Hiring a First-Time Undergraduate Student Employee
International student employees cannot be hired using Rapid Student Hire (RSH). Please see the webpage on international hiring on the following link. International Employees.
For the majority of undergraduate students, you should be able to use Rapid Student Hire (RSH) to create Academic year student appointments, selecting either ANWS/SNWS (Non-Work Study Student) or AWS3/SWS3 (Work Study Student) as the hire template.
For all new student hires you must have their completed Hire Package for Undergraduate Student Employees in hand (including original I-9 form completed/signed & dated section 1, section 2, and document copies) before processing RSH.
REQUIRED DOCUMENTATION FOR EACH NEW UGRAD EMPLOYEE
- Checklist for New Undergraduate Student Employees
- I-9 Form along with photocopies of the documents used by the employee and hiring department in completion of Section 2 of the I-9 (Please refer to Lists of Acceptable Documents included in the I-9). Departments need to complete the certification section (Section 2) of the I-9. Please note, all international students will need to complete their I-9 at the Employee Service Center located at 325 Whitmore.
- Please make sure that Section 1 of the I-9 was completed correctly. Pay special attention to the signature space. In order to be valid, the I-9 must be signed and dated by the employee.
- Statement Concerning Your Employment in a Job Not Covered by Social Security
- Conditions of Employment Form
- Current years W-4 Federal Tax Form
- Massachusetts M-4 State Tax Form
- Direct Deposit Form: Direct deposit is mandatory. If a student is unable to provide direct deposit information, please contact Sonja Streeter at 413-545-1650
Forms should be completed using blue or black ink. Forms filled out in pencil or other ink colors will need to be rejected and the department will be notified to have them re-done. The employing department is responsible for receiving and reviewing the completed employment packet. Additionally, the employing department is responsible for forwarding the completed documents to Central HR within seven days of processing the appointment through RSH. If the hire through RSH was successful please send the completed packet to Tami O'Malley, HR Student Payroll, 325 Whitmore.
If you are unable to hire your domestic student using RSH – Please complete a Student Personnel Action Form (SPAF), staple the signed document to the top of the completed Hire Package for Undergraduate Student Employees and forward to Tami O’Malley, HR Student Payroll, 325 Whitmore.
All paperwork must be in HR by the Pay Friday before an employee’s start date in order to ensure timely payment.
I-9 Information and Acceptable Documents
If you would like further information or training on RSH please contact us through AskHR, selecting the Topic HR Direct Training.
