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Career Services Supervisors' Handbook Hiring Checklist

How do I hire a student worker?

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  1. Develop a job description so that both you and your student worker are clear about the duties and qualifications needed for success on the job. This legal document will be useful during the interview process and performance evaluations. For sample job descriptions, visit­ O*Net and search the Occupational Handbook by title.

  2. Advertise your position via BuffJobs. WT's online job board allows you to promote your opening to motivated job seekers. It's quick and easy to use, but here are instructions (just in case)! On-campus jobs must be posted for five working days (according to TAMUS policy) to ensure that you attract the best, most qualified candidates and to provide equal opportunity to all interested applicants. Consider integrating a mechanism into your job posting that will help you screen candidates, such as a cover letter, questionnaire or resume. You may ask/require applicants to turn in resumes via BuffJobs/Handshake, email or in person. You will want to note what the best delivery method is in your job description. Here are some other applicant screening ideas.

  3. Review applications. Students must upload a WTAMU Student Employment Application in order to be considered for an on-campus job. These will be emailed to you when a student applies for your position. Use the Supervisor Action Form on the back of each application to record whether or not the application materials were complete/timely.  Here is additional information that will help ensure EEO compliance throughout the hiring process.

  4. Interview the top candidates. Although policy suggests that you interview three applicants, you may choose to meet with more -- or fewer -- based on the number of applications you receive. The goal is for you to hire the best possible person for the job (and that may be difficult to determine until you talk with them face-to-face). Here is an Application Rubric that may help you identify the top candidates.­ In addition, you want to avoid wasting anyone's time, so if you know an individual doesn't possess the skills you need, don't get their hopes up with an interview. During the interview, be sure to ask each candidate the same interview questions so that you can compare their answers in an objective manner. Here are some suggested interview questions for you to consider. Use the Supervisor Action Form on the back of each application to record your hiring decision. Retain applications and related documents according to the University's Retention and Destruction Schedule. Applications for students you do not hire must be retained for two years. For those students you hire, you must keep applications and related documents, such as performance evaluations and transcripts, for five years from the student's last day of employment.

  5. Notify the student that you would like to hire that you're making a job offer to him/her contingent on a successful background check. You'll then complete this online Request for New Hire form. Doing this will notify us to begin the background check process. Once you receive an email titled "Authorization to Hire" you are able to begin the on-boarding process in WorkDay. 

  6. Inform the applicants who are unqualified so that they can continue their job search. A quick phone call or email is sufficient. Here's a sample rejection letter that you can modify to meet your needs.