Posted 9/15/22

Attention Hiring Managers:  Whether you know of who you plan to hire for student workers or not, you need to start the process in Workday including posting a job. See details here. For other helpful resources, see Hiring Manager Resources under Other Information near the bottom of the page. Sign up for our virtual drop-in sessions. Click here to view the schedule.

Attention Student Workers:  The College is required to have a completed Form I-9 (Employment Eligibility Verification) on all employees, including students—new AND returning—on or before the start date.

  • If you are a new worker to Colby, you will be prompted to complete section 1 in Workday, followed by a notification to go to HR to show proper ID.
    • You must bring original document(s) to HR for verification.
  • 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.
  • Contact [email protected] with any questions you may have or to make an appointment to complete the employment paperwork.
  • FORM I-9 OFFICE HOURS FOR STUDENTS:  10:00 a.m. – Noon AND 3:30 – 4:30 p.m., Monday-Friday in the Hurd Room in Roberts 111C; please plan to come to HR at these times or make an appointment with student employment for another time.

Student Employment is an opportunity to connect with the Colby community, contribute to the campus experience, and to provide a pathway to career readiness. Our office is here to help you in a variety of ways and is excited to utilize Workday as the digital platform for student employment opportunities.

We aim to create an environment where students learn and grow while challenging themselves in new ways. Through student employment, students gain skills that they can take with them after Colby and into the professional setting. From working at a library, in an administrative office, or in a research laboratory, campus jobs can teach critical professional skills – interpersonal, teamwork, project management, and more.


About Student Jobs

General Information

All 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 virtually every academic and administrative department during the school year and over the summertime. 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. There is no off-campus work study.

First Year Students

Welcome to the Class of 2026! This information will give you an in-depth overview to student employment at Colby.


Finding a Job

Student Jobs

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

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

  1. In Workday, Search for “Find Student Jobs” and clicking on Find Student Jobs – CR (report).
  2. Scroll through the jobs and review job descriptions which can also be found in the job book.
  3. Apply by clicking on the Apply button and uploading a resume and cover letter to express your interest.

Student jobs are available generally from September 1 to May 31.


Summer Jobs (After commencement to the end of August)

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

  1. In Workday, search Find Summer Jobs and clicking on Find Summer Jobs – CR (report).
  2. Scroll through the jobs and review job descriptions which can also be found in the job book.
  3. Apply by clicking on the Apply button and uploading a resume and cover letter to express your interest.

On-campus housing is available for a fee on a limited basis. See Summer Employment for more information.

Number of Jobs and Hours Per Week

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.

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.)
  • Employers should never allow an international student to exceed 12 hours per week during the academic year or 40 hours per week during designated breaks as this would constitute a violation of visa restrictions and the student could face serious consequences.
  • Students with special circumstances who feel that they need to work more that 12 hours per week should contact Student Employment.
  • 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.

Hours Per Week – Summer

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

Search Tips

Start your search early.

Make contact with the manager on the job listing by emailing them 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, such as have your resume ready and your schedule available. This is critical since most offers for work are available for specific times.

Be flexible and willing to try something new! While at Colby you have the opportunity to be a part of the community while working on projects and participating in activities, which lead to gaining experience that will serve you well. Explore your options!


Once You’re Offered a Job

Form I-9 and Verifying Work Authorization

Under federal law, all new employees must complete Form I-9 and submit documentation to verify their identity and their eligibility for employment. 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. Please review this site to determine which documents you will need to submit and ensure that you have these documents ready before you start your new on-campus job. Be prepared to present original, unexpired documents in person. You must complete the Form I-9 and submit the required documentation on or before your first day on the job.

In order to begin working your student job you must complete your work authorization. This is part of the employment on-boarding process. You only have to go through this process once, as your work authorization is valid until your graduation. You may not start working, attend training, or meetings until you are work authorized; complete these items as soon as possible!

See Work Authorization for further instructions.

Pay and Time Entry

Time Entry

All student time entry must be submitted online in Workday, which can be accessed from the mobile app, or by using the desktop version through your Colby Okta portal. Student workers are paid on a biweekly basis (see schedule). See Important Resources under Student Resources for Workday instructions.

