Student Employment for Managers

HR Partners with the Talent Acquisition (TA) team for all things student hiring. Managers can either create their own job requisition in Workday (Create Job Requisition Job Aid) or contact HR Specialist, Brittany Shimanek(.1) to initiate the process on their behalf. *Please note, if you would like your student position to be Federal Work Study (FWS) eligible, BOTH boxes will need to be checked under the Organizations section. 

After submitting a requisition, the position routes through various HR and fiscal approvals. Once posted, the TA Recruiter will notify you of your position being posted. Please review the Hiring Student Employees job aid prior to reviewing applicants. This page details the steps to follow when screening applicants, how to extend an offer, and helpful interview and recruitment guides. 

Managers are expected to approve student’s time sheets regularly, to avoid delays in payment. All time entry is done via Workday and will populate in your inbox once submitted. The best recommended practice is to approve timesheets first thing every Monday morning. The Time Tracking for Managers Job Aid shows how to Enter Time on a student’s behalf, Approve Time, and Correct Time. Please work closely with your students to ensure that their entries are accurate, especially if they hold multiple positions across campus. 

Like faculty and staff, student employees are required to complete several tasks to finalize their hire. Most of these can be completed within Workday. Please check with your student on Day 1 to ensure that there are no delays in processing their hire or first paycheck. Please visit the job aid for a complete list of Onboarding Items. 

Students are required to complete BuckeyeLearn trainings as part of their employment. Once a hire has been finalized, managers will find them assigned to their team in BuckeyeLearn and be able to assign them trainings to complete. At a minimum, students need to complete the following: 

• STEP UP to Sexual Misconduct
• Institutional Data Policy (IDP)
• Digital Accessibility Policy
• The Family Educational Rights and Privacy Act (FERPA) at Ohio State

Other training may be required based on specific security roles the student may need to complete their jobs. If a student holds multiple jobs on campus, they will only show on the team of the manager that hired them first. If you are unable to directly assign your student trainings, please reach out to HR for assistance. 

FWS is a form of federal financial aid, and eligibility is determined when students file the Free Application for Federal Student Aid (FAFSA) each year. Federal Work Study covers 75% of an eligible student’s hourly rate (for a maximum of 20 hours/week), with the department being responsible for the remaining 25% (100% department responsibility for all hours worked over 20 weekly). It is the manager's responsibility to verify a student's Federal Work Study eligibility prior to making an offer of employment. If you have questions regarding a student's eligibility, please contact Tony Dickman(.41), the Coordinator of Financial Aid, or Brittany Shimanek(.1), HR Specialist. FWS status is protected by the Family Educational Rights and Privacy Act (FERPA) and only the student may disclose their award amount with a potential employer in the pre-hire stage.

Because detailed FWS award data is FERPA protected, during the pre-hire stage it is necessary to obtain that information directly from the student. You may ask the student to provide the following:

• Proof of the presence of an accepted 2026 FWS offer, including the amount.
• Class schedule for the term you are hiring the student.  This will confirm hours of availability and enrollment criteria.

Additional information for FWS employers is available on the Student Financial Aid website. 

Tracking student hours and budget usage throughout the academic year is the responsibility of the supervisor. Managers and Manager Liaisons have access to Student Employee Hours reports for their student employees. This report can be pulled using any date range for a student or students in your area. Please contact HR if you need assistance.

FWS Balance Tracking

This information is available by running the Federal Work Study Status report in Workday and requires users to obtain the FWS Specialist security role.  Only those with the Workday Manager, Manager Liaison (both initiator and approver), and Fiscal support staff roles that have completed Gramm-Leach-Bliley Act (GLBA) online training in BuckeyeLearn are eligible to request the FWS Specialist security role required to view the Federal Work Study Status Report.  Information on how to get access to this report can be found in the Federal Work Study Status Report Job Aid. 

At the end of every semester, managers must terminate any non-returning student employees in Workday. Students that are not returning due to schedule conflicts, graduation, or resignation can be terminated using voluntary> end of temp/term employment. Involuntary terminations must be discussed with the Human Resources team. Please reference the Termination Job Aid (under Manager-Initiated Termination in Workday) or contact HR for assistance. 

The Student Employment Experience (SEE), which was created by the Office of Student Life, aims to provide students with meaningful work experiences through their student employment.

SEE has three main goals:

1. Lead student employees to reflect on what they are learning through their employment role.
2. Guide students to connect that learning from work to class and future careers.
3. Support supervisors of students to incorporate learning into all aspects of a student employee’s experience, from hiring to exit interviews.

If you have questions about SEE or are interested in participating, please email SEE@osu.edu.

For more information about any Student Employment Opportunities on the Lima campus, please reach out to Brittany Shimanek via phone (330) 263-9740 or email. For any disciplinary issues related to your student employees, please contact Cam Johnston, HR Consultant, as soon as possible via phone (567) 242-7345 or email.