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Summer 2021

Student Employment Supervisor FAQ

What is the hiring time frame for summer 2021?
  • Hiring for the summer is available now through July 31, 2021. 
  • Please select Summer 2021 as the time frame in JobX.
    • Due to the current circumstances, 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. 
Who should I contact if I have questions about summer housing?
  • Please reference the summer housing website for information.
  • Please email Star Longoria, Director of Residential Communities if you have any further questions.

 

What options do I have for setting up my position for summer 2021? 
  • Supervisors can set their positions up in JobX as in person, remote or hybrid.  
  • In general, if a position can be performed remotely, the College strongly suggests that it be set up as a remote position.   
  • Any position that requires in person interaction must follow the College and community safety guidelines as they are updated. It is the responsibility of the direct supervisor to ensure that all guidelines are followed.
What students (domestic and international) can work an in person, remote or hybrid position?

See chart:

​​​​*All students commuting to campus for student employment will be required to adhere to the College's COVID-19 testing protocols and Summer Garnet Pledge. Vaccinated students will be asked to provide proof of vaccination in order to be exempted from COVID-19 testing protocols.

Can a student on a leave of absence work in any type of student employment or staff position?​​​​​
  • Students that are currently on leave but plan to return for the fall 2021 semester will be eligible to work a summer student employment position. 
  • Students that are currently on leave and will remain on leave through the fall 2021 semester will NOT be eligible to work a summer 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 summer student employment position. 
  • Any students commuting to campus for student employment will be required to adhere to the College’s COVID-19 testing protocols and Summer Garnet Pledge.
    • Vaccinated students will be asked to provide proof of vaccination in order to be exempted from COVID-19 testing protocols.
  • It is important that you identify where the student is living prior to submitting your hire request.
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.
Am I able to hire a student into an hourly position if they are currently working in a research capacity and receiving a stipend?
  • No, a student may not work in an hourly position and a stipend research position concurrently. 
  • However, a student may work before and after the dates of their formal 8 or 10-week research project. This must be clearly documented in an email to the student so there is a formal agreement and understanding; as well as a record of the dates the student is employed in both positions. 

 

What time frame should I select in JobX when submitting my hire request?
  • Please select Summer 2021 as the time frame in your job description. 
    • Due to the current circumstances, 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 summer?
  • 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 remote 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.
What if I need my student worker to work past the end of the summer timeframe 7/31/21?
  • You may hire your student in JobX for the fall semester which starts on 8/1/21. 
  • Please note that summer housing on campus will end on 7/31/21. 

 

How will students submit paperwork?
  • Students will submit their paperwork electronically via their mySwarthmore portal.
  • 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.
Is the timesheet submission process different due to remote work?
  • The timesheet submission process will remain the same with one difference. Due to students working remotely, the College can no longer approve incomplete timesheets. Timesheets that are not submitted by the student or approved by their supervisor will not be processed.
  • It is important that timesheets are completed by both the student and the supervisor by the assigned deadline each pay period. Any timesheets that are not completed by the appropriate dates will not be processed until the following pay period. There will be no exceptions to this.
How do I let the College know where my student employee is working from?

The Student Payroll Office will be collecting this information during the hiring process. 

 

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