Student Worker Hiring and Job Posting

This webpage and the linked documents outline the things departments need to know to hire student employees. Please review all the materials closely to ensure compliance with the UOSW collective bargaining agreement, Article 4.

Handshake Posting Guide

Handshake 'Job Description' Template

Offer Letter Template

Hiring Process Instructions

Work Authorization

Hiring Students with Work-Study

Contacts

Student Worker Hiring Process for Departments/Units

  1. Confirm job information. If you have questions, consult with your unit's HR or Employee and Labor Relations.
    • Unit/area/school/college approval to hire.
    • Number of available positions.
    • Classification and wage.
    • Scope, duties, and responsibilities.
    • Start and end dates.
    • Supervisor(s).
  2. Create or refine the position description. Use the student employee position description template.
  3. Post the position on Handshake.
    • Use the Handshake job posting guide.
    • For the "Job description" field, use the Handshake Job Description Template to ensure your posting meets CBA requirements.
    • Positions must be posted for at least seven days, except in extenuating circumstances (for example, an urgent situation in which a position needs to be filled as soon as possible).
    • If you have questions about using Handshake or creating a Handshake account, contact the UO Career Center at jobs@uoregon.edu.
    • Other methods of posting, recruiting, and applying are allowed, but must be in addition to using Handshake.
    • Per the UOSW collective bargaining agreement, positions do not need to be posted on Handshake in the following situations:
      • Refilling existing positions via reappointment.
      • Offering or renewing positions under an existing advising or employment relationship with a faculty member or other supervisor.

A note about application materials:

The UOSW collective bargaining agreement discourages units from requiring cover letters as doing so can create barriers to applicants. The university discourages cover letters for professional staff searches as well.

Instead, consider alternate evaluation methods such as resumés, short-answer questions, writing samples, etc.

 

  1. Review applications for minimum qualifications (MQs).
    • Per UO policy, applicants who do not meet all MQs are considered ineligible for the position.
    • You may combine this with step 5.
  2. Review and evaluate applicants who meet MQs.
    • Units must identify an objective method for assessing applicants, such as a rubric based on the qualifications outlined in the position description.
  3. Conduct interviews.
    • Conduct interviews to evaluate the applicants' relevant knowledge, skills, and experience. Departments may establish a process they feel is appropriate for the position, including the length and format of the interview, the number of rounds, and the questions that are asked.
  4. Send offer letters to the successful applicant(s).
    • All successful applicants must receive an offer letter, which may be sent electronically.
    • Use the offer letter template. Units may alter the template as long as the letter complies with the requirements outlined in the collective bargaining agreement.
  5. Notify unsuccessful candidates.
    • Per the CBA, all unsuccessful candidates must be notified within three weeks of the search's close. The search's close is defined as the date that the successful candidate(s) is identified and the position(s) are filled.
    • Unsuccessful applicants may be emailed or contacted via Handshake's direct message feature.
      • Please note that Employer Profiles on Handshake can only send 200 direct messages per month, so it is recommended to contact applicants via email when sending bulk messages. You can download a CSV file with all applicant information, including emails.

Work Authorization

Information coming soon. Contact uoelr@uoregon.edu with questions in the meantime.

Hiring Students with Work-Study

For information on the work-study program, visit the Financial Aid & Scholarships webpage.

If you are going to require work-study for a student employment position, make sure that it is clearly stated in the ‘job description’ field of your Handshake posting.  

We recommend asking students to submit separate proof of work-study eligibility. The work-study labels on student Handshake profiles are not reliable. You will need to request that students attach documentation of their work-study award (e.g., a screenshot or PDF from DuckWeb) along with their application materials.

Before offering employment, verify work-study. This is done through Banner or the Financial Aid & Scholarships office.

Contacts

Contact Employee and Labor Relations at uoelr@uoregon.edu if you have questions about:

  • Complying with the UOSW collective bargaining agreement.
  • Determining classifications or wage rates.
  • Stipend vs. hourly wage positions.
  • UO student employment policies and procedures.

Contact the UO Career Cetner at jobs@uoregon.edu if you have questions about:

  • Using Handshake.
  • Student worker hiring best practices.