Resources for On Campus Employers

On Campus Student Employment Overview

On Campus Student Employment refers to any URI office or department hiring student employees during the academic year. Offering these on campus employment opportunities benefits both URI students and departments and can be a critical part of a student’s professional development and career exploration. Student employees work in almost every department at URI and contribute to the work that is essential to our success.

What is Federal Work Study or Community Work Study?

Federal Work Study (FWS) is a type of financial aid that is available to some students. Federal Work Study funds support student employment by providing a funding source for part-time employment during the academic year. Students with FWS can be hired and paid primarily via this funding source. They will receive bi-weekly paychecks. Campus departments are able to utilize Federal Work Study funds to support on campus jobs. It is important for any hiring department to be familiar with the Federal Work Study guidelines prior to hiring. For additional information about FWS please visit or contact Enrollment Services.

Community Work Study (CWS) is a form of Federal Work study where specific approved off campus nonprofit organizations are able to pay students for work using Community Work Study funds. This process is only available for limited organizations and requires that companies or organizations are approved by Enrollment Services.

Who Supports On Campus Employment?

Student employment is a large scale program that requires the cooperation of various departments at URI, each with their own part to play. The links below explain how each department, office, or individual fits into the larger student employment picture here at URI.

URI Enrollment Services

Center for Career & Experiential Education

  • Supports posting on campus jobs and internships on Handshake
  • Hosts on-campus connection opportunities
  • Provides support and guidance for students seeking on-campus employment

URI Payroll Department

  • Processes biweekly student employment paychecks
  • Manages student employee tax withholding data
  • Provides guidance on payroll-related issues including direct deposit (via eCampus)
  • Publishes annual payroll calendar
  • Administers protocols for Foreign National Tax Compliance
  • Visit the Controller’s Office to learn more.

How to Hire a Student Employee:

1. Post a Job on Handshake:

All on-campus employment job postings must be made available on Handshake, whether the positions will be paid via Federal Work Study funds or via Internal Payroll. When creating a job posting on Handshake there is an option to select “work study”. Check this box if your position requires applicants to have Federal Work Study funds available in order to be hired. When asked to select a “Job Type” please select “on-campus job”.

Please direct all questions about the hiring process, required paperwork or how to pay a student to Enrollment Services.

2. Review Applications:

Students will apply for positions directly through Handshake. Hiring managers can view a full listing of all applications in Handshake, and can respond directly to applicants via the platform. It is important to respond to all applicants in a timely manner to indicate the status of the application. Students often apply to many positions, and knowing if they have been selected for an interview or not helps them to determine what other potential jobs they should follow up on.

When reviewing applications, it’s helpful to think realistically about how well the students skills match the needs of the position. On-campus student employment is a learning experience for students and may be their first professional position. By acting as a mentor and guiding them along their career development pathway, you not only prepare them for the world of work, but increase the student’s effectiveness and investment in your department’s position.

Position interviews can be conducted at any time once applications are open and candidates have completed applications. Supervisors should give candidates advance notice of interview availability, who will be conducting the interview, and any requirements of the interview if appropriate. 

3. Hire & On-Board a Student:

Once interviews have been completed and a decision has been made on which candidate or candidates to hire, issue an offer to the successful candidate(s). This offer should include the anticipated start date, pay rate, and any additional information useful to the newly-hired employee.  This can be done directly through Handshake, and an email should be sent to those applicants who will not be hired as well.  If applicable, it is appropriate to share feedback with interviewees to assist them in their job search. 

The on-boarding process may differ from one department to the next. It is important to treat a student employee in the same manner as a new external employee, reviewing expectations, policies, reporting structure, and more. Work with your Human Resources partners to ensure that all aspects of new hire orientation have been completed.

All student employees are treated as employees of the University and are required to complete documents as specified by the Office of Enrollment Services.  These documents include, but are not limited to: 

  • An I-9 form verifies and authorizes an employee to work in the United States
  • A W-4 form stating federal income tax withholdings
  • Valid identification

Once you have selected and are prepared to officially hire your student employee, contact your department fiscal clerk and/or Paula Murray to be granted access to resources and training related to in-house payroll.

Supervisors are responsible for introducing new student employees to the department/office staff and any specific policies and procedures. Training should address the student’s specific responsibilities, such as answering the phone, sorting and distributing mail, utilizing specialized software, etc. It also is important for supervisors to discuss their expectations regarding attendance, punctuality, and general work performance with student employees when they begin employment. In addition, supervisors should promote the professional development of student employees. Many departments/offices have developed policies and procedures for their student employees and it is strongly encouraged that all departments or offices develop a procedures manual for student employees.

  • Create a training program that can be delivered online or in person so the student has a strong foundation right from the start. 
  • Select and test the technology that will be ideal for the student employee in accomplishing the projects and tasks. Ensure that they have access to that technology on campus or remotely.
  •  Clearly define expectations and deadlines at the beginning of the students’ employment. All tasks and projects should be carefully planned out in order to allow the student employee to manage the work effectively and independently. 
  • Supervisors and other staff members need to be committed and available to engage with student employees on a consistent basis virtually. 
  • Create a routine schedule with consistent progress checks and support.