Student Employment at Colby

All new and returning students may hold part-time on-campus jobs at Colby.

• There are jobs available in most academic and administrative departments during the academic year and over the summer.
  • From working in a library, administrative office, or research laboratory.
• Work opportunities exist for all students interested in employment during the school year.
  • Priority is given to Federal Work-Study students and International Work-Study students to meet their financial aid earnings award.

Starting in September, students can begin to search and apply for campus jobs through the Workday platform. If you would like to be employed on campus, but don’t know where to start, start HERE:

Information for the Class of 2028:

• Class of 2028 Student Employment Information
• Student Employment Roadmap
• See you during the Move-In Resource Fair

Workday is Colby’s system for student employees to search for jobs, apply for positions, and log their hours. As an incoming or current Colby student, you will be given a Colby login. This will allow you to access Workday. You can access Workday through myColby, or through OKTA.

For more information, PDF Step by Step guided.

DavisConnects can help you prepare a resume and a cover letter specific to your application (if required). Click here for more information or to schedule an appointment with a career advisor. Different positions will have different pay rates based on the job description, and the minimum wage at Colby is $14.15.

Tips for your job search:

• Start your search early!
• Check ColbyNow frequently, as many departments will place notices when they are hiring.
• Contact the hiring manager after applying, they appreciate the initiative. 
• Be prepared – have your resume ready and your Google calendar updated. This is critical when preparing for your interview.
• Be flexible and willing to try something new: Working on projects as a student employee prepares you for success in the workplace and lifelong career management. Explore all your options!
• Remember to update your Resume with every position you get at Colby.

Academic Year Student Employment:

Open student jobs during the academic year can be found in Workday, by searching “Find Student Jobs-CR”. Academic Year Student Jobs (From early September to mid-May).

Summer Employment:

There are numerous job opportunities available across campus for students and non-Colby employees over the summer (After commencement to the first week of August). Summer jobs can be found in Workday by searching “Find Summer Jobs – CR” and are typically posted in April.

You must complete the Summer Housing Application Questionnaire in Workday.
On-campus housing and dining services are available for a fee on a limited basis. See Summer Employment for more information.

Students hired for the first-time campus job must complete the Onboarding Requirements before the first day of work. You will also need to utilize Workday to complete this process. This includes:

• The I-9 Form (Employment Eligibility Verification) has to be completed in-person. You must schedule an in-person meeting with the Student Employment office to start onboarding and complete your paperwork. Make an appointment with the student employment office to do this. Student Employment will email you to help you with booking an appointment.
• You will need to bring valid and unexpired documents.
• It is possible to complete the I-9 in-person process even before getting hired for your first job. Reach out with any questions!

• After that complete Federal and State Taxes in Workday. 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).
• Payment options/Signing up for Direct deposit in Workday. Fill out where you will be receiving your pay, card information.
• 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. If you are an International Student, go to the International Student Section below.  To check to see if your number is already in Workday or to add it, please follow this Guide HERE. 
• Review and fill out the Confidently Agreement in Workday. 

Academic Year:

During The Academic Year, the hours worked per week should not exceed 12 hours per week.

• There is a 3-hour addendum to allow for special occasions. Students with special circumstances who feel that they need to work more than 12 hours per week should contact Student Employment and Student Financial Services.

Summer Employment:

During The Summer students can work from 35 to 40 hours per week as a temporary employees.

• 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 work hours must be submitted online in Workday.

Your Payroll Information:

You can find previous payment information in Workday under the “Pay” app in Workday.  Contact [email protected] if you have any questions or concerns about payment.

Remember you can always check your time submissions by checking the “Time” app in Workday.

Deadlines:

Student employees are paid on a biweekly basis (visit Payroll’s website for paydays). It is the responsibility of both the student and hiring manager to submit and approve time in a timely manner. 

• This is normally 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.

Students studying at Colby with an F-1 are only authorized to work on Campus. But they are able to take any work position at Colby. The I-9 process for these students is a bit different.

SSN and Taxes:

International Students who are interested in getting a job on Campus should contact Aura Moreno ([email protected]) for more information about this process.

• If you DO NOT have a Social Security card, you can apply for one at the local Social Security Administration office in Waterville, Maine. 
• The Employment Certification Form to request an SSN card can be found HERE.

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

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

• Dependable
• Prompt
• Creative
• Responsible and passionate
• Honest

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!

• Student Employment Flowchart
• How to Apply for a Job
• How to Withdraw an Application
• Entering Government ID (SSN) or Entering Government ID (SSN) From Workday Profile
• Entering Time: Condensed or Step-by-Step

If you are supervising students for the first time, please contact Student Employment at [email protected] :

• So we can give you access as a hiring manager in Workday and establish your ability to post jobs, hire students, and approve their time submissions. 
• You will also need to register for a learning session about Workday and Student Employment policies and procedures.

Where to Start:

All jobs must be posted in Workday, NO other platforms can be used. The link can also be found through myColby or Okta. 

• Step-by-Step Guide for Posting Jobs!
• How to post a job requisition video
• How to Review and Hire a candidate in Workday video

You could choose from more than 63 job descriptions when considering hiring student employees. Job requisition will be reviewed and posted within 2-3 days.

Different positions will have different pay rates based on the job description, and the minimum wage at Colby is $14.15. You must add in the comments if your position wages will be paid from a specific cost allocation, for example, a gift, grant, assignee, or endowment. If you have questions regarding your position’s wage, please contact Student Employment at [email protected].

Review Applicants and Choose Your Candidates. This can be done through Workday. Step-by-Step guide on how to Review and Hire! These instructions must be followed even if your position wages will be paid from a specific cost allocation, for example, a gift, grant, assignee, or endowment.

If you need help or guidance screening, interviewing, or choosing contact Suheir Alaskari via email at [email protected].

The Form I-9 and onboarding MUST be completed and verified by a Student Employment Office/HR representative before students can begin working. Students are not allowed to work remotely, they cannot work from out of state or abroad.

Overview of the Students Process.

If necessary Remind the students to complete the Onboarding when first hired.

If you are hiring a new student please confirm with the Student Employment team that they have completed the onboarding requirements before they start. Do NOT let students start before they have completed their I-9s and Onboarding and been officially hired in Workday as this is a federal requirement! This includes providing all required ID(s), just filling out the form itself does NOT mean that they’ve completed their Onboarding Requirements.

In the Workday check the “My Team” app to make sure your students have been hired. You can contact Student Employment and ask them to unpost your job requisition. So you don’t receive new applications. 

If you want to close your jobs requisition because your employment has been completed. Click here for step by step guide HERE!

You can review your student employee’s time in Workday under the “Team Time” app. 

Guide to managing your Team’s Time.

Important Reminders:

• Hiring managers must approve time by the deadline every other Monday by 10 a.m., the same week as the pay week. 
  • See the bi-weekly Payroll schedule for students on the Payroll website.
• 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 each student, all positions COMBINED should not exceed 12 hours per week, to allow sufficient time for academics and other Colby activities. 

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.

Departments maintain different policies and practices so student employees and hiring managers should agree on the expectations upon hiring. The student employment office is available to support hiring managers who have issues with unsatisfactory employee performance. Ask for assistance as needed!

Resources for Student Employment:

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

Some helpful reports to navigate Workday:

• To see all your open positions, please search for “My Open Job Requisitions-” and click Okay.
• To send a link to your posted job to students, please search for “Find Student Jobs – CR”, search for your job by your name, title, or the R000 number, and copy the link to it.
• To see all your past and current (open, closed, or filled ) positions, search for ” My recent Job Requisitions- CR” and click okay.

Other helpful guides:

• How to Post a Job
• Review and Hire Students
• Time Tracking – Manage Your Team’s 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