The Supervisor Checklist [pdf] can help you navigate the hiring process, first days and weeks as a student employee supervisor.
When You Decide to Hire a Student
When hiring a student employee, submit the following to your student hire representative: student name, USC ID, email, start and end date, hours per week, pay rate, job title, job code [pdf], funding source (i.e., chartfield string), and supervisor name. Don't overestimate hours per week, as it may limit the student's ability to work in other offices.
Most student employees don't need a background check unless they handle money, work with minors, provide direct patient care, or have key access. If required, the student hire representative will notify and start the background check process.
Check with your student hire representative to ensure the student employee has completed Sections 1 and 2 of Form I-9 within three days of being hired. If the student hasn't completed Form I-9, contact your representative immediately, as the student cannot work or be paid.
Student employees who request workplace accommodations should follow the process outlined on the workplace accommodations website. If they have questions, they should contact Employee Relations at uscer@mailbox.sc.edu or call 803-777-3821.
Students needing accommodations for anything other than student employee/workplace accommodations will still need to work with the Student Disability Resource Center.
On or Before a Student's First Day
Students must complete Form I-9 before they can work or receive a paycheck.
Remind the student to complete all required forms, including direct deposit setup, Form W-4, Form SC W-4, and other tax or work authorization forms.
For first-time student hires: These tasks are part of the onboarding in PeopleSoft. Monitor their status and send reminders if needed. Click here to learn how [pdf].
For rehired students: Updates can be made in Employee Self-Service in PeopleSoft. No onboarding is assigned.
Ensure the student knows where to report to on their first day of work, and that they have access to all necessary key card or badge terminals, web systems, etc.
During a Student's First Week
Schedule a meeting with the student to discuss:
- Job responsibilities and expectations: Provide any relevant guidelines, instructions, or manuals (including FERPA, HIPAA, and confidentiality forms).
- Work schedule and weekly hours.
- Logging in and approving hours worked in the Time and Absence System
- Pay schedules and pay lag for students.
- Carolinian Creed and Student Code of Conduct: Remind the student that violations of the honor code could result in termination.
The Environmental Health and Safety (EHS) department offers a wide variety of classes to meet employee training needs. All employees should check with their supervisors/managers to obtain their required safety related training.