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Student Employment

Application Process

Academic Year Procedures

A WKU student who is a U.S. Citizen must complete the following steps in order to obtain a student position during the Fall/Spring semester:

  1. He/she must have a valid Free Application for Federal Student Aid (FAFSA) on file with WKU's Department of Student Financial Assistance.  Students must complete a new FAFSA each academic year he/she wishes to seek employment.
  2. The student should not have any outstanding financial aid requirements (i.e., successfully completing the verification process, if selected).
  3. He/she must be enrolled at least half-time and be a degree-seeking student.
  4. In order to obtain a student position, he/she should periodically check the Job Vacancy Binder located in the Student Employment Office or visit the Student Employment website for any new job vacancies.
    • When applying for a particular position, students must follow the hiring instructions outlined in each job announcement. It is the responsibility of the student to contact the departments/organizations with vacancies and arrange for an interview. Once a job is obtained, the hiring department must complete a Student Employment Request form in TopNet. The completed form will then be forwarded to the Student Employment Office.
  5. If hired by a department, the student will be required to complete the following forms: K-4, W-4, and WSOT. These forms can be found on our website or within the Student Employment Office located in Potter Hall 317.
  6. The student will need to visit the Student Employment Office in order to drop off the tax forms and to provide proper documentation to establish his/her identity such a driver’s license or WKU ID Card and either a social security card, birth certificate, or passport.
  7. Unless the student has been employed by WKU within the last 24 months, he/she will need to complete a background check.

Once a student is requested to work, he/she will receive an email from Candidate Portal (candidateportal@talentwise.com) for the background check. After the background check is received by WKU, the student will receive another email from Candidate Portal in order to complete the electronic I-9.Students cannot work at WKU until the completed background check and I-9 are on file with the University.


Summer Term Procedures

A WKU student who is U.S. citizen must complete the following steps in order to obtain a student position at WKU during the Summer semester:

  1. The student must have a current Free Application for Federal Student Aid (FAFSA) on file with WKU's Department of Student Financial Assistance. For example, if a current WKU student is planning to work during Summer 2018, he/she must have a valid 2017-18 FAFSA on-file. 
    • However, if the student is applying for the Summer Term prior to becoming a beginning freshman the following Fall, then he/she must have the FAFSA on file for the upcoming academic year. For example, if the beginning freshman is working during Summer 2018, then he/she must have a valid 2018-19 FAFSA on file.
  2. He/she should not have any outstanding financial aid requirements (i.e., successfully completing the verification process, if selected).
  3. To be eligible for summer employment, students must be planning to attend WKU at least half-time in the Fall semester and in a degree program. If a student has an August graduation date, then he/she may work during the Summer Term only during the period of enrollment.
  4. In order to obtain a student position, he/she should periodically check the Job Vacancy Binder located in the Student Employment Office or visit the Student Employment website for any new job vacancies.
    • When applying for a particular position, students must follow the hiring instructions outlined in each job announcement. It is the responsibility of the student to contact the departments/organizations with vacancies and arrange for an interview. Once a job is obtained, the hiring department must complete a Student Employment Request form in TopNet. The completed form will then be forwarded to the Student Employment Office.
  5. If hired by a department, the student will be required to complete the following forms: K-4, W-4, and WSOT. These forms can be found on our website or within the Student Employment Office located in Potter Hall 317.
  6. The student will need to visit the Student Employment Office in order to drop off the tax forms and to provide proper documentation to establish his/her identity such a driver’s license or WKU ID Card and either a social security card, birth certificate, or passport.
  7. Unless the student has been employed by WKU within the last 24 months, he/she will need to complete a background chec

Once a student is requested to work, he/she will receive an e-mail from Candidate Portal (candidateportal@talentwise.com) for the background check. After the background check is received by WKU, the student will receive another e-mail from Candidate Portal in order to complete the electronic I-9.Students cannot work at WKU until the completed background check and I-9 are on file with the University.

Academic Year Procedures

International students must complete the following steps in order to obtain a student position during the Fall/Spring semester:

  1. He/she must be enrolled at least full-time (12 credit hours for undergraduate students and 9 credit hours for graduate students) and maintain Satisfactory Academic Progress (2.0 UG GPA, 3.0 Grad GPA) towards a degree.
  2. In order to obtain a student position, he/she should periodically check the Job Vacancy Binder located in the Student Employment Office or visit the Student Employment website for any new job vacancies
    • When applying for a particular position, students must follow the hiring instructions outlined in each job announcement. It is the responsibility of the student to contact the departments/organizations with vacancies and arrange for an interview. Once a job is obtained, the hiring department must complete a Student Employment Request form in TopNet. The completed form will then be forwarded to the Student Employment Office.
  3. He/she must complete the I-20 and other immigration documents with WKU’s International Student Office (ISO).
  4. If hired by a department and the student has a social security card, he/she will need to send an email to fa.employment@wku.edu notifying the Student Employment Office that he/she already has a social security card. This will initiate the background check process.

    -OR-

    If the student does not have a social security card, he/she must be requested to work by the hiring department (the Student Employment Request Form sent from the employing department) in order for the Student Employment Office to generate a Social Security letter. The student will be contacted by ISO to pick up the letter. The student must notify the Student Employment Office when he/she has received his/her social security card. This will initiate the background check process.
  5. Unless the student has been employed by WKU within the last 24 months, he/she will need to complete a background check.

Once a student has received a social security card, he/she will receive an email from Candidate Portal (candidateportal@talentwise.com) for the background check. When the background check is complete, the student will be notified by the WKU Department of Human Resources who will aid him/her in completing tax withholding forms and I-9.Students cannot work at WKU until the completed background check and I-9 are on file with the University.


Summer Term Procedures

International students must complete the following steps in order to obtain a student position during the Summer semester:

  1. He/she must be enrolled at least full-time in the upcoming Fall semester (12 credit hours for undergraduate students and 9 credit hours for graduate students) and maintain Satisfactory Academic Progress (2.0 UG GPA, 3.0 Grad GPA) towards a degree.
  2. In order to obtain a student position, he/she should periodically check the Job Vacancy Binder located in the Student Employment Office or visit the Student Employment website for any new job vacancies
    • When applying for a particular position, students must follow the hiring instructions outlined in each job announcement. It is the responsibility of the student to contact the departments/organizations with vacancies and arrange for an interview. Once a job is obtained, the hiring department must complete a Student Employment Request form in TopNet. The completed form will then be forwarded to the Student Employment Office.
  3. He/she must complete the I-20 and other immigration documents with WKU’s International Student Office (ISO).
  4. If hired by a department and the student has a social security card, he/she will need to send an email to fa.employment@wku.edu notifying the Student Employment Office that he/she already has a social security card. This will initiate the background check process.

    -OR-

    If the student does not have a social security card, he/she must be requested to work by the hiring department (the Student Employment Request Form sent from the employing department) in order for the Student Employment Office to generate a Social Security letter. The student will be contacted by ISO to pick up the letter. The student must notify the Student Employment Office when he/she has received his/her social security card. This will initiate the background check process.
  5. Unless the student has been employed by WKU within the last 24 months, he/she will need to complete a background check.

Once a student has received a social security card, he/she will receive an email from Candidate Portal (candidateportal@talentwise.com) for the background check. When the background check is complete, the student will be notified by the WKU Department of Human Resources who will aid him/her in completing tax withholding forms and I-9.Students cannot work at WKU until the completed background check and I-9 are on file with the University.

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 Last Modified 7/5/17