Student Employee Resources

Important information for new, current, returning, and international Student Employees

Hiring Academic Student Employees

Important information

This website describes the process for hiring Academic Student Employees (ASE's), and it includes the steps required to complete the hiring process. 

In order to maintain eligibility and to be hired as a student employee, students must be enrolled in a certain number of credits for each quarter in which they hold the appointment, unless they are in "on leave" status): 

  • Undergraduate students need to be enrolled in at least 6 credits
  • Graduate Masters and Professional students need to be enrolled in at least 4 credits for grading, tutoring and student assistant positions
  • Graduate Masters need to be enrolled in 10 credits for research assistant and teaching assistant positions

Students may be considered "on leave" as follows: 

  • Undergraduate Students - For one quarter immediately following a quarter in which the student was enrolled for at least 6 academic credits (this includes summer quarter)
  • Graduate and Professional Students - When the student has applied for and been granted such status by the Dean of the Graduate School

Before you move forward, please make sure that you: 

  • You should move forward with the hiring process, only if you've been offered a job.
  • Verify that you meet the eligibility criteria. 
  • Follow the hiring steps.
    • You will need to provide the personal data form, complete the background check form (you'll also get an e-mail), do the sexual misconduct form online (you'll get an e-mail), bring your I-9 documents to CP 133 and your vaccination card/documents. If you are requesting an exemption, it is different than the one for students. You'll need to make that request and be approved.
  • Submit your paperwork using the webform. 
  • Assure that you complete the required training and attend relevant workshops.

Update: All student employees are required to complete both the student and employee Husky Prevention & Response Title IX courses. Please visit the "Required Orientation and/or Training" tab for more information on these 2 required trainings. 

Job Titles, Descriptions, and Pay Information

Who can be hired into each job

  • Graders - Graduate and undergraduate students
  • Mentors (tutors) - Graduate and undergraduate students
  • Undergraduate Teachings Assistants - Undergraduate students
  • Undergraduate Research Assistants - Undergraduate students
  • Graduate Research Assistants or Teaching Assistants - Graduate students
  • Student Assistants (administrative) - Non-Research - Undergraduate and Graduate students
  • Stipend - Grad students

Graders

Graders are responsible for grading homework assignments and quizzes for courses within the School of Engineering and Technology. Graders are expected to have gotten a good grade in the course they are grading for - preferably 3.4 GPA or higher.

Mentors (tutors)

Mentor (tutor) candidates should have the ability to be in a lab several hours per week to help students. Mentors help students during lab hours and meet occasionally with the faculty member in charge of the mentors,  Monika Sobolewska. Being involved in course support activities such as these will likely help you develop your communication and teaching skills, as well as help you learn the course material in even more depth. Mentors are expected to have completed all coursework with a 3.4 GPA or higher.

Undergraduate Teaching Assistants (390 seminars)

Undergraduate Teaching Assistant candidates should have the ability to be in a classroom several hours per week for the workshops. Undergraduate Teaching Assistants are expected to be in the classroom during the 390 workshop class time, construct worksheets, and attend meetings with their faculty supervisor. Undergraduate Teaching Assistants are expected to have completed the course that they are facilitating with a 3.4 GPA or higher. 

Undergraduate Teaching Assistants (labs) 

Undergraduate Teaching Assistants are responsible for assisting students in the labs, and are expected to have received a good grade in the course - preferably 3.5 GPA or higher

Student Assistants - Administrative

Student Assistants support the SET Faculty, Staff, and students by responding to inquiries from prospective/current students, Faculty, UW personnel, and the community; they assist with special events such as open houses, orientations, meetings with the director, etc.; assist advisors with projects relating to current and prospective students; assist Faculty with curriculum-related projects and classroom needs; assist Administrative Staff and perform administrative duties, such as filing, photocopying, sending FAXs, preparing mailings, entering data into databases, creating spreadsheets, website updates, form creation and updates, and other duties as assigned. 

Student Technical Assistants (labs)

Lab Assistants support SET Technical Staff in maintaining labs and other related tasks. These tasks are often done during breaks, but also may occur during a quarter (summer quarter is typical)

Computing Lab Assistants install or upgrade, configure and test software and hardware, deploy disk and virtual images, and assist in other support operations. Other types of Lab assistants help staff in specific engineering labs, and may require some specialized skills. 

