Student Employment FAQs

Q: How do I find and apply for a student job?

A: Student jobs are posted on the Student Job Portal in Workday, accessible through the MySCU portal. Log in with your student credentials, navigate to Career → SCU Student Jobs, search for positions, and follow the application instructions provided.

Q: Once I get hired, what documents or information will I need to start working?

A: Once your supervisor initiates the hiring process in Workday, you will need to review and acknowledge the new hire document notices and provide proof of eligibility to work in the U.S. (I-9 Employment Verification process). It's also recommended that you have your bank information available to complete the direct deposit information in Workday. 

Q: Do I need to be enrolled at SCU to be eligible for student employment?

A: Yes. You must be enrolled at Santa Clara University as a matriculating (degree-seeking) student to be eligible for on-campus employment. Students from other universities, colleges, or high schools, as well as non-matriculating SCU students, will not be considered for student employment positions. Refer to the Student Emploment Manual, section 100, for full eligibility details. 

Q: When can incoming students become eligible to work on campus?

A: Incoming students, freshmen and transfer students, may be hired for student employment positions once they are enrolled at SCU and registered for classes (primarily done through orientation). 

Q: Can international students work on campus?

A: Yes, international students with proper authorization to work in the U.S. can work on campus.  International students must comply with related and applicable visa restrictions

Q: What is Federal Work-Study, and how do I know if I qualify?

A: Federal Work-Study (FWS) is a need-based financial aid program administered by the Financial Aid Office. Student who are awarded Federal Work Study funds, are informed via their financial aid award letter. Additional information about the FWS program is available on the Financial Aid Federal Work Study website. 

Q: What is the starting pay rate for student employees?

A: The starting hourly pay rate for a student job varies from the local minimum hourly wage to the University's established maximum hourly rate for student assistants, depending on the specific job duties and responsibilities of the student employee's skills and experience. Starting on January 1, 2026, the minimum hourly wage in the City of Santa Clara is $18.70.

Q: When and how do I get paid?

A: SCU Paydays are the 7th (for the pay period from the 16th to the end of the previous month) and the 22nd (for the pay period from the 1st to the 15th of the current month). When the 7th or the 22nd falls on Saturday, the pay date will be the preceding Friday; when the 7th or the 22nd falls on Sunday, the pay date will be the following Monday. Depending on the employee's payment elections made in Workday, the employee may receive payment via direct deposit or check.

Q: How many hours can I work during the week?

A: During the academic year, student employees may work up to nineteen (19) hours per week and during academic breaks student employees can work up to 40 hours per week.

Q: Can I have more than one on-campus job?

A: Yes, student employees can have up to three (3) active jobs at any given time. The limit work hours per week, however, applies to all jobs combined. 

Q: How is my pay rate determined?

A: Pay rates are determined by student supervisor and it based on the specific job duties and responsibilities and the students skills and experience. 

Q: What is the hiring process once I’m selected for a student position?

A: If you are selected for a student job, your hiring manager will communicate with you and offer you the student job. At that point, you can begin the hiring process in Workday. Additionally, before your first day of work, you must complete all onboarding steps and processes in Workday and visit the HR department in person to complete the employment verification (I-9 verification) process.

Q: What training or orientation is required?

A: All student employee positions require basic safety and workplace orientation training. Additionally, some jobs require additional training, depending on the role-specific duties and responsibilities. 

Q: Can I work remotely?

A: Student employees are not allowed to work remotely. Student employees must perform all job duties and responsibilities from an on-campus location.  

Q: What are my rights and responsibilities as a student employee?

A: You have the right to a safe workplace, fair pay, and respect. Responsibilities include fulfilling job duties, following policies, and maintaining confidentiality.

Q: What should I do if I have a workplace concern or conflict?

A: Student employees with workplace concern or conflict should first address the concern with their respective supervisor. If the concern is not address or resolved with the supervisor, student employees can contact the Student Employment Office (studentemployment@scu.edu).

Q: How do I record and submit my work hours?

A: Student employees are required to report all of their hours worked on their time sheet in Workday. The hours worked must be reported to the minute and by the payroll deadlines. See payroll schedule

Q: What happens if I forget to submit my timesheet on time?

