Student Employment

Student Opportunities Begin Here

Student in front of computer
Photo credit: Tanya Rosen-Jones 97

The Student Employment Office is committed to promoting student employment opportunities that can provide valuable work/education experience. Student employment provides job skills and knowledge that can help students transition into their professional roles, post-graduation. Mutually, the college benefits and grows with the vast talents, insight, and enthusiasm students bring to these roles.

Oberlin College offers two types of student employment opportunities. The two types of student employment are Federal Work-Study and Regular Student Wage positions. If you have a Federal Work-Study award in your financial aid package, your earnings will be paid out of federal funds. If you do not have a financial aid award or Federal Work-Study in your financial aid package, your student employment earnings will be paid from college funds.

Where do I apply?
How do I record my worked time?

Oberlin College uses TimeClock Plus to electronically record all worked hours. The time record-keeping tool is flexible and allows you to clock in and out via a downloadable app or via their WebClient link. Please find resources and tutorials here:

Payment Options
  • Direct Deposit - As a condition of employment, students must sign up for direct deposit payments. Sign in using your ObieID and Password and follow the steps for Direct Deposit Allocation.
  • Payroll Deduction - Allocates earned funds to your tuition account
First time hire at Oberlin College?

New student employees will be required to complete new hire paperwork. Once completed, the forms may be submitted electronically to complete your new hire set-up.

IMPORTANT: A student worker cannot work until all forms have been submitted and the student position has been finalized.

**Only complete Section 1 of this form. During the current pandemic, we will accept notarized submissions of this form. A complete list of acceptable documents can be found on page three of the I-9 eligibility PDF.

Include supporting I9 documentation with your I9 submission
Submit Completed Forms Here
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International Student Workers

Student Employment is available for all students, but please be aware that you are required to apply for a social security number in order to work and receive taxable wages. You may reach out to the International Student Resource Office to receive assistance with applying for a social security number.

Policies and Procedures

Employment

Academics should take top priority while classes are in session and employment should not interfere with the student course schedule. Additionally, employment on campus is NOT guaranteed for any student. In order to be eligible for student employment, a person must be currently enrolled and fully matriculated at Oberlin College.

Students who withdraw or are withdrawn from their courses will lose any campus employment, effective upon their withdrawal date.

Labor Practices

It is the student's responsibility to properly record all worked hours via the College provided time record-keeping system. If a student fails to properly or accurately record time, they should reach out to their supervisor as soon as possible for assistance. Continued failure to properly record time may be subject to disciplinary action. The falsification of work records is considered a terminable offense and, depending on the gravity of the matter, may be subject to further action.

Student employees generally are not permitted to work more than 20-30 hours per week during the academic year. This is in large part due to the Affordable Care Act (ACA) tracking and reporting hours requirements for the IRS. Additionally, as a student, academics should be prioritized and you are considered a student first.

Federal work-study award recipients who earn their maximum award amounts in the corresponding academic year will convert from federal work-study payment status to student wage to meet the federal guidelines.

FICA EXEMPTIONS

Per the IRS website, during the academic year when classes are in session, all student jobs are FICA exempt. FICA exemptions are also possible during the academic year when classes are in break (e.g., Winter Holiday break and Fall/Spring break), provided the student employee was eligible to work the last day of classes/exams preceding the break and will be eligible to take classes for the academic period following the break. Summer employment is NOT FICA exempt. Summer earnings will have Social Security and Medicare deducted from the gross pay.*

*Summer 2021 will be the exception, given the 3-Term change due to COVID restructuring.

Additional Resources

Over 800 students are placed in over 3,000 student employment jobs during each academic year. It is the Student Employment Office's responsibility to follow federal and state regulations governing employment to ensure students are properly hired and entered into the Banner system of record, prior to their job start date.

Please note, peak times will coincide with the beginning of each term. We encourage supervisors to plan accordingly and be proactive in their hire decisions, early, when possible. Please use the resources and information provided below as your student employment resource.

I am in need of a student employee

Your first step should be to work with your division's budget leader to see if you have student worker funds available. Once you've identified available funding, you'll want to post the position. The preferred method is via PeopleAdmin, Oberlin College's job posting site.

Posting a position

Please find the PeopleAdmin Student Worker Posting guide here:

The guide will walk you through every step to properly make a student position posting. 

When determining the pay rate for a student position, please reference the following guide:

I am ready to hire a student

Once you've made your hire decisions, you will want to follow the steps in the PeopleAdmin manual to push the position forward for HR completion.

Alternatively, you may complete the required information on this google sheet. Please be advised that completing the google sheet will not produce a confirmation of hire completion, PeopleAdmin will.

When can my student begin?

