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Student Jobs FAQ

General FAQ

International Student FAQ

Web Time Entry

General FAQ

When and where can I register for fall jobs?

Fall job registration begins August 1st. At this time, only students who receive a student employment allocation as part of their financial aid package can apply for jobs. On October 1st, all students, regardless of financial aid status, can apply for jobs. Online job registration is available through the Student Employment Jobs Site (JobX.) Upon submitting your job application(s), the employer(s) will then have access to contact you to set up an interview. To ensure you are hired, it is advisable to apply for as many jobs as you qualify for, not just your “top five” picks.

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If I don’t want my current job, can I get a new one?

Yes. First, speak with your employer about your concerns, and if it can’t be worked out, please ask your employer to submit to the SEO the Termination Notification Form available on JobX. Keep in mind that the sooner you opt out of your position, the sooner you will be able to be hired for another position.

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What if I am not contacted for an interview or don’t get a position I interviewed for?

If you are not contacted for an interview or don’t get a position you interviewed for, don’t get discouraged! Employers are encouraged to contact all students who submit job applications regardless of being hired, but we realize this may not always occur. If you do not hear from the employer, you may contact them to inquire about the status of your job application. In the meantime, continue to be persistent with your job search daily on JobX.

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What types of jobs are available?

Positions are found in almost every department and office on campus. There are over 1,500 jobs available for students, ranging from gardening to office and research assistants. A job description of each open position is available on JobX. You can also use the advanced search option to search for specific job criteria that interest you. You may also sign up for JobMail to receive email notifications when specific positions become available.

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What are the typical work schedules and salaries like?

Freshmen can work an average of 8 hours per week, sophomores can work an average of 9 hours per week, and juniors and seniors can work an average of 10 hours per week. Individual schedules vary and are agreed upon by each student employee and his/her respective employing supervisor. Schedules are typically based on a student’s academic schedule and the department’s needs. The SEO determines all on-campus and off-campus CSWS student wage rates by using the Student Wage Scale. The hourly wages range from $9.00 to $10.00. There are also a limited number of temporary jobs which are paid out of various department budgets and offer one-time stipend pays. However, regardless of your wage rate, all students have an earnings limit; for freshmen the standard limit is usually $2,400; sophomores $2,700; juniors and seniors $3,000 per academic year unless otherwise stated in your financial aid package.

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How do I log my hours and when do I get paid?

Hours are logged through Workday. Payroll is bi-weekly (every two weeks); web time sheets need to be submitted for approval every other Wednesday by 12pm (noon). On the following Wednesday, you will either receive a check in your Vassar mailbox, or if you have signed up for direct deposit, the money will be deposited into your bank account. On the rare occasion you forget to submit your web time sheet, you cannot access it after the 12pm deadline. You will have to add the hours on to your next pay cycle web time sheet in the Previous Pay Period (RPP) section. See the Student Web Time Entry Guide for more information.

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How do I apply for direct deposit?

Once you are hired into a job, you can sign up for direct deposit. We strongly encourage all students to sign up for direct deposit. With direct deposit, the funds will be available to you the day the checks are issued and you will avoid: misplacing checks, having to go to the bank to cash your check, waiting for your check to arrive at home through snail-mail during breaks, etc. To set up direct deposit you will need your bank routing number and account number. Direct deposit can take up to two pay cycles after you complete the enrollment to become effective. Until then, you will receive your check in your Vassar PO box. Be sure to verify that the monies were deposited into the account on that first transaction. Your paystub will be available to view and print through Workday. Direct Deposit Instructions.

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Can I have more than one job at the same time?

Due to the limited number of positions available on campus, students are typically allowed one job. However, if you’re not working the maximum allowed number of hours per week, then you may be able to sign up for a second position that has part-time hours. You can search "Part Time Jobs Less than 8 Hours" under the quick search tab on JobX. If you find a possible second job, please contact the SEO to discuss the matter. The SEO will determine if the request can be approved and will also contact both departments to verify the schedule of hours.

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Can students stay and work during winter, spring and summer breaks?

Yes. Priority is given to international students on financial aid and students with high financial need. These earnings do not go toward the academic earnings limit. There are limited positions available, and students register online during pre-determined break registration dates. Students are expected to work the full break and full time (37.5 hours/week). Housing is available through Residential Life. All students with work study will be notified by email prior to break job registrations. If you meet the criteria for which priority is given, you will have access to search and apply for break jobs during the designated break registration period on JobX. If you do not meet the criteria, you will not have the ability to apply for break positions. Employers are expected to hire students based on the SEO’s priority policy. The SEO has the final determination of student placements in break positions.

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Can international students work on campus?

International students with an institutional employment allowance and an F-1 visa may work but will need to apply for a U.S. social security number. This is coordinated with the director of International Services, Andrew Meade. For further questions contact Andrew at: anmeade@vassar.edu or by phone: 845-437-5831. Complete the mandatory I-9 form, and when you receive your social security number, please bring the original card to the Student Financial Services Office to complete the W-4 form. You can find additional information in the International Student FAQ below.
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Where is the Office of Student Financial Services located?

We are located on the first floor, south wing of Main, Room 199.

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International Student FAQ

Can International students work on campus?

