Career services has developed a helpful resource for students to assist you in a successful search for on-campus part-time employment.

This handbook provides you with an overview in making the important transition to being a student and an employee while pursuing your degree. Following these helpful tips will assist you in establishing positive contributions with your employer. Your work experience will allow you to develop skills that will help build a strong resume and assist you later in life.

A. Finding a Job On-Campus

B. Office Policies and Job Procedures

C. Steps on Ending Employment

D. Frequently Asked Questions By Students



A. Finding a Job On-Campus
For academic success, when working part-time on-campus you are limited to working up to 25 hours per week. International students are allowed to work up to 20 hours per week. You will find there are two types of on-campus positions, work-study or regular wage. In order to obtain a work-study position you must have applied and received work-study from the "Office of Student Financial Aid". For more information about work-study eligibility contact
Financial Aid.

Steps to finding your on-campus job:

Visit the Career Services website and click on Job and Internship Postings.

Follow the instructions to register (create a student profile).

Review all the on-campus part-time jobs. When you have selected the job opportunities that match your
interest, skills and experience contact the office or department to schedule an interview.

Download the Application for Student Employment from Jobs4Cats or you may pick up a copy of the application in Career Services, LBJ Student Center, Suite 5-7.1. Keep in mind some offices and departments create their own applications, so check with them first.
Back to top

1. Applications
When completing an application be sure to print legibly or use the online version. You may print or e-mail the application form directly to the office or department where the position is available. Consider every question as being important and answer each fully. There may be some questions on the application form that are optional, and they should be clearly marked as such. Your responses should be clearly thought out and in complete sentences. Remember that you are trying to convey a professional image and first impressions count.

Tip 1: It may be a good idea to copy the blank application form. In the event that you make some errors or revisions, you will then be able to submit another application.
Tip 2: Show enthusiasm for the job by meeting the application deadline and asking when you can expect to hear about scheduling an interview.

Back to top


2. The Interview
Interviewing for any job can be a nerve-wracking experience. The better prepared you are, the better your chances will be of converting an interview into a job. Either call, visit in person or send an application/resume. You may consider these tips when interviewing for positions:

Dress appropriately and be on time.

Greet the interviewer with a smile and a firm handshake.

Go to the interview alone.

Avoid chewing gum or use of tobacco products.

Maintain direct eye contact and speak slowly.

Be enthusiastic and positive.

Know your strengths and weaknesses.

Ask specific questions about the job you’re applying for.

Promote yourself. Convince the interviewer that you can do the job. It’s okay to tell the interviewer that you want the job.

Ask when a decision will be made.

Thank the interviewer for the interview.

Back to top

3. Work Study Guidelines
You must be enrolled in a minimum of at least six semester hours during the Fall and Spring semesters, or at least three semester hours during each of the summer sessions or mini session for a total of six semester hours during the summer sessions.

The student demonstrates "financial need," as determined by the Office of Student Financial Aid. The student must apply for financial aid with the Free Application for Federal Student Aid (FAFSA).

The student is in good academic standing and is maintaining satisfactory academic progress.

The student is enrolled on at least a half time basis of at least six semester hours during the Fall/Spring semesters, or at least three semester hours during each of the summer sessions, for a total of six semester hours.

The student is a citizen of the United States, a U.S. national, or permanent resident.


Back to top

B. Office Policies and Job Procedures

1. Benefits of Being a Student Worker
Each student worker is valued and depended upon. Integrity, honesty and mutual respect are expected from student workers.

Student employment gives you the chance to earn money to help pay for your educational expenses.

Your employer knows you are a college student first. Supervisors try to be as flexible as possible in scheduling work hours around your class schedule.

Your part-time job can provide many valuable experiences. Future employers are impressed with students who have job experience.

Student employment can help build your resume. Your job adds a new dimension to your career planning and distinguishes your background from other job seekers. Your supervisor may be used as a future reference.

Part-time employment enhances your education. You will see things from another point of view, which will help to develop your analytical and critical thinking skills.

Back to top

2. Required Paperwork After Hire
Complete all necessary hiring paperwork including W-4, I-9 and "Proof of Selective Service Registration" (if you are a male student between the ages of 18-25). The I-9 will require two proofs of identification. This will be done in the office or department that hired you. Submit your time sheet by the due date making sure it is correct in order to be paid on time.

Immigration Reform and Control Act of 1986 (I-9)
The form must be completed by the hiring department within three days of hire and sent to Career Services with all the other necessary paperwork.

A completed I-9 “Authorization to Work Form" is required before any individual may begin work. Federal regulations prohibit payments for hours worked prior to submitting the proper I-9 documents to Career Services.

Some of the most common forms of documentation are:

Valid passport.

Unexpired Employment Authorization Card or one item from both B and C .

A driver’s license, voter’s registration card or an ID card.

U.S. Social Security Card or certified copy of your birth certificate.
There are several other acceptable documents that you may provide. Please check with your employer for other options of documentation included on the U.S. Department of Justice “Employment Eligibility Verification Form."

Back to top

Income Tax
All work study and non-work study earnings are subject to federal income tax. Students must complete a W-4 Form when they are hired. A W-2 "Wage and Tax Statement Form" will be provided to the student from the University by January 31st of the following calendar year. If you claim exempt status (no taxes withheld) you must complete a new W-4 Form by February 15th of each year. Otherwise, taxes will be withheld from your paycheck. For information as to how to complete your W-4, contact your parents and/or use this IRS information.

International Students
The following documentation is needed in addition to the I-9 and the W-4 Forms:

Valid F-1 or J-1 Visa.

INS Form I-20.

Social Security Card.

For definitions of international student visa status visit the International Office at www.txstate.edu/international/visa_classifications_chart.htm.

Back to top


3. Office Expectations

Dependability

Work schedules will be mutually agreed upon.

If you work less than four hours, check with your supervisor reguarding break policy.

Make arrangements for lunch breaks with your supervisor if you work during lunch.

If you are ill call your supervisor as early as possible.

Punctuality

Check or “clock in" when you arrive. Check or “clock out" when you leave.

Arrive on time or call in advance if you are running late.

Consistent tardiness/absences may be subject to disciplinary action.

Confidentiality

Information heard or seen in the office or department is confidential.

Use caution when duplicating information on copy machines or faxing information.

Work Assignments

Remember your work is your signature. It’s a reflection on you, the office and the University. Sign it with pride.

When you finish a task or project ask your supervisor for another task. Taking the “initiative” will be appreciated.

If you don’t understand work assignments ask for clarification from your supervisor.

Back to top

Use of Resources and Supplies
Your scheduled time is work time. School work comes first: however, it should be done at home or on your own time.

Office supplies and equipment are state property and are for office use ONLY.

Internet use is for work related assignments ONLY.

Students may purchase a copy card for personal use at the Bookstore, Alkek Library or Auxiliary Services.

The office telephone is for business calls. Most University offices are equipped with telephones which are placed there at Texas State’s expense. These phones are used for University business. Long distance personal and business calls (approved by your supervisor in advance) must be charged to your calling card or made on your cell phone. If you need to receive or make a personal call, check with your supervisor.

No personal faxes are allowed.

The personal use of computers, copy machines and other equipment is not allowed.

Office supplies are for office use ONLY. This includes pens, pencils, legal pad, envelopes, etc.

Personal visits from friends are discouraged. Visitation time should be limited.
Back to top

4. Standard Operating Procedures
Depending upon your position and hours worked, you may be asked to complete a procedure for opening or closing the office. There may be certain safety checks, office routines or customer service procedures to follow. Check with your supervisor regarding what procedures you will need to complete.

Campus Wide Policies
There are various forms and chains of command at Texas State. Be certain to discuss these policies with your supervisor. Don’t be afraid to ask questions regarding policies more than once. Learning takes time so don't hesitate to ask questions.

Telephone Etiquette

Answering the telephone.

Answer calls promptly and with a smile in your voice.

Speak slowly and clearly.

Use your best manner; Say “yes sir/ma’am”.

Convey a friendly and helpful attitude to the caller.
Back to top

Answer Professionally

Use this three-part greeting when answering the telephone:
Example: Good morning/afternoon Career Services, Sally speaking.

Give Caller Your Undivided Attention.

1. Don’t do other things while on the phone.
2. Don’t speak with gum, food or liquid in your mouth.
Be Sincere and Friendly.

1. You are representing the University as well as your department.
2. When you say something pleasant, sound like you mean it.

Be Aware of the People in Your Department and Division.

1. Learn the names of staff and their locations .
2. Keep a list of names and extensions near the phone for referring calls.

