Hiring Students


Form I-9 and Employment Paperwork Procedures

Fall 2020

All student I-9's will be completed remotely

and by appointment only until further notice.

Supervisors, please complete this Hiring Request Form:

On-Boarding Paperwork Completion Request

to setup a remote I-9 appointment for your new student employee.

SOL Students

Students should allot approximately 30 minutes to complete all employment paperwork. 


Please Consider the Following:

Without our student employees filling various roles around campus, Pepperdine wound not run as seamlessly as it does today. The hiring process is a valuable experience for both the supervisor and student. Please review the below as you establish a position to meet your department needs. Each supervisor is also encouraged to participate in one of our Monthly Supervisor Trainings that will explore the below areas.

Supervisor Check-list

Quick Guide For Supervisors of Student Employee

A few things to consider when determining your office needs:

  • Remember that a student employee's first responsibility is to his/her academic pursuits. You will need to be flexible to the student's academic schedule and responsibilities, as this will dictate their availability to work.
  • A student employee should never be used to replace a full-time position.
  • Determine the resources available to hire student employees. Keep in mind if you are hiring students through the Federal or State Work Study Program, they are limited by their award amount. You may be better off hiring two or three students working 7-12 hours each week than one student working 20 hours each week and running out of funding at the end of fall semester.
  • The best approach to estimate how many students you will need, is to determine the duties you want them to perform, and the number of hours it will take to complete each task.
  • Posting open positions on the Student Employment website, Handshake.
  • Collecting applications, interviewing and selecting students who are a good match for the position.
  • Submitting paperwork needed in order for students to be paid correctly and on time.
  • Clearly communicating the duties and responsibilities of the position.
  • Providing the student with the tools necessary for performing the work assigned (training, technology, etc.).
  • Giving regular feedback to students regarding their performance, providing additional training when appropriate.
  • Providing opportunities for growth and development.

Steps for Hiring Student Employees

Create a Job Description

Create a Job Description with the following information:

  • Description of Job (be sure to include hours/week you expect students to work)
  • Qualifications
  • Pay rate/hour
  • Is Job for Federal Work-Study, Pepperdine Work Program, or Departmental Pay?
  • Contact Information

Post Job on Handshake

Post your job description on Handshake to advertise your department's job openings. Handshake Instructions.

  • All open student employee positions MUST BE posted on Handshake for at least 5 days.
  • Tip: On the job posting, please ask applicants to submit their resumes and work hour availabilities. We encourage departments to interview applicants to determine if applicants are a good fit for your department. This will also give students the opportunity to practice their job interview skills.
  • For questions or assistance with posting your position, please email tess.marme@pepperdine.edu

Send Job Offers and Expire Job Posting

  • Once you have selected student employees, send job offers either via email or telephone to each candidate. Be sure to follow-up with students who were not selected. Example of a Regret Email.
  • Expire your position on Handshake once the position has been filled.

IMPORTANT: Student Employee Paperwork

1. Once candidate accepts job offer, determine whether or not the candidate has completed the following employment paperwork with the Student Employment Office: Form I-9, Form W-4, Mandated Reporter Acknowledgement Form, Background Screening and Confidentiality Agreement. You can check to see if students have completed their paperwork by going into the Student Hire Module. IMPORTANT: Students legally cannot begin their first shift/assignments/projects with your department until they have completed all the necessary employment paperwork with the Student Employment Office.

    • If the "Details" and "Select" buttons in the Student Hire Module are enabled beside the student candidate's name, it means that the candidate has completed the Form I-9 from previous position at Pepperdine. Therefore, no additional employment paperwork is needed from the candidate. Candidate may be hired immediately.
    • If the "Details" and "Select" buttons in the Student Hire Module are disabled beside the student candidate's name, it means that the candidate has never completed the Form I-9 because this is the student's first job at Pepperdine (or it can mean that the student's I-9 status expired; I-9s have a shelf life of 3 years). If this is the case, please do not have the student begin their job assignment with your department yet. All student I-9's will be completed remotely and by appointment only until further notice. Supervisors, please complete this Hiring Request Form: On-Boarding Paperwork Completion Request to setup a remote I-9 appointment for your new student employee.

2. Student employee completes the following with the Student Employment Office: Form I-9, Form W-4, Mandated Reporter Acknowledgement Form, Confidentiality Agreement.

3. Both the supervisor and student employee will receive an email confirming that your hire may be entered into our system and may begin working at that time. Your student employee MAY NOT begin working until you have received this confirmation email from our office.

4. Supervisor ensures the student is hired in the hire module before the student's begins working. (See instructions on how to hire your student employee in the Hire Module)

Hire Your Student in the Hire Module

Your student must be hired in the hire module before they begin their first day of work or training. Please visit the Student Hire Module how-to video to see the step-by-step written instructions.

Train Your Student Employee

Train new student employees to their new role. Be sure to set expectations (such as dress code, punctuality, professionalism) with each of your student employees. Remember, student employees cannot work more than 20 hours per week. These hours include other Pepperdine jobs that a student may hold. Combined hours may not exceed 20 hours per week. Check with each student employee to see if they are working more than one job on-campus, and keep track of their work-study awards if they are utilizing work-study with your department.

  • NOTE: All new student employees are required to complete the online new student employee training that includes Kronos training. The training takes about 45 minutes to complete. New Student Employee Orientation and Kronos Training in the Student Employment Office.
  • Online Professional Development Opportunities for Students & Staff

Approve Your Student Employees Timecard in Kronos

Verify student hours worked and approve your student employee's timecard in Kronos each bi-weekly pay period. Approvals by the supervisor are due by 9:00am on the Monday following the end of the bi-weekly pay period. View bi-weekly pay period schedule. Kronos Supervisor Guide.

  • NOTE: If a student is working more than 6 hours in a single work day, they must take at least a 30 minute unpaid break before the fifth hour of work and log this break on their timecard. This includes hours worked for all on-campus positions.
  • Remember, student employees cannot work more than 20 hours per week. These hours include other Pepperdine jobs that a student may hold. Combined hours may not exceed 20 hours per week. Check with each student employee to see if they are working more than one job on-campus, and keep track of their work-study awards if they are utilizing work-study with your department.

Email Notifications from Student Employment

Please read all email notifications from the Student Employment Office as these emails will include important deadlines, changes, and updates that occur regularly. If you do not receive these emails, please send your request to be on these emails to shelby.bowman@pepperdine.edu

  • The Student Employment Office sends a Monthly Supervisor Newsletter.  To be included in Newsletter sends, please email tess.marme@pepperdine.edu

National Student Employment Week

National Student Employment Week

  • Keep a lookout for an email in January requesting nominations for student employee of the year.
  • Final dates for National Student Employment Week and the Student Employee of the Year Banquet are to be determined but will take place the second full week in April.

How to Guides

View instructions on how to hire or rehire your student employee.

View instructions on how to extend your student employees job end dates.

View instructions on how to change your student employee's pay rate.

View instructions on how to remove a student employee form your department's roster.