Human Resources
Human Resources / Information for Student Workers

Information for Student Workers

Willamette supports student employment, recognizing the benefits to both the students and the university. Students gain valuable work experience through on-campus employment and Willamette departments benefit from the skills and perspectives of the student employees. We consider our student employees to be valuable members of our University workforce.

Below you will find a menu of topics to assist you have a successful work experience.  Click on the topic to unfold a menu with detailed information.

  • Employment opportunities will be posted on the Career Development Handshake website. You may refer to that website or inquire about available positions in the individual department or area in which you are interested.

    For information on the job search process and how that works with Federal Work-Study, refer to the Work-Study FAQ on the Career Services website.

  • Step One:  Log In to Workday and Complete Employment Tasks

    After your supervisor has completed hiring for you the position, your account will be set up in Workday, Willamette’s Human Resources Information System.  You will receive an email with login information from Workday,  Willamette’s Human Resources Information System.  Important note:  This message will go to your personal email account instead of your Willamette email.

    Upon logging into Workday, go to the Tasks Inbox in the central portion of the home screen.  Complete each task.  Note that completing some tasks will trigger additional tasks for completion.  The Workday tasks must be completed prior to starting your first day at work, so it is very important for you to complete them right away.  

    Step Two:  Arrange to Meet with HR to Present I-9 Documents

     I-9 Documents Timeline

    The I-9 is a required federal government form.  You will complete section one of the I-9 form from a task assigned to you in Workday.   The second part of the I-9 is completed by Human Resources and requires you to bring in identification documents that establish your identity and your ability to work in the United States.  This task must occur no later than three days after your hire date.  If you fail to present your documents by then, you must stop working until the documents are presented.  Failure to complete this task in a reasonable time may result in termination of your employment.  Note that it is perfectly fine to complete the documents check prior to your first day of employment, so if you have a very busy schedule after you are hired, presenting your documents to HR before you are hired would be advisable.

    Please also note:

    • Reminder from HR.  Human Resources will reach out to you via email to schedule a meeting time.  It is your responsibility to respond and schedule a time to meet within standard business hours.
    • Original “live” Documents Only.  You must meet in person to present your documents.  Copies, scans, and screen shots of documents are not acceptable, nor is presenting them through video conferencing.  Original copies must be presented.  
    • Review Acceptable Document List.  Carefully review the list of acceptable documents prior to your arrival so you can bring in acceptable forms of identification.  Taking a few seconds to review this information prevents having to reschedule your meeting with HR and potentially delaying your hire date.
    • Plan ahead.  If you have kept your documents at home for safekeeping, you will likely need to have them sent to you.  If you plan to work at Willamette, have them sent to you before you obtain a job so you will be ready.

     

  • All hours you work must be recorded in Workday in the Workday timekeeping system.  You will be paid on a bi-weekly basis, meaning you are paid every other Friday.  Click here to see a copy of the current payroll calendar.  Your supervisor will help teach you how to log your hours, but you can also access an illustrated job aid describing how to enter hours in Workday.

    Please note that timely entry of hours is critical for receiving your pay on time.  You should enter hours worked on each day that you work at the end of each shift.  It is not acceptable to enter hours in advance of working your shift, nor is it permissible for you to wait to enter your hours worked until right before timesheets are due.  Both of these actions increase the likelihood of inaccurate pay. 

    Note that all hours worked for the prior two weeks must be entered and submitted to your manager for approval no later than the Monday of a payroll week.  

  • All employees at Willamette University are required to take online compliance courses within the Workday Learning system within 30 days of their hire date when first employed and then annually thereafter.  Taking the courses, whether at your worksite or remotely, is paid time, so be sure to enter the time you took to complete them.  Failing to take the courses at the onset of your employment or when they are due again annually may result requiring you to stop work until they are taken.  Click here for a guide to assist you navigate to the correct area in Workday to take the courses and for troubleshooting tips if you have trouble getting them to load for you.

  • Your student work experience provides a valuable opportunity to establish positive and responsible work habits.  Keep the following in mind:

    Prioritize communication:

    • Be clear about your schedule and any potential time constraints.  Make sure that your schedule balances your work hours with your academic responsibilities.
    • Inform your supervisor in advance about upcoming exams, deadlines, or class conflicts that might affect your work availability. 
    • Learning is a key part of any job, especially as a student worker, so don't be afraid to ask questions and seek clarification if you are unsure about a task or procedure.

    Be proactive and take initiative:

    • Look for ways to contribute beyond your basic duties. 
    • Volunteer for new tasks or projects to gain experience. 
    • Ask your manager for feedback on your performance and areas for improvement. 

    Maintain positive work habits

    • Reliably attend scheduled work shifts and consistently arrive on time.  If you are running late or need to miss work, communicate to your supervisor as far in advance as possible.  It is not acceptable to not show up late or miss a shift without explanation.
    • Be friendly and approachable with coworkers and customers. 
    • Use time management tools to stay organized and avoid procrastination.
    • Dress appropriately for your workplace. 
  • As part of your Workday onboarding tasks, you will be required to read, acknowledge and thereafter follow important Willamette employment and safety policies.  You can also easily access the full index of Willamette policies from the main HR landing page or by clicking here.  You will be responsible for following these policies, but if you have any questions about them, please reach out to us at hr@willamette.edu.