Student Hiring System: EPAF
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Departments may hire an individual as a Regular Student Employee or as a Work Study student employee. The hiring department must submit an Electronic Personnel Action Form (EPAF) to complete the hiring action.
EPAF Value Options
1. Position Number Regular and Work Study – 999992
2. Employee Class Code (ECLS)
a. SW- Student Workstudy
b. S7-PSL Regular Student
c. S8 – PSL Student Work Study
d. SR – Student Regular (including CO-OP Student Employment)
a. WFED – Federal Workstudy
b. WST – State workstudy
c. WCIN – Crimson In-State workstudy
d. WCOUT – Crimson Out-of-State workstudy
e. WTUT – Workstudy – Tutor
f. REG – Regular
g. CO-OP – CO-OP student employment
Student employment categories are fully defined in the Student Employment Handbook (a summary is listed below). All student employment categories are restricted to 20 hours average per week during the academic year and 40 hours per week during the summer and academic break periods (Note: Work-study students are only allowed to work 20 hours per week in any given semester, including summer). Total hours worked during a measurement period cannot exceed 29 hours per week. Colleges/Divisions are responsible for developing a plan to monitor student employment hours. Non-compliance under the Patient Protection and Affordable Care Act will result in a negative impact to a student’s status and benefits.
Download: Sample Letter of Offer for Student Employee (.docx)
Student Employment Categories
University employment for all eligible students paid entirely through departmental funds on a part-time (academic year or summers, school vacations) basis.
Cooperative Education (Co-op) is an experience-based learning program in which students are employed in jobs directly related to their academic and career interests. All Co-op work assignments are for continuing students that meet the requirements, and must be completed prior to graduation. Each semester that a student participates in an approved Co-op a notation is placed on his/her permanent academic transcript.
The funding for Work-study positions is strictly based on the type of financial aid awarded. The cost to hire a work study position is currently based on a 30/70 split (subject to change) with the financial aid award paid out at 70% of the cost of employment and the department responsible for 30% of the cost of employment (50%-50% for Crimson Scholar work-study). NOTE: if the financial aid award is exhausted prior to the end of the employment period, the total cost (100%) will revert to the department index and the Office of Financial Aid will switch the student from work-study (SW) to regular student employment (SR).
A copy of the financial aid award letter, for the semester hired, must be maintained in the department file. It is important for departments to monitor the expenditure of the financial aid award, a Cognos report is available for time sheet approvers to monitor student’s earnings (FA-SS-R4123-WS-AWD-LIMIT), and access to this report can be requested at firstname.lastname@example.org. In addition, an earnings calculator can be found at http://fa.nmsu.edu/work-study/employers/. The student’s work-study award amount includes both the work-study funds and the match from the employer. Please remember to verify the Work-study ‘Detail Description’ provided in the student’s award letter to identify the correct index and account for the EPAF.
Work-study students must be hired under the correct index/account combination, otherwise any charges paid under an incorrect index will be charged at 100% to the hiring department. The following table displays the Work-study Indices effective Fall 2014.
Colleges/Departments are responsible for maintaining accurate accounting of student employee’s hours, work-study awards and their remaining balances available to earn for each semester. If the student has depleted the work-study award and continued employment is needed they will need to be hired as a Student Regular employee. NOTE: if the financial aid award is exhausted prior to the end of the employment period, the total cost (100%) will revert to the department index. For additional information please review the Federal, State and Crimson Scholar Work-study Programs Handbook.
Approved Titles & Pay Rates
Student employment titles are restricted to those listed below. The salary rates correspond to the title. For rates please go to the Non-Exempt Student Employment salary table.
- Student Aide – student employees whose duties are primarily clerical, labor, or service–worker functions and who usually are not required to bring experience or expertise to the job. These individuals do not supervise the work of others.
- Student Assistant – student employees, whose duties are of a technical and/or professional nature and entail significant responsibility, possibly including the supervision over work of others. Typically a specific expertise and/or previous experience will be required for a Student Assistant position.
- Student Co-Op – student employees whose duties meet the standards for cooperative education as prescribed by the NMSU Cooperative Education and Internship Program and the Cooperative Education and Internship Association (CEIA) “Cooperative Education (Co-op) is a formalized program, under the direction of a post-secondary institution, to optimize learning in an alternate setting. Cooperative Education provides experience-based learning for college students through paid employment in practical, curriculum-related work assignments structured to meet students’ interests, abilities, and aptitudes while meeting employers’ needs.” Each term, co-op assignments must be approved by, and students enrolled with, the appropriate Cooperative Education Program office (i.e., the Co-op Office on the main or branch campus that offers the student’s major).
- Student Grad Spec – graduate student employees whose duties are of a technical and/or professional nature similar to those performed by Graduate Assistants (e.g., Teaching Assistants, Research Assistants, etc.). Graduate Specialists generally will be paid hourly at rates of pay equivalent to those of Graduate Assistants, as determined by the Graduate School Dean.
- Student Server Tipped – restaurant (Fulton Center/Golf Course) server/beverage cart. Compensation includes earning tips.
Exceptions to the above guidelines may be necessary from time to time. Approval must be obtained in advance from the Employment Services, HRS.
Advertising is optional for student employment. If you are not rehiring a student employee, we encourage you to advertise through the Career Services Aggie Career Manager system. For more information please visit Career Services.