Hiring a Student Employee Checklist

(You must follow this hiring procedure every Academic Year for each student to be hired)

After you have found the student you would like to hire you must complete the following steps:

_____ Determine if the student has completed the following forms with the Student Employment Office (SEO):
  • I-9 Employment Eligibility Verification
  • W-4 State Federal & City Withholding Tax
_____ Are you able to enter the student into the online timeclock?  If so, the student has completed the necessary paperwork.
_____ If the student has not completed these forms, direct them to SEO-Human Resource Office located in the Campus Safety Building to do so.
_____ Inform the student that until the I-9 and Tax forms are completed that they will not be put on the work schedule or allowed to work.
_____ Note: Students who have previously been employed on campus do not need to complete new I-9’s and tax forms each year.

Do not put the student to work until the forms are completed.

_____ Determine with the student their availability to work in your department
_____ Are they already employed as an Albion College student employee in another department?
_____ If so, how many available hours can they work in order to stay within the allowed 20 hours per week?
_____ AFTER student has all necessary paperwork submitted to SEO, provide the student with a work schedule. Schedules can be weekly, monthly or for the full semester.
_____ Inform the student whether or not their position will require them to use the Online Time Clock System to log their work hours. In most instances students should be paid an hourly wage unless the nature of the position make it impossible to determine an hourly rate such as research positions, Resident Assistants, etc.
_____ If using the online time clock, provide basic navigation and train for the TimeClock site so  they can begin to familiarize themselves with how the time clock works. Please also make the student aware of the frequency in which they will be paid.
_____ If not using the online time clock, inform the students how their work time is to be recorded and the frequency that they will be paid. If you are not using the timeclock, you must make arrangements with the Student Payroll Supervisor PRIOR to hiring the student.

Vision Insurance

Is a voluntary, 100% employee-paid vision care program. Covers one complete eye exam in any 12 consecutive month period with a $10 copay (VSP network doctor). Prescription glasses (lenses and/or frames) a combined $25 copay. Lenses every 12 months and frames every 24 months. Medically necessary contact lenses $25 copay.

How to enroll and participate:

  1. Enroll during Open Enrollment or within 30 days from initial hire. Contact Human Resources for enrollment paperwork or download from the forms page.
  2. After enrolling, Choose a VSP doctor.  Visit or call 1-800-877-7195 to find a participating doctor.
  3. Make an appointment with the doctor indicating you are a VSP member.
  4. No claim forms needed.


Voluntary Supplemental Income Insurance - Aflac

The Aflac Supplemental Income Insurance is a voluntary, 100% employee-paid program for full-time, benefit eligible employees. There are two products offered: 1) Accident/Injury plan and 2) Critical Illness plan. Each employee who chooses to enroll, creates a contract with AFLAC and the College's role is to collect the per-pay premiums through payroll deduction/reduction. The AFLAC products do not replace any existing benefit. It is an additional voluntary benefit offered at a group rate.


How to enroll and participate:
  1. Review the Plan Information for benefit details (see below "Enrollment Resources")
  2. Enroll during Open Enrollment or within 30 days from initial hire. Contact Human Resources with questions.


Aflac Representative

Chris Bouldrey

(269) 998-9950 (cell)

(517) 524-8334 (fax)


Send completed forms to Human Resources (KC 4664 / 1003 E. Cass Street)


Enrollment Resources

pdfPlan Information

pdfEnrollment Form


Claim Resources

pdfAccident Claim Form

pdfCritical Illness Claim Form

pdfWellness Form (Accident Plan)

pdfWellness Form (Critical Illness Plan)






Note: In order to work, you must be deemed eligible to work on campus by Student Employment. If you have held any other campus job you are all set. If you have never worked on campus before, you should complete the student employment registration process now. For more information on how to register for student employment please visit the Student Employment web site at:


Albion College understands student employees are students first and employees second. Students are expected to meet their commitments to the employment arrangement, arriving on time, completing work during scheduled hours and otherwise acting with dignity and respect for supervisors, staff, other students and other members of the College Community.

Albion College does not tolerate discrimination or sexual harassment in the workplace. Complaints should be referred immediately to the attention of the employee’s supervisor, manager, department chairperson or directly to the Office of Human Resources, 629-0205.

Students are limited to 20 hour per work week for all campus jobs. The work week runs from Sunday through Saturday regardless of when a pay period begins or ends.

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