Student Employment at Colby

All new and returning students, regardless of financial aid eligibility, may hold part-time campus jobs, and a large number of Colby students hold campus jobs each year. There are jobs available in most academic and administrative departments during the school year and over the summer. While priority is given to Federal Work-Study students and International Work-Study students to obtain the necessary hours to meet their financial aid earnings award, there are numerous work opportunities for all students who are interested in employment during the school year. In September, all students will have the opportunity to search and apply for campus jobs through Workday – see Helpful Workday Guides below. There is no off-campus work study.

 

Information for the Class of 2027:

Class of 2027 Student Employment Information

See you during the Move-In Resource Fair

How to Apply for Jobs on Campus

• Search for “Student Jobs” via Workday and ColbyNow.
• Look over the list of available jobs – find one that sparks your interest!
• Create a resume and cover letter specific to the job you are applying for (if this is required) – check DavisConnects’s website for references and examples or contact DavisConnects for assistance.
• Apply to the job through Workday – See “Helpful Workday Guides” below.
• Get interviewed and selected for a position.
• Get hired for the job in Workday by your hiring manager.
• Complete your I-9 with HR/Student Employment BEFORE you start working.
• HR/Student Employment hires you in Workday.
• Complete Workday to-do items (ex: Enter contact/personal info including SSN, W-4s/tax withholdings, direct deposit).
• Begin working and enter time each week.
• At the end of your employment, you may ask for a letter of recommendation from your manager as a reference!

Academic Year Student Jobs (From early September to mid-May)

Open student jobs during the academic year can be found in Workday.

1. Log in to Workday through myColby or Okta.
2. Search for “Find Student Jobs” and click on Find Student Jobs – CR (report).
3. Scroll through the available positions, reviewing job descriptions and pay rates.
4. Apply by clicking on the Apply button and uploading a resume and cover letter to express your interest.

See “Helpful Workday Guides” below

Student jobs are available generally from September through May.

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Summer Jobs (After commencement to the end of August)

There are numerous job opportunities available across campus for students and non-Colby employees over the summer. Summer jobs can be found in Workday and are typically posted in April.

1. Log in to Workday through myColby or Okta.
2. Search “Find Summer Jobs” and click on Find Summer Jobs – CR (report).
3. Scroll through the available positions, reviewing job descriptions and pay rates.
4. Apply by clicking on the Apply button and uploading a resume and cover letter to express your interest.

See “Helpful Workday Guides” below

On-campus housing and dining services are available for a fee on a limited basis. See Summer Employment for more information.

– Start your search early.

– Check ColbyNow as many departments place notices when they are hiring.

– Contact the manager on the job listing to request a meeting. Many times they appreciate meeting you and may actually hire you on the spot!

– Be prepared when making contact with potential employers – have your resume ready and your schedule available. This is critical since most work offers pertain to specific times.

– Be flexible and willing to try something new! Working on projects as a student employee connects you to the community beyond the classroom setting, and you will gain valuable experience in doing so. Explore all your options!

You are required to complete the below steps for your onboarding:

• Complete Form I9 in person in HR and in Workday
• Federal Taxes in Workday
• State Taxes in Workday
• Payment options/Signing up for Direct deposit in Workday

Under federal law, all new employees are REQUIRED to complete Form I-9 and submit documentation to verify their identity and their employment eligibility. You can find more information about the I-9 process on the U.S. Citizenship and Immigration Services website. Your I-9 document requirements will vary depending on your citizenship status and place of residence.

The Employment Verification Eligibility requirement includes students—new AND returning—to be completed ON OR BEFORE THE HIRE START DATE. We cannot complete your hiring process without a completed I-9 form.

• If this is your FIRST JOB at Colby, go to HR to complete this process.
  • You will need to fill out the I-9 form. You can find a copy here if you’d like to complete section 1 before you come.
  • You must bring ORIGINAL, unexpired document(s) for verification.
  • Note: A Driver’s License and/or Colby ID is NOT enough, however, a Driver’s License or Colby ID with a Social Security Card or Birth Certificate would be acceptable. Please review the document(s) list carefully before coming to HR.
• If you are a RETURNING STUDENT who has worked for Colby in the past, we should have a completed form on file and will check our records to verify.
  • If we need you to come to HR to complete or correct an existing I-9, we will contact you.
  • Note: you only need to complete this once while you are a student at Colby, so once this is completed you will be work-authorized for any future jobs.
• You may not start working or attend training or meetings until you are work-authorized; complete these items as soon as possible!

