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Student Employment

The Office of Financial Aid and Student Employment is responsible for most elements of on-campus student employment during both the academic year and the summer.

Academic-Year Employment

If your aid award contains a work-study job, in late August you will be given access to a listing of available job openings on campus (see "Applying for Jobs" below). Earning the award amount cannot be guaranteed, however, as it is dependent on such variables as job availability, hours, and academic schedules.

To maximize the chances of securing the number of work hours needed to earn the amount listed in an aid award, work-study students should apply for jobs before the third week of classes, as they have first preference for jobs during that time. Beginning approximately the third week of classes, all students will be eligible to apply for any jobs that remain open at that point. (Jobs that open later in the semester will, similarly, be advertised first to work-study students and then to all students.) Although we cannot guarantee employment, interested students are almost always able to find job opportunities on campus during their time at Colgate, assuming they apply early and are flexible about where and when they're willing to work.

Because remuneration for jobs is usually paid directly to students on a bi-weekly basis, the work-study figure indicated in an award letter cannot generally be deducted from a student's university term bill when calculating the family's payment at the beginning of a semester. However, students who have a work-study award greater than the amount of their allowance for books, travel, and personal expenses may need to contribute the difference toward their billed expenses. In such cases a payroll deduction may be arranged with the Office of Student Accounts so that payments can be made automatically toward the amount owed. Our Student Employment Calculator can be helpful in determining not only how much of a student's earnings may need to be directed toward the bill, but also how many hours a week a student should work in order to earn his/her work-study award.

Although in unusual cases students may work up to 20 hours per week while classes are in session, in order to ensure that there are enough hours available for all who want and need to work, students should plan to limit themselves to no more than 15 hours of work per week for all jobs combined. Generally 10-12 hours of work per week are sufficient to meet a student's job award or basic personal expenses.

Work-study awards will generally increase modestly each year, to reflect the fact that students' wage rates increase the longer they've held their jobs on campus.

Most campus offices, departments, programs, and libraries employ students. Although students with work-study awards will receive priority in hiring for most on-campus jobs, students who do not have work-study awards may still find positions available.

Applying for Jobs

Enrolled students interested in obtaining a job should log on to the Colgate portal. Jobs can be found there, under the "Student Employment" tab. Use the "Find a Job" link to search through available openings -- more complete job descriptions can be found by clicking on the individual job names. The "Apply for this job" link at the bottom of the description allows you to generate an online application, which can be e-mailed directly to the supervisor using the "Apply" button toward the bottom of the screen. Supervisors will contact you if they wish to interview or hire you. If you have not heard anything about your application status within a week or two, you may contact the supervisor via e-mail to re-express interest in the position and to inquire when a hiring decision may be made.

Getting Paid

An I-9 form (used to determine work eligibility) must be on file with the Office of Financial Aid and Student Employment before a student may begin working. If not already on file, upon acceptance of a job offer the form must be completed in person, and specific forms of identification must be presented: acceptable forms of identification include, but are not limited to, a passport OR a combination of a Colgate ID or driver's license AND Social Security card or birth certificate. (Students are free to submit any acceptable document, a complete list of which can be found on the final page of the I-9 form.) All documents must be originals and unexpired. Additionally, providing documents either that have no expiration date or that expire after your expected date of graduation may help you avoid having to either submit new ID documents or re-verify your employment authorization while enrolled at Colgate.

A W-4 form (used to determine withholding allowances for tax purposes) should also be submitted, because all wages -- including Federal Work-Study -- are taxable earnings.

Student wage rates are set according to the particular requirements of the position, as well as the number of years the student has held that position at Colgate. No merit pay can be offered, but students remaining in their positions will receive a modest pay increase in each successive year.

Students use the Web Time Entry (WTE) system to report their hours of work electronically, through the Colgate portal. Students record their work hours daily and submit their hours to their supervisors for approval according to pre-established Student Payroll Deadlines. Failure to do so will result in wages unpaid. For information about how to enter and submit hours electronically, please see the student-employment-related training videos in the Web Time Entry section of the Payroll Office web page.

Students are paid bi-weekly, either by check sent to a student's on-campus mailbox or by direct deposit to a student's bank account. Direct deposit allows a student to receive his or her pay most quickly and may be set up by completing and submitting to the Office of Accounting and Control a Direct Deposit Authorization Form. For further information about direct deposit, please contact the Office of Accounting and Control.

Summer Employment

The Office of Financial Aid and Student Employment sets enrolled students up for Colgate-sponsored employment during the summer as well as the academic year. Colgate students interested in summer employment with the university may learn about work, internship, and research opportunities by consulting 1) the academic departments or programs in which they have interest; 2) the Student Employment section of the Colgate portal (positions will be indicated as being available for the "summer break"); 3) the Careers@Colgate site maintained by Human Resources (positions will have the word "summer" in their titles); and 4) the Center for Career Services, which can provide information about finding -- and funding! -- summer opportunities.

Students are limited to no more than 40 hours of work per week during the summer, as well as during official university breaks.

For those Colgate students who will be working on campus during the summer, limited on-campus housing may also be available. For more information, please consult the Summer Housing section of the Office of Residential Life website, which is updated each spring to provide accurate information for the coming summer.

Supervisors wishing to hire continuing Colgate students for the summer will need to submit their hiring requests on a Student Employee Change of Status (ECOS) form. Instructions appear at the top of the form. As soon as possible after a student has agreed to work -- and at least a week before the start date -- the supervisor should submit an ECOS form, via e-mail attachment, to finaid@colgate.edu. E-mails may contain multiple attachments; and supervisors hiring multiple students should attempt, whenever possible, to submit ECOSs in batches. However, especially if the start date is looming, we do not advise delaying submission of an entire batch while waiting to finalize just one or two ECOS forms, as submission delays can result in delays in a student's beginning work. More detailed instructions for summer supervisors can be found here.