Frequently Asked Questions for Supervisors

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Students must be enrolled at least half time (6 units) 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.

Federal Work-Study (FWS) — wages are subsidized by the students FWS award, a need based type of financial aid.

Non-need-based student employment (non-FWS) — wages are paid by the department’s budget.

When hiring managers have two or more equally qualified candidates for a position, priority consideration for the position is granted in the following way: (1) to the FWS student, (2) to the student without a need-based work award.

See the Work Study Section of our website for an in depth explanation of the Federal Work-Study program.

Federal Work-Study (FWS) is a Federal Student Aid program that funds student employment by subsidizing wages for hiring departments. Under the FWS program, student earnings are capped at the amount specified in their Financial Aid Award Letter. If the award is fully earned before the academic year ends, the hiring department must either convert the job to a non-Work-Study position or terminate the employment.

When hiring a student with a FWS award, supervisors should work with the student at the start of the year to estimate when the award will be fully earned and discuss next steps. If the department cannot fund the job after the FWS award has been exhausted, the student can appeal for an award increase by emailing stuemp@usfca.edu. Approval depends on the student’s financial need and available funds, so not all requests may be granted.

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.

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.

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

The length of the assignment and end of the position are determined by the hiring department/manager. Students and staff may discuss whether to renew employment after every term. If the position ends, the supervisor must submit the end job/termination timely.

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.

With the implementation of USFWorks, you must create a Job Requisition to post a job to the job board. Instructions are found here. If you do not yet have a supervisory organization in USFWorks, contact the Office of Student Employment to be enrolled in the mandatory training course.

If you do not have a JM Org, email student Employment stuemp@usfca.edu.

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.

Although we ask supervisors to be mindful of a student's primary role as a student at the University, accepting a position also involves a commitment as an employee. At minimum, you should expect your student employees to:

  • Report to work promptly
  • Notify the supervisor as soon as possible when the student will be late or unable to work
  • Refrain from conducting personal business on the job
  • Report accurately all hours worked
  • Perform tasks to the best of one's ability
  • Dress appropriately for the job location
  • Regard the job equally as one would regard an off-campus, non-student position

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.

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.
  • After 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.
  • 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.

Because on-campus employment may be a student’s first work experience, supervisors may encounter situations in which a student employee’s work performance must improve. At times, it may be challenging balancing the department’s needs while remembering a student employee’s primary role at the University is academic. The Student Employment office offers the following tips for addressing work performance:

  • Provide clear instructions and expectations of the position. Provide ample training and give student employees many opportunities to ask questions.
  • Clearly explain and outline the structure of your department. Give student employees an overview of each staff member’s role and take time to make face-to-face introductions. Inform the employee who to approach with employment questions or concerns.
  • Assume the best of intentions and provide the employee a chance to be heard when addressing poor work performance. Accommodate schedule, workload needs as appropriate, such as a reduced work schedule. Attempt to identify performance issues that can be resolved with additional training.
  • Finally, approach the conversation as a learning experience and prepare to mentor the employee. Supervisor best practices training is available through USF Human Resources. More information and guidance on this topic may be found online.

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.

As an academic institution, an emphasis on learning is encouraged both in the classroom and in a student employment position. As a supervisor, you have the opportunity to foster professional development in your student employees that will provide benefits years after graduation. Some ideas for professional development include:

  • Extensive training on all aspects of student duties,
  • Participation in staff meetings (when their schedules allow),
  • Solicitation of student feedback on office procedures.
  • Additionally, students may partake in CIT trainings. It is appropriate to allow a student employee to attend training on the clock if the training is related to their job duties.

If you have additional questions that were not addressed above, please feel free to contact the Student Employment Office at stuemp@usfca.edu or (415) 422-6770.