| Hiring Procedures
Once the hiring decision has been made, follow these steps to ensure your office is in compliance with university policies and federal rules.
Contact students you did not hire. Once you have chosen your new student employee, please contact the students you did not hire, letting them know that they were not selected for the position. If contacting them in writing, be sure to keep a copy of the letter. If contacting them by phone, be sure to document the date and time of the phone conversation. Route the Hiring Report Form back to Student Employment Services. List the names of ALL the applicants. Indicate the hiring decision made for each applicant and the reason the hiring decision was made. Give the “In Order to Get Paid” form to student who was hired. This form informs the student where to go to complete employment paperwork and what supporting employment verification documents are suitable, as well as other pertinent information. You may cut the form at the break line, giving the top portion to the student. The hiring department keeps the bottom portion with the student’s signature. This is the hiring department's “proof” that the student was timely informed of the steps that need to be taken in order to get paid. Federal law requires that the I-9 be completed no later than the third day of employment. After the Hiring Report Form has been returned to Student Employment Services and the student has completed his/her paperwork, Student Employment Services will send the hiring department an email entitled “Authorization to Work”. Once the hiring department receives the “Authorization to Work”, the department may forward the email to the payroll office so that the student may be added to the TimeTraq system. Special Hiring Situations Hiring a Non-student. When hiring a non-student, the department completes the “Request to Hire a Non-Student” form and then routes it to their vice president for his signature. This form is returned to Student Employment Services and kept with the student’s paperwork. Approval to retain a non-student in a part time position must be obtained each year from the Vice President of the hiring Department. Hiring an International student. If a department hires an international student, the hiring department needs to determine if the international student has a social security card/number. If so, send the student to Student Employment Services to complete the additional paperwork. If not, provide the student with the letter to the Social Security office accessed from the link in the Hiring Report Form email that was sent to the department when the job was posted. International students must not work longer than the time approved by the International Student Office or they may be in violation of US Immigration law. Nepotism. Texas A&M University System policy and laws of the State of Texas define and prohibit nepotism. When hiring an individual who has a relative working on campus, please refer to the nepotism policy. Any exemptions to this policy must be approved by the President. Contact Student Employment Services to obtain a form titled, “Request for Nepotism Exemption”. The President will need to review the information and approve the hire prior to the individual starting employment. Length of Time To Keep Paperwork - Application for the employment of the candidates not hired, including applications, resumes, transcripts, letters of reference and similar documents, should be kept for two years.
- Applications for employment of the candidates hired, including applications, resumes, transcripts, letters of reference and similar documents, should be kept for five years after the termination of the employee.
- Selection records (interview notes, test scores, etc.) of the applicants should be kept for 2 years.
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