Frequently Asked Questions for Supervisors

If you are interested in hiring and supervising students you will need to complete the "USFWorks: Required Supervisory Review" course on Canvas. You can request access to this course by emailing stuemp@usfca.edu. After completing the course, Student Employment will facilitate assignment of a Job Management Organization (JM Org). A JM Org is an organizational function in Workday (USFWorks) that allows the user to make staffing decisions and supervise workers. Once granted a JM org, the supervisor can create job requisitions, hire students, and approve timesheets for their student employees.

Email stuemp@usfca.edu to become a student supervisor.

Please note: The assigned supervisor on USFWorks for student employees should be the staff or faculty member who will be working with the student in fulfilling their day-to-day duties.

For example: A Research Assistant should have the faculty member they are working for assigned as their supervisor in USFWorks.

Students must be enrolled at least half time (6 units for undergraduate, 3 units for graduate) in a degree granting program. If a student withdraws, takes a Leave of Absence (LOA), or drops below half-time enrollment after Census, they will lose employment eligibility.

Students must be at least 18 years of age to qualify for USF employment.

If you are recruiting only FWS students, you can set your job requisition to a FWS job profile, see our requisition job aid for a list of the FWS job codes. Students hired into these requisitions will automatically have their FWS applied.

If you have hired a student with FWS into a non FWS role, Student Employment can transition that position to FWS. When doing this, the student will need to make a request of where to direct their FWS with our office directly. The student can email stuemp@usfca.edu to request their FWS be applied to a position.

• All Supervisors can check a student's progress by utilizing the "onboarding Status Summary". Type onboarding Status Summary in the Workday search bar, enter your Jm org, and the summary will show where each student worker in your org is in the onboarding process.
• Once a student completes their employment authorization requirements (form I-9 verification), the student and supervisor will both receive an auto-generated confirmation email.
• Any questions about employee authorization can be directed to us at (415) 422-6770 or stuemp@usfca.edu.
• If you have any questions about employment authorization, please contact us before the student performs any work.

USF student employment policy limits student employee schedules to a maximum of:

• 25 hours per week for domestic/permanent resident students.
• 20 hours per week for international students.

During the summer session and breaks, all student schedules are limited to a maximum of 35 hours per week. Please note that students are still limited to 7.5 hours in a single day. The workweek runs from Monday 12:00 a.m. to Sunday 11:59 p.m.

These limits are for any combination of jobs for student workers, and are not per job on campus.

Students are not permitted to work during regularly scheduled class times. The direct supervisor will collect each student's course schedule to ensure they are not working during these times.

Breaks during which students may work an extended schedule of 35 hours are defined as:

• Winter Intersession: The first Monday following the last day of the fall exam period to the Sunday prior to the first day of spring classes;
• Spring break: Monday and through Sunday;
• Summer break: The first Monday following the last day of the spring exam period to the Sunday prior to first day of fall classes;
• Since the exact dates of the start and end of each semester and break vary by academic program, please refer to the academic calendar to determine when your student employee may work extended hours.

Jobs are available year-round for active students. The length of a student employee’s position is determined by the hiring department. FWS assignments are typically unavailable over the summer, for more specific information on the assignment length for your FWS student worker reach out to stuemp@usfca.edu directly.

Student employment is only available to enrolled students. HR Options can provide additional information about continuing employment after a student is no longer enrolled.

A student may only have one Federal Work-Study position, but may hold an additional position that is paid through non-Work-Study. The University recommends, however, that students limit their employment to one position that meets their needs.

Student pay rates are established by the hiring department. Students must earn at least the local minimum wage.

The United States Citizenship and Immigration Services (USCIS) Form I-9 is a standard Human Resources form. It is a legal document that verifies an employee's identity and employment eligibility. University of San Francisco uses an online I-9 form on Workday.

Students will fill out Section 1 of the form I-9 on USFWorks. Student Employment will fill out Section 2 of the I-9 form when the student presents their original, hard copy, I-9 verification documents in person. The full list of acceptable documents as well as detailed information and instructions are available on the Form I-9 and Student Employment website.

If a student currently has a job on campus or previously was employed, they may still need to complete a new form I-9 before beginning employment.

International students who do not already have a Social Security Number (SSN) will need to request one from the Social Security Administration, the steps for requesting an SSN are as follows:

1. The supervisor will complete an "Employment Confirmation Letter." Please note that the letter template must be printed on USF department letterhead.
2. The student submits the form to the International Student and Scholar Services (ISSS) office for a second signature.
3. The student brings Employment confirmation letter signed by Supervisor and ISSS to the Social Security office.
4. Once the student receives their Social Security Card they will submit a change of personal data webform. Students have 45 days from hire to provide the University with a SSN. Students who do not provide an SSN within 45 days of hire will be terminated.

Students are paid semi-monthly. Pay days are normally on the 7th and 22nd of the month. See the payroll calendar for a current list of pay dates.

Pay periods are the 1st-15th, 16th-last day, supervisors must review and submit timesheets. Supervisors must ensure timesheets are submitted by students and themselves timely to avoid a delay in the student’s pay.

Any questions or issues regarding paychecks should be directed to payroll@usfca.edu.

Yes, eligible students earn one hour of sick time for every one hour worked. The department of the student’s primary position is responsible for the sick leave pay.

If a student is unable to report to work for 3 or more days you may require a doctor's note to verify the necessity of the absence.

Additional notes regarding paid sick leave within the City and County of San Francisco:

• Employees may use paid leave for their own medical needs and to care for family members.
• Employees with no spouse or partner may use the leave to care for a "designated person."

For more information, reach out to leaves@usfca.edu.

• In accordance with California employment law, USF policy requires a 15-minute break for every 4 hours worked.
• If scheduled five (5) hours of work the employer must provide an unpaid, off-duty, meal period of at least thirty (30) minutes. If the work period is no more than six (6) hours, the meal period may be waived. The meal break cannot be waived if the student is scheduled to work 6 or more hours. The meal break must be taken before the 5th hour of work.
• If a student is working a full 7.5hr day, the meal break must take place prior to the sixth hour of work and a second 15 minute break must be given.

When a student's employment is terminated for any reason, the appropriate business process should be completed in Workday immediately. See our Termination / End Additional Job guide for instructions and more information.

If the supervisor or student has concerns over errors in the student’s paycheck, questions about tax withholding, or issues with timesheet submission, they should first review the commonly asked payroll questions page on MyUSF.

If further assistance is needed with payroll issues, please contact payroll@usfca.edu.