Deadlines

It is the responsibility of both the student and manager to submit and approve time in a timely manner. Managers must approve time by the deadline (i.e., every other Monday by 10 a.m., the same week as the pay week). 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 instructions on how to add/edit time in Workday, please see Resources.

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.

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.

Social Security and Taxes

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.

Students will enter their Social Security number in Workday. For instructions.

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 whenever you are paid and are connected to your annual income taxes (federal and state). If you still have questions about your withholdings please contact a 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.

Staying Hired

The College relies on student workers in all facets of operation and expects a conscientious attempt on the student’s part to be a good employee. Student workers are expected to be dependable, prompt, responsible, and 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 workers and managers should agree on the expectations upon hiring.

The student employment coordinator is available to assist students who have questions or concerns about their particular job(s). We also support managers who have issues with unsatisfactory employee performance.


Other Information

Student Resources

Student Employment Flowchart

Link to Student Employment Flowchart can be found HERE.

Student Job Openings

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).

To see available student jobs, log into Workday HERE.

Important Resources

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

 

Workday Terms Defined found HERE.

Helpful Workday job aids and instructions:

Guides and Forms:

  • Work Authorization

FAQ for Students

Why should I get an on campus job?

Having a job at Colby allows students to learn useful skills that can be translated into a professional setting past 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 and 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, choose Time, and for each day worked, enter the correct number of hours. Be sure to choose the correct job from the drop-down menu, so 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. Please contact your manager to find out your hourly rate.

Other questions?

Please contact Jody Leary (ext. 5516, [email protected]) in the Student Employment Office, located in the Office of Human Resources, Room 119 in Roberts Union. Calling or emailing ahead is recommended!

Student Employment Checklist

  • Look over the list of available jobs – find one that sparks your interest!
  • Create a resume – look on Handshake for references and examples
  • Create a cover letter specific to the job you are applying for (if this is required) – look on Handshake for references and examples
  • Apply to the job – through Workday
  • Get offered/accept the job in Workday
  • HR hires you in Workday – Get work authorized though Human Resources (Form I-9, show ID[s])
  • Complete Workday to-do items (ex: Enter contact/personal info including SSN, W-4s, direct deposit)
  • Begin working and enter time each week
  • At the end of your employment, potentially ask for a letter of recommendation from your manager as a reference!

Hiring Manager Resources

Important Resources

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

 

Helpful Workday job aids and instructions:

Guides and Forms:

Posting a Job and Hiring Students

How do I post a student job?

To post a student job, you’ll create a job requisition by searching for ‘Start Job Requisition’ task in Workday. See job aid 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 job aid for instructions.

Can I hire more than one student through one search?

Yes! You can hire as many students 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 Resources section of this site to learn how to apply for a job.

Job Descriptions

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

Contact Student Employment for the job description.

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.

Expectations of Managers

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

FAQ for Managers

What is changing this year?

Workday will be used for posting job openings, hiring students, and approving your team’s time. In the past, available jobs were posted using a legacy website, a Google Form, or by emailing the Student Employment Office. This will now be a single, simple process in Workday. Instead of hiring students via email or a Google Form, this process will now take place inside of Workday which will help ensure the student is hired into the desired job, in the appropriate department (supervisory organization or ‘Sup Org’), and charged to the right cost center. The time approval process will continue to take place inside of Workday. However, with the Sup Org changes, it should be easier to find and approve time for your student workers.

Why is the process changing this year?

The process is changing to more fully integrate student employment into Workday and provide a variety of enhancements to the student hiring experience.

Who can I call if I need help?

See Contact Information section below.

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 job aid for instructions.

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

 

How does a student get work authorized?

See Form I-9 and Verifying Work Authorization section above.

Who does employment verifications for student workers?

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

Contact Information

If you have any questions, please contact the student and temporary employment coordinator, Jody Leary (ext. 5516, [email protected]) in the Student Employment office, which is located in the Office of Human Resources, Roberts #119. Calling or emailing ahead to make an appointment is recommended!

CONTACTS