Hiring Students

Form I-9 and Employment Paperwork Hours

Fall 2019

Mondays: 10:00 AM - 1:00 PM; 2:00 PM - 4:00 PM
Tuesdays: 10:00 AM - 4:00 PM
Wednesdays: 9:00 AM - 10:00 AM; 11:00 AM - 1:00 PM; 2:00 PM - 4:00 PM
Thursdays: 10:00 AM - 1:00 PM
Fridays: 10:00 AM - 1:30 PM; 3:00 PM - 4:00 PM

Please allot approximately 30 minutes to complete all employment paperwork.


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 consider the following as you establish a position to meet your department needs.

  • Determining Your Needs
  • Supervisor Responsibilities
  • Steps for Hiring Student Employees

Determining Your Needs:

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.

Supervisor Responsibilities:

  • 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 to Hiring Student Employees and Supervisor Check-list:

  1. 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
  2. Post your job description on Handshake to advertise your department's job openings. Handshake Instructions.
    • 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
  3. 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.
  4. Expire your position on Handshake once the position has been filled.
  5. 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 (see Step 7).  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 (proceed to Step 7 to complete hiring process)
    • 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.  Please instruct your new student hire to complete Step 5.
  6. Student employee completes the following at the Student Employment Office: Form I-9, Form W-4, Mandated Reporter Acknowledgement Form, Confidentiality Agreement.
  7. Student employee informs supervisor that they have completed Form I-9, Form W-4, Mandated Reporter Acknowledgement Form, and Confidentiality Agreement.
  8. You can hire the student in the Student Hire Module.  Please visit the Student Hire Module how-to video to see the step-by-step guide or view step by step instructions.  (Note: if you do not have access to the Student Hire Module, please complete the following forms: Student Hire Module and Roster Access; Kronos Approval Access Form)
  9. 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 total on-campus (this includes other on-campus positions).  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. 
  10. 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 scheduleKronos 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.
  11. 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 kate.suriyatip@pepperdine.edu.
  12. 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 in April 2020.

How to Guides:

Hire/Rehire Students
Extend Student's Job End Dates
Change Student's Pay Rates
Remove Students From Roster