FORM I-9 OFFICE HOURS FOR STUDENTS:

Please plan to come to HR in Roberts 119 at these times or make an appointment with Student Employment for another time.

Monday and Thursday: email [email protected] to make an appointment

Tuesday, Wednesday & Friday: 8:30am – 12:30pm & 1:30pm – 4:30pm

Social Security Number

All students must have a Social Security Number (SSN) in order to be paid in the United States and receive the Form W-2 Tax and Wage Statement each tax year.

If you DO NOT have a Social Security card, you can apply for one at the local Social Security Administration office in Waterville, Maine. INTERNATIONAL STUDENTS should contact Aura Moreno ([email protected]) in Davis Connects for more information about this process.

To check to see if your number is already in Workday or to add it, please follow the directions below. If you have an ID listed under National IDs on step 3, you don’t have to follow the rest of the instructions.

1. Login to Workday through myColby or Okta
2. Click the person icon at the top and select View Profile
3. Select Personal and then IDs
4. Select Edit and then Change My Government IDs
5. Select the Plus (+) button under National IDs
6. Select United States of America under Country
7. Select Social Security Number (SSN) under National ID Type
8. Enter your SSN under Add/Edit ID
9. Submit

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Taxes

ALL Students are subject to U.S. taxes. At Colby you MUST complete forms W-4 and W-4ME; in Workday these are called tax withholding (federal and state) and are included in your initial inbox items. For more information about federal withholdings, click here. For more information about state withholdings, click here and select W-4ME from the list (instructions are included on the form). These forms determine how much tax is deducted from your paycheck and are connected to your annual income taxes (federal and state). If you still have questions about your withholdings please contact a parent, tax preparer, or other tax professional for advice (the College cannot give this advice).

International Students: The College does accept tax treaty benefits for students; students can claim those treaty benefits when filing a U.S. tax return.

If you have any questions, please reach out to [email protected] for more information.

If you need to change your withholdings please follow the directions below.

1. Login to Workday through myColby or Okta (this must be done on a computer/web browser as this option is not available on the app)
2. Select the Pay app
3. Select Withholding Elections under Actions
4. From there you can see your current elections and edit your withholdings

Number of Jobs – Academic Year

• The number of jobs a student may work is normally limited to one, unless the job does not provide enough hours to meet the student’s aid award. There is no annual earning maximum.

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Hours Per Week – Academic Year

• All positions combined should not exceed 12 hours per week, in order to allow sufficient time for academics and other Colby activities. (Note: There is a 3 hour addendum to allow for special occasions.)
• Students with special circumstances who feel that they need to work more that 12 hours per week should contact Student Employment and Student Financial Services.
• Financial aid recipients may earn more than the amount of student work in their aid packages, but are encouraged to discuss their need for additional earnings with a member of the Student Financial Services staff before exceeding the packaged amount.

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Hours Per Week – Summer

• Student employees may work up to 40 hours per week during the summer as a temporary employee.
• Students should not be scheduled to work overtime. Students who work more than one job should work with their hiring managers to ensure hours stay under 40 hours per week maximum.

Time Entry

All student time entry must be submitted online in Workday. Note: if you are not officially hired in Workday or if your start date is incorrect, you may not be able to enter time. Contact [email protected] and copy your hiring manager for assistance.

1. Login to Workday through myColby or Okta.
2. Select the Time app.
3. Select This Week.
4. Scroll through weeks if needed and click underneath the correct date that you worked.
5. Select the job you are entering hours for from the dropdown. (Do NOT use the default student employment option).
6. Enter the number of hours that you worked and click OK.
7. Once you’ve entered your hours for the week, select review and then submit. Your hours will be sent to your hiring manager for approval.
8. Your hiring manager’s deadlines to approve your hours are every other Monday by 10 a.m., the same week as the pay date. Make sure to submit your hours before the deadline to get paid on time.
9. If you miss the deadline you will be paid in the next paycheck.

