Student Employment FAQs for Supervisors - Eligibility and Hiring - Work Agreements

Sep 19, 2026

Upload by Elsa

Student Employment FAQs for Supervisors provide step-by-step guidance on recruiting, hiring, and onboarding student workers within Elon University. The material explains posting procedures through the Elon Job Network, eligibility for federal or institutional work-study participants, and how temporary positions are created in AppTrack. It also details student paperwork completion for I-9 and tax forms through Human Resources appointments, the supervisor’s email instructions to new hires, and the OnTrack workflow for submitting and processing supervisor work agreements, including HOLDING status and when students may begin work legally.

LanguageEnglish

CategoryLetters

FormatPDF

Pages6

Reading Time2 min

AccessFree to download

Eligibility and Hiring

Recruiting and job postings

Student eligibility for work-study programs

Temporary employee hiring and onboarding paperwork

Work Agreements

Completing a work agreement in OnTrack

Handling I-9 requirements and HOLDING status

When students can begin employment

Work agreement timing and end-of-June rules

Student Employment FAQS for Supervisors Eligibility and Hiring Q: How do I post positions for recruiting applicants? A: For equal access through a centralized system, all jobs are posted on the Elon Job Network. Instructions are found here Q: Who is eligible to work as part ofthe Elon University’s federal work-study or institutional work-study program? A: Enrolled undergraduate degree-seeking students and enrolled graduate degreeseeking students are eligible to work as part of Elon University’s federal work-study or institutional work-study program. Q: How do I hire a temporary employee? A: The supervisor contacts the Office of Human Resources to set up a position in AppTrack. Q: Where does a student complete paperwork? A: A new hire will receive an email from Human Resources informing the student of customized next steps. If the student has not completed an I-9 and tax forms, they will complete these during a scheduled appointment in Human Resources, Business Services Building, 314 Haggard Avenue, Elon, NC. (336) 278-5560 Q: Are there instructions that I can give my student once I hire him/her? A: Send the following email to the student. Beginning of email to new hire…. Congratulations on your student employment position. 1. After your supervisor submits a work agreement you will receive an email from Human Resources ([hr@elon.edu](hr@elon.edu)) with the next steps you should take. 2. If you do not have an I-9 form on file you will be instructed to make an appointment with Human Resources to complete this form. You will need to take a. 1 item from list A OR b. 1 item from list CAND 1 item from list C from this list of acceptable documentation to your appointment. You will also submit tax forms and a direct deposit form during your HR appointment. Complete a Federal tax form (W-4) and a NC state tax form (NC 4-EZ) and bring to your appointment in HR . A direct deposit form should submitted as well. Human Resources is located in the Business Services Building, 314 Haggard Avenue, Elon, NC. (336) 278-5560. Because Accounting nor HR can legally advise you on tax forms, please check with your parents/guardians for advice prior to completing. If you already have an I-9 on file, see step 3. 3. You should receive an email instructing you to go on to your OnTrack account to accept a work agreement. Login to OnTrack, click on the Student Work Agreement to complete. If you do not receive an email within three days of accepting the offer, look on your OnTrack account to see if there is a student work agreement available for you to complete. Login to OnTrack, click on the Student Work Agreement to complete. 4. Please read and submit the agreement. End of email Work Agreements Q: What is the process flow for completing a work agreement? A: Work Agreement Instructions: Complete the work agreement using the “Supervisor Work Agreement” screen in OnTrack. You will find this link under the “OnTrack for Employees” menu in the “Time Entry and Approval” section. After you have submitted the supervisor work agreement and Human Resources has approved the submission, an email with appropriate instructions will be sent to the student employee. If the student does not have an I-9 form on file, you will see an error message in OnTrack and receive an email indicating the work agreement is in a “HOLDING” status. The student employee will also receive an email with instructions on submitting their I-9 form. Once the student has submitted their I-9 form, you will receive an email from Human Resources. You will need to go back into OnTrack to submit the work agreement to Human Resources. Once the work agreement has been processed you and the student will receive an email from HR with subject line “Your work agreement has been processed” that reads …… The following work agreement has been processed into the Payroll system and the student is eligible to begin employment. Student: Polly Ester Suit

FAQs

How do supervisors post positions to recruit student applicants?

Supervisors post all jobs through the Elon Job Network using the centralized system instructions provided.

Who is eligible to work under Elon University’s federal or institutional work-study programs?

Eligible workers include enrolled undergraduate and enrolled graduate degree-seeking students participating in Elon University’s federal work-study or institutional work-study program.

What is the process flow for completing and approving a supervisor work agreement?

Supervisors complete the work agreement in OnTrack using the “Supervisor Work Agreement” screen. After submission approval by Human Resources, an email is sent to the student with next steps; if the student lacks an I-9, the work agreement is put into a HOLDING status until the student submits the I-9, after which the supervisor submits the agreement again for HR approval.

Sep 19, 2026

Upload by Elsa