Taking a Message

Always write the time and date of the call.
Get a complete number and the name of the caller.
Record reason for calling.
1. Don’t be afraid to ask for the spelling or repetition of a name.
2. Repeat the phone number to the caller for accuracy.
3. Ask the nature of the call and write a brief summary.
4. Some people do not wish to leave messages or give any information. Learn to be
diplomatic and persuasive, but do not be demanding in your requests. Never be
pushy or impolite toward callers.
5. Sign your name at the bottom of the message.

Back to top


Transferring a Call

Place the caller on hold when looking up a phone number.

Once you have located the number, get the caller back on the line and let them know that you will be transferring them.
Give the department’s name, telephone number and/or person you are transferring them to.

Once you have contacted the department identify yourself and your department and notify them that you are transferring a call.

Treat the caller with the same respect and courtesy you like to receive when you are the caller.
Note: The above was taken from a packet of information, “Business Telephone Etiquette” distributed by Century Telephone of San Marcos.


Back to top


C. Steps on Ending Employment

The time will come when you have to leave your job or change positions. Because your former job may be used as a reference for another job in the future, keep the following items in mind.

If you wish to quit your job, please give your supervisor a two-week notice.
Submit a letter of resignation to your Supervisor.
Call Career Services or visit the Career Services website for other job opportunities.

1. Exit Interview
In an effort to understand your reasons for leaving or for improving working conditions, your employer may ask you to participate in an exit interview. This is not like an employee appraisal, but is an opportunity for you to point out how much you enjoyed your position or it can be used as an opportunity to point out valid concerns that you had as an employee.


Back to top




D. Frequently Asked Questions By Students


What is Federal Work-Study (FWS)?

The FWS Program is designed to help students who show financial need to earn a portion of their educational expenses through meaningful employment. The number of requests usually exceeds FWS funds. It is important to remember that work-study is NOT a job in which you are paid to study. Work-study is not a cash award. You must work for your earnings.

Am I Eligible for FWS?

You must complete the “Free Application for Federal Student Aid” (FAFSA) and meet all the deadlines for supporting documentation. You will be evaluated for financial need and if eligible, offered a package that may include FWS from the Office of Student Financial Aid. You must pick up your Eligibility Letter from Career Services. If you have questions regarding your eligibility for work-study, contact the Office of Student Financial Aid. Career Services will assist eligible students in finding a position on campus, or in an approved community work-study setting.

How Does Work-Study Work?

Once you have been awarded Work-Study by the Office of Student Financial Aid, you are required to find a job on campus that would be affiliated with the Work-Study Program. Twice a month you turn in a timesheet for the hours you worked. You will then receive a paycheck for those hours. Once your money has depleted for the semester the department may choose to pay you from their budget. You can continue your work-study position in the following semester.

Are Federal Work-Study Jobs On or Off-Campus?

Both. If you work on campus, you will work for Texas State. If you work off campus, the work performed must be in the public interest. Your employer must be an approved community work study site. You can find a list of FWS jobs once you have registered with Jobs4Cats at www.careerservices.txstate.edu.

Are There On Campus Non-Work Study Jobs Available?

Yes. Regular wage positions are available. You can find a listing of jobs after you have registered with Jobs4Cats at www.careerservices.txstate.edu.

How Will I Be Paid?

You will be paid by the hour. Paychecks are disbursed twice a month; the first working day of the month and the 15th of the month. Payroll checks will be available for pick-up at the Cashiers Office on the first floor of the JC Kellam Building. Paychecks can also be distributed electronically through direct deposit to your banking institution.

How Much Can I Make?

Your earnings will be at least the current federal minimum wage, which is $5.15 per hour; however, it may be higher depending on the type of work you do and the skills required. Your total FWS award depends on your financial need, the amount of other aid you will receive and the availability of funds at Texas State.

You are strongly encouraged to monitor your earnings so that you do not exceed your FWS award amount. Don’t forget that your award is subject to tax withholdings. Remember, the amount you earn cannot exceed your total FWS award.

Can I Work As Many Hours As I Want?

No. You may work no more than 25 hours per week while classes are in session. International Students may only work a total of 20 hours per week. FWS students work an average of 10 to 15 hours per week. Check with your supervisor regarding employment policies for summer and in between semesters.


When Must I Stop Working?

The last day of the academic year is the last day Work-Study funds may be used for employment. Your last permissible workday will differ if you are enrolled for summer classes.

You must stop working when you have earned all of your FWS award. The only way you may continue working after your FWS award has been earned is if your employer has funds to cover you on their payroll as a regular wage employee. Check with your supervisor!


Back to top