Printable Version

The Institutional Hire program is a Clark College campus work program funded by individual departments within the campus community, although not every department participates in this program. Institutional Hire is designed to help place students in campus jobs who do not otherwise qualify for Financial Aid Work Study.

The Help Requisition form is used to request Work Study/Institutional Hire student help. Help Requisitions are valid from July 1-June 30, and must be updated each year. You are required to submit only one Help Requisition for each position title.

• Example-You may hire 5 Lab Assistants with one Help Requisition, but you would need a new Help Requisition on file if you wished to hire an Office Aide. Be sure to list complete, precise duties you will be asking students to perform and the requirements needed for the job.

If you have already chosen a student for the position, fill out the Help Requisition , list the student's name and social security number in the space provided on the form, get the required signatures, send the form to mail stop #18. Then send the student to the Work Study Office as soon as your steps are complete. Please note--we are unable to provide student referrals until your Help Requisition is received.

Once your Help Requisition form is on file, and you have indicated that you have an open position, the Work Study Office will post the position for students to review or refer the student you may have already chosen.

Please feel free to call the Work Study Office should you have questions or need additional assistance in this process.

RETURN TO TOP

Institutional Hire students may work up to a maximum of 17 hours per week while classes are in session. If your department chooses, your student can work up to 40 hours per week during class breaks. This is strictly at the discretion of each department and its budgetary constraints.

It is against the law for students to volunteer their time on any job for which they are already being paid.

RETURN TO TOP

You have the final authority in selecting students referred to you by the Work Study office and should consider each student's skills when making your decision. Send all referral forms back to the Work Study office as soon as a selection is made. Fill out the bottom section of each referral form, sign it and mail it back. Students may not begin work until this step is complete. Please notify all referred students of your decision to hire or not hire. Refer students not hired back to the Work Study office for additional referrals.

You are to inform student employees of safety procedures for your particular department. The Student Employment Handbook is a valuable resource for both you and the student with regard to safety information. A special Safety Orientation Checklist, available here, is provided for your use.

Please take a few moments to review the section covering Policies & Procedures for Supervisors in the Student Employment Handbook to get a broader overview of your supervisory responsibilities. The employer/employee relationships you form can have an impact that will last long beyond the time the student leaves your employ.

RETURN TO TOP

Monitoring hours worked is both your responsibility and that of the student. A Monitoring Student Earnings form is available for your use.

The student pay period begins on the 16th of the month and ends on the 15th of the next month.. Time sheets are due in the Work Study Office on the 16th of each month, or the next working day after the 15th, whichever comes first. It is imperative that time sheets be turned in by the deadline, as late time sheets will not be processed until the next pay period (approximately 6 weeks later). Time sheets must be signed by both you and the student employee. If any weekends or holidays have been worked, you must initial beside each one, as this time will not be paid without supervisor approval. Students receive regular pay for those hours worked.

Paychecks are issued to students on the last working day of each month at the Payroll Office located in the Baird Administration Building. Your budget will be charged 100% of the rate per hour worked.

RETURN TO TOP

Student evaluations are a great tool for measuring a student's performance in many areas. It is advised that you periodically conduct an evaluation for each student worker. A Student Employee Evaluation form is available should you wish to utilize it.

RETURN TO TOP