The student employment program exists to provide the support necessary to allow University of Rochester students to engage in non-benefited hourly employment through the University. The student employment program also works with local, non-profit agencies to provide community service opportunities through the Federal Work-Study Program. The program manages the hourly employment process for all students matriculated in degree-granting programs who are not already employed through Human Resources in benefits-eligible positions.
JobLink For Students
Through JobLink, students will find the following information:
- How to search for open jobs on campus
- How to apply for a job
- How to confirm if you have an I-9 on file in the Student Employment Office
- Student Employment Handbook
- Log in to Blackboard: https://learn.rochester.edu
- Click on the tab for Services, followed by the subtab Jobs.
- On the Jobs page you will find the link to log into JobLink.
- If you’re a first-time user, confirm your profile.
- Hover over My Account and click My Profile.
- Your profile functions as your job application. Keep it updated.
- Some fields can’t be updated because they’re pre-populated by the Student Employment Office.
- The Additional Information section allows you to remove your profile from employer searches. This way, employers will not be able to see your information if they are seeking candidates. However, if you specifically apply for a job, they will still be able to access your profile.
- Part I of the I-9 must be completed at newi9.com. Our employer code is 11968. Our employer location is 100000-Student Workers.
- Once you submit Part I, you’ll get a list of the documentation you must have to complete Part II.
- Once you have these documents, schedule an appointment with the Student Employment Office located in Wallis Hall.
- Come to your appointment with all your documentation. The documents must be originals, not copies. If you fail to bring your documents with you, your appointment will be rescheduled. Appointments should last about five to ten minutes.
- Click Job Search at the top.
- Once you’ve found something that interests you, you can save the search (allows you to easily run the same search in the future).
- You can also create a job agent (emails you if a job is posted that matches your criteria) by clicking Email Me New Jobs. To access job agents, hover over My Account and click My Activity.
- Click the job title and then Apply For Job.
- Review your profile and complete a cover letter if desired, then click Save.
- To view jobs you’ve applied for, hover over My Account, click My Activity, and click the Referrals tab.
- Your profile acts as your application, so make sure it’s up-to-date.
- If you’re offered a position, you must complete the Wage Theft Prevention Act (WTPA) requirements.
- Click My Activity, then the Placements tab.
- Locate the position you wish to complete the WTPA requirements for, and click View.
- Click Edit at the bottom.
- The agreement date should be the date you are completing the form.
- If your primary language is Chinese, Haitian Creole, Korean, Polish, Russian, or Spanish, meet with your employer to complete this requirement in your primary language.
- Type your initials and click Save.
- Until this section is completed, you will not be hired into the position.
- For more information, go to the Resource Library and open the Wage Theft Prevention Act folder.
JobLink For Employers
Through JobLink, employers will find the following information:
- How to post a job
- How to confirm if a student has an I-9 on file
- Payroll schedules, by academic year
- Student Employment Handbook
- JobLink Employer User Manual
The JobLink Employer User Manual can be found in the Resource Library once you’ve logged into JobLink through HRMS.
- Log in to HRMS.
- Click JobLink.
- Select My Jobs, then New Job.
- Populate all fields marked with an asterisk (*) under the Posting Information.
- Enter an expiration date to remove the job posting from student searches at a particular date. The job should be posted for at least one week before removal.
- Select Show My Contact Info to allow students to contact you regarding the open position.
- Click Save. The job request will be sent for approval.
- You can review all the jobs that have been created for your department by clicking Job List under My Jobs. To confirm if a position is still open, look at the expiration date listed. If the expiration date has passed, the job is no longer available for students to search for or apply to.
- Select My Jobs.
- Clickthe job you wish to remove.
- Click the Posting Information tab.
- In the Expiration Date box, populate the day that you would like to have the job removed.
- Click Save.
- The job will automatically be removed on the date indicated. You will receive an email reminder when the job is close to expiring, allowing you to extend the date if necessary.
- If you would like to remove the job immediately, update the expiration date field to yesterday’s date. Click Save.
- Select My Jobs.
- Click the job you wish to repost.
- Click the Posting Information tab.
- In the Post Date box, populate a day that you would like to have the job available for students to view.
- Click Save. The job will automatically be resent for approval.
- Click Student Search.
- Populate the information that you’d like to see in a student worker for this position, or look for an individual student by their name.
- Click the student’s name on the Student Search Results page.
- Select My Jobs.
- Click the R in the Activity column to access the student. (The R stands for a referral or job application that a student has submitted to your job.)
- Click View under the Action column. You will be able to review basic student information and any Referral Message that they may have sent.
- Click the student’s name on the Student Profile page. You will see their full referral, which contains their contact information, preferred work schedule, skills, age, I-9 status, and work study eligibility.
- Click the Report a Hire under the I want to section.
- Search for the student by first and last name.
- Click Select Student.
- Choose the job you wish to hire the student into from the My Jobs listing.
- Under the Placement Information page, complete all required fields.
- Review your information and click Finish. The request is automatically sent for approval.
- The hiring request is then automatically sent to the Student Employment Office for review and approval.
- Once you have submitted the placement for your student, the student must go into their JobLink account and complete the Wage Theft Prevention Act (WTPA) process before their hire will be approved by the Student Employment Office. Refer to page 21 to find details on the WTPA process and what part of the process you as an employer are responsible to complete with your student.
