Employer Information - Colorado College

• Employer Responsibilities
• How to Hire a Student
• Pay Rates for Student Employees
• Time worked and Deadlines
• Summer Employment
• Warnings and Termination
• Supervisor Resources

• To develop accurate and useful job descriptions for student positions.
• To ensure that students are approved to work at Colorado College before duties begin.
• To provide specific training in areas listed in the job description.
• To establish a work schedule with each student.
• To review special department policies with students, including discipline procedures.
• To be available and to encourage students to ask questions.
• To see that time worked is submitted online according to established deadlines.

• I-9 Form: Federal regulations require that each individual employed in the U.S. complete an I-9 Employment Verification form at each place of employment. This includes students working at Colorado College. ALL STUDENTS MUST COMPLETE THIS FORM BEFORE WORKING ANY HOURS. Please send your prospective student workers to Human Resources for this form. Students must complete this form only once during their time at Colorado College. Students will need to provide specific citizenship documentation such as a passport, drivers license, or social security card. International Students must obtain a Social Security Card to work. The International Programs office will assist students in filing the necessary application.
• W-4 Form: Wages are taxable income and the college is required to have a completed W-4 form on file for every employee. ALL STUDENTS MUST COMPLETE THIS FORM BEFORE WORKING ANY HOURS. Students can complete this form with Human Resources.
• Referral Form: All student employees are required to pick up this form at the Financial Aid Office. This form confirms a student's employment and rate of pay to be entered into the payroll system. All students must complete a new referral form every job, every year. To ensure your student employees are paid correctly, please complete all sections of the form. Org codes and Position codes required on the form are available in departments and in MS Outlook Public Folders. Look for "Student Employment Codes" under Administrative Departments/Financial Aid. This completed form must be returned to the Financial Aid Office before a student can be paid.
• Job Description: Every student job must have a job description on file in the Financial Aid Office. A blank form is available here. Please e-mail the completed job description to Financial Aid for determination of job pay grade.

Please contact the Financial Aid Office to post available jobs on the student job listings page found on the Financial Aid website under Student Employment / Student Information. The Financial Aid Office and Career Center also host a student job fair the first week of the fall semester.

Pay grade for specific jobs are determined by the Financial Aid Office from information provided by employers on the job description page. For the 2008-2009 academic year, the pay rates are as follows:

Grade I - $8.25/hr
Grade II - $8.75/hr
Grade III - $9.25/hr

The amount a student may earn through federal or state work-study is shown on the Student Employment Referral Form for Work-Study Eligible Students. Students who anticipate exceeding their limit should contact the Financial Aid Office to determine if an adjustment to the award is possilbe, or if it's permissible to earn above the limit. The average student wage earner at CC does not exceed the award limit.

• Students will use the GoWest website to submit time worked according to the 2008-2009 Hourly Pay Calendar.
• The supervisor approves the submitted time worked at the same website. There are options to send the time worked back to the student worker for revisions.

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Summer Employment

For 2009, summer student employment will follow the same guidelines as academic year student employment with a few changes as noted below:

1. Referral Forms – All jobs for students currently employed will be terminated in the payroll system on May 13, the end of the academic year. All students working any hours between May 13 and August 30 must complete a Summer Employment Referral Form in order to be entered into the payroll system. This form should be used for students expected to re-enroll at the college the next academic year. Graduating seniors cannot continue to be paid as student employees.
2. Wage Rates – Summer student employment wage rates can be set by the employer and should be similar to academic year rates. Wage rates higher than academic year rates will revert back to academic year rates when school begins. All jobs should be paid on an hourly basis using the GoWest system.
3. Job Titles and Job Descriptions – A job description should be available for the student to know the job responsibilities, but at this time, job descriptions for summer-only jobs do not need to be on file with the Financial Aid Office. During the summer of 2009, students will not be earning federal and state work-study funds. Once the academic year begins and students are earning work-study funds, job descriptions for all student jobs must be on file with the Financial Aid Office.
4. I9/W4 Forms – All students must complete I9 and W4 forms with Human Resources before working any hours. Students need to do this only once during their time at CC.

Summer employment does not continue into the academic year. All summer jobs will end the day before the next academic year begins.

If you are hiring a student into a job that continues into the academic year, the student must have Employment as part of a Financial Aid award (federal or state work-study or institutional employment). Students who have Employment as part of a Financial Aid award receive priority in hiring. Hiring is limited to these students during the first Block of each semester. Employers must contact the Financial Aid Office for exceptions to this policy. Beginning in mid-August, students with Financial Aid Employment awards can obtain academic year referral forms (blue) for jobs that will continue into the academic year. All students working during the academic year will need to complete the academic year referral form (blue) to be entered into the payroll system.

• Employers should provide students with a written warning for unsatisfactory performance. Termination from a job may occur if the unsatisfactory performance continues, and some employers may communicate stricter guidelines for termination. Some situations may require immediate dismissal such as theft, inappropriate use of confidential information, falsification of hours worked, or threatening behavior. Supervisors make these decisions, and are expected to inform the financial aid office immediately. Any student terminated from a position may not be eligible for on-campus employment for the duration of the academic year. The associate director of financial aid reviews cases on an individual basis, and the next employer is notified of the termination. Employers and students should resolve problems between themselves first if at all possible. Any student employee who feels unfairly treated may appeal to the associate director of financial aid.

• Student Employment Application
• Sample Interview Questions
• Employment Agreement
• Evaluation Form
• Sample Warning Letter