The following human resources related policies/topics apply to students of KSAS and WSE who are hired into a student position within the university. Should you have any questions or need assistance regarding these or other student employee-related issues, please contact the Office of University Experiential Learning at 410-516-8400 or email us at stujob@jhu.edu.
JHU students on university payroll must be removed from their student position(s) once they confer/graduate unless they
have been admitted into a full-time JHU masters or PhD program. Post-docs must be removed when their appointment ends.
For complete instructions, please click the appropriate tab below:
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.
Hiring Process
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:
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/
Work-study is a federally funded program that pays a portion or all of a student's wage,
depending on the position and type of work-study award. The 3 types of work-study our students are awarded include:
Traditional, Community Service, and America Reads.
Intersession FWS Announcement (updated 12/4/2023)
Summer FWS Announcement (updated 5/1/2024)
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.
Each year, academic departments present cash awards and prizes to their students.
The process for these type of payments depend on the nature and/or purpose of the gift.
Thus, you must first determine if the nature of the award/prize is employment or non-employment related
Employment-Related: These include the Research Poster Award, Graduate Teaching Awards, the Science Service Award, etc. The payment would be processed through the payroll system in accordance with the university finance/controller web site which states, 'in the event that the award or prize is employment related it would be treated the same as those given to employees - it would be taxable as compensation and must be paid through payroll'. Source: https://apps.finance.jhu.edu/policyapp/APTRV-PL-24.policy
NON Employment-Related: These include the Undergraduate Research Award, WSE Convocation Awards, the Dean's Safety Award, etc. Payments for awards and prizes presented to students in recognition of academic achievements/pursuits -and- are not directly linked to a wage position, would be processed through Accounts Payable. This is in accordance with the university finance/controller web site which states, 'awards and prizes given to non-employees including students are to be paid through Accounts Payable directly to the recipient of the award'. Source: https://apps.finance.jhu.edu/policyapp/AP-TRV-PL-24.policy
Wage increases for undergraduate and/or student hourly positions are determined by the individual hiring department and
granted based on the department's specifications. Some departments grant increases after a designated training period while
others offer increases once a student has reached a certain number of hours worked. Most departments, however,
provide an increase on an annual basis in conjunction with an annual performance evaluation. Increases for graduate students,
working within their graduate department, are determined by their individual graduate departmental/program policies.
The appropriate reason code to be used when processing a salary change for students is 03-General Increase.
Visit Student Performance Evaluation Form Template.
Degree seeking students registered at least half-time (6 credits) in the Krieger School of Arts and Sciences (KSAS) & the Whiting
School of Engineering (WSE) are eligible to work through the Office of University Experiential Learning. Other
KSAS and WSE students who are eligible to work though University Experiential Learning include:
For payroll purposes, reason code Leave of Absence (LOA) may not be used for individuals
hired into a student job classification, this includes postdoctoral fellows. The only exception is for postdocs
who are approved for short-term disability. Please see below for more information.
Should a student be placed on 'Academic LOA', they must be removed from the payroll system or be transferred to a full or part-time staff position. The effective date of the ISR must be the date the student declares they will stop working toward the completion of their degree. This date can be found on the application for LOA.
Should a student sustain a work-related injury, the student's supervisor must immediately submit a
Report of Incident form (PDF).
The goal of the hiring department should be to foster their student workers by providing constructive feedback
aimed to enhance the student/s work performance and professional development. We recommend that all student workers be evaluated, at least annually.
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.
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:
Below is a guide addressing when it is appropriate to terminate a student position -verses- reassign a student based on
SAP functionality and tax requirements (i.e., Wage vs. Fellowship). This does not negate
any additional processing requirements for University Experiential Learning
Students are eligible for nonresident status provided they have: