Student Employee Handbook
Finding a Job………………………………... p.2
About Spartan Careers……………………. p.2
• On-campus non-work study
• Off-campus part time jobs
• Federal Work Study Jobs
• Graduate Assistantships
Federal Work Study………………………… p.3
Graduate Assistantships………………….. p.3
Required Hiring Paperwork………………. p.4
• The I-9
• Tax withholding forms
• Direct Deposit Requirement
• Time Reporting and Time Sheet
Student Worker Rights…………………….. p.5
Holidays and Students Breaks…………… p.6
International Student Employees………... p.6
Relevant Department Contact
• Student Employment Office
• Payroll Office
• Financial Office
• Graduate School
Reporting an on-the-job Injury…………… p.7
The Interview…………………………………. p.8
Student employees are hired to fill specific roles that support the activities and services provided by UNCG. UNCG
provides student employment opportunities that allow students to gain meaningful work experiences, develop good work
habits and establish a connection to the University as well as provide financial assistance while enrolled. Your work
experience will allow you to develop skills that will help build a strong resume and provide references in your search for
future employment. Students must be currently enrolled for at least one credit in a degree seeking program at UNCG to
be eligible for student employment. Student employees do not receive sick leave, vacation time, holiday pay, or any other
Finding a Job
One of your best resources for searching for part-time jobs, whether on-campus or off-campus is SpartanCareers,
UNCG’s on-line job board for UNCG students. In addition to using SpartanCareers you want to be pro-active in your
search. Most jobs on campus are found by directly contacting UNCG offices and departments. Some departments
regularly collect applications and review them when positions become available. Some of the larger departments who
accept applications on a continuing basis include:
• The Elliott University Center
• Campus Recreation
• UNCG Food Services (Chartwell)
• Barnes and Noble Bookstore
• The Jackson Library
• Information Technology Services
• Child Care Center
• Learning Assistance Center (tutoring)
For students who are interested in child care or elderly care, a notebook is maintained in the Student Employment Office
with in-home opportunities. These in-home jobs are not listed on SpartanCareers.
To get the “inside track” on possible job openings is to ask other students, faculty, and staff members. Talk to them about
your interests and the skills you could bring to a job. Identify some places you might like to work and introduce yourself.
Don’t forget to leave your resume with any prospective employers.
SpartanCareers is the on-line job board for UNCG students. Part-time on and off-campus, Federal Work-Study jobs,
internships, and full-time career job, can be found on SpartanCareers. It is also a valuable resource for information
pertaining to career fairs, on-campus recruiters, work shops, and employers.
To view current job listings on the SpartanCareers .
1. Go to the Career Services web page: http://csc.dept.uncg.edu/ and look for Online Tools. Click on the
2. Log in using your username and password. Your username is your complete UNCG email address. Your
password is your date of birth (ex: 023091). If you are unsuccessful , try using your previous email address.
3. If logging in for the first time, complete your profile.
4. Go to “Job Search” tab on the top tool bar.
5. Use the “Position Type” search box to find all part-time on-and off-campus, and graduate assistantship positions.
6. To select more than one position type, hold down CTRL key.
If you are searching for a part-time job, you DO NOT have to upload your resume. Part-time job seekers will apply directly
to the employer. Look for the “How to Apply” section in the job description.
Federal Work Study (FWS)
FWS is awarded as part of your financial aid package. In order to be eligible for FWS, you must be enrolled at least half-
time and have documented need. Your “need” is calculated based on the information submitted on your Free Application
for Federal Student Aid (FAFSA). It is important that you file your FAFSA before the March 1 priority deadline if you are
If you have been awarded FWS, you may accept or decline your award on UNCGenie. Complete instructions for
accepting/declining your award can be found at: http://fia.uncg.edu/workstudy/index.html
If you have not been awarded FWS and would like to be placed on the waiting list, contact the Financial Aid Office who
will place you on the waiting list if you meet all eligibility requirements.
• By email , firstname.lastname@example.org
• By phone , 336-334-5702
• In person, 723 Kenilworth Street, Greensboro, NC 27412
Federal Work-Study positions are considered “real jobs.” The term “work-study” does not mean that you may study while
on the job. A FWS job means you have the opportunity to work in a professional environment, gain job experience, and
earn additional money while you are at UNCG. You will be paid for hours worked up to your award amount. You will only
be allowed to earn one half of your total award in the fall semester. Any amount left over will roll over to the spring
semester. You can spend your earnings any way you wish. If you choose to apply your work-study earnings to your
UNCG bill, speak to someone in the Cashier’s Office, 151 Mossman Building.
UNCG offers both on-campus and off-campus FWS opportunities with a variety of non-profit organizations in the
Greensboro community. The off-campus FWS program is part of the FWS Community Services program. Students
participating in the FWSCS program will be awarded an additional $500.00 in FWS funds.
You will not be placed into a work-study position. It is up to you to find your own job. Work-Study jobs are posted on
SpartanCareers. Be sure to look for the “How To Apply” section in each job posting and follow the instructions. We
advise students to apply for, and interview with several departments in order to make an informed decision about where
they would like to work.
