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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 15th. 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 wages. The hourly wage is $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, 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?

Students log their hours worked on web time sheets in the Workday system. See the Workday User Guide for step-by-step instructions. Because payroll occurs every two weeks, the deadline for submitting time sheets is every other Monday by 10am. On Friday of that week you will either receive a paycheck in your Vassar mailbox, or if you have signed up for direct deposit, the money will be deposited into your bank account. 

IMPORTANT: When entering your time, you must click 'submit' after each week logged. If you only click 'submit' once, after the second week for example, your hours from the first week will not be included. 

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How do I apply for direct deposit?

You can sign up for direct deposit after you have been hired into a job - no earlier. We strongly encourage all students to sign up for direct deposit. It makes life easier! With direct deposit, your funds are available to you the day checks are issued. You avoid: making a trip to the bank to cash your check, waiting for your check to arrive through snail-mail during breaks, misplacing your check, etc. To set up direct deposit, see Direct Deposit Instructions. You will need your bank routing number and account number.

Note: Direct deposit can take up to two pay cycles after you complete enrollment to become effective and will not begin until your Workday onboarding is completed. 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.

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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. 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. 

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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 (SSN)?

Yes. However, prior to working you must first complete the I-9 form in person at the Student Employment/Student Financial Services Office. Be sure to bring your current Permanent Resident Card or Passport (along with I-94 if applicable) as this documentation is required to complete the I-9. You may NOT begin work until the I-9 form is completed. NO EXCEPTIONS.

If you do start working without a social security number, you will need to keep record of your hours on a personal calendar as you cannot complete a web time sheet and/or be paid until you receive your SSN and complete the Workday onboarding process. Once you receive your social security card, bring the original document to our office as soon as possible. We will review it and grant you access to the web time sheet so that you can record and submit the hours you previously worked. 

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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 weekly time sheets must be submitted by 10 am on Monday, the day after the pay period ends. There may be occasional exceptions to this deadline throughout the year due to holidays.

We strongly encourage students to get in the habit of submitting hours on a weekly basis, after their last day of work, at the end of each week. If you wait to submit multiple weeks right before the Monday deadline, you must remember to click 'submit' after each week logged. Forgetting to do so will result in a lower paycheck because it will not include all of your hours worked.

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Do I need to enter my hours every day?

Not necessarily, but you may want to, and your supervisor may want you to. Ask. Your department may also want you to log your hours in their office. If so, please note that those entries are not transferred over to your web time sheet for you. You must enter your hours in Workday yourself. We also advise all students to keep a separate record of their hours on a personal calendar as backup, should any payroll discrepancies arise. 

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What if I have more than one job?

Each job will have its own time sheet. When you log hours onto a Workday time block, you will need to carefully select the correct position from the drop down menu. Each position has its own routing queue so the time sheet will be sent to the appropriate supervisor when you submit it for approval. If you have more than one job, payroll will then combine your hours and you will receive one pay check.  You will not receive separate checks for each job.

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

Both you and your employer will be sent a reminder email if your time sheet has not been approved prior to the deadline. The SEO is here to assist in time sheet matters, but timely submission and approval are the responsibility of both the employer and the student. In addition, all employers are encouraged to delegate an alternative supervisor as backup. He or she will be able to approve your hours if the primary supervisor is not available. We advise students to submit their hours on a weekly basis and communicate regularly with their employers to avoid potential last minute conflicts.

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How do I enter hours and partial hours?

Time sheets are legal documents so you must report the amount of time you actually worked honestly. In addition, it is important to log your hours under the exact date they took place. In Workday, you will record your hours by clicking the "Time" worklet and selecting the appropriate week. Click on a time block for each day worked and enter your In and Out times (be mindful of the AM and PM). At the end of the week, click 'submit'.

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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 send you reminders right up until the deadline, so this shouldn't be an issue. However, in the rare event that you miss the Monday 10am deadline, the time sheet will no longer be accessible. If this happens, you will have to wait for the next pay cycle's web time sheet and backlog the hours under the corect day and time blocks. You will be paid for these late hours with the next pay cycle. Note: you can only submit late hours up to three pay cycles (6 weeks) back. For late hours beyond this window, you will need to complete a late paper timesheet and submit it to the SEO.

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What if I need to change a prior time sheet?

If you submitted and were paid for too many hours, notify your supervisor. You should arrange to work the 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. For example: In error, I submitted 2 hours more for pay cycle 4/1 - 4/14; I worked the extra to hours to justify on 4/29.

If you underreported or missed submitting hours from a previous pay period, go back to that date in Workday, log them, and click 'submit' for that week. The additional hours will be picked up and paid with the next pay cycle, even if you were already paid for that week. 

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

Yes, you can view your time sheets in Workday. To access them, click the arrows next to the dates at the top of the page or enter the week when the calebdar pops up. You can also see your pay stubs, W-2, and other important employee information in the "Pay" worklet.

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