Hiring Academic Student Employees 

Important information

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

Eligibility to be hired as a Student Employee

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
"On Leave" Status

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
Job Titles and Descriptions: Graders, Mentors, and Undergraduate Teaching Assistants

Job Titles and Descriptions 

Job Title Who can be hired?  Job Description 
Grader

Undergraduate students 

Graduate students 

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

Undergraduate students 

Graduate students 

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

 

  • UGTAs for 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. 
Job Titles and Descriptions: Undergraduate/Graduate Research Assistants, and Graduate Teaching Assistants
Job Title Who can be hired?  Job Description 
Undergraduate Research Assistants Undergraduate students Undergraduate Research Assistants engage in research on sponsored research projects under the direct guidance and supervision of faculty or other research staff. 
Graduate Research Assistants or Graduate Teaching Assistants  Graduate students 

Job descriptions are created specific to the project the supervisory Faculty member is conducting. 

Pay rates for Graduate Student appointments 
Job Title and Descriptions: Student Assistants/Student Technical Assistants (non-ASE)
Job Title Who can be hired?  Job Descriptions 
Student Assistants / Student Technical Assistants

Undergraduate students 

Graduate students 
  • 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. They also assist advisors with projects relating to current and prospective students, and assist Faculty with curriculum-related projects and classroom needs. This job also requires assisting Administrative Staff and performing administrative duties, such as filing, photocopying, sending faxes, preparing mailings, entering data into databases, creating spreadsheets, 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. 
Onboarding Instructions: Graders, Mentors (Tutors), and Undergraduate Teaching Assistants

Pay: $19.97/hour 

Required Documents to Initiate Onboarding with UWHR: 

  • UW Personal Data Form 
  • The Sexual Misconduct and Criminal Background checks will be done via an e-mail that will be sent to your uw e-mail address. You must follow the instructions in these e-mails and they both must clear, before you can be hired.

Submit Onboarding Documents

After you submit your information and Personal Data Form, you must complete: 

  • Form I-9  Verification 
    • Please bring your I-9 documents to Cherry Parkes 133 to be verified in-person (this is required, and we cannot verify documents virtually). 
    • List of acceptable I-9 documents to bring with you to CP133 can be found here.  

Once onboarding is finalized with UWHR: 

  • 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. 
  • W-4 Withholdings (will be 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 
  • FERPA Training 
  • Ethics Training 
  • Title IX Trainings (2 required) 
Onboarding Instructions: Undergraduate and Graduate Research Assistants, Student Assistants, Fellowships, and Stipends

Required Documents to Initiate Onboarding with UWHR: 

  • UW Personal Data Form 
  • Background check required only if you are required to work with student data/personal information
  • The Sexual Misconduct and Criminal Background checks (if applicable) will be done via an e-mail that will be sent to your UW e-mail address. You must follow the instructions in these e-mails and they both must clear, before you can be hired.

After you submit your Personal Data Form, you must complete: 

  • Form I-9 Verification 
    • Please bring your I-9 documents to Cherry Parkes 133 to be verified in-person (this is required, and we cannot verify documents virtually). 
    • List of acceptable I-9 documents to bring with you to CP133 can be found here.  

Once onboarding is finalized with UWHR: 

  • 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. 
  • W-4 Withholdings (will be 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 
  • FERPA Training 
  • Ethics Training 
  • Title IX Trainings (2 required) 
International Students on an F1 Visa

International students are permitted 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 and Payroll forms listed in the tabs above. 

Social Security 

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

You will work with the Office of Global Affairs to request your Social Security card. For information on how to apply for a Social Security card, please visit: https://www.tacoma.uw.edu/oga/isss-ssn

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
Continuing Employment or Returning Student Employee

If you have held a position on 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 (Zaide Chavez). We can add the additional job without requiring you to complete the entire onboarding process. 

Academic Student Employee (ASE) - UAW Local 4121 Union Information

Job Titles represented by UAW Local 4121 Union: 

  • Reader/Grader
  • Tutor
  • Undergraduate Teaching Assistant 
  • Undergraduate Research Assistant 
  • Teaching Assistant

These appointments classify 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 Meetings

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