Student Employment FAQs
Frequently Asked Questions
Q. How do I know which departments are hiring student workers?
A. Open positions are posted online at www.northwestu.edu/jobs/student. Be sure to check regularly, as new opportunities arise often. It is common for some departments to have open positions that are not posted on the website. If you are interested in working in a specific department that does not have a posted position, be sure to ask someone within the department directly if there are any student worker positions available.
Q. How do I apply for a job on-campus?
A. To apply for on-campus employment, please complete an application package and submit it to the Human Resources Office. The application package must include an NU Application for Employment, cover letter, resume and current class schedule. Applications can be downloaded from the on-campus student employment webpage.
Q. If I am offered a job, what documents do I need to complete my hiring paperwork?
A. Once you have been offered a job, Human Resources will reach out to you to start pre-employment checks and set up your new hire orientation. Before starting work, you must complete the I-9 Employment Eligibility Verification form by presenting documentation that establishes your identity and employment authorization. Most common ID’s are either a passport, or a combination of your driver’s license and social security card/birth certificate. All documentation must be original and unexpired. Please contact HR for a full list of acceptable documents.
Q. How many hours can I work as a student each week?
A. Student employees may not exceed 20 hours of work per week during the academic year. The University’s workweek is defined as Saturday through Friday. Students who are not enrolled in summer classes may work up to 40 hours a week during the summer. Scheduled hours are determined by the department’s Dean/Director and budget.
Q. Can I hold multiple on-campus jobs at the same time?
A. Yes, students may hold multiple jobs on-campus at the same time if they do not exceed a combined 20 hours per week. Students who work in multiple positions will receive special instructions from payroll on how to specify which department they are working in when completing their timecard in ADP.
Q. How do I record my hours worked and/or sick time?
A. Timecards should be completed daily online through the University’s payroll servicer, ADP. Refer to the “ADP Time and Attendance Quick Guide” (included in your hiring packet) for registration instructions and information on filling out a timecard. All employees are responsible for the accuracy and completeness of the information on their timecards. Students working in the CAF will have access to a clock-in terminal that will automatically feed your timecard punches into ADP.
Q. How often will I be paid?
A. Students will be paid, via direct deposit, on the 15th and the last day of each month, unless the date falls on a weekend or holiday, in which case it is the preceding workday. Electronic paycheck stubs will be available through ADP and employees may elect to receive an e-mail notification when pay stubs are available for viewing.
Q. Do I earn sick leave as a student worker?
A. Yes, student employees are eligible for sick leave under Washington’s Paid Sick Leave law. Students shall accrue one hour of paid sick leave for every 40 hours worked. A student may use accrued paid sick leave beginning on the 90th calendar day after the beginning of his or her employment. Students needing to use their sick leave must contact their supervisor as soon as possible but no later than one hour after the employee’s expected start of the workday. Sick leave is not paid out upon separation from employment.
Q. Can I continue working in my on-campus student worker position after I graduate?
A. Students who graduate in the spring may continue working as a student worker throughout the following summer. Students graduating at other times throughout the year, or students who withdraw from classes are no longer eligible to work in a student worker position.
Q. When will I receive my W-2 form? Why did I receive two W-2 forms?
A. Students may access and print their annual W-2’s via ADP by January 31st. The University will also provide a paper copy which will be mailed either to the employee’s campus mailbox (for current employees) or to their home address (former employees). Students who work on-campus during the academic year and the summer will receive two separate W-2 forms because school year earnings are not subject to Medicare and Social Security taxes.
Q. As an international student, can I work on campus?
A. Yes, all students on F-1 visas are eligible to work on campus. Students can work up to 20 hours per week while they are studying and full-time during the summer (end of the spring semester to the start of the fall semester).
Q. How can my on-campus job count towards work study?
A. Most on-campus student positions qualify for work study. Work study is administered through Student Financial Services. To participate, you must be offered work study as part of your financial aid offer. Once you have acquired an on-campus job, contact your SFS Counselor so that you can obtain timesheets and other necessary documents.
Q. Do I receive any tax exemptions as a student worker?
A. FICA (Social Security and Medicare) taxes do not apply to services performed by students employed by a school, college, or university where the student is pursuing a course of study.
Q. Who should I contact if I am not receiving my rest and/or lunch breaks?
A. Employees working a minimum of 4 consecutive hours are entitled to a 10-minute paid break. A student working a minimum of 5 consecutive hours is entitled to a 30-minute unpaid meal break as well as a 10-minute paid break. Because meal breaks are not considered compensated work time, the meal break must be reflected on the timecard. Breaks are intended to be taken during the workday not to leave early or arrive late. If you are not being allowed your required breaks, please first speak with your supervisor and if you are still having issues contact Rose Bryson in Human Resources at rose.bryson@northwestu.edu.
Q. Who should I contact if I have experienced harassment or discrimination in the workplace?
A. Northwest University does not discriminate on the basis of race, color, national origin, sex, age disability or genetic information in its admissions, educational programs or activities or employment. We are committed to a safe and nurturing community. Our full nondiscrimination and harassment policy can be found on our Nondiscrimination and Title IX webpage. Any student or employee who believes he or she has suffered discrimination, harassment, or retaliation should contact one of our Equal Opportunity Grievance Officers or Title IX Coordinators.