UNC Charlotte Student Employment

The University of North Carolina at Charlotte

Student Employment

If you are interested in hiring a Graduate Assistant, then you must obtain a recommendation (approval or request) from the Graduate Coordinator/Director or Department Chair/Unit Head, or the Principal Investigator (if the assistantship is grant funded), and the Dean of the College or the Associate Provost of the area in which the appointment is to be made.
To advertise for a Graduate Assistant you must submit the Duties and Responsibilities addendum (Form AA-30) www.uncc.edu/gradmiss/gs_assistantships.html specifying the (1) educational requirements; (2) job requirements; (3) duties; and (4) performance standards for the assistantship is required for appointment of a graduate teaching assistant and strongly recommended for any other appointment to an assistantship.

a. Student must have a 3.0 GPA, have been admitted into a graduate program, and registered for graduate classes in the term they will be working, to be eligible for a graduate assistantship.
Once the Graduate School has advertised your position, students would contact you directly for an interview. Students are also encouraged to complete a Graduate Assistantship application to either take to departments or to be sent to the Graduate School for departments review.
Once you have decided on a student, then the Recommendation and Payroll Authorization for Appointment to a Graduate Assistantship (Form AA-29) is prepared by the Graduate Coordinator/Director (or Department Chair/Unit Head) or by the Principal Investigator (if the assistantship is funded by a grant). It is then submitted to the College Dean (or Associate Provost/Vice Chancellor) for funding approval. www.uncc.edu/gradmiss/gs_assistantships.html.
The College Dean (or Associate Provost/Vice Chancellor) is responsible for verifying the availability of funding for the assistantship and for forwarding the original and five copies of the approved AA-29 with the accompanying AA-30 to the Graduate School. The AA-29 should be received 60 days, prior to the first pay date, in order to ensure timely processing.
The Graduate School Dean is responsible for verifying eligibility for an assistantship and making offers of appointment to the recommended candidates by executing an Appointment Agreement (contract) containing the terms and conditions of the assistantship, including title, stipend, term of appointment, and other terms and conditions of the appointment (if any).
Once the student has accepted your offer of employment and has returned the signed contract to the Graduate School (within 14 days of the date sent), the AA-29 is then sent for employment verification. Depending on when the student returns their contract, their first pay date may be effected.

You will need to complete a Job Advertisement form, found on the Student Employment Web page www.hr.uncc.edu/students.htm (here you will find many answers to employing a student worker).
When you have completed the Job Advertisement form and it has been posted by the Student Employment Office, you will be contacted directly by students in search of employment.
Once you have been contacted by a student, set up a short interview to ensure that the student that will be a fit for your office.
Before or during the interview, you should request to see the student’s Work Study Appointment form. This is to verify that they have been awarded Work Study and that they have completed their employment paperwork.
Once you have verified that the student has been cleared by the Student Employment Office, as a Work Study student, you can then extend the employment offer.
Once a student has accepted your offer of employment, you will complete the bottom portion of the Work Study appointment form and return it back to the Student Employment office, in a timely manner.
You have now hired a Federal Work Study Student.
Now you must train your student. A part of that training is to make sure that your student is completing their time sheet through Web Time Entry. Click on this link to see the video and manual for Approvers (supervisor) and Users (employee).
Student workers are to submit their time sheet to their supervisor no later than the last day of the month. This allows the Supervisor or the Departmental Coordinator 2-3 days; to verify their work hours.
As the Approver, you must verify the time worked and then select 'Approve' to submit the time sheet to the Payroll department by the deadline found at www.finance.uncc.edu/PayRoll_Links.htm. If time sheets are not submitted by the designated deadline for that pay cycle, it may prevent your student from being paid on time.

You will need to complete a Job Advertisement form, found on the Student Employment Web page www.hr.uncc.edu/students.htm (here you will fine many answers to employing a student worker).

When you have completed the Job Advertisement form and it has been posted by the Student Employment Office, you will be contacted directly by students in search of employment.

Once you have been contacted by a student, set up a short interview to ensure that the student will be a fit for your office.

Once you have selected a student, you must verify that they are eligible to work, by obtaining the student’s I-9 date. You can do this one of two ways: ask the student to show you their Blue or Yellow I-9 Verification card, or you can call or emailed the Student Employment Office to obtain that date. If the student has not completed an I-9 (their employment paperwork), then they will have to complete one, prior to starting work.

It is very important that you, as the hiring official, understands that no one can work more than 3 days, without completing the employment paperwork; otherwise, you are in violation of the Federal Employment laws.

Once a student has accepted your offer of employment, you will complete the Student Temporary Wage appointment form, found at www.hr.uncc.edu/students.htm and submit the form to the Student Employment office, in a timely manner.

You have now hired a Student Temporary Wage worker.

Now you must train your student. A part of that training is to make sure that your student is completing their time sheet through Web Time Entry. Click on this link to see the video and manual for Approvers (supervisor) and Users (employee).

Student workers are to submit their time sheet to their supervisor no later than the last day of the month. This allows the Supervisor or the Departmental Coordinator 2-3 days; to verify their work hours.

As the Approver, you must verify the time worked and then select 'Approve' to submit the time sheet to the Payroll department by the deadline found at www.finance.uncc.edu/PayRoll_Links.htm. If time sheets are not submitted by the designated deadline for that pay cycle, it may prevent your student from being paid on time.