Pay: $17.79/hour during 2022/2023

Undergraduate Research Assistants
Pay: $17.79+plus/hour during 2022/2023

Graduate Research Assistants and Graduate Teaching Assistants

Pay rates for graduate student appointments

 

Human Resources/Payroll Forms to Complete

New Students 

Follow all the steps and submit your information and documents using the webform.

Continuing Employment or Returning Student Employee

If you have worked at the UW campus before and had a gap in employment, you will have to start the hiring process from the start.

If you are currently working in another department, and have an active appointment, please let us know. We can add the additional job, without starting the hiring process.

Undergraduate students can work up to 19.5 hours a week, and graduate students up to 20 hours a week. If you are brand new, please follow the steps below. 

The students will be responsible for submitting the hiring paperwork and completing the requirements from Workday, and trainings in a timely manner. If this is your first time working as a student employee at UWT, please provide the required forms: 

  • UW Personal Data Form
  • Background Check Form
  • Employee Eligibility Form I-9*
  • W-4 Withholdings (will be completed in Workday)
  • Direct Deposit Authorization (completed in Workday)
    • please note that if you don't sign up for direct deposit, you will receive paper checks each pay period. 
  • Online Affirmative Action Form 
    • requires UW NetID - must be an active employee and must be completed within 1 week of employment 
  • Work Study students need a Work Study Job Referral Form and Job Description. You can find more information on Work Study appointments on the Office of Financial Aid's site
  • Vaccine Card for verification*

*bring to Cherry Parkes 133 to be verified and scanned in-person 

Submit my documents

International Students on an F1 Visa

International students are allowed to work on-campus up to 19.5 hours for Undergraduate students, and 20 hours for Graduate students per week while class is in session, and unlimited hours during breaks such as summer quarter, winter break, and spring break. 

Besides the items below, you also need to complete the Human Resources/Payroll forms listed in the tab above. 

Social Security

Students who are working for the first time in the U.S. must apply for a social security number.

Bring these I-9 documents to CP 133, along with your vaccination card. We will need to make copies of the following documents:

  • Passport 
  • I-94

Foreign National Payment Data Glacier (for tax reporting purposes) 

Foreign Nationals will receive a notice from payroll. The name of the company is Glacier, so make sure to follow the instructions and complete the forms, and send to the mailbox office address on the form (it should be UW Payroll). 

Process:

  • The Foreign National will be entered into Workday (once I-9 and Personal Data forms are received in the UWT Payroll Office) 
  • The Payroll Coordinator will log into Glacier and enter the new employee's name, employee ID number, and email address. When this information has been submitted, the new employee will receive an email from "Support@online-tax-net" with a header line of "Payments from the University of Washington. This is the email from Glacier."
  • The new Foreign National (FN) employee will click on the link in the email and begin answering the questions which will determine what tax forms will need to be completed according to their status. The system will provide links to the tax form(s) at the end of this process. 
  • The new FN employee will have 10 calendar days from the receipt of the email to enter their information online. If they do not provide the information within 10 days, the default for taxes will be at the highest amount from their pay. 
  • Glacier support buttons are located on each page to assist your new FN employee through this process 
  • At the end of the process, the FN employee will receive a Tax Summary Report that will inform the employee of their tax residency status, tax treaty eligibility, and the required tax forms needed. The FN employee must send the completed tax forms directly to the Payroll Office, Box 359555. 
  • You will receive an email from Glacier after you've been entered in OPUS, and that it's very important to complete the entire online process and follow the instructions at the end,, using their individual Tax Summary Report. 
  • Federal Withholding Tax and Treaties - resources for Foreign National Employees
Submitting Your Hiring Documents

Documents to Submit

  • Personal Data Form
  • Background Check Form
  • Social Security Form, if applicable
  • Sexual Misconduct Form will be sent to your UW e-mail address
  • Employee Eligibility Form I-9*
  • Vaccine Card for verification*

*=documents must be submitted and scanned in-person in Cherry Parkes 133

Submit my documents

After you submit your personal data form and background check form, these are the things that you need to be on the look-out for and respond to:

  1. An e-mail for completing your sexual misconduct disclosure form - it’s from UWHR (via Ideal-Logic)
  2. An e-mail authorizing your background check from A-Check America.

