Supervisors of Student Employees

How to Hire a Student Employee

1. Supervisors must advertise their position(s) on Handshake for at least 3 business days. The posting should include items such as: Job Title, Department, Supervisor, Rate of Pay, Hours per week, Length of Position, Department Description, Job Summary, Responsibilities, and Required Qualifications. If you do not advertise your position the Office of Human Resources will not move forward with your new hire. Supervisors should then review applications, conduct interviews, and choose a candidate(s) for the position. If you do not have access to Handshake, please email Rachel Russell at rrussell@knox.edu.
2. When you hire a student employee a pay authorization must be submitted as soon as the hiring decision is made. This communicates to the Human Resources Office that the student needs to be hired within ADP or added to the eTime system where they will record their time worked.
   • This form only needs to be submitted once for each student employee for work during the academic year. An additional form will need to be submitted for any students working for your office over summer break. Reminders about employment during breaks will be emailed out ahead of time.
3. If the student has never held a paid position on campus before, the Office of Human Resources will email students a link to complete ADP onboarding. This onboarding includes the Setting up Tax Withholdings, Direct Deposit Set Up, Acknowledgement of Company Policies, Submitting Profile Information: Address, SSN, etc. If a student has held a paid position on campus previously, they do not need to complete these forms again and will skip this step.
   • In order to complete the I-9 form, students must bring original identifying documents to the Office of Human Resources in the Administrative Building in order to confirm that they are eligible to work. International students usually use a valid passport, I-20, and I-94 as their identifying documents. They must also show proof that they have applied for their social security number. Domestic students typically use either a valid passport or BOTH a driver’s license or Knox ID AND their original social security card or a certified birth certificate. A full list of acceptable documents can be found here. Copies and pictures are not allowed. They must show the original documents.
     • It is a federal requirement that this form be completed.
4. After the ADP onboarding and I-9 documents have been received and verified, the student will be loaded into the ADP eTime system.
   • If the student does not hold another position on campus, they will populate in your eTime and you will know they can begin working.
   • If the student has another job on campus, you will not see them in eTime until they log work hours in your department. 

Rachel Russell will send you an email once your student employee has completed all necessary onboarding. 

Timesheets

• All timesheets will continue to be located in ADP eTime. 
• It is a condition of employment that students complete their timesheets. If they repeatedly fail to do so, it could result in losing their privilege to work on campus for the remainder of the year.  
• As a supervisor, you are required to review and approve timesheets according to the pay schedule. Failure to do so repeatedly could result in the loss of student employees for your department. 
  • A best practice for supervisors is to sign in throughout the pay period to make sure your students are entering their time as they work it. This helps to avoid situations where it is the day to approve timesheets and you sign in only to find that your student(s) have not entered any time. 
• Email Rachel Russell if a student will no longer be working in your department. This ensures students don’t have the ability to enter time under your department and helps keep your eTime approval screen uncluttered by removing them from your view.

If you have any questions about any information, please reach out to Rachel Russell at rrussell@knox.edu. 

Notice of Non-Discrimination

In keeping with its commitment to equal rights since it was founded in 1837, Knox College particularly welcomes applications from members of underrepresented groups. Knox College does not discriminate on the basis of sex, pregnancy, gender identity or expression, race, color, creed, national or ethnic origin, religion or religious affiliation, sexual orientation or preference, age, marital or family status, disability, veteran status, or other status protected by applicable federal, state, or local law in admission, financial aid, employment, athletics, or any other aspect of its educational programs or activities. In addition, Knox College is prohibited by Title IX of the Education Amendments of 1972 and its accompanying regulations from so discriminating on the basis of sex.

The College official responsible for coordinating compliance with this Notice of Non-Discrimination is the Director of Title IX and Civil Rights Compliance. Any inquiries regarding Title IX or the College's policies that prohibit discrimination and harassment should be directed to the Director of Title IX and Civil Rights Compliance identified below. The coordinator will be available to meet with or talk to students, staff, and faculty regarding issues relating to this Notice of Non-Discrimination and the College’s policies and procedures.

Director of Title IX and Civil Rights Compliance
Old Jail 12 | Campus Box K-209
337 South Cherry Street
Galesburg, IL 61401
Phone: 309-341-7751
Email: cultureofrespect@knox.edu

Inquiries about the application of Title IX to Knox may be referred to the Director of Title IX and Civil Rights Compliance, the United States Department of Education’s Assistant Secretary for Civil Rights, or both. Individuals may also contact the U.S. Department of Education's Office of Civil Rights for additional information.

Office for Civil Rights
U.S. Department of Education-Chicago Office
500 W Madison St., Suite 1475
Chicago, IL 60661-4544
Phone: 312-730-1560
Email: ocr@ed.gov

Inquiries regarding the College’s policies regarding the Americans with Disabilities Act of 1990 (“ADA”), or Section 504 of the Rehabilitation Act of 1973 (“Section 504”) should be directed to either the Human Resources Manager or Director of Disability Support Services identified below.

For Employees:
Human Resources
Administrative Services Bldg - 112 | Campus Box K-200
368 South Prairie
Galesburg, IL 61401
Phone: 309-341-7543 or 309-341-7162
Email: hr@knox.edu

For Students:
Director of Disability Support Services
Stephanie Grimes
Umbeck Science and Math Center E111 | Campus Box K183
340 South West Street