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Advertising a Position
All campus employers are required to use JOBX to advertise their student jobs and handle all their hiring. The site is accessible at:
https://smith.studentemployment.ngwebsolutions.com
Employers should keep all of their student job descriptions on the JobX software whether or not the jobs are open. This allows you to quickly post
the position live on the web whenever it becomes available, thus saving you time. There are 3 categories in JobX:
Listed means the job is advertised online
Review means it is not listed online but is open to you to hire student workers
Storage means you've put the job away to erase any past applicants and do not need to hire anyone at the moment
You will log in and either Add a New Position from your control panel or "list" a job live on the web that is already in review or storage mode. If you are
not set up as a JobX user please apply on the site. If you have forgotten your password please email vschumac@smith.edu to have it reset.
You can then expect students to contact you in several ways to apply for the job and you have the option of also collecting job applications on-line
through the site. JobX provides standard letters to allow you to communicate with your applicants and easily review their applications. You may
interview as many applicants as you want and take the job back off the web manually when you feel you have enough applicants. The software also
allows you to do your hiring with ease. You will enter the ID # of the student you've chosen and it will tell you if the student is work-study
eligible and whether or not she has another position already. You will not be able to hire a student who is not work-study eligible and must
follow the form to request an exception to the college's policy. The software will allow you to keep all of the applications
associated with a job you advertised in case you should need to interview more students. Once you move the job into Storage, however, you will
lose record of any of those applicants.
Campus employers are encouraged to advertise student jobs available for the upcoming academic year in April. This timing coincides with
pre-registration so that students may arrange their class schedules and jobs simultaneously. This practice alleviates some of the stress at
the opening of school for the employer in need of immediate student help. Since campus jobs are open to upper-class students and not to incoming
first year students, it is advisable to advertise in the spring for your fall employees. If you use an on-line application we advise you to include a
question to verify that your applicants are not first year traditional age students and that your applicants have work-study currently and are applying
for the upcoming year..
Hiring
Official on-line hiring of the students on JobX occurs during mid-summer when students have been officially awarded work-study
in their financial aid packages. Late financial aid applicants will not get their aid awards until they are complete, and thus you will not be able
to hire them
until that time.If a student fails Work-Study validation, try again in a week or so. Students must pass all factors in Validation to be hired, meaning they must have
an I-9, W-4 and M-4 on file, they must complete a Direct Deposit Decision form for Payroll, they must have Work-Study and not exceed 12 hours per week. It is
mandatory to hire students using JobX and not verbally. Students must be hired before performing any work and they must, by law, be paid within 2 weeks
of performing any work.
It is important to make it clear to the student(s) you hire when you expect her to report for the position in the fall - within the first
week of classes. If they do not contact you within your requested timeframe you are not obligated to hold their position.
Remember that upperclass undergraduate students with work-study have priority for all campus jobs. Temporary Spot Jobs, however, are open to any
student. Please follow the Spot Job link for instructions.
In the fall, all campus jobs must be advertised for at least a month to allow upper-class Work-Study students the opportunity to apply. First
year students should not be hired for your positions, although you may hire Transfers and incoming Ada Comstocks. First years will be working in
their houses for Dining Services, Building Services or as America Reads/America Counts Tutors. Campus jobs are for returning students with Work-Study
in their financial aid award.
Hire early! Interview applicants thoroughly and ask for references and resumes. Present the job seriously and the student you employ will be far
more likely to take it seriously.
Other Policies
Students who receive no aid whatsoever are free to pursue temporary spot jobs as long as the I-9, W-4, M-4 and Direct Deposit requirements have been met. In special
circumstances, a non-work study student may be hired for a position, but only for a semester at a time, and only if she is uniquely qualified
or if no work study student can be found who is willing and able to do the job. Permission must be granted through the Student Employment Office once the student
has been rejected in the Validation Process of hiring. You will need to write studemp@smith.edu and provide the student's name, ID #,
the department name, job title, position index number, and the number of hours the student would work per week. You will also need to explain why you think an exception
should be granted. Remember, Smith College has set the policy of priority for work-study students, not Student Financial Services. The Student
Employment Coordinator can do an over-ride if one is warranted.
Only students who are U.S. citizens or permanent residents and have federal Work-Study in their financial aid package may work at Off-Campus Work-Study or
America Reads/America Counts Tutoring positions as those programs are federally funded.
No student, whether on aid or not, may hold more than one 'full-time' job. This means that if a student is paid a stipend for a position such as
STRIDE or House Community Advisor, or if she has a campus job already providing her with 10-12 hours per week, she may not also hold a second campus
job. These students have been informed in writing of this policy and in most cases have also been asked to sign an agreement committing to that one
position. If a student applies for a position with you, but you find she already has another job, she cannot do both and you will need to continue
interviewing for the position. Students may choose to combine two permanent jobs only as long as the total number of "permanent" hours does not
exceed 10-12 hours per week. Students with one full-time job also may not volunteer for another job that is normally a paid position. To
do so would be to take a job away from another student who needs the work.
The limitation on hours is to insure equity and opportunity among ALL students at Smith and has no bearing on whether the
student is on financial aid or not.
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