Hiring Student and Temporary Staff FAQs
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 complete the CHHS Temporary Staff Request for budget approval. This approval is required before beginning the hiring request process for all temporary staff positions funded by college resources. 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 from this website form link to ensure you have the most up-to-date form.
Note: Temporary staff positions funded by grant funds do not require prior budget approval. Approval for these positions comes from Research & Innovation (R&I).
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?
Graduate Assistant (GTA, GRA, GA)
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. Links to the surveys are provided below:
After we receive the approval notification from the Graduate School, our Hiring Department can proceed with the hiring and enter the student into the EPAF system.
For Hiring a Graduate Hourly Employee:
To hire a Graduate student 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 (Hourly and Assistantships) and work-study students can only be hired on a semester basis. The hiring periods are as follows:
- Fall Hires: Can work from August through December. Submit hiring forms in June
- Spring Hires: Can work from January through May. Submit hiring forms in November.
- Summer Hires: Can work from June through July. Submit hiring forms in May.
How many hours can a student employee (undergraduate and graduate) work in one week?
Student employees are students first. They can work up to 20 hours per week (FTE of 0.5) across all campus jobs. Please be sure to check with your hire about any additional campus jobs they may have when you hire them so not to exceed 20 hours per week across all campus jobs.
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.
I-9 Employment Eligibility Verification:
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. This step is only necessary for new students who have never worked at UNCW in any capacity.
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.
Note: This step is NOT necessary for re-hire students, as they have already completed an I-9 form with UNCW.
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.
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 SeaNet 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.
How long can a Temp SHRA employee work?
Temp SHRA Staff hires can work consecutively for eleven 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 if I have hired 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.
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.