A student must complete and submit all new hire paperwork and must be entered in the Banner system of record before they are able to begin employment. If a position is not set up, the student will be unable to access TimeClock Plus to record their worked time and, as a supervisor, you will be unable to see them in TimeClock Plus for approvals. The start date will be driven by the submission of materials. Please work with your student to have all required items submitted to our office ASAP. Required documents are available on the student portion of this site.

If you've completed your new hire request via PeopleAdmin, you will receive a confirmation when the student has been set up in their position. If you've submitted your request via the google sheet, you will not receive confirmation but will know your student is set up when they are accessible to you on TimeClock Plus.

IMPORTANT NOTE: The ability to work prior to the proper completion of an employee set-up is not a college decision, it is a legal and compliance matter. Students should not work until their positions are finalized and all required hire documents have been received.

How can I request a pay rate change for my student?

A pay rate change can be provided if the student is earning a regular raise, duties/responsibilities have changed for their current role, or as an equitable change due to outside factors; such as minimum wage increases. As always, please check with your budget leaders to ensure any student raises still fall within the given budget.

How do I terminate a student?

To terminate a student position, please submit a formal request through this google form:

How do I re-hire my student?

Students hired in the Fall will remain active through Spring, unless our office receives a request to terminate the position. If you're rehiring a student without any changes to pay or supervisor reporting, no action is needed.

If you are changing the rate of pay, please see the rate change section for further instructions.

If you are changing supervisor information, please reach out to student.employment@oberlin.edu

Please provide the following information:

  • Name
  • TNumber
  • Org Code
  • Position Suffix
  • Title
  • New Supervisor Name and TNumber

This information may be found in TimeClock Plus on the Cost Code detail for each student, the format is ID/ORG/Suffix-Title. See the image below for reference:

TCP Screenshot

If the position has been terminated, please submit a new employment request.

TimeClock Plus

TimeClock Plus is the time record-keeping system for student employees at Oberlin College. It is the supervisor's responsibility to approve and maintain the time entered by the student. Students will clock in and out of their shifts to record time. Approvals must be submitted at the end of each payroll period. You may reference the payroll calendar for pay dates and deadlines.

  • Academic Payroll Calendar
    • Current fiscal/academic year active payroll calendar. For future dated calendars, please see the Additional Resources section below.

Supervisor training materials are available here and are also available on the payroll website.

For technical assistance with TimeClock Plus, please contact TimeEntryHelp@oberlin.edu

Policies and Procedures

Employment

Academics should take top priority while classes are in session and employment should not interfere with the student course schedule. Additionally, employment on campus is NOT guaranteed for any student. In order to be eligible for student employment, a person must be currently enrolled and fully matriculated at Oberlin College.

Students who withdraw or are withdrawn from their courses will lose any campus employment, effective upon their withdrawal date.

Labor Practices

While it is the student supervisor's responsibility to review and approve time, any recorded time that has not been approved must be paid to the student in accordance with Department of Labor laws. Excessive failure to approve time could result in disciplinary action and loss of student worker privileges.

Student employees generally are not permitted to work more than 20-30 hours per week during the academic year. This is in large part due to the Affordable Care Act (ACA) tracking and reporting hours requirements for the IRS, to determine benefit eligibility. Students going over the threshold must be offered benefits, and the cost will be fully charged to corresponding departments. Departments may reduce student hours to comply with the policy.

Federal work-study award recipients who earn their maximum award amounts in the corresponding academic year will convert from federal work-study payment status to student wage to meet the federal guidelines.

FICA EXEMPTIONS

Per the IRS website, during the academic year when classes are in session, all student jobs are FICA exempt. FICA exemptions are also possible during the academic year when classes are in break (e.g., Winter Holiday break and Fall/Spring break), provided the student employee was eligible to work the last day of classes/exams preceding the break and will be eligible to take classes for the academic period following the break. Summer employment is NOT FICA exempt. Summer earnings will have Social Security and Medicare deducted from the gross pay.*

*Summer 2021 will be the exception, given the 3-Term change due to COVID restructuring.

Additional Resources

Please find a list of additional resources as it relates to student employment below

Memos

Calendars

Forms

  • Student Missed Payment Form
    • The position number for jobs in TimeClock Plus is S10680. The suffix will be the unique identifier. This may be found in TimeClock Plus on the Cost Code detail for each student, the format is ID/ORG/Suffix-Title. See the image below for example reference:

TCP Screenshot​​​​​​​

Miscellaneous

Contact


Room 205
Service Building
173 W. Lorain St.
Oberlin, OH 44074

Student.Employment@oberlin.edu
[p] 440-775-8144 [f] 440-775-8683