• Skip to main content
  • Skip to main navigation
Baylor University
Student Employment
Human Resources
  • About Us
  • Compliance
    • Supervisor Responsibilities
    • Student Responsibilities
    • Approval for Work & Compensation
    • Form I-9 & Eligibility for Work
    • Form W-4
    • Job Descriptions and Monitoring Work
    • Recording & Submitting Timecards
    • Workplace Performance and Concerns
    • Protection of Minors
  • Students
    • Qualifications
    • Student Responsibilities
    • Why Get a Job?
    • Types of Student Employment
    • Graduate Students
    • Student Job Board
  • Supervisors
    • Supervisor Forms
    • Supervising Students
  • Families
    • Why should a student work?
    • Required Work Documents
    • Family Resources
Baylor BU Student Employment Compliance
  • Supervisor Responsibilities
  • Student Responsibilities
  • Approval for Work & Compensation
  • Form I-9 & Eligibility for Work
  • Form W-4
  • Job Descriptions and Monitoring Work
  • Recording & Submitting Timecards
  • Workplace Performance and Concerns
  • Protection of Minors

Compliance

The Office of Student Employment, within the Human Resources Office, serves as a single point of contact and resource for both students and supervisors, while partnering with Financial Aid and Payroll. 

We want to take the time to remind university faculty and staff of Baylor’s commitment to compliance with federal and state regulations that govern student employment, including the Federal Work-Study Program. It is the University’s practice to adhere to applicable employment laws, policies, and procedures for all student employees including those in the Federal Work-Study Program and not in the program. It is imperative to comply with the requirements outlined below in preparation for hiring student workers.

As you and your office prepare to hire student employees it is important to comply with the following requirements:

  1. Approval for Work & Compensation: The Student Financial Aid office reviews each student’s eligibility for work as regulated by the U.S. Department of Education. 
  2. Form I-9 & Eligibility for Work: Before a student employee reports for the first day of work, including orientation or training, the student must complete the Federal I9 form, both Section 1 and 2 by presenting acceptable original forms of identification (unexpired) for proof of eligibility to work to a Student Employment or Human Resources team member. 
  3. Form W-4: Before reporting for the first day of work, including orientation or training, students must complete in Ignite, the IRS required Form W-4 for income tax purposes, which includes a review of their Social Security card to verify name and number, before reporting for the first day of work. To learn more about completing the W-4 Form in Ignite, please visit the website baylor.edu/ignite/student.
  4. Job Descriptions and Monitoring Work: Each student employee position should have an accompanying job description, which articulates roles, responsibilities, and skill sets necessary to perform the work. The job description serves not only as a tool to meet Federal Work-Study Program requirements but is also a best practice to establish articulated expectations between the student and the supervisor. 
  5. Recording & Submitting Timecards: To provide accurate and timely payment to student employees, supervisors are responsible for guaranteeing that student employees timely report all actual hours worked on their Time Card in Ignite by the established deadlines. Students may not “volunteer” for hours for their assigned duties. As hourly wage employees, students are classified as “non-exempt” employees as defined by the Fair Labor Standards Act, requiring all hours to be recorded and paid hourly.
  6. Work Place Performance and Concerns: Concerns with a student employee in the workplace or work performance issues should be reported to the Office of Student Employment and the department assigned HRC. Please visit the Supervisor Toolkit to access One-on-One Meeting and Performance Development templates that should be used when providing feedback to students.
    • Issues regarding claims of discrimination or equal employment opportunity should be reported to Human Resources, while issues of sexual or gender harassment/discrimination should be reported to the Title IX Office. Supervisors are mandatory reporters to HR/EEO for discrimination concerns under the Baylor University Civil Rights Policy - 028.

For additional information on Student Employment, please visit the Student Employment website or contact Student Employment by emailing Student_Employment@baylor.edu or calling 254-710-4100.

Our students gain valuable experience through the jobs they perform across campus, equipping them with skills and abilities that will prepare them for future employment. We appreciate all that you do investing in the lives of our students to make these meaningful employment experiences.

This document/website does not, and other associated documents or websites, establish or extend any contractual rights to student employees. All student employees are “at-will” employees.

 

Resources

  • Baylor Career Center
  • Human Resources
    • Form 1-9 Online System
    • BU Personnel Policies
    • Student Employment Policy
  • Payroll Office
  • U.S. Department of Education
  • Student Financial Services
  • Texas Pay Day Law
  • Student Financial Services

Student Employment

Human Resources

Baylor University complies with all applicable federal and state nondiscrimination laws and does not engage in prohibited discrimination on the basis of race, color, nationality or ethnic origin, sex, age or disability in employment or the provision of services.
Clifton Robinson Tower Suite 200 Waco, TX
Student_Employment@baylor.edu
(254) 710-4100
Baylor BU Student Employment Compliance
  • About Us
  • Compliance
    Back
    • Supervisor Responsibilities
    • Student Responsibilities
    • Approval for Work & Compensation
    • Form I-9 & Eligibility for Work
    • Form W-4
    • Job Descriptions and Monitoring Work
    • Recording & Submitting Timecards
    • Workplace Performance and Concerns
    • Protection of Minors
  • Students
    Back
    • Qualifications
    • Student Responsibilities
    • Why Get a Job?
    • Types of Student Employment
    • Graduate Students
    • Student Job Board
  • Supervisors
    Back
    • Supervisor Forms
    • Supervising Students
  • Families
    Back
    • Why should a student work?
    • Required Work Documents
    • Family Resources
  • General Information
  • Academics & Research
  • Administration
  • Admissions
  • Gateways for ...
  • About Baylor
  • Athletics
  • Ask Baylor
  • Bookstore
  • Calendar
  • Campus Map
  • Directory
  • Give Light
  • Give to Baylor
  • Illuminate
  • News
  • Pro Futuris
  • Search
  • Social Media
  • Baylor Libraries
  • College of Arts & Sciences
  • Diana R. Garland School of Social Work
  • George W. Truett Theological Seminary
  • Graduate School
  • Hankamer School of Business
  • Honors College
  • Law School
  • Louise Herrington School of Nursing
  • Research at Baylor University
  • Robbins College of Health and Human Sciences
  • School of Education
  • School of Engineering & Computer Science
  • School of Music
  • More Academics
  • Athletics
  • Human Resources
  • Marketing and Communications
  • Office of General Counsel
  • Office of the President
  • Office of the Provost
  • Operations, Finance & Administration
  • Senior Administration
  • Student Life
  • University Advancement
  • Undergraduate Admissions
  • goBAYLOR
  • Graduate Admissions
  • Baylor Law School Admissions
  • Social Work Graduate Programs
  • George W. Truett Theological Seminary Admissions
  • Online Graduate Professional Education
  • Virtual Tour
  • Visit Campus
  • Alumni & Friends
  • Faculty & Staff
  • Online Graduate Professional Education
  • Parents
  • Prospective Faculty & Staff
  • Prospective Students
  • Students
  • Accessibility
  • Anonymous Reporting
  • Annual Fire Safety and Security Notice
  • Digital Privacy
  • Legal Disclosures
  • Mental Health Resources
  • Report It
  • Title IX
 
Baylor University
Copyright © Baylor® University. All rights reserved.
Baylor University • Waco, Texas 76798 • 1-800-229-5678