Through this page, you'll find helpful information regarding on-campus student employment. You'll find links to some of our most frequently visited pages.
***** NEW EPAF *****
STU110 Replaces STU1OO
The “Student – New Hire, STU1OO” EPAF is being replaced by the “Student – New Hire, STU100,” effective January 5, 2014. This change was made to reclaim the ability to identify specific jobs for which students are hired.
The new STU110 EPAF resembles the STU1OO with one exception. The last field to be completed in the Job Information – Hourly – NBAJOBS section is a required field for “Contract Number.” Please use the Contract Number field to enter the job’s Posting # from the referral.
Reports may now be run identifying specific jobs within a department students are working and allow both Administrative Coordinators and the Student Employment Office to identify jobs current and previous student employees worked. The STU1OO EPAF will no longer be available in your drop-down menu (as of January 5, 2014) and will be replaced with the STU110 EPAF. The addition of the Contract Number, into which those completing the EPAF should insert the Posting Number, is the only change from the STU1OO to the STU110.
***** STUDENT HOURS *****
Because of regulations related to H.R. 3590, the "Patient Protection and Affordable Care Act," hours worked will be strictly monitored. Students working through the academic year will continue to be limited to 20 hours per week. While it is up to the students to monitor their hours, we will be asking departments to coordinate with the students in order to maintain compliance. Graduate Assistants working supplemental positions are now limited to nine additional hours with permission from the Graduate School. Students may continue to work additional hours during summer and semester breaks. This does not apply to long weekends. Breaks consisting of three or four day weekends, such as Fall Break, are not exempted to this rule.
***** POLICY REGARDING MINORS *****
All University employees, students, or volunteers participating in programs involving minors must comply with the requirements of the Ball State Policy Regarding Minors. Please read the suggested guidelines regarding basic forms and procedures appropriate for all programs involving minors to assist in ensuring compliance with the Policy Regarding Minors.
Those requirements include:
1) The program must be registered by the program leader with the Office of Risk Management
within sufficient time to meet the requirements of the Policy Regarding Minors;
2) A criminal Background check as needed by Human Resource Services or the Student
3) Completion of approved training as provided through the office of Risk Management.
You can have your student employees complete the Criminal Background Screening Consent and Release form and provide it to the Student Employment Office for processing.
***** RENEWALS *****
Renewals for summer and fall sessions will generally not be necessary. The university has switched to a "rolling termination process" wherein students will no longer be given a termination date. Student assignments should be monitored by responsible staff and terminated once student employees cease working for their respective departments. At the discretion of the Office of Payroll and Employee Benefits, supervisors of students who have not been paid for three continuous pay periods will be notified of their students' inactivity and asked to remove the students from their job assignments. This will ensure that students who no longer are working are removed from Kronos and we are not expending unnecessary funding on unused Kronos licenses.
***** EPAFS *****
We have surveyed EPAF users and are responding to your suggestions. One of which, is to reduce the number of EPAFs available. We've been able to reduce the number of EPAFS from 31 to 16. Student Employment uses only five EPAFs. We use three specifically for students and two which we share with the entire university personnel. For additional help, simply go to Help with Electronic Personnel Action Forms (EPAFs). Specific information can be found about hiring hourly, hiring salaried, reactivating (renewing), and terminating student employees through the use of EPAFs. There is also help with increasing their wages or changing supervisors or timekeeping organizations.
***** REFERRALS & FWS *****
Below the Posting # is listed an FWS Limit and FWS Balance. If there is a dollar amount listed in these places, the student referred has a Federal Work Study award and is eligible for an FWS assignment. The referral should have tow position numbers: "Position # (999XXX)," and "FWS Position # (8889XXX)." If there is an FWS Balance listed on the referral, use the "FWS Position #." Use the regular "Position #" if no FWS Limit and Balance are listed. The majority of students will not have a Federal Work Study award and their FWS Limit and Balance fields will be empty. Again, for those students, use the 999XXX Banner Position Number.
Federal Work Study awards are not in force during the summer. Any student working an FWS position number during the academic year must be changed to a "regular" position number (999XXX) for the summer months and may be returned to an FWS position number, if applicable, in the Fall.
***** NOTES *****
You can see what commonly shared questions ( FAQs ) arise and what the latest issues facing student employers are in our Student Employer Newsletter .
Find all Forms you need to get jobs posted and students hired.
Positions are posted on Cardinal Career Link.