Once the hiring decision has been made, follow these steps to ensure your office is in compliance with university policies and federal rules.
- Contact the student with a job offer. Once accepted, let them know that their employment is contingent upon the successful passing of a background check. There is no charge to the student or the department for this service; however, the student must complete a verification form -- as well as other employment paperwork -- in Career Services. 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.
- Inform the students you did not hire. Once you have chosen your new student worker, please contact the students you did not hire, letting them know that they were not selected for the position so that they can pursue other opportunities. If contacting them in writing, be sure to retain a copy of the letter. If contacting them by phone, be sure to document the date and time of the phone conversation.
- Report your new hire in BuffJobs. Be sure to include your hiring rationale. On the back of the WTAMU Student Employment Application, complete the Supervisor Action Form for all applicants and retain according to the System's record retention schedule.
- Complete the New Hire Form and give to the student who was hired. This form contains information needed by Career Services, Human Resources and Payroll, all of which is necessary to getting your student worker on to payroll. It also 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 want to save a copy of this form for your records.
Policy requires that the student complete the electronic I-9 before their first day of work.
Once the student has completed his/her paperwork and the background check has been completed, the student's packet will be scanned to HR for processing. Shortly thereafter, the student will receive a "Final Steps" email instructing them to complete their electronic I-9. They must do this before they can begin working.
After they have finished this step, they will receive an email authorizing them to work. This email will contain their UIN, a one-time password and access to TimeTraq and TrainTraq. Students who have worked on campus during the past year will not have to complete the I-9 and will receive their "Authorization to Work" email more quickly. (You will be copied on all correspondence so that you can track your student's progress through the process.)
Special Hiring Situations
- Hiring a Non-student. As of Spring 2012, all non-student hires must be processed through Human Resources in Old Main 116. Please contact Nancy Giles at firstname.lastname@example.org with any questions.
- 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
- Employment Applications for the candidates who were interviewed but not hired, including applications, resumes, transcripts, letters of reference, test scores, interview notes, and similar documents, should be kept for five years.
- Selection records for employment of the candidates who were hired, including applications, resumes, transcripts, letters of reference and similar documents, should be kept for five years after the termination of the employee.
- Materials from applicants who were not interviewed should be retained for 2 years.