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Hiring Student and Temporary Staff FAQs

Business Core Service Team

Find answers to your questions about temporary and student employees in the College of Health and Human Services.

 

Who do I contact if I have questions about hiring?

  • Viviane Elliott – Students (Undergraduate and Graduate), Temp SHRA, Temp EHRA, Non-Faculty
  • Kristyn Bohon – SHRA Staff (Permanent and Time-Limited), EHRA Faculty, and Part-Time (TE) EHRA Faculty

I want to hire a temp employee. Where do I start?

For a temporary staff position within CHHS, you will first need to identify the funding source and obtain budget approval.

If your hire is grant-funded, the grant authority will be your point of contact. If the hire is funded by CHHS general funds, you must first complete the CHHS Temporary Staff Request for budget approval.

This approval is required before beginning the hiring process for all temporary staff positions. Once you receive the necessary approval, you can then proceed with filling out the Hiring Request Form For Students and Temps to initiate the hiring process. Always begin with this website form link to ensure you have the most up-to-date form.

How long does it take to hire a Temp SHRA or Student?

  • For new employees, the hiring process can take up to two weeks, depending on how long it takes the new employee to complete their I-9.
  • For returning employees, the hiring process can take up to one week.
How long can a Temp SHRA employee work?
  • Temp SHRA Staff can work consecutively for 24 months followed by a 31-day, unpaid break in service. They may return to work after the 31-day, unpaid break in service.

What do I need to do after hiring someone new?

If the person is a Temp SHRA or Temp EHRA non-faculty hire, please fill out the After-Hire Form. For any permanent hires, this form will be completed by the supervisor of the new hire.

I want to hire a student. Where do I start?

To hire a student (graduate hourly, undergraduate hourly, or work-study hourly), you will need to complete the Hiring Request Form For Students and Temps.

What is the process for hiring graduate students?

First, determine the type of Graduate Student Employee (GSE) you need to hire. In general, you will hire either a Graduate Assistant or a Graduate Hourly Employee. Please refer to the Definitions and Categories page to help you decide which type of GSE to hire.

  • For Graduate Assistants (GTA, GRA, GA): You will need to complete the Assistantship Information Survey from the Graduate School. For updated links, please contact gradassistantships@uncw.edu.
  • For Hiring a Graduate Hourly Employee: you need to complete the Hiring Request Form For Students and Temps. The Graduate School Survey is NOT necessary for this type of hire.

Please email gradassistantships@uncw.edu if you have questions about any aspect of the hiring process.

What periods can I hire students?

Students can be hired during specific periods based on the academic semester. The following guidelines apply:

  • Undergraduate Students: Undergraduate student work assignments are based on the academic year. Students can begin work any time after August 1 and must end by July 31 of the following year. They can be reassigned in August for the new academic year.
  • Graduate Students and Work-Study Students: Graduate students (Assistantships) and work-study students can only be hired on a semester basis. 

How many hours can a student employee (undergraduate and graduate) work in one week?

Student employees are students first. They may work up to 20 hours per week (FTE of 0.5) across all campus jobs. Please be sure to check with your student regarding any additional campus jobs they may have to ensure they do not exceed the 20-hour weekly limit across all campus positions. 

Who must complete an I-9?

  • Any new hire that has never worked for the university must complete an I-9 before they can begin working for UNCW in any capacity.
  • One key area that remains the responsibility of our department is the I-9 Employment Eligibility Verification. It is essential that supervisors/requestors notify our hiring department when an I-9 is required for a student.
  • For Graduate Assistants (GTA, GRA, GA) after the Graduate Assistant Survey is completed, the supervisor must submit the BCST I-9 Request. This request notifies our department to begin the I-9 verification process. (Only for students who will be working for the university for the first time.)

Are students paid hourly or via a monthly stipend?

  • Both undergraduate students and work-study students can only be paid hourly. This requires a monthly timesheet to be entered by the student in mySeaport and approved by the supervisor.
  • Graduate students can be paid either hourly or via stipend/flat pay.
    • Graduate Hourly employees must complete a monthly timesheet that will be approved by the supervisor.
    • Graduate Stipend/Flat Pay employees will not need a timesheet, and the stipend is equally divided across the hiring period.

What do I need to do if I’ve decided to leave CHHS?

While we are sad to be losing you, we understand that you are going off to do bigger and better things. To ensure that nothing is missed, we ask that you fill out the Leaving Checklist.