Student and professor examining computer parts

On-Campus Supervisors

Types of Student Employment Positions

Graduate Assistantships

Graduate students can work as a research assistant (RA) or teaching assistant (TA); or as a graduate assistant (GA) performing specialized duties unique to the office in which they work:

Research Assistantship: Work with faculty on specific scholarly projects, performing duties as assigned, including collecting data, conducting statistical analysis, running experiments, interviewing subjects, performing library work, editing manuscripts, etc.
Teaching Assistantship: Work with faculty performing duties as assigned, including grading exams and/or assignments, assisting students in studying or completing homework, assisting students in performing laboratory exercises, giving an occasional lecture or presentation to the class, etc.
Graduate Assistantship: Perform duties, as assigned, that are beneficial to the operation of New York Tech and provide a learning experience to the student, such as helping to manage a department office or facility.

Twice a year, you will receive an email inviting you to request Graduate Assistantship Credits and Student Aid funds. Not all requests can be fulfilled due to institutional financial constraints.

Student Aid

Funds may be used to hire a graduate or undergraduate student who meets the criteria of your position. The intention of the allocation of these funds is to provide hiring departments the flexibility to hire students with specialized skills that are necessary for the position.

There are two ways to get Student Aid funds. Twice a year, you will receive an email inviting you to request Student Aid funding and Graduate Assistantship Credits. Not all requests can be fulfilled due to institutional financial constraints. The other way to get Student Aid funds is to request a budget transfer from your department's operating budget to the Student Aid budget. Contact ose@nyit.edu for more information on transfers.

Federal Work-Study

Unlike graduate assistantships and student aid, Federal Work-Study is not part of the budget request system. Students may receive federal work-study funding as part of their financial aid package. This funding comes from the U.S. Federal Government, so is only availabe to U.S. Citizens and Permanent Residents. To find out if a student has federal work-study, contact financial aid or ask the student to check their financial aid package.

Hiring a Student

STEP 1: Set up Handshake account.

Create a new account.
Input your information on the page and click Sign up.
For the Employer, choose NYIT – On Campus Student Employment.
Your account will be reviewed and approved within 1–2 business days.

For assistance, review the Handshake Help Center or contact ose@nyit.edu.

STEP 2. Log into Handshake and post position.

Once your profile is completed and you are connected with us, you can begin posting on-campus jobs.

Select the Post a Job button on your dashboard.
The job title should begin with the funding source for the job: SA for Student Aid, GA for Graduate Assistantship, FWS for Federal Work-Study. You may also choose SA/FWS for two funding sources, for instance. Also include your department and/or the job title of the position.
Fill out the description as thoroughly as possible. To reduce the number of applicants, ask applicants to provide you with a cover letter tailored for your position, to provide a portfolio, or other materials.

HOW TO POST AN ON-CAMPUS JOB

STEP 3. Review applications and interview students.

Use Handshake to help you sort through applicants. You can download an applicant packet of all the applicants and then set the status of the applicants from Pending, to either Declined, Reviewed, or Hired. Students can see their status and will be less likely to contact you to get updates on their application if you use the system to change their application status.

Supervisors are responsible for interviewing candidates, if necessary, before offering the job position. If you are interviewing multiple students for the same position, the same questions should be asked to each student.

STEP 4. Create a student contract.

Students may not begin working until their contract has been fully processed.

