Announcements
Student Hiring Policies
The Electronic Payroll Authorization Form (EPAF) system for student hires requires that supervisors of student employees, timesheet approvers or proxies, and any administrative personnel who submit PAs complete training and pass an associated quiz before hiring students.
Resources for Faculty and Staff
The SEO has developed useful resources for supervisors of student employees for hiring, training and evaluation, including: interview questions with screening template, student onboarding checklist, warning notice form, request for additional hours (temporary), student employment acknowledgement letter, a performance evaluation template, and more. See the resources here or on our Forms and Documents page.
Hiring Information
Important Fall Hiring Information and Answers to FAQs:
Chicago Paid Leave Ordinance:
Effective July 1, 2024, Illinois Tech has updated our vacation and sick leave policies to align with the new Chicago Paid Leave and Paid Sick and Safe Leave Ordinance. Under this ordinance, eligible employees who were previously not covered under Illinois Tech’s sick or vacation policies may now accrue paid leave.
Please review our sick (6.01b and 6.02b) and vacation (7.04a and 7.04c) leave policies for more in-depth details.
Who is affected by this new leave ordinance?
Regular full-time and part-time staff employees who are scheduled to work at least 23.25 hours per week will not be affected by this new leave ordinance. Current Illinois Tech sick leave (6.01a and 6.02a) and vacation (7.04b) policies provide time off greater than or equal to what is required by this new ordinance for those employees.
The updated sick leave and vacation policies will specifically impact non-benefits-eligible employees and part-time employees who work fewer than 23.25 hours per week, including temporary employees, student workers, and part-time faculty, as well as full-time faculty.
Student Employment Supervisor Refresher/Training:
On September 6, 2024 from 10am to 12pm Student employment will be offering a virtual Supervisor Refresher/Training for all student supervisors. There will be a Microsoft form sent out to all supervisors in the last week of August to sign up.
Manual Entries Single/Stipend PA:
If you are submitting a single or a stipend Paper Payroll Authorization for payment and it needs to be entered manually - In the comments section of the PA the biweekly hours breakdown for the amount is now required.
Fall New Hires:
If you plan to hire new or returning students to begin working Fall 2024, you can start entering your EPAFS on Sunday, August 4th. This will allow your new/returning hire time to complete their portion of the hiring process. Remember all students have to be compensated for any and all training. Please be mindful when you are entering your start dates. The auto populated end date is 6/30/2025.
Switching from Non FWS to FWS:
If you are switching your student from Non FWS to FWS a new EPAF has to be submitted. A Termination is needed to switch over from Non FWS to FWS. You can send the termination form to Kathryn Potts, kpotts1@iit.edu for processing.
Pending EPAFs Status:
If you want to know the status of the EPAF you entered – you can do so by clicking on the “Check PA Status” at the bottom of your EPAF for hiring student’s channel.
Approving EPAFs:
Just a Reminder: All EPAFs are approved on the Friday before the start date on the EPAF. If an EPAF is “In progress” Check 1st with the student and then with your 2nd Approver to ensure that they have completed their portion of the hiring process.
Walk in Hours:
Student employment walk in hours are held Monday through Friday from 10am to 4pm in the IIT Tower on the 13th floor in the HR department.
Hiring Paperwork:
All hiring paperwork along with verification documents must be submitted in person during the Walk – In hours for processing. SEO cannot process online documents.
Minimum Wage:
The minimum wage is $16.20 per hour as of July 1, 2024.
20 Hours per Week:
Beginning Monday, August 19, 2024 - Students are only allowed to work 20 hours per week (in combination of all jobs they work on-campus) Please confirm if your student has 1 or more jobs. Please monitor their hours carefully.
Federal Work Study:
If you are hiring FWS students the account should be 6309. You must select the Position Control # that begins with a “W”. The FOAP will automatically populate. If you do not choose the W for FWS your department will be paying the student(s) out of your department’s budget. Non- FWS students' accounts will populate to 6307."
Student FWS Allocation:
Just a note: In order to hire a student that has FWS – they have to accept their award in the Illinois Tech Portal.
Handshake Job Postings:
If you post a job in handshake – please send the job ID number to Kathryn Potts at kpotts1@iit.edu so that the job can be reviewed and approved.
GFS Hires:
DSS has been renamed to GFS (Graduate Funding System) Beginning this fall all GFS positions must have an offer letter, no exceptions. The Office of Faculty will provide a template for stipend positions. Please contact Dionna Anderson (danderson1@iit.edu) for the template and instructions.
Graduating Students:
For all students graduating December 14, 2024 please note that their last day to work as a student on campus is Friday, December 13, 2024. All December Graduates jobs will be terminated by Student Employment. If you would like to have your student continue working with your department you will need to contact your HRBP HERE to start the process to hire them as a temporary employee.
W2’s and Payroll Questions:
Going forward for all payroll inquiries – please contact payroll@iit.edu for assistance
Employment Law Reminder:
Employment law states that students are not permitted to start working until all paperwork has been submitted and approved. Students must wait to receive an email from the Office of Student Employment stating they can work. Failure to submit paperwork will delay your on-campus start date. Unless otherwise noted students only have to submit the paperwork one time to the student employment office for processing.
As always, we welcome your feedback and questions and appreciate your efforts as supervisors and mentors to our students. Please continue to stay safe.
Questions? Please Contact
- Kathryn Potts, Student Employment Manager/Business Partner/Specialist, kpotts1@iit.edu
- Terence Allen, Student Employment Talent Acquisition Assistant, tallen15@iit.edu
The Student Employment Office
10 West 35th Street | IIT Tower, Suite 13F4-3 | Chicago, IL 60616
seo1@iit.edu | Student Employment Website
Federal Work-Study Allocations
- 75% of students' earnings will come from the FWS program
- The remaining 25% will be paid by the department up to the eligible award amount.
Employment Compliance
Employment law states that students are not permitted to start working until all paperwork has been submitted and approved. Students must wait to receive an email from the Office of Student Employment stating they can work. Failure to submit paperwork will delay your on-campus start date. Unless otherwise noted students only have to submit the paperwork one time to the student employment office for processing.
Please follow the processes on this website for hiring students.