A: If you miss the payroll deadline to submit your timesheet, you should first inform your supervisor and report and submit the hours as soon as possible, or as soon as the payroll system opens up for timesheet entry.  

Q: Can I correct or add hours to a timesheet from previous pay periods? If so, how far back?

A: You can update timesheets (correct hours or enter hours missed) for this pay period and the one immediately before it. Timesheets from earlier pay periods are locked and can’t be edited. If you need to correct a timesheet for prior periods, you must inform your supervisor and payroll. 

Q: What if I want to change jobs?

A: You must notify your current supervisor and formally end your current role. Please try to give at least two weeks’ notice to help ensure a smooth transition. Also, make sure all hours worked are entered and approved in Workday before your last day to guarantee timely and accurate payment.

Q: What is the process for ending my employment?

A: You can end your job by informing in writing, email or short letter of resignation, your supervisor and returning any related University owned property you may have. 

Q: How do I create and post a job requisition?

A: Log into the recruiting system, create a requisition with job details, and submit it for HR approval.

Q: How far in advance should I post a student job?

A: Ideally, 2–4 weeks before the intended start date to allow for applicant review and onboarding.

Q: Can I rehire a previous student worker?

A: Yes, provided they are eligible for rehire and meet student employment eligibility requirements.

Q: What paperwork or steps are needed before a student can begin working?

A: Ensure the student has completed onboarding forms in Workday, I-9 verification, and any required training specified by the department.

Q: How do I verify a student’s Federal Work-Study eligibility?

A: Check with the student regarding their Federal Work-Study (FWS) eligibility. Typically, students who have a Federal Work-Study award included in their financial aid package are eligible. You can also consult the Financial aid Office or Student Employment Office for verification and guidance.

Q: How do I determine the correct pay rate for a student?

A: Pay rates should be set according to the approved student pay structure, taking into account the job duties and required skills for the position. According to the Student Employee Classifications, hourly rates range from $18.70 to $21.00, inclusive of any additional funding such as grants.

Q: Are pay rates negotiable?

A: No, pay rates must align with the approved student pay scale. For any exceptions, please contact the Student Employment Office for review and approval.

Q: What is the process for changing a student’s pay rate?

A: Submit a pay change request in Workday with justification for required approvals. See guide HR Workday Resources >>Compensation-Change

Q: What are the rules around student work hours?

A: Students may work up to nineteen (19) hours per week during academic terms. This 19-hour limit applies to the total hours worked across all positions if a student holds multiple jobs. 

Q: Can student employees work during academic breaks?

A: Yes, they may work full-time—up to 40 hours per week during breaks if funding is available.

Q: How do I approve student timesheets?

A: Review submitted timesheets in Workday, verify accuracy, and approve before the deadline. See payroll schedule.

Q: How do I handle performance issues with student workers?

A: We encourage hiring managers to maintain ongoing communication with student employees about their work performance. Following a "Coach-Train-Develop" approach, managers should document concerns and provide constructive feedback or corrective actions, such as formal warnings, to help students improve. If issues persist despite these efforts, escalate the matter to the Student Employment Office for further support.

Q: What should I do if a student does not meet job expectations?

A: Address the situation promptly by discussing the specific expectations with the student. Provide clear feedback and outline any necessary improvements or corrective actions. If the student still does not meet expectations after these steps, you may need to initiate termination following your department’s procedures and consult the Student Employment Office for assistance.

Q: How do I end a student’s employment in the system?

A: To initiate the termination process, review the 'Job-Change - Termination' guide and confirm the student’s last day. Then, submit the termination request to the Student Employment Office for processing.

Q: What is the process for replacing a student employee who leaves mid-term?

A: If a student leaves before their assignment ends, promptly create and post a new requisition to find a replacement. Meanwhile, consider arranging temporary coverage if needed. Keep in mind that positions vacated due to a student’s end of assignment, graduation, or termination are not reassigned or reused.

Q: Are there guidelines for providing references for former student employees?

A: When providing references for former student workers, factual and job-related information consistent with university reference policy such as position title, primary job duties, and work reliability. Avoid sharing personal opinions or any confidential information.

Q: What are the guidelines for verifying employment of former student employees?

A: If you receive employment verification requests, please forward the email or direct the requester to the HR Service Desk for guidance and to ensure compliance with university policies.