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Fall 2021

Student Employment Supervisor FAQ

What is the hiring time frame for fall 2021?
  • Hiring for the fall is available now through December 31, 2021. Please note that all student employment positions will automatically end after 12/31/2021. 
  • Please select Fall 2021 as the time frame in JobX.
    • The academic year time frame cannot be selected. 
What is hiring priority and when does it take place?​​​​​
  • Hiring priority refers to the College’s policy and expectation that supervisors will grant hiring priority to students who have been awarded a campus job monetary expectation as part of their financial aid decision. Notation of this is located in the JobX system when previewing any student’s record. 
  • The hiring priority is usually the first week of classes of the fall semester.
  • Students who are work-aided are students who have work aid in their financial aid award. During this period, students who do not have work-aid will not be able to apply or be hired into any position. 
  • Positions hiring outside of this time frame should still apply a consideration of hiring priority similar to outlined above. 

 

Can a student on a leave of absence work in any type of student employment or staff position?​​​​​
  • Students that are currently on leave for the fall 2021 semester are NOT be eligible to work a student employment position or for the College in any capacity including casual or volunteer positions. 
Can students that are living abroad (outside of the US) work in any type of student employment or staff position?
  • No, students (domestic or international) that are currently living outside of the US cannot work for the College in any capacity including casual or volunteer positions until they return to the US. 
  • It is important that you identify where the student is living prior to submitting your hire request.
Can a student that is living off-campus work in an in person or hybrid position if they can commute to campus?
  • Yes, students may commute to campus for their student employment position. 
Can a student from another institution be hired as a student employee?

No, only students currently enrolled at Swarthmore may be hired as a student employee. 

If my position requires a student to work in person what are the College’s expectations?
  • All campus and community guidelines must be followed.
    • Policies, practices and protocols should maximize community health and minimize community risk.
  • Students CANNOT physically attend work if they are in quarantine/isolation housing OR if they experience any symptoms. We strongly suggest proactively identifying work continuity plans.
    • Please keep in mind that this may mean curtailing hours of operation and/or making adjustments within your department.

 

What time frame should I select in JobX when submitting my hire request?
  • Please select Fall 2021 as the time frame in your job description. 
    • The academic year time frame cannot be selected. 
    • Requests with the incorrect time frame will be rejected.
Do I need to update my job description in JobX for the fall semester?
  • If your position is changing in any way you will need to make the appropriate changes to the job description.
  • If your position will now be in-person or hybrid please review your job description to make any necessary changes.
  • Please be sure to review and update the location of your position. 
What do I do after I have filled my position in JobX?
  • If you no longer need to hire for the position please make sure that you move the position from “listed” to “review” in JobX.
  • This will close the position and not allow for additional applications.
  • You can always re-list the position should you need to hire again. 
How will I indicate if the student I am hiring is working in person, remote or hybrid?
  • A question in JobX has been added to capture this information for each student that you hire.
    • In person: this student is working physically on campus at the work site.
    • Remote: the student is working not at the work site (from their dorm or home).
    • Hybrid: the student is doing a combination of work physically at the work site as well as remote.
What happens after I submit a hire request in JobX?
  • Your request is reviewed by a member of the Student Employment Office. Once approved, you will receive a confirmation email.
  • The student that was hired will also receive an email directing them to formally accept the position in JobX.
  • Once these steps are completed, a timesheet will be created in about one business day and the student may begin working.

 

How will students submit paperwork?
  • Students will submit their paperwork electronically via their mySwarthmore portal and complete their I-9 verification in person through the Student Payroll Office. 
  • Additional information may be found on the Student Payroll Office website
How are students paid  for their work through Student Employment?
  • Students who have previously worked for the College will continue to receive payment through direct deposit.
  • Students who have not worked for the College previously will receive their first paycheck via postal mail to their place of residence.
  • All further paychecks will be directly deposited into their chosen bank account.

 

Who should I reach out to if I have additional questions?
  • Please email seo@swarthmore.edu for questions related to:
    • JobX
    • Creating a new position
    • Work aid
    • Hiring time frames
  • Please email studentpayroll@swarthmore.edu for questions related to:
    • Employment paperwork
    • Timesheets
    • Payroll information and deadlines
    • Pay rates