Once you have identified a final candidate, you are responsible for initiating the electronic contract:

Go to my.nyit.edu and choose Finances, then Student Timesheets.
- Select "Contract" located on the top.
- Select "Create New Contract" (grey button on the left side).
In the search box, enter the student's name, ID number, or email and click on the yellow magnifying glass. The student's name should appear right below it.
Select the correct student (their information should pre-populate the "Selected Student" section).
Fill out the supervisor section including:
- Funding type
- Campus where the student will be working
- Hourly rate
- Total award
As the supervisor, your information has pre-populated at the bottom. You will need to check the box for an electronic signature and select the date.
Enter a secondary supervisor. This will be the person responsible for approving timesheets if you are out of the office.
Click "Create Contract."
- The contract is now red in your queue, click the edit button (the eye button or the pencil). At this point, you will see the full contract. Check to make sure all of the information is correct.
Click the "Send Contract to Student" button at the bottom of the screen.
- The student will receive an email notifying them that the contract has been sent to them. The email will provide a link for them to click and fill out their portion. As soon as they submit the contract, they will receive an email notifying them to go to the Office of Career Success and Experiential Education ON OR BEFORE their start date.

If they are a new hire or have not worked in over a year, they will be asked to present unexpired, original identification for the I-9 Employment Eligibility and Verification form in person to the OSE.

LIST OF ACCEPTABLE DOCUMENTS

Students cannot begin working until the Office of Career Success and Experiential Education approves the contract and required paperwork. They cannot begin working prior to the start date indicated on the student contract.

STEP 5. Reviewing timesheets.

Students cannot begin working until their contract is fully processed. You can follow the progress of their contract using your Contract tab in the timesheet system.

You are responsible for reviewing the student's timesheet for accuracy and approving it each week in a timely manner. If you do not agree with the hours submitted by the student, such as entering hours not actually worked, reject the timesheet and in the comment box state why you are rejecting the timesheet so the student is aware If you do not approve a timesheet the student will not receive payment for the hours that they have worked.

HOW TO APPROVE TIMESHEET

STEP 6: Payroll

Students get paid on the business day closest to the fifteenth and the last day of the month. Payroll processes checks two and a half weeks behind timesheet approval. The first check may take a full month to process depending on Payroll's transmittal date. If students submit timesheets and you approve them on a timely basis, students should be paid consistently on the fifteenth and last of every month. If these days fall on a weekend, the student will be paid on the Friday before.

Making a Budget Request

As of FY 23–24, the student aid budget request process has been updated. The Office of Student Employment and the Office Financial Affairs has implemented a new process where departments include requests for hourly student funding (student aid) as part of their overall operating budgets. This adjustment aims to streamline our budgeting procedures and enhance the allocation of resources. Please take note of this change as your department prepares requests for the upcoming fiscal year. Please feel free to contact The Office of Student Employment (ose@nyit.edu) with any questions and or concerns.

Supervisor Responsibilities

As a supervisor, you are responsible for providing the student employee with a full job description identifying the duties expected of them. You are also responsible for any necessary onboarding and training to help the student worker become a productive member of the department.

Student Employee onboarding/training should include:

Goals of the department and the various activities that occur in the office.
Overview of the office staff and organizational structure.
Shadowing staff members to learn how to do a specific duty or activity.
Acceptable and appropriate attire to wear while at work.
Where to place personal belongings and where they will be working in the office.
Creating a work schedule based on when the student is available and when they are needed in the office.
Students are not allowed to be scheduled to work during their scheduled class times.
A review of policies and procedures that need to be followed in the office. If any changes in these policies or procedures are made, the student MUST be made aware of these changes.
If appropriate, safety guidelines for the workplace.

In addition to providing adequate training, as a supervisor, you are responsible for the following:

Ensuring all paperwork is handed in and approved prior to the student's start date.
Setting a good example, as employees will act in accordance with your behavior.
Informing the student of your standards and expectations for the position.
Keeping lines of communication open, clear, and constructive.
Monitoring the award balances of each student. It is your responsibility to ensure they do not work more than they are awarded.
Verifying the accuracy of the hours a student enters into the timesheet system.
Ensuring that students take an appropriate break based on the number of hours they work consecutively.
Addressing problems (or potential problems) as they arise—do not let them build.

Contact Us

For further information, please contact:

Student Aid and Federal Work-Study: Denniesia Cameron at dcamer05@nyit.edu
Graduate Assistantships: Rosemarie Feurtado at rfeurtad@nyit.edu