Graduate Assistantships are available in numerous departments across campus. These opportunities are in various
administrative and research centers. Academic departments are unlikely to post for openings because faculty usually hire
from within their own student body. Students who want to work in their own discipline are encouraged to discuss their
desire for employment in the academic unit with their departmental faculty and staff.
Eligibility Requirements for Assistantships:
• A minimum enrollment of six semester hours in a graduate degree program.
• Must have been admitted to the University unconditionally in a degree program.
• Must have maintained a minimum GPA of “B” (3.0).
Students in non-degree and certificate or licensure programs are not eligible. Service hours may not exceed 20 hours per
Required Hiring Paperwork
• The I-9. The I-9 must be completed in the Student Employment Office, #1 Elliott University Center. The I-9
verifies your eligibility to work in the U.S. and is required of all workers. All I-9’s at UNCG are verified through the
EVerify System, a Department of Homeland Security and Social Security Administration database. The I-9 must
be complete by the first day of work. The University and your department is subject to severe fines if you
begin working before you have completed the form. To complete the I-9 you must bring original documents, no
photo copies can be accepted.
o US citizens must bring the following documents:
Photo ID AND Social Security Card OR
Photo ID AND Birth Certificate OR
Current US issued passport.
o International students must bring the following documents:
Passport with I-94 and I-20 or DS 2019
• W4 and NC4 State and Federal tax withholding forms must be completed and submitted to the Payroll Office, 270
• Direct Deposit Form. Direct deposit to checking or savings account is required for all employees at UNCG. No
paychecks are mailed. Employees can view their UNCGenie account for payroll information. The completed
Direct Deposit form along with a voided blank check must be submitted to the Payroll Office. All payroll forms can
be found at: http://fsv.uncg.edu/payroll/payroll_hrforms.html
• International Students are required to meet with the Payroll Tax Manager. Make an appointment by calling 336-
334-3131. International students must have a Social Security number in order to complete the EVerify process
and to be placed on payroll. The Student Employment Office can give you directions to the local SSA Office.
Step by step instructions for international students can be obtained in the Student Employment Office.
Time Reporting and Time sheets
The Student Employee Time Record (timesheets) can be found on the Payroll Office website:
Record your time worked in quarter hour increments. Example: If you worked one hour and 15 minutes, the time you
record on your time sheet will be 1.25 hours. One hour and 45 minutes will be recorded as 1.75 hours.
Students are expected to track their time worked and submit time sheets to their employer at the end of the time period.
Time sheets not turned in on time run the risk of not getting paid at the end of the month. Students will always be paid for
hours worked, but their pay may be delayed for late time sheets.
If you have questions or concerns about your paycheck ask you supervisor. If you did not receive your pay when
expected, consider the following:
• Did you complete the I-9 form before you started working?
• Did you submit a Direct Deposit form to the Payroll Office?
• Did you submit your time sheet on time?
• Pay day is always the last working day of the month except for December when it is about 2 weeks earlier.
• Check your UNCGenie account for specifics about your pay.
UNCG relies heavily on, and highly values, its student workers. Your first priority is academics, but while you are at work,
you are expected to approach your job professionally and give 100%. Just like any other job, your part-time student job
requires a commitment.
You are expected to be at your job when you are scheduled to work. Do your best to give your supervisor as much
advance notice as possible when you know you are going to be absent or late. Ask your supervisor in advance about the
Some tips to make your work experience successful and beneficial:
1. Have a positive approach.
2. Be a “team player”.
3. Refrain from conducting personal business on the job.
4. Keep casual conversation to a minimum.
5. Dress appropriately for you department.
6. Don’t do just the “bare minimum”…give 100%
7. Ask for more work.
8. Talk to your supervisor and maintain open lines of communication.
9. Ask questions.
Student employees can expect from their employers:
1. A clean, safe, professional and pleasant work environment.
2. Prompt feedback
3. An instructional mentor environment.
4. Immediate response to any concern(s) a student employee may have.
5. Sincere commitment to the developmental aspects of the student employee.
6. Fair and respectful treatment.
7. Productive evaluations.
Student Worker Rights
Federal Laws prohibit employment discrimination. You are protected against employment discrimination when it involves:
• Unfair treatment because of your race, color, religion, sex (including pregnancy), national origin, age (40 or
older), disability or genetic information.
• Harassment by managers, co-workers, or others in your workplace, because of your race, color, religion, sex,
national origin, age, disability or genetic information.
• Denial of a reasonable workplace accommodation that you need because of your religious beliefs or disability.