For instructions on how to submit/edit time in Workday, please click here.

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Deadlines

It is the responsibility of both the student and hiring manager to submit and approve time in a timely manner. Hiring Managers must approve time by the deadline (i.e., every other Monday by 10 a.m., the same week as the pay date). By submitting and approving time, both the student and the manager attest to the accuracy of the hours worked. Any falsification of information on the student’s part could result in disciplinary action, up to termination.

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Pay

Student employees are paid on a biweekly basis (visit Payroll’s website for more information). You can find previous payment information in Workday under the Pay app or contact [email protected] if you have any questions or concerns about a payment. Note: If you see a $0.00 payment, it may be because it hasn’t been officially paid yet. Check the schedule to see when the next pay date is; this is when it should update and show in your account.

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Direct Deposit

Direct deposit into a bank account is the preferred method of payment at Colby College. Pay will be deposited on the Thursday following the end of the pay period. If under special circumstances you are receiving a check, it will be sent to your student mailbox after payday. You should receive a direct deposit inbox item in workday, but if you don’t receive this or need to change this information please follow the directions below.

1. Login to Workday through myColby or Okta (this must be done on a computer/web browser as this option is not available on the mobile app)
2. Select the Pay app
3. Select Payment Election under Actions
4. From there you can see your current elections and add, edit, or remove banking information

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Social Security

All students MUST enter a Social Security number in Workday upon hire in order to be paid in the United States. For more information please see the Social Security and Taxes section below.

The College relies on student employees in all facets of operation and expects a conscientious attempt on the student’s part to be a good employee. Student employees are expected to be

• Dependable
• Prompt
• Responsible
• Honest

Campus employment is, after all, optional. Students need to balance their academic and extracurricular activities with their work assignment. Departments maintain different policies and practices so student employees and  hiring managers should agree on the expectations upon hiring.

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The Student Employment Office is available to assist students who have questions or concerns about their particular job(s). We are here to support you!

1. Student Employment Flowchart
2. How to Apply for a Job
3. How to Withdraw an Application
4. Entering Government ID (SSN) or Entering Government ID (SSN) From Workday Profile
5. Entering Time (Condensed)(Step-by-Step)

How do I access Workday?

As an incoming or current Colby student, you will be given a Colby login. This will be THE SAME login you use to access myColby, OKTA, Workday, Moodle, and more. You can access Workday through myColby (in the panel on the right hand side), or through OKTA in the link below. If this is your first time accessing OKTA, you may need to set-up Multi-Factor Authentication (MFA). A guide to this can be found HERE. If you have any questions or need assistance, contact the Colby ITS Support Center ([email protected], P: 207-859-4222).

Click Here to Access OKTA

How does the employment process work?

Link to Student Employment Flowchart can be found HERE.

Why should I get an on campus job?

Having a job allows students to learn useful skills that translate into a professional setting beyond Colby. There are numerous campus jobs, and many students are able to find one that fits their interests and requirements.

How do I apply for a job?

To apply for a job, log into Workday HERE. Open student jobs during the academic year can be found in Workday by searching for “Find Student Jobs” and clicking on Find Student Jobs – CR (report). Summer jobs can be found in Workday by searching for “Find Summer Jobs” and clicking on Find Summer Jobs – CR (report).

How does work study help me get a job?

While having work study does not guarantee students a job, it does help. Students with work study are given priority to on campus jobs during the first two weeks.

Work-Study funds are not applied directly to tuition – instead, students earn funds via direct deposit that are meant to cover day-to-day expenses.

How many hours a week can I work? How many jobs can I hold at once? Can I only accept one job?

Students can work up to 12 hours per week, with a 3 hour addendum for special projects. Students are encouraged to apply to a variety of employment opportunities of interest. You can accept more than one job as long as the total hours do not exceed 12 hours per week. However, most students work just one job.

How do I submit my hours?

Log into Workday, select the Time app, and for each day worked, enter the correct number of hours. Be sure to choose the correct job from the drop-down menu, so hiring managers can approve the hours. At the end of every week (by Sunday morning), be sure to submit your hours so you can be paid on time. For instructions on how to enter your time, see the job aid.

When am I paid and how much?

Students are paid on a biweekly basis. The schedule can be found here. Additionally, the hourly rate is dependent upon the type of job. Colby’s rates are in accordance with Maine minimum wage laws. Different wage bands depend on the position, skill and qualifications. Colby has three wage bands. Contact your hiring manager for further information

Other questions?

Please contact the Student Employment Office ([email protected]), located in Roberts Room 119. Calling or emailing ahead is recommended!

1. Make sure you are set up to hire students (you need to have a JM supervisory organization). If you’re not sure, please contact [email protected].
2. Go to Workday (the link can be found through myColby or Okta).
3. Search “Start Job Requisition” and select the task.
4. Choose the Supervisory Organization (‘sup org’) for the job or keep the default. (Make sure to choose one with JM in the title; If you don’t have one, contact student employment.)
5. Select Add a Worker and indicate the number of openings. (If you think you may hire more in the future, add a few extra openings.)
6. Choose Job Profile by searching “Student.” (Please DO NOT select the Student Worker (PHJ) job profile.)
7. The Job Title, Job Description Summary, and Job Description will pull in defaults based on the Job Profile selected. Modify these fields as necessary. If you feel you need a more specific Job Title/Description, please contact Student Employment.
8. Select Colby College for the location.
9. Select Employee, Student (Fixed Term), Part Time and indicate the number of hours for this job. (The MAXIMUM during the academic year is 12.)
10. Verify the cost information is accurate. (If incorrect or paid by grant or gift, include the information in the comment section.)
11. Enter the start and end dates for the job under Recruiting Information. (Academic year runs the beginning of September to the end of May.)
12. Select Post Internally Only, Colby College, Student Jobs and Recruiting > Post Internally Only under Recruiting Information. (Note: For hiring returning students, you must post the jobs internally for students to apply to.)
13. Click Submit.

For a PDF version of these instructions, please see the “Helpful Workday Job Aids” section below.

1. Go to Workday (the link can be found through myColby or Okta).
2. Search for “View Job Requisition” task and select it.
3. Select the desired Job Requisition, searching either by the job requisition name or by selecting the job requisition from the list populated under the supervisory organization(s).
   1. Alternatively you can search for “My Open Job Requisitions” and select it to see a list of all your open requisitions.
4. Candidates can be reviewed by clicking the orange Review Candidates button or by selecting the Candidates tab near the top of the screen.
5. Once reviewed, candidates can either be moved forward in the hiring process or declined.
6. If declined, pick the Appropriate Disposition Reason. (Other Candidate Hired, Unable to Contact Candidate, Does Not Meet Qualifications, etc.)
7. If selected, check the box next to the student’s name and then click the orange Move Forward button, accepting the default Student Ready for Hire action.

NOTE: the Form I-9 MUST be completed and verified by a Student Employment Office/HR rep. before the student can begin working AND students are not allowed to work remotely, so they can’t work from out of state or abroad.

For a PDF version of these instructions, please see the “Helpful Workday Job Aids” section below.

All students MUST complete an I-9 ON or BEFORE their start date the same as any other employee. If you are hiring a new student please confirm with the Student Employment team that they have a completed I-9 on file before they start. Do not let students start before they have completed their I-9s and been officially hired in Workday as this is a federal requirement! Note: this includes providing all required ID(s), just filling out the form itself does NOT mean that they’ve completed their I-9.

For more information please see the “New Hire Requirements” section above for students or contact us at [email protected].

You can review your student employee’s time in Workday under the Team Time app. Time students have entered should appear in your Workday inbox to be reviewed and approved.

Hiring managers must approve time by the deadline (i.e., every other Monday by 10 a.m., the same week as the pay week). See the bi-weekly Payroll schedule for students here.

By submitting and approving time, both the student and the manager attest to the accuracy of the hours worked. Any falsification of information on the student’s part could result in disciplinary action, up to termination.