These documents must be submitted in-person to Cherry Parkes 133. We’ll need to make a copy of the I-9 documents (a complete list of accepted documents for I-9 verification can be found here) and will need to verify your vaccination status; any of our program staff can assist you with scanning your documents. Please note that this vaccination verification is different from the one you submitted to the university, and is required for employment with UW.

Documents to bring to Cherry Parkes 133: 

  1. I-9 documents
  2. Vaccination card
Required Orientation and/or Training

Required Trainings:

Academic Student Employee (ASE)

Your appointment classifies you as an Academic Student Employee (ASE) and is governed by a contract between the University of Washington and UAW Local 4121. Both you and the University of Washington are bound by the terms of this contract, so it is important for you to familiarize yourself with it. 

If you haven't already done so, you will be offered an opportunity to join UAW Local 4121 and, as a member, you will pay dues each pay period. If you should choose to not become a member, the contract requires that you pay a monthly service fee. 

Academic Year 2022/2023

Union Information Meeting-ASE Students Autumn 2022
Oct 17, 2022 12:30 PM Pacific Time (US and Canada)
https://washington.zoom.us/j/92008107076

Union Information Meeting-ASE Students Winter 2023
Jan 17, 2023 12:30 PM Pacific Time (US and Canada)
https://washington.zoom.us/j/91966260948

Union Information Meeting-ASE Students Spring 2023
Apr 17, 2023 12:30 PM Pacific Time (US and Canada)
https://washington.zoom.us/j/95460640903

Union Information Meeting-ASE Students Summer 2023
Jul 5, 2023 12:30 PM Pacific Time (US and Canada)
https://washington.zoom.us/j/99517967769

Academic Year 2023/2024

Union Information Meeting-ASE Students Autumn 2023
Oct 16, 2023 12:30 PM Pacific Time (US and Canada)
https://washington.zoom.us/j/92051977634

Union Information Meeting-ASE Students Winter 2024
Jan 16, 2024 12:30 PM Pacific Time (US and Canada)
https://washington.zoom.us/j/94895877311

Union Information Meeting-ASE Students Spring 2024
Apr 15, 2024 12:30 PM Pacific Time (US and Canada)
https://washington.zoom.us/j/93273340858

Health Insurance

As a University of Washington student, you may be eligible to enroll in the Student Accident and Sickness Insurance Plan. More information on this plan can be found on the UW HR site.

If you have any questions regarding Health Insurance, please contact the UW HR/Benefits Office. 

Timesheets/Paydays

Timesheets

Timesheets are due on the 1st and 16th day of the month. 

Note: You will use Workday to submit your timesheets. If this is your first time working at UWT, please note that your timesheet may not be active until the period after you submit your paperwork. However, you will be compensated for time worked the previous period. 

Submitting Timesheet Hours

For audit purposes, please do not report hours as 12.99, 8.95, 9.24, etc.

We suggest that the hours be submitted as close to the quarter hour as possible. for instance, 12.99 is practically 13 hours, and should be reported as 13 hours; 9.24 hours worked should be recorded as 9.25 hours. 

Paydays 

Paydays are the 10th and 25th of each month.

More information on Paydays and Paychecks

If you've signed up for direct deposit, your pay will be deposited into your account. If you did not sign up for direct deposit, it will be mailed to your mailing address listed in Workday. 

You've Been Hired...What's Next?

Workday

Workday is the HR/Payroll system. For more information and tips on navigating workday, visit the Integrated Service Center (ISC) Workday Support  page. 

Onboarding

You will receive an onboarding email from Workday with onboarding instructions. You will need to update your personal information, complete the I-9 tax form, sign up for DUO, sign up for direct deposit, do the W4 online, etc. 

Foreign Nationals will also have to complete the required Glacier Tax Documents. 

More information on signing up for DUO

Personal Information

Make sure to update your personal information in Workday