International students on an F-1 or J-1 visa may work, but will need to apply for a U.S. social security number. This is coordinated with Andrew Meade, director of International Services. For further questions please contact Andrew at anmeade@vassar.edu or by phone: 845-437-5831. Complete the mandatory I-9 form, and when you receive your social security number, please bring the original card to the Student Financial Services Office to complete the W-4 form.

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How can I obtain a social security number?

The Office of International Services will arrange for a social security representative to visit campus early in the fall semester to facilitate the social security application process. After the visit in the fall, the Office of International Services will coordinate trips to the SSA office with one of the department’s interns for any students who obtain a job and need to apply for a social security number. It takes approximately 2-3 weeks for your SS card to arrive in the mail (Vassar PO box.)  Note: You must secure a job prior to applying for a social security number.

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Can I work prior to receiving a social security number?

Yes. However, prior to working you must complete the I-9 form in person with someone from our office. You can use your current Permanent Resident Card or Passport (along with I-94 and I-20 if applicable) as the supporting document You cannot work until this form is completed. Once the I-9 form is completed, you will be able to work, but will need to keep track of your hours, as you can not complete a web time sheet or be paid until you complete the W-4 which requires your SSN. Once you receive the social security card, stop into our office with the original and complete the W-4 form and your web time sheet will be activated. You can then add the past hours on to the web time sheet on the RPP line (see Student Web Time Entry Guide.)

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What if I do not have work study as part of my financial aid package?

Check the job registration dates for all students. Although students without a student employment allocation in their financial aid package do not receive priority during registration, many can and do find employment over the course of the year.
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Can students stay and work during winter, spring and summer breaks?

Yes. Priority is given to international students with a social security number on financial aid and students with high financial need. These earnings do not go toward the academic earnings limit. There are limited positions available and students are expected to work the full break and full time (37.5 hours/week). Housing is available through Residential Life and applications need to be turned in by their deadlines. All students with a student employment allocation will be notified by email prior to break job registrations.

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Web Time Entry

When are web time sheets due?

Your time sheet must be submitted and approved by 12pm (noon) on Wednesday, the day after the pay period ends. This general rule will sometimes vary due to holidays. You should submit the time sheet for approval on the last day in the pay period that you work. The pay period ends on a Tuesday, but if your last work day is Friday, you should submit it for approval on that Friday.

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I only see one week listed on the web time sheet. Where is the second week?

Once you complete the hours for the first week, do not submit; instead click the “next” button which will bring up the second week. Once both weeks are completed, submit for approval.

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Did my time sheet go through for approval?

When you are ready to submit your time sheet for approval, click the “submit for approval” button and then enter your PIN number. If you fail to enter your PIN, your time sheet will not be submitted to your supervisor.

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Do I need to enter my hours every day?

You don’t need to, but you may want to, and your supervisor may want you to. Ask. Regardless of whether you record it in Banner Online each day you work or at the end of the week, we encourage you to keep track personally, on your own calendar or log book, so you can review and verify your time. Your department may also want you to log your hours in their office. Those entries are not transferred over to your Banner web time sheet; they will need to be entered separately.

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What if I have more than one job?

Each job will have its own time sheet. When you sign into Banner Online, you will need to carefully select the correct position in order to properly record your hours. Each position has its own routing queue so it will be sent to the correct supervisor when you submit it for approval. If you have two jobs, then you will submit two time sheets. You will receive one check.

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What if my employer is not available to approve my time?

Both you and your employer will be sent a courtesy reminder email if your time sheet has not yet been approved prior to the deadline. The email will provide you with your options in order to have your time submitted with the payroll. The SEO is here to assist in the approval of time sheets, but timely submission and approval are the responsibility of both the employer and the student. In addition, all employers are encouraged to have a back-up approver, called a “proxy.” He or she will be able to approve your time if the primary supervisor is not available. It is important to submit your time sheet for approval once you have completed work in the period to avoid last minute conflicts.

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How do I enter hours and partial hours?

Time sheets are legal documents so it is especially important to record the work on the day it took place. You should record the time you actually worked rounded to the nearest quarter hour; 2 hours and 15 minutes is recorded as 2.25; 2 hours and 20 minutes is also 2.25; 2 hours and 45 minutes is 2.75. The time sheet will add the hours automatically.

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What if I didn’t actually work in a period? Should I submit?

No, do not enter hours and do not submit your time sheet; unfortunately, you will receive email reminders to start your time sheet, but if you did not work, you can just ignore for that pay cycle.

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What if I forget to submit my time sheet for approval?

The system will remind you right up until the deadline, but if you completely forget and the Wednesday 12pm deadline passes, the time sheet will no longer be accessible. Timely and accurate submission is critical. If this does happen, you will have to add the hours onto your next pay cycle web time sheet in the Previous Pay Period (RPP line) section. See instructions on JobX

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What if I need to change a prior time sheet?

If you forgot to log hours, see above. If you submitted and were paid for too many hours, speak with your supervisor. Work these overpaid hours on the current pay cycle BUT do not record the hours; instead document this in the “comment” section of your web time sheet. Ex: In error, I submitted 2 hours more for pay cycle 4/1 – 4/14; I worked the extra 2 hours to justify on 4/29.

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Can I still see the time sheet after it is submitted?

Yes, you can view the last two time sheets at Banner Online; you can’t change them, though. You can also see your pay stubs, W2 and other important employee information.

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