Campus Employment Policies and Procedures

Campus Employment Policies and Procedures

Updated 8/12/2019


General Employment

1.   All half time to full time students are eligible for employment. Graduated seniors are NOT eligible for employment.

2.   Students may hold only one contracted campus job at a time with the following exceptions:  Food Service (cafeteria and Hub), Maintenance and RSC Holiday/Break Crew.  If this is the case, the student may hold no more than two contracted positions (e.g. cannot work at the Hub, café, and another contracted position).

3.   Students who desire a job should search for employment opportunities through and department supervisors.  If you need assistance in finding and applying for a job, you can seek out the Student Employment and Payroll Coordinator located in the Human Resources office in the lower level of Zwemer Hall for assistance.  

4.   Students receiving scholarships for art, music, theatre and athletics are eligible for a campus job.

5.   Off-Campus tutors must qualify for federal work study.

6.   Students involved in the following are eligible for an additional contracted campus job: (The list below includes non-contract jobs paid out of department budgets).

Tutor (On-campus)

Cleaning after Football & Basketball Games


Junior Scholar

Snow Removal

Admissions Calling


Chapel Lighting

Early Arrival Team


RSC Holiday / Break Crew

Music Set Up / Recorders

Art Assistants

Student Government

Orientation Co-Leaders

Intramural Coordinators

Event Staff (parking, set up, etc.)

Peer Mentor for NEXT Program

Lilly or outside grant funded positions

 Concession Managers



Students Receiving the Faculty/Staff Waiver:

1.   Students who receive the waiver are allowed to hold a contracted job as long as they live on campus.

2.   Students may not be a direct report to their parent.  (They may work in the same department, but may not be under the direct supervision of their parent).



1.   Department heads are responsible for their annual employment budget.  All budgets include campus employment during both the school year and summer. 

2.   When hiring each spring, departments should reserve 1/3 of their open positions for incoming freshman.  Supervisors are responsible for contacting these freshmen with work information via e-mail or campus mail before they arrive on campus.

3.   Supervisors must turn in contracts to the Human Resources Office for each employee hired and also fill out the appropriate forms.  Supervisors should also notify the Human Resources Office when students quit or are terminated and who will be replacing them.

4.   Supervisors should advertise jobs through  


To ensure this process runs smoothly, the following items must be completed before a student may work.  These forms only need filled out once, they do not need to be filled out every year (unless a student needs to make a change to one of the forms).


When to fill out


Where to find?

                                I-9 and W-4’s

Before starting 1st campus job

Human Resources Office

Students may look on My Checklist OR

Supervisors may look on J:Drive/Campus Employment/Pre-Employment Forms

Direct Deposit Authorization Forms

Before starting 1st campus job

Human Resources Office

Students may look on My Checklist OR

Supervisors may look on J:Drive/Campus Employment/Pre-Employment Forms


Needs to be completed for each job a student holds

Human Resources Office

J:Drive/Campus Employment/Pre-Employment Forms/2019-2020 Contracts OR

MyNorthwestern/Work Study/Campus Employment


Time Clock Procedures (Effective 8-15-2013)

1.   The pay period during the academic year for all student workers is the calendar month.  Time sheets should be turned into the Human Resources Office on the first work day following the end of the month.  The payroll check date will be approximately the 10th of the month. 

2.   Students are required to electronically log their hours worked through the WorkStudy tab found on the MyNWC portal system.  After the supervisor approves and signs, times sheets should be sent to the Human Resources Office.  (Note for Student Assistants (TAs): you are responsible for printing your own time sheet and submitting it to your supervisor for approval and their signature).  

Campus Employment Supervisor Responsibilities

1.   Determine the number of student workers your office / department will be hiring. 
         a.   This is determined based on the budget report you receive. 

2.   Advertise Positions on NWC's job search site (Handshake)
         a.   Current job descriptions for your department can be found on the J:Drive/Campus Employment/WS Job Descriptions
         b.   Include preferred contact information, preferably an email address
         c.   Post jobs between April 1 and May 1 for upperclassmen (only 2/3 of your job openings)
         d.   Post jobs July 1 until filled for incoming freshman (1/3 of your job openings)
3.   Hire your student workers (graduated seniors are not eligible)
         a.   Students should apply for your job via Handshake, in person or via email.  Going forward we are encouraging students and supervisors to use Handshake exclusively.  
         b.   An application example can be found on J:Drive/Campus Employment/Sample Application
         c.   Have students complete a contract for their contracted jobs.
         d.   Send contracts of your hired student employees to the Human Resources Office (lower level in Zwemer Hall).  Remember to email students who were not selected for your job to let them know they were not selected so they know to apply for other jobs.
4.   Before a student can work for you, please ensure the following is complete:
         a.   Check to make sure all their pre-employment forms are filled out.  Forms needed before they can work and before they will be paid are:  I-9 Form, W-4 Federal Form, W-4 State Form, and Direct Deposit Form.  
                  i.  Look on excel spreadsheet entitled "Campus Employment" to see if forms are complete on J:Drive/Campus Employment/Pre-Employment Forms.
                  ii.   If students need to complete a form, direct them to MyChecklist or you can print forms for them from J:Drive/Campus Employment/Pre-Employment Forms.
         b.   Ensure you have a signed contract from the student.
2019-2020 Contracts
Summer Contracts 2019
Title Description File type

Want to Get Paid?

Prior to processing any student payroll, all pre-employment forms need to be completed.  Required forms are the direct deposit agreement, federal and state W-4's and the I-9.  Along with completed I-9 form, two valid forms of ID will need to be shown (examples include: driver's license, social security card, birth certificate, passport).  

Direct Deposit Agreement - Student

Federal W-4, 2020

Iowa W-4, 2020



Once students obtain employment on campus, it is required of students to electronically log their hours worked.  This is done through the WorkStudy tab found on the MyNWC portal system.  After supervisor approval, time sheets should be dropped off at the Human Resources Office (lower level, Zwemer Hall).