiring a student employee for the first time, there can often be details involved that you are unsure about. The information on this site will provide the resources you need to engage students, keep learning as a leader, and guide a positive student employment experience.
Types of Student Work
Work-Study and Non-Work Study
Campus employment includes a wide variety of job opportunities. Types of these jobs include:
- Federal Work-Study [pdf]
The amount the employer is charged varies with each program, period, and student eligibility. Click the PDF below for more detailed information.
Academic and Summer Employment
On-campus academic year and summer employment becomes effective for all students according to the both the University Official Calendar and Financial Services (Payroll) Calendar. Sometimes the dates in the Official Calendar for the student academic year and summer sessions are different from the Financial Services (Payroll) Calendar by one week. The student employment academic year/summer must coincide with the payroll bi-weekly pay cycle even when the official calendar does not. As a result, the start and end date for both the academic year and summer employment dates may be different than those of the official calendar.
During the academic year, Carnegie Mellon participates in the Federal Work-Study and Federal Community Service Work-Study programs. In the summer, Federal Community Service Work-Study is available for eligible students. The amount the employer is charged varies with each program, period, and student eligibility.
Dates for student employment listed below:
|Academic Year 2019-2019||
August 19, 2019- May 10, 2020
May 13, 2019- August 18, 2019
Paid Internships and the Fair Labor Standards Act
Paid internships may result in legal liability for an employer under the Fair Labor Standards Act unless the employer is paying at least the state minimum wage. In addition to paying at least the minimum wage, the amount paid to an intern should be comparable to the amount paid to other interns performing similar work.
- Consult the Career Center for guidance on paid internships and Federal Work Study Programs.
- Consult Human Resources for information about the Fair Labor Standards Act.
Unpaid Internships and the Fair Labor Standards Act
Under the Fair Labor Standards Act, interns are entitled to receive at least minimum wage unless the position may be categorized as a Trainee/Learner position. The U.S. Department of Labor has established a six-part test for determining whether a position qualifies as a Trainee/Learner position and may be unpaid. Any internship that does not satisfy each part of Trainee/Learner test must pay at least the minimum wage.
Hiring and Working with Students
Hiring a student worker can be a positive experience for both yourself and the student. In order to optimize this opportunity, you should have knowledge on how to best work with students. You can use the PDFs below to improve your understanding if necessary:
- Fillable Student Employment Application
- Creating a Thorough Job Description
- Interviewing and Hiring
- Following up with Students
- Sample Offer Letter
- Sample Offer Email
Student Employee of the Year
The contributions made by all student employees are important; however, this award seeks to acknowledge the student whose performance is exceptional. Nominees will be judged on reliability, quality of work, initiative, attitude and contribution to the department. Students should have a track record of producing quality work and communicating effectively with students, staff, faculty, and/or parents.
You can find more information about this award, and the student employee appreciation lunch, here.
- Student Payment of Earnings [pdf]
- Withholding Elections [pdf]
- International Students and Social Security Numbers [pdf]
- Pay Rates and Hours [pdf]
Workday is Carnegie Mellon’s human resource system. It has a multitude of uses, and as a student supervisor, you will be using it to approve the hours that your student enters bi-weekly. It is important for you to approve the hours before the pay processing deadline so that your students receive their paycheck on time.
Student Pay Rate Validation
Documentation is now required to validate the rate of pay for Carnegie Mellon student hourly positions (this does not include non-CMU student staff positions). Validation documents must be uploaded in Workday when entering the student job by attaching one of the following documents: 1) an application, 2) an email with the details of employment, or 3) an offer letter.
The university has created a template to utilize when hiring Carnegie Mellon hourly students which includes all of the required information. If the hiring department prefers to use its own application, it is important that all of the below data points are included.
- Student Name
- Job Title
- Hiring Department
- Supervisor's Name
- Begin and End Date
- Hourly Rate of Pay
- Work Hours per Week
- Standard Student Hourly Job Profiles
The Workday/S3 integration eliminates the need for the collection of personal sensitive data; therefore the hiring department should NOT ask students for the below types of information.
- Date of Birth
- Hobbies and Interests
- Social Security Number
- Work Study Award Amount
If the hiring department prefers to use its own email or offer letter to validate the rate of pay, please see the below templates and ensure that these documents include the same data points as the application as noted above:
Job Profiles and Pay Ranges
Minimum Hourly Pay Rates for Student Positions
Federal and state minimum wage laws are systematically enforced for all hourly positions on campus, including student positions. The minimum hourly rate guidelines for student positions may be higher than these regulatory minimums. Students may be hired at an hourly rate that is above regulatory minimums but may be below guidelines for the specific job profile.
Raise Advice for Hourly Student Positions
It is not uncommon for student to receive an hourly pay rate increase of $0.25 per hour when returning to a position in the same department or hiring until after completing a prior team or year of successful performance. Appropriate increase amounts will vary based on the position's responsibilities and skills required.
Policies, Forms, and Frequently Asked Questions
View the PDFs below for more information about our policies and forms:
- Equal Employment Opportunity and Affirmitive Action
- Family Educational Rights and Privacy Act
- Meal Periods and Breaks
- On the Job Injuries
- Sexual Harassment
- Student Employment Eligibility
- Work Hours
- Work Without Compensation
- FERPA Statement of Understanding
- Fillable Student Employment Application
- Student Job Profiles Addendum
- Professional Expectations for Student Employees
- Student Employee Responsibilities
- What a New Student Employee Needs to Know