• Retaliation because you complained about job discrimination, or assisted with a job discrimination investigation or
Equal Employment Opportunity websites:
• EEOC http://www.eeoc.gov/index.cfm
• Disability http://www.eeoc.gov/laws/types/disability.cfm
• Sexual Harassment http://www.eeoc.gov/laws/types/sexual_harassment.cfm
• Religion http://www.eeoc.gov/laws/types/religion.cfm
• Age http://www.eeoc.gov/laws/types/age.cfm
• Equal Pay/Compensation http://www.eeoc.gov/laws/types/equalcompensation.cfm
• Genetic Information http://www.eeoc.gov/laws/types/genetic.cfm
• National Origin http://www.eeoc.gov/laws/types/nationalorigin.cfm
• Pregnancy http://www.eeoc.gov/laws/types/pregnancy.cfm
• Race/Color http://www.eeoc.gov/laws/types/race_color.cfm
• Retaliation http://www.eeoc.gov/laws/types/retaliation.cfm
• Sex-based Discrimination http://www.eeoc.gov/laws/types/sex.cfm
Holidays and Student Breaks
Student employees are not required to work:
• During Student breaks (fall break, winter break, spring break)
• Official University holidays when the campus is closed
• Inclement weather when the University has been closed.
Students are allowed to work during breaks as long as they are in agreement with their supervisors.
International Student Employees
International students with a F1 or J1 Visa are allowed to work on campus no more than 20 hours a week while taking
classes. F1 and J1 students are allowed to work up to 40 hours a week during the summer sessions if they are enrolled
for the fall but are not taking summer session classes. All international students must make an appointment with the
Payroll Tax Manager in the Payroll Office before starting work. The Payroll Tax Manager can be reached at 336-334-
If an international student is offered a job on campus and already has a Social Security Number the I-9 verification can be
completed with the student’s passport, I-20/DS2019 and I-94. The student must be activated in SEVIS in order to obtain
work authorization for E-Verify.
International students who do not have a Social Security number must follow these steps in order to be authorized and
placed on payroll;
1. Get hired on campus. Go to Spartan Careers (http://csc.dept.uncg.edu/spartancareers/) for your job search.
2. Obtain a letter from the hiring department stating that you are hired for a part-time position. Take this letter to the
3. Obtain a letter from the IPC Office stating your student status and work eligibility.
4. Take both letters along with you passport, I-20, or DS 2019, I-94, and visa to the Social Security Administration.
Apply for a Social Security number and obtain a receipt stating that you did so. Note: No student can complete
the I-9 form without first applying for their Social Security number.
5. Bring your receipt from the Social Security Office, your passport, I-20 or DS 2019, I-94, and visa to the Student
Employment Office, (#1 Elliott University Center) to complete the I-9 form.
6. Receive the temporary I-9 verification card from the Student Employment Office. Show to your supervisor.
7. Make an appointment with the Payroll Tax Manager regarding international taxes. (270 Mossman Building) (336-
8. Return to the Student Employment Office as soon as the actual Social Security Card/Number arrives in
the mail to complete the I-9 and E-Verify process.
9. It may take 24 hours to receive approval. Return to the Student Employment Office as necessary to obtain the
yellow permanent verification card.
Relevant Department Contact Information
Student Employment Office
#1 Elliott University Center
Financial Aid Office
723 Kenilworth Street (Kenilworth & Spring Garden)
270 Mossman Building
241 Mossman Building
Reporting an On-The Job Injury
Make sure to report any on-the-job injuries to your direct supervisor without delay. You may have to fill out an accident
report depending on the injury.
Having a resume ready to present in your search for a part-time job or a work-study job is every bit as important as having
a resume in your search for a full time career job. The employer wants to know your skills, experiences, academic
endeavors, certifications and extracurricular experiences. You want to give them a reason to call you for an interview.
Complete information on writing your resume can be found on the Career Services web site:
If you have questions or need assistance, you have several options;
1. Monday-Friday (12:00 – 2:00 pm) – Meet with a Peer Career Advisor for a resume review.
2. Monday-Friday (2:00 – 4:00 pm) – Meet with a Career Counselor for a 15-minute “Drop In” question-answer
3. Monday – Friday (8:00 am – 5:00 pm) – Schedule a one hour appointment for a one-on-one with a Career
4. Submit a resume to Dear Career Counselor – email@example.com
Career Services Center, UNCG
#1 Elliottt University Center
You have attracted an employers’ attention with your resume and now you have been called to come in for an interview.
Not only does the interview give the employer a chance to know you better, but you also get the opportunity to learn more
about the organization to see if it is a good match for you. Employers base hiring decisions on personality, as well as
A few things to be mindful of when you go for your interview:
• BE ON TIME. Arrive 15 minutes early.
• Dress conservatively. Save your personal fashion statement for another time.
• Be prepared. Research the organization. Know what they do and how you can be an asset.
• Prepare questions for the interviewer.
o What qualifications would the ideal candidate for this position have?
o What would be my main duties and responsibilities?
o How would I be supervised and evaluated?
o What are your expectations of a student employee?
• Pay attention to your non-verbal behavior. Maintain good eye contact and posture, and control nervous habits.
• Thank the interviewer for his/her time. I you want the job, say so. In a professional way, show your enthusiasm
for the idea of working for them.
• After the interview, send a thank you note within one day of the interview. Restate your interest in the position
and mention some highlights of the interview.
• Even if you aren’t offered a position, maintain a positive relationship with the organization. You never know when
a new position may become available.
For more information on interviewing, go to the Career Services Center website: