Student Employment Supervisors
Gettysburg College is an Equal Opportunity Employer. Student Employment Services provides students the tools to obtain employment opportunities that build upon the National Association of Colleges and Employers (NACE) career readiness competencies for a successful transition from college to the workplace.
Effective Fall 2010, all on-campus positions are funded through departmental budgets and are available to any qualified student. Financial need (i.e. Federal Work-Study status) is not a consideration. Positions off-campus through the Community Service component of the Federal Work-Study Program are available only to those students with a Federal Work-Study award.
Supervisors interested in developing a new position and/or to determine a rate of pay for a student worker, please review current on-campus job descriptions and salaries for student employees.
All on-campus student employment opportunities should be listed in Handshake to create equal access. The hiring manager and/or supervisor for your office/department should have a Handshake account, which has been set up by Career Engagement. If you have questions about account access or to add/delete accounts, please contact Career Engagement at 717.337.6616. Offices/Departments also have the ability to advertise available positions to students through whatever form they deem necessary as long as the position is posted in Handshake.
Positions must be posted for at least 7 days and an application deadline should fall within normal business hours (8:30am-5:00pm, Monday-Friday).
Application materials can be accepted in various formats through Handshake:
- submission of approved materials such as resume, cover letter, writing sample, etc.
- external application link or upload capability
- no required documents; students apply with interest
*Please note that any required documents submitted through Handshake must be approved by Career Engagement staff before the application will be viewable to hiring managers.
Whether you have hired a new student(s), or a student is continuing in an employee role within your office/department, supervisors MUST click here and complete a Student Employment Info Form for each student, EVERY semester (including summer).
New Student Employees
If a student has not worked for the College in the past, they are responsible for submitting student employment paperwork within the first three days of their first day of work (or they need to stop working). Per Federal Law, students must present original identification to the Career Engagement staff in order to verify employment eligibility. Acceptable forms of identification can be found by visiting the Department of Homeland Security’s website. Unacceptable document formats include: copies, faxes, photos, scans, or any other digital format. After the student has submitted the appropriate paperwork to our office, supervisors will receive an email prompting them to create the student’s CNAV time sheet.
Returning Student Employees
If a student has worked for the College before, even if it was in a different department, they do not need to complete the hiring packet. However, if a student's home address, tax information and/or banking information has changed, they will need to resubmit their W-4 and Direct Deposit forms.
Students will not be set up in People Soft until hiring paperwork is completed nor will they receive a paycheck until hiring paperwork is complete.
There are a number of forms to be completed to hire students for summer positions. The type of paperwork depends on the student's work status with the College. All student employees who have not worked on campus during the school year must fill out their hiring paperwork. Supervisors must complete the Online Student Employment Data Form. For payroll purposes May graduates (domestic students only) can be considered student employees until the end of summer of the same year.
Student Summer Housing and Bonus Information
For detailed information about summer housing options and student eligibility, please contact Residential & First-Year Programs at 717.337.6901.
To determine if housing should be provided versus billed to a student, please review the student employment/housing overview (pdf) – this was created by Financial Services. General rule: if a student is required to live on campus as part of their specific summer fellowship or research program, a summer housing fee will not be charged to the student and they are not eligible for a signing bonus. If the student’s presence on campus is regularly required before or after typical College office hours or on weekends and the department would not hire a student if they preferred to live off campus, a summer housing fee will not be charged to the student and the student will not be eligible for a signing bonus. In all other cases the student employee will be billed housing costs ($560 for Summer 2019).
Departments may provide their summer student employees who will be billed for housing a summer housing bonus.The intention of the bonus is to help defray the cost of summer housing and not to compensate the student for their job duties.Departments are authorized to pay a signing bonus up to $650 (which equates to a payment to the student of approximately $560* after payroll taxes are withheld) at the discretion of the supervisor. *This amount ultimately depends on your state of residence local taxes. For questions regarding College provided housing vs. housing billed to students, please contact Sharon Dayhoff at 717.337.6276.
PHEAA State Work-Study Program
The Pennsylvania Higher Education Assistance Agency (PHEAA) runs a job service for students that subsidizes wages for qualified employers in order to encourage them to hire college students. Gettysburg College (and any office or department within the College) is eligible to become an approved job location for students, and as such PHEAA would pay a portion of each student-worker's wages. PHEAA will reimburse 40% of each student’s wages to help expand summer job opportunities.
To be eligible, students must be Pennsylvania residents who are receiving PA State Grants. Federal regulations prohibit an employer from asking if a student is from Pennsylvania or is eligible for a PA State Grant during the hiring process. Eligible students may have received an email from PHEAA which included the application form. The form is also available at the PHEAA website. Student Application/Placement Forms will be accepted in the Office of Financial Aid until TBA, 2019 ; however, if the student begins work before the form is submitted, the reimbursement start date will be set to the application receipt date.
Note to supervisors: The 40% PHEAA share comes after the summer as a reimbursement, so each department must have the funds to pay any student who is employed during the summer. Summer positions should be designed with the expectation that the departmental budget will fund these positions. If the chosen candidate qualifies for the PHEAA Summer Program, reimbursement is a wonderful benefit.