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 and eligibility for student employment are fully defined in the Student Employment Handbook (a summary is listed below).
- Student employees must be half-time, degree-seeking students in good standing.
- Students who graduate are no longer eligible and should be terminated.
- Involuntary terminations should be processed in consultation with Employee and Labor Relations.
- 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.
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.
CO-OP Student Employment
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.
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.
- Student Assistant – student employees, whose duties are of a technical nature and are generally at the junior or senior level in their academic degree program.
- 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.
Student Job Termination
This section describes the process of completing a Student – Job Termination/TSTRM approval category to terminate a Regular and Work-study students.
|Watch a Brief Tutorial (Login Required)|
|Download the User Manual|
The Student – Job Termination/TSTRM EPAF has a single purpose, it is used to terminate student jobs in the Banner system. As such, there is only one form and section to complete, the NBAJOBS form job termination information.
Before you begin, please note that any future dated job record or pending action (such as termination actions, changes to pay, title, or other job changes that have already been submitted) cannot be overridden by this process. If a future dated job action exists you will receive an error when attempting to submit the action and you will be prompted to contact Human Resources Information Systems (HRIS). In consultation with HRIS you should request to remove the future dated job actions. Once the future dated job actions are removed you may continue the Student – Job Termination/TSTRM EPAF process.
Student Job Change
This section describes the process of completing a Student – Job Change/JSCHG approval category EPAF to change Regular and Work-study students jobs.
|Watch a Brief Tutorial (Login Required)|
|Download the User Manual|
The Student Job Change/JSCHG EPAF has a single purpose; it is used to change student jobs in the Banner system. As such, there is only one form and section to complete, the NBAJOBS form job transactional information.
This EPAF will be submitted to make changes to student job title, base, FTE and department.
EPAF Processing Reference- Hiring Students
EPAF Training and Access: