Student work at Kenyon offers diverse opportunities for students to further their educations by gaining skills, practicing collaboration within a working team, gaining exposure to specific operations of the College, and gaining mentoring opportunities designed to help them better understand their unique goals, interests and skill sets.
Prospective student workers must verify their eligibility to work within the United States before earning pay. For convenience, students can complete this step at any time, even prior to accepting a position. For more information, see Required Employment Forms below.
Information for Students
To be eligible for student work, students must verify their eligibility to work within the United States by presenting original documentation as required on page 3 of the I-9 form. Photocopies and faxed copies of documents cannot be accepted. You can present these to the Office of Student Employment at any time, even prior to accepting a job, and you will not need to present them again so long as the documents do not expire during your time at Kenyon.
Students will also need to fill out the following four forms and turn them in to our office shortly after being hired to confirm their student employment placement:
Communicate with your student employment supervisor if you cannot complete these forms within a week of receiving your offer.
F-1 students can apply for a Social Security Number (SSN) after receiving a job offer; the Social Security Administration (SSA) requires proof of employment to issue a SSN to F-1 students. F-1 students will need to apply for their SSN to comply with payroll and tax requirements, but they can begin working and even be paid prior to receiving their SSN. Therefore, possession of a SSN should not be a factor in the hiring process. The Center for Global Engagement will assist F-1 students with applying for their SSN.
Student workers are not to work at Kenyon more than 20 hours per week during the academic year and 40 hours per week during summer and academic breaks. Students studying at Kenyon on an F1 visa are to pay special attention to the limits placed on hours worked. Not complying with this guideline is a violation and can affect visa status. It is incumbent upon student workers to ensure that they are staying within these hours and are asked to consider their total hours before accepting an offer.
Use these resources to maximize your chances of landing a job on campus.
Apply to multiple positions. Some jobs have higher demand than others. Applying to multiple positions increases your chances of landing a position.
Take time to craft a strong resume and thoughtful cover letter. You can ask for virtual feedback from the CDO on your materials prior — even if you are an incoming first-year student! Submit your materials here to request CDO feedback.
If you intend to work on campus at some point during your four years at Kenyon, plan to bring the required documentation to prove eligibility to work in the United States. Eligible documents can be found on Page 3 of the I-9 form. Once you present these forms to the Office of Student Employment, you will not need to present them again as long as they do not expire during your time at Kenyon.
Students are paid on a bi-weekly schedule.
You may enter your hours daily or wait until the end of the pay period, but please make sure not to hit the "Submit" button in the time sheet program until you are sure that you have entered all your hours for the designated pay period.
Online time sheets must be completed correctly and submitted to the supervisor/employer by the scheduled deadline in order to be processed on time. Time sheets must have the supervisor's approval (or the approval of a designated alternate) to be processed according to the schedule.
Please refer to the payroll schedule to see time sheet deadlines. You must submit your hours by the time sheet submission deadline or you will be locked out of your time sheet and may not get paid for those hours until the following pay period. If you realize you missed the deadline and did not submit your hours, contact your supervisor as soon as possible.
How to Submit
If you are currently on campus, go to your Personal Access Pages and log in.
If you are currently off campus, you need to log in through this off-campus access page.
You must log in using your User ID and PIN. This is not the same as your network or email login. If you have trouble logging in, please contact helpline at 740-427-5700.
On the main menu, click Employee. From the list that appears, choose Time Sheet.
In the "Time Sheet Selection" screen, choose the position you want to enter time for under the My Choice heading, making sure that the Pay Period is the current one for entering time.
Once the time sheet is visible, you can enter time each day by clicking Enter Hours for the relevant day. To enter an amount of time that falls short of or goes over the exact hour, use this chart to calculate your time.
Please do not change the "SHIFT" number that appears in the box above the "HOURS" box. This must be left as the number one (1).
Click the SAVE button after entering all hours for the day or pay period. Please do not click on the "Submit for Approval" until the end of the pay period.
Once you submit your timesheet for approval you will get a message that your timesheet was submitted successfully. You are done with this timesheet. If you have other timesheets for other jobs, you need to submit them separately.
If you failed to submit your time sheet before the cut-off date:
Three possible scenarios create three different follow-up procedures on your part.
1. You entered all hours but you forgot to submit your time sheet: Email Amanda Moran at firstname.lastname@example.org and ask her to submit your time sheet on your behalf.
2. You entered some hours, but not all hours worked, but forgot to submit your time sheet: Email your supervisor that you didn't get all of your hours entered. Send them the hours you worked each day or just the hours that you didn't get listed on the time sheet.
3. You hadn't even started to enter hours on your time sheet yet and the submission date passed, locking you out of the time sheet: You can either email your supervisor the list of hours you worked and ask them to contact Amanda Moran about opening your time sheet so the supervisor can enter your hours for you. Or, you can enter the hours in one lump sum on any date of the current pay period and then list the breakdown of that sum in the comments section of the time sheet.
Students can provide feedback on issues related to student work by speaking with the Student Council, or by providing more targeted feedback directly to the Office of Student Employment using this form.
If you are experiencing sensitive issues in your student work, consider contacting the following offices:
For concerns related to harassment or discrimination, contact the Office for Civil Rights.
For neutral assistance in navigating particularly challenging work issues, consult with the Kenyon Ombudsperson
Information for Supervisors
All new supervisors must complete this short assessment that guides them through available resources and assesses their knowledge of core student work policies and best practices.
Upon completion, supervisors will gain access to Handshake to post positions, and to the new student work offer form described below.
Supervisors extend an offer to a student by using the “Student Offer Form” located in Etrieve Central (under forms)
Supervisors gain access to this form by completing this supervisor assessment, described above.
The student must accept the offer, and can only do so once they have completed the required paperwork to verify their eligibility to work in the United States. The form will not allow them to proceed until this step is completed.
Students will be given one week to complete this step or contact you to agree upon a date by which they will complete this step.
This form will also notify the Office of Student Employment of the hire. Once the student accepts, the Office of Student Employment will create a timesheet and email both supervisor and the student to confirm that work can begin.
Supervisors are to use this form to create a new position, modify a previous position, or archive one that is no longer in use.
Once the request has been processed, the supervisor will get an email from the Office of Student Employment and any approved changes will be reflected on the Student Offer Form 24 hours later.
Please take time to review all student work policies, located here: Student Work Policies.
The Career Development Office compiled best practices from student work supervisors around campus to create this supervisor handbook. This publication will be updated annually with new sections, resources and templates shared by supervisors.
Do you have a student who will be leaving their position prior to the end date you listed on their original hiring form? Use this Google form to let me know when their new end date will be. This will ensure that they no longer have access to a timesheet beyond their employment period.
If you plan to create a new position, change pay rate or account numbers, please email the student employment coordinator at email@example.com, or call ext. 5659 with any questions.
Student workers record hours online via their timesheet in Banner. A timesheet will be created once the offer hsa been approved the by the student and all required documentation has been filed with the Office of Student Employment.
Please note that students may work a maximum of 20 hours a week when classes are in session, and up to 40 hours a week during break periods (i.e. winter, spring and summer breaks). A week is defined as Monday - Sunday.