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Student Hiring Process

Posting a Student Position

While student positions do not require recruitments, departments are welcomed and encouraged to post student positions on the official University's careers site using the PageUp app located in MyUWF. Instructions for posting a student position are located on your PageUp dashboard.

First Steps in the Hiring Process

Before hiring a student employee, we request that you ask the following questions:

  • Are you currently enrolled for credit at UWF or another educational institution? At what level?
    • In order to be eligible for a student employee position, the individual must be enrolled in the semester in which they are hired. Proof of enrollment at UWF will be verified by Human Resources.
    • If an individual is enrolled at another institution, proof of enrollment should be printed via their school's website showing their name, school's name, semester dates and enrollment details. For questions or assistance with non-UWF proof of enrollment, contact Human Resources at 850.474.2694.
  • Do you currently have a student position on campus?
    • Students currently working on campus and paid by UWF may only need a Personnel Action Form for additional appointments. Contact Human Resources to verify if you are unsure.
    • Students may not work 1.0 FTE (full-time) between all jobs combined and still hold a student position. Hiring departments can utilize Information Navigator Report OHR000099 (List all Positions for an Employee) to verify the student's current position(s).
  • Have you worked on campus previously? If yes, was it within the last 6 months?
    • If a student recently worked for UWF they may only need a Personnel Action Form. If they were last employed with UWF over 6 months ago, other documentation may be required depend on individual circumstances, including how long the person has been terminated. Contact Human Resources to verify if additional documents are required.

Graduate Assistants have additional requirements as defined by the Graduate Assistant Handbook. Supervisors and Office Administrators should familiarize themselves with the Office Manager Handbook for Graduate Assistantship Appointments, created and maintained by the Graduate School. Note: All Graduate Assistant Personnel Action Forms must be sent to the Graduate School for approval before they can be processed by Human Resources.

What happens next?

If the individual that the department intends to hire has never worked for UWF before, or is returning after employment being ended, they will be required to complete New Hire Essential Documents.

Departments should submit the New Hires Needing Essential Documents Form to Human Resources for all new hires/rehires needing to complete paperwork. Once the department has added the individual to the form, Human Resources will reach out to the individual to set up an appointment to collect all required documents. The new hire essential documents are required before they can be placed in the payroll system.

New hires/rehires should not be permitted to work in any capacity prior to the department being notified that they are eligible to begin working. Once HR has met with the individual and all requirements have been met, HR will notify the department. The department will then prepare and submit the Personnel Action Form to Human Resources.

Student Personnel Action Forms

All Student Personnel Action Forms are routed for signature via DocuSign. Please consult with your Business Manager for specific instructions on how your Division is handling this process. Office Administrators should review the guide on how to complete a Student Personnel Action Form via DocuSign to ensure they are familiar with the process.

For Personnel Action Form biweekly deadlines, please refer to the 2025 HR Payroll Calendar or 2026 HR Payroll Calendar. When submitting Personnel Action Forms for processing remember...the sooner, the better.

Personnel Action Forms must be approved by the pay index source. On the Student Personnel Action Form, boxes 24 and 25 (PI and RAE) are required if the pay index begins with 16, 18, 21, 22, R, or CR.

Box 23 (Foundation) is required when the pay index is a Foundation account, which includes pay indexes 230201 through 230213 (with the exception of 230208).

Box 26 is designated as the Graduate School and is required for all Graduate Assistant positions.

Research Administration and Engagement, the Foundation, and the Graduate School must sign the Personnel Action Form prior to Human Resources. If the Personnel Action Form arrives in Human Resources without the proper signatures, the form will be declined and the department will need to complete a new one.

Orientation

Treat your student as you would any other new hire. Departments should review "Section 5: Student Employment" of the Employee New Hire Form with the student to ensure they understand the requirements for holding a student position at UWF.

Departments should also train new students on accessing and entering their time daily via the web time entry system within the Employee Dashboard app in MyUWF. It is the student’s responsibility to assure their time is submitted online in time to meet the biweekly deadline.

Web Time Entry

It is the student's responsibility to enter their time daily on their electronic timesheet in the MyUWF "Employee Dashboard" app. Supervisors should encourage their employees to be timely and accurate in entry of their hours. By encouraging students to record time daily, there is less of a chance they will forget and miss the electronic cutoff. Time must be submitted and approved no later than 10:00 a.m. on Monday of the pay week. Time that was not submitted and approved online, or received via an Effort Recap form, prior to the deadline will not be paid until the next biweekly payroll. Please take the time to review the Time and Leave Reporting page of the HR website with your student employees and provide them with the Employee Self-Service Guides.