For a PDF version of these instructions, please see the “Helpful Workday Job Aids” section below.

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For each student all positions COMBINED should not exceed 12 hours per week, in order to allow sufficient time for academics and other Colby activities. (Note: There is a 3 hour addendum to allow for special occasions.) Exceptions can be made for students with special circumstances, but they need to contact Student Employment and Student Financial Services to determine if they qualify.

Departments maintain different policies and practices so student employees and hiring managers should agree on the expectations upon hiring. Students need to balance their academic and extracurricular activities with their work assignment. Campus employment is, after all, optional.

The student employment office is available to support hiring managers who have issues with unsatisfactory employee performance.

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Hiring Managers are expected to support and guide their student employees including outlining expectations, providing clear direction on duties, and providing timely feedback on performance as needed. Hiring Managers should track hours worked and approve time each week per payroll’s deadlines. Ask for assistance as needed!

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Resources for Student Employment:

• Student Training Checklist
• Student Employee Responsibilities
• Confidentiality Agreement
• Student Performance Evaluation Form
• Time Management
• Resolving Conflict
• Talent Development Current Schedule

• Student Employment Flowchart for Hiring Managers
• How to Post a Job
• Review and Hire Students
• Time Tracking – Manage Your Teams Time Job Aid (Condensed)(Step-by-Step)
• Using the Team Time App
• How to Close a Job Requisition
• How to Manage Email Notifications From Workday

How do I access Workday?

You can access Workday through myColby (in the panel on the right hand side), or through OKTA in the link below. If this is your first time accessing OKTA, you may need to set-up Multi-Factor Authentication (MFA). A guide to this can be found HERE. If you have any questions or need assistance, contact the Colby ITS Support Center ([email protected], P: 207-859-4222).

Click Here to Access OKTA

I’m looking for a specific app on Workday, how do I find it?

You can find all your apps in the Menu in the upper left corner. If you can’t find the app you are looking for, there should be an “Add Apps” button at the bottom where you can search for any apps not on your menu list. You can also make shortcuts in the menu to actions that you use frequently. Just click “Add Shortcuts” and search for the shortcut you want to add (for example “Start Job Requisition”).

How do I post a student job?

To post a student job, you’ll create a job requisition by searching “Start Job Requisition” task in Workday. See the “Posting a Job” or “Helpful Workday Job Aids” sections above for instructions.

I need to hire a student. What do I do?

To hire a student in Workday, go to your job requisition to see your candidates by searching for “View Job Requisition” report in Workday. See the “Hiring Students” or “Helpful Workday Job Aids” sections above for instructions.

Can I hire more than one student through one search?

Yes! You can hire as many students as you need to for each job. When you start a job requisition, you will add the number of openings then.

I know which student I want to hire. Do I still need to post a job in Workday?

Yes. Once you post the job, ask the student to apply for it. Then, you can hire them!

I know which student I want to hire but they have not yet applied for the job. What instructions should I give to the student?

Direct your student to the “Student Employment Calendar and Applying in Workday” section of this site to learn how to apply for a job.

If I want to reference a job description I used in the past, how do I find it? 

To find information on old jobs (including the description), search “My Recent Job Requisitions – CR” in Workday.

Once I create a job description will I have access to it for future searches?

Yes. Once the job description has been created it can be used in the future. To find information on old jobs (including the description), search “My Recent Job Requisitions – CR” in Workday.

Who can I call if I need help?

See the “Contact Information” section below.

I have a job that is completely computer based, can I hire a student who is at home or abroad?

No. Student employment jobs are not eligible for remote work per the federal government. You need to hire a student who is on campus for your job.

I want to limit the number of email notifications I receive from Workday. How do I do this?

Create a daily digest so notifications are received in batches each day in your email. See the “Helpful Workday Job Aids” section above for instructions.

What should I do if I will be out of the office and unable to approve my student employee’s hours for a period of time?

Contact [email protected] and we will help you assign a backup.

How does a student get work authorized?

See the “Student Employment Authorization – I-9s” section above.

Who does employment verifications for student employees?

Human Resources does employment verifications for student employees. Requests should be sent to [email protected].