Resources for Onboarding Student Employees 

If you have any additional questions, please reach out to Chloe Rayne Ibarra

Who is eligible to be hired as an Academic Student Employee?

In order to maintain eligibility and to be hired as a student employee, students must be enrolled in a certain number of credits for each quarter in which they hold the appointment, unless they are in "on leave" status): 

  • Undergraduate students need to be enrolled in at least 6 credits
  • Graduate Masters and Professional students need to be enrolled in at least 4 credits for grading, tutoring and student assistant positions
  • Graduate Masters need to be enrolled in 10 credits for research assistant and teaching assistant positions
When can students be considered as "on leave"?

Students may be considered "on leave" as follows: 

  • Undergraduate Students - For one quarter immediately following a quarter in which the student was enrolled for at least 6 academic credits (this includes summer quarter)
  • Graduate and Professional Students - When the student has applied for and been granted such status by the Dean of the Graduate School
How long does onboarding take for a new appointment?

Onboarding typically takes 2 weeks to process. For positions that require background checks, the onboarding process could take up to 3 weeks without any student-related delays. 

Examples of student-related delays:

  • Not providing I-9 documents/Covid vaccination card to CP133 to be verified
  • Submitting the background check e-mail from A-Check America or submitting the Sexual Misconduct Disclosure form late 
What appointments require background checks?

Any appointment that requires students to handle private information (i.e. student data) requires a background check. For example, Graders and Undergraduate TAs are required to complete a background check since they work directly with student data. 

What I-9 documents can I bring in?

A complete list of acceptable I-9 documents can be found here. 

Am I required to be vaccinated (COVID) to be hired?

Yes, unless you have received a vaccination waiver. More information on vaccine requirements for employees can be found here. 

When do I submit my timesheet/when do I get paid?

Timesheets

Timesheets are due on the 1st and 16th day of the month. 

Note: You will use Workday to submit your timesheets. If this is your first time working at UWT, please note that your timesheet may not be active until the period after you submit your paperwork. However, you will be compensated for time worked the previous period. 

Submitting Timesheet Hours

For audit purposes, please do not report hours as 12.99, 8.95, 9.24, etc.

We suggest that the hours be submitted as close to the quarter hour as possible. for instance, 12.99 is practically 13 hours, and should be reported as 13 hours; 9.24 hours worked should be recorded as 9.25 hours. 

Paydays 

Paydays are the 10th and 25th of each month.

More information on Paydays and Paychecks

If you've signed up for direct deposit, your pay will be deposited into your account. If you did not sign up for direct deposit, it will be mailed to your mailing address listed in Workday. 

Do student employees qualify for health insurance?

As a University of Washington student, you may be eligible to enroll in the Student Accident and Sickness Insurance Plan. More information on this plan can be found on the UW HR site.

If you have any questions regarding Health Insurance, please contact the UW HR/Benefits Office. 

How do I request a Social Security number (international students)?

Students who are working for the first time in the U.S. must apply for a social security number. 

You will work with the Office of Global Affairs to request your Social Security card. For information on how to apply for a Social Security card, please visit: https://www.tacoma.uw.edu/oga/isss-ssn

Can a Graduate student teach a 390 seminar course?

No - only Undergraduate Teaching Assistants can teach in a 390 seminar course. 

Can I hire a student after they graduate?

No - graduated students can only be hired into staff positions. 

What if there is a gap in my employment at UW? / What if I have another job with UW?

Continuing/Returning Student Employees:

If you have held a position on campus before and had a gap in employment (gap meaning more than one quarter of not working for UW in any capacity), you will have to start the hiring process from the start. 

If you are currently working in another department, and have an active appointment, please let us know (Zaide Chavez). We can add the additional job without requiring you to complete the entire onboarding process. 

What trainings are required for new student employees?

FERPA, Ethics, and 2 Title IX Trainings are required: