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).