Student Employment

Hiring a Student Research Assistant or Worker

Many grants include funding for Student Research Assistants or other kinds of student workers. There are two procedures for hiring Student Research Assistants or workers, depending on the nature of the grant award:

Procedure #1: For use when a specific Student Research Assistant has been identified/determined during the grant application process.

A number of grants, such as the 3M Small and Large Grants, require that a faculty member collaborate with a student research assistant. In these cases, a faculty member arranges to work with a particular student as established at the time of the grant application. In these cases, you need only submit a student stipend form or student certification form to ORSP and make sure the student has completed the necessary tax paperwork.

Student Stipend Form
If the Student Research Assistant is working on a concrete and finite project but is not tracking hours, as in the 3M Small Grant, the Principal Investigator will fill out a Student Stipend Form and submit the form to ORSP for approval. In this case the student is assigned to complete a specific project irrespective of hours needed to finish the work and should not be tracking hours. This student will be paid a flat rate for the work completed.

Student Certification Form
If the student is working on an hourly basis, as in the 3M Large Grant, the Principal Investigator must fill out a Student Employment Certification form and submit it to ORSP for processing.

Required Tax Paperwork
Once the student signs the Student Employment Certification Form or Student Stipend Form, she or he must also visit the Human Resources Office on the lower level of Derham Hall to complete a W-4 (tax form) and I-9 (Employment Eligibility Verification). The student must bring either
If the student has worked at St. Kate's in other positions, the student does not need to complete new tax paperwork.

Procedure #2: For use when you need to advertise for a Student Research Assistant or Worker

Other grants include funding for student research assistants or workers not yet determined. In these cases, the Principal Investigator must post the position via KatieClick, the University's online job and recruiting system. Once a student worker is determined, complete the certification or stipend forms and tax paperwork as outlined above.

Using KatieClick

How many hours can a student work?

The number of hours a student may work depends largely on your grant budget. Due to federal laws and regulations, international students MAY NOT exceed 20 hours per week. All other students may work up to the number of hours per week that they feel comfortable. Human Resources strongly suggests that no student work over 20 hours per week and feels (and studies corroborate) that working 10-15 hours per week (12 is ideal) will help a student increase her income while not affecting her academic performance.

How much can I pay my Student Research Assistant?

Student Research Assistants and student workers paid with grant funding earn $10 per hour. Student Research Assistants who work during the summer months (particularly those working off-campus) may be eligible for up to $12 per hour. Student stipend amounts are usually established at the time of grant submission; contact ORSP or refer to your approved budget.

Should my Student Research Assistant be receiving a timecard?

Students paid at an hourly rate and hired via a Student Certification Form should receive a timecard once the Certification is submitted and tax paperwork complete. A timecard will be issued for the student and sent to the Student Supervisor's mailbox. Check to make sure that the correct grant Banner Number appears on the timecard! The student should record his or her hours on the timecard and ask the supervisor to sign the card. Timecards should be placed in the box outside of the Human Resources Office. Students are paid on a biweekly basis according to the Student Payroll Schedule (see attachment below).

If a timecard does not arrive in the Supervisor's mailbox within a week after submitting the paperwork, contact ORSP or HR. There is sometimes a delay in processing and HR can create a hand-written timecard until a printed timecard is issued.

How and when will my student receive her pay?

Checks are available for pickup at either the Information Desk in Couer de Catherine or the Student Accounts Window on the second floor of Derham (depending on time of day). Checks are cut in accordance with the student payroll schedule. Students should be prepared to show a CSC ID.



What do I need to do if my Student Research Assistant is working over the summer or returning to work in the fall?

An hourly student who will be continuing (or starting) work over the summer or returning in the next academic year must complete Summer Certification or Returning Certification forms. The Student Supervisor should receive notice that such forms are due in late spring of each academic year.

I am still receving timecards although the student project has ended. What should I do? (applicable only for students hired on an hourly basis via the Student Certification Form)

When the student's work on the grant is completed, contact Human Resources with the student’s St. Kate's ID Number, name and the date of the termination. The supervisor will stop receiving timecards once HR has been notified.