The process as described below is to be used when employing graduating undergraduate (personnel subarea U007) or graduate (personnel subarea U008) students in a casual staff position. If hiring an international student, VISA restrictions may apply; please contact the International Office before hiring non-US citizens.

• Hire into a casual position with the same or similar duties in the same department and at the same rate of pay unless their hourly rate as a student employee is below the minimum for the CA salary range (see Compensation website for current minimums: https://hrnt.jhu.edu/compensation/salary/
• Hire as a casual employee - Employee Group 5.
• Casual employees cannot work more than 28 hours per week nor exceed 987 hours in a 12 month period. Departments must monitor this.
• Non-employee fellowship recipient positions (employee group 8, subgroup 20) are excluded from this process and must be treated as new staff positions and are therefore, subject to the full requisition process which includes application, background check, etc.

Hiring Process

• No personnel requisition is required unless hiring employee in a position in personnel area UN02 (SOM).
• If a personnel requisition is required, a background check and Occupational Health clearance is also required.
• No new I9 will be required.
• Direct deposit of earnings (if applicable) will continue.
• No new tax forms will be required.
• Active parking deductions will continue.
• Initiate Position Create ISR to create a casual staff position if a vacant staff position is not available. Do not process a Position Maintain ISR to change the student position to a casual staff position; doing so could create data integrity problems if the correct date is not used when making position changes.
• Initiate a Reassignment ISR to hire into casual staff position.
• In the Comments Section of the Reassignment ISR, indicate the following:
  • Changing from student to casual staff position
  • Issue new employment dates
  • Indicate which personnel number (pernr) to reassign
    - Pernr issued to the student while employed in your department
• All active student pernrs (includes temp-inactive) except for the pernr being reassigned must be terminated before HRSS can process the reassignment ISR. Please view the Employee Directory to search for other active pernrs. This SAP transaction can be found in the Enduser Role folder or by typing in ZHPR_DIR into the transaction box located on the SAP Easy Access window. If an active pernr exists in another department, please contact department directly or the appropriate central office (Student Employment, Financial Aid, Student Accounts) to have position(s) terminated.

Ph.D. candidates have officially completed their degree requirements after the Graduate Board approves his/her candidacy and after the President has signed off on the official degree roster. This occurs three times per academic year: in late August, December and May.

Once Ph.D. candidates have completed their degree requirements and have all appropriate documentation approved and signed, they must:

• be removed from the university payroll system or
• receive a post-doctoral appointment with a student payroll status change or
• be hired into a staff position

Exception: Ph.D. candidates who have completed their degree requirements and received a postdoctoral appointment from the university may be reassigned prior to their degree conferral, provided a copy of the thesis submission is provided to the appropriate dean's office before the appointment is slated to begin. In the comments section of the ISR write: "A copy of the thesis has been submitted to the Dean's office."

PhD & Grad Students in F-1 and J-1 Paid by Stipend

Students receiving a stipend who wish to undertake additional on-campus employment during fall or spring semester would only be eligible to do so if the position qualifies for Curricular Practical Training (CPT). Please contact OIS at ois@jhu.edu to determine if CPT is necessary. Students requiring CPT need to allow time for the authorization process before beginning their new position.

The following OIS webpage explains the scenario for grad students paid by stipend. Visit: https://ois.jhu.edu/Students/Current_F1_Students/F-1_Training_and_Employment/OnCampus_Employment/

View Key Dates and Eligibility Chart, FAQ, and more..

The dates for traditional undergrad FWS will run from 8/26/24 - 5/13/2025 for the academic year 2024-25. View Summer 2024 FWS Announcement

If you have any questions about this information, please contact Quinton Taylor (x6-8028) or Nick Lantz (x6-8400).

The guidelines used by the JHU Office of Student Financial Support defines Community Service as work that improves the quality of life for community residents, particularly low-income individuals, or work that solves particular problems related to the needs of the community. It consists of work in fields such as education, health care, social services, recreation, and community improvement, among others.

For America Reads, the work must specifically involve tutoring preschool and/or elementary-aged children in the areas of reading or math.

Please Note: For a student job to be classified as Community Service or America Reads it must FIRST be identified and approved as such by SFS.

If you think that your student job qualifies as Community Service/America Reads please contact the Office of Student Financial Support.

Summer FWS
Summer FWS for undergraduates is typically limited to Community Service/America Reads. Therefore, before submitting a summer position to the Student Employment website it must first be approved by SFS should you wish to require FWS. The only exception is FWS jobs limited to Graduate Students only. Find more information on Summer FWS.

Use these Z-Codes in the 'Base Pay' section of ISR Forms.

FY 24-25 - updated 7/09/2024
FY 23-24 - updated 5/24/2023

Consistent with its obligations under Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990, and the Americans with Disabilities Amendments Act of 2008, the university provides reasonable workplace accommodations to qualified employees with disabilities. A reasonable accommodation is a modification or change in the workplace or the way things are customarily done that provides an equal employment opportunity to an individual with a disability.

Questions regarding this policy should be directed to the ADA Compliance and Disability unit in the Office of Institutional Equity.

Consistent with our obligations under federal and state law, the university is committed to assuring compliance when hiring and paying students. All departments who hire students must adhere to the following employment guidelines. Failure to adhere to these standards place the university at risk of being non-compliant with state and federal employment laws.

• Hiring & Payroll: Under the Maryland wage payment law, an employer must establish a regular pay period and provide notice to the employee. The employer must then pay the employee according to the pay period from the outset of employment. Simply put, a new student hire must be paid in accordance with the next pay cycle from the first date of hire, based on established cutoff dates.
• Wages & Overtime: The Fair Labor Standards Act applies to students on university payroll. This means that all JHU student positions must be based on the Maryland State Minimum Wage -and- overtime pay of one-and-one-half-time the regular hourly wage applies for all hours worked over 40 per week. Please note: Student work hours are limited to 19.9 per week during periods of enrollment.
• I-9 Form: The U.S. government requires all employers to verify eligibility to work for each person they hire. As part of that verification process, a Form I-9 must be completed by all employees, including student employees. This refers to students who are new to the university payroll system or students who have had a break in service. The I-9 must be completed within 3 days from their first day of work for pay. Students must make an appointment with the office of University Experiential Learning to complete the I-9.

If you suspect a student of dishonest or criminal misconduct on the job (i.e. falsifying hours on timesheets, forging supervisors signature, theft of office property, unauthorized use of computer accounts, etc.), you must immediately report your suspicions to the director or lead payroll contact of University Experiential Learning. You are asked to provide as much detail as possible.

Upon notification, University Experiential Learning takes the following steps:

• University Experiential Learning alerts the associate dean of student conduct; this will include a short brief of case details. If the student's position is funded by Federal Work-Study, University Experiential Learning will also notify the director of student financial support.
• University Experiential Learning gathers all relevant documentation and compiles a comprehensive report for the dean's review. Based on the nature of the case, University Experiential Learning may suspend student employment privileges, pending the investigation.
• The dean determines if a conduct hearing is in order; based on the findings, disciplinary action is determined.
• In cases where Federal Work-Study funds are involved, and if found guilty, the award will automatically be rescinded for a period to be determined by the Office of Student Financial Support.
  
  The Office of the General Counsel, under the advisement of the director of student financial support, will notify the DOE of any information pertaining to fraud or other criminal misconduct in violation of the Title IV program.