- The account number for the job must have two capitalized alpha prefixes and six numeric digits (e.g., AB123456).
- Once a placement is saved, you cannot edit the information. If you need to make an update, please contact the Student Employment Office.
- If information is incorrect or incomplete, you will be notified. This can delay the processing of you student hire.
- If you are unsure about the wage range, refer to the Student Employment Handbook in the Resource Library.
The Wage Theft Prevention Act (WTPA) process must be completed in accordance with New York State Labor Law Section 195(1) for all employees at the University of Rochester. This process includes the notice and acknowledgement of the employee’s wage rate and designated payday, hourly rate, plus overtime, and the confirmation by the employee of his or her primary language to the employer. The employer is required to notify the employee of their wage rate, overtime rate, and designated pay day in their primary language, if their primary language is one of the following: Chinese, Haitian Creole, Korean, Polish, Russian, or Spanish.
- Email your new hire the instructions on how to complete the WTPA.
- Go to the Resource Library and look for the Wage Theft Prevention Act folder.
- Copy the text from the “WTPA – Email language to send to student hire” document.
- Click the student’s name from the Placement screen.
- Click their email address in Personal Information and then click Proceed.
- Paste the text from the “WTPA – Email language to send to student hire” document.
- Click Send Email.
- If English is the student’s primary language, the Student Employment Office will approve the placement. You will receive a confirmation email that the placement is approved and then your student may begin working.
- If English is not the student’s primary language, the Student Employment Office will send an email to both the student and you. You will give the student WTPA information in their primary language. Print out the appropriate document and meet with your student to have them complete the paper form. You must then send the form to the Student Employment Office, who will approve the placement. You will receive a confirmation email and the student may begin working.
- In addition to the WTPA process, the student must also have a valid I-9 on file. You and the student will be notified if the I-9 has not been completed.
Complete and attach the following document to the Payroll Authorization Form at the time of hire for students who have identified their primary language as:
Student Employment News for Employers
|Eastman School of Music – Financial Aid Office||274-1070|
|Equal Opportunity Compliance Office||275-7814|
|Financial Aid Office||275-3226|
|HRMS Help Desk||275-8747|
|International Services Office||275-2866|
|School of Medicine & Dentistry – Office of Financial Aid||275-4523|
- New York State minimum wage is projected to increase $.70 per hour through the year 2020.
Wage Schedule (Effective December 25, 2016)
- Level I Hire Rate: $9.70
- Level II Hire Rate: $9.90
- Level III Hire Rate: $10.75
Wage Schedule (Proposed)
For advanced level work for Graduate Students in Program, Technical, or Research Assistant positions:
- Level IV Hire Range: $12.35–$17.50
- Level V Hire Range: $17.00–$22.50
All student employees are required to complete the Student Employment (SE) Confidentiality training module. Training will take about five minutes. This requirement is a direct result of an audit finding. As the training time is compensable, have your student complete the training their first day on the job.
Beginning graduate study in Summer ’16
If a student who was employed in your department has graduated and will begin graduate studies during Summer Session A or B, they do not need to be terminated and can continue working through JobLink.
Beginning graduate study in Fall ’16
If a student who was employed in your department has graduated and will begin graduate studies in Fall 2016, they need to be terminated through JobLink. To continue working, they will need to be rehired through Human Resources.
Fun Fact: We have 700+ graduate students currently employed through JobLink.
Join the Student Employment Office for our monthly User Groups.
To schedule a time for a representative from the Student Employment Office to conduct an orientation for student employees, contact us at 275-3221. We will happily discuss topics such as exception logs, meal periods, I-9s, etc.
- Minimum wage is going up to $9.70/hour effective 12/25/16.
- Minimum wage is going up to $10.40/hour effective 12/24/17.
- Minimum wage is going up to $11.10/hour effective 12/23/18.
- Minimum wage is going up to $11.80/hour anticipated on 12/22/19.
- Minimum wage is going up to $12.50/hour anticipated on 12/21/20.
Always remember: Student employees are employees.
Because student employees are employees, it is your responsibility as an employer to treat them as all other Rochester employees.
Compliance is a requirement at the Federal/State and University level.
- At the Federal Level: Student employees must have a social security number before they begin work unless they are an international student with an F1 or J1 Visa.
- At the Federal Level: a completed I-9 must be documented in the federal database before a student employee can begin working.
- At the State Level: the Wage Theft Prevention Act (WTPA) must be signed (electronically) before your student begins to work.
- At the University Level: have your student employees complete the Student Confidentiality Training on their first day of employment; this is compensable time.
Continued Compliance at the Federal/State Level/University Level:
- Compliance Resources
- Timekeeping Rules Summary for Non-Exempt (Hourly) Employees
- Missed or Interrupted Meal Period Procedures
- University Exception Log
- Policy #172 – Meal and Rest Periods
- Time Reporting Procedures (this will be turned into an electronic form through JotForm and will require acknowledgement from both the student employee and the supervisor of student employees)
- Fair Labor Standards Act (FLSA)
Currently under construction:
- Student Employment website
- Employer User Manual/Handbook
- Student User Manual
Currently under review:
- Job classifications
- Job descriptions
- Pay levels
- Wage schedules