Questions about Student Jobs

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General FAQs

When and where can I register for fall jobs?

Fall job registration begins in mid-August. At this time, only students who receive a student employment allocation as part of their financial aid package can apply for jobs. 30 days after the start of the semester, all students, regardless of financial aid status, can apply for jobs. Online job registration is available through the Student Employment Jobs Site (JobX). Upon submitting your job application(s), the employer(s) will then have access to contact you to set up an interview. To ensure you are hired, it is advisable to apply for as many jobs as you qualify for, not just your “top five” picks.

If I don’t want my current job, can I get a new one?

Yes. First, speak with your employer about your concerns, and if it can’t be worked out, please ask your employer to submit to the Student Employment Office the Termination Notification Form available on JobX. Keep in mind that the sooner you opt-out of your position, the sooner you will be able to be hired for another position.

What if I am not contacted for an interview or don’t get a position I interviewed for?

If you are not contacted for an interview or don’t get a position you interviewed for, don’t get discouraged! Employers are encouraged to contact all students who submit job applications regardless of being hired, but we realize this may not always occur. If you do not hear from the employer, you may contact them to inquire about the status of your job application. In the meantime, continue to be persistent with your job search daily on JobX.

What types of jobs are available?

Positions are found in almost every department and office on campus. There are over 1,600 jobs available for students, ranging from gardening to office and research assistants. A job description of each open position is available on JobX. You can also use the advanced search option to search for specific job criteria that interest you. You may also sign up for JobMail to receive email notifications when specific positions become available.

Recently Updated: What are the typical work schedules and wages like?

Individual schedules vary and are agreed upon by each student employee and their respective supervisor. Schedules are typically based on a student’s academic schedule and the department’s needs. Student Employment recommends that student work schedules do not exceed 8 hours of work per week. Students are not guaranteed work schedules which meet the maximum weekly hours allowed.

If a student is consistently overworking (exceeding 8 weekly hours on a regular basis or 120 hours per semester), SEO will alert the department, and the department will be given the ability to decide whether that job will end early (an end date earlier than the end of the Academic Year) or whether they would like to fund the job from their department budget through the end of the Academic Year. If a job ends early, that job will not be reposted to be re-filled by another student.

Students holding jobs that are not funded by Student Employment are permitted to work up to 20 hours per week during the Academic Year. This is based on legal limits and must not be exceeded.

How do I log my hours and when do I get paid?

Students log their hours worked on web timesheets in the Workday system. See the Workday User Guide for step-by-step instructions. Because payroll occurs every two weeks, the deadline for submitting timesheets is every other Monday by 10 a.m. On Friday of that week, you will either receive a paycheck in your Vassar mailbox, or if you have signed up for direct deposit, the money will be deposited into your bank account. 

Important: When entering your time, you must click “submit” after each week logged. If you only click “submit” once, after the second week, for example, your hours from the first week will not be included.

How do I apply for direct deposit?

You can sign up for direct deposit after you have been hired into a job—no earlier. We strongly encourage all students to sign up for direct deposit. It makes life easier! With direct deposit, your funds are available to you the day checks are issued. You avoid: making a trip to the bank to cash your check, waiting for your check to arrive through snail-mail during breaks, misplacing your check, etc. To set up direct deposit, see Direct Deposit Instructions. You will need your bank routing number and account number.

Note: Direct deposit can take up to two pay cycles after you complete enrollment to become effective and will not begin until your Workday onboarding is completed. Until then, you will receive your check-in your Vassar PO box. Be sure to verify that the monies were deposited into the account on that first transaction. Your paystub will be available to view and print through Workday.

Can I have more than one job at the same time?

Students may hold more than one position if they have informed all supervisors that they are holding multiple jobs, if all supervisors agree to this arrangement, and if their schedules with all jobs do not conflict with their academics. Weekly schedules must be split across all jobs for students in multiple positions. Supervisors should all be made aware and in agreement before a student accepts multiple positions as accepting multiple jobs will impact the hours they can work for each department.

How do I seek workplace accommodations?

If you require accommodations based on a medical condition or disability, please begin a conversation with your direct supervisor. If you are unable to get in touch with your direct supervisor, please email Student Employment or set up an in-person appointment.

Can students stay and work during winter, spring, and summer breaks?

Yes. Priority is given to international students on financial aid and students with high financial need. These earnings do not go toward the academic earnings limit. There are limited positions available, and students register online during pre-determined break registration dates. Students are expected to work the full break and full time (37.5 hours/week). Housing may be available through Residential Life. All students with work-study will be notified by email prior to break job registrations. If you meet the criteria for which priority is given, you will have access to search and apply for break jobs during the designated break registration period on JobX. If you do not meet the criteria, you will not have the ability to apply for break positions. Employers are expected to hire students based on the SEO’s priority policy. The SEO has the final determination of student placements in break positions.

Can international students work on campus?

International students with an institutional employment allowance and an F-1 visa may work but will need to apply for a U.S. social security number. This is coordinated with the director of International Services, Andrew Meade. For further questions, email Andrew Meade or call him at (845) 437-5831. You can find additional information in the International Student FAQ below.

International Student FAQs

Can International students work on campus?

International students on an F-1 or J-1 visa may work but will need to apply for a U.S. social security number. This is coordinated with Andrew Meade, director of International Services. For further questions please email Andrew Meade or call him at (845) 437-5831.

How can I obtain a social security number?

The Office of International Services will arrange for a social security representative to visit campus early in the fall semester to facilitate the social security application process. After the visit in the fall, the Office of International Services will coordinate trips to the SSA office with one of the department’s interns for any students who obtain a job and need to apply for a social security number. It takes approximately 2–3 weeks for your SS card to arrive in the mail (Vassar PO box.)  Note: You must secure a job prior to applying for a social security number.

Can I work prior to receiving a social security number (SSN)?

Yes. However, prior to working you must first complete the I-9 form in person at the Student Employment Office. Be sure to bring your current Permanent Resident Card or Passport (along with I-94 if applicable) as this documentation is required to complete the I-9. You may NOT begin work until the I-9 form is completed. No exceptions.

Once you are officially hired through JobX you may begin working, but you cannot be paid without a social security number. You must obtain a Social Security Number (SSN) and provide it to Student Employment within 90 days of your hire date. If we do not receive your SSN within 90 days, you will be terminated from your position. 

Once you receive your SSN, bring your card to the Student Employment Office as soon as possible so that we can update Workday and enable you to submit your timesheets for pay.

What if I do not have work-study as part of my financial aid package?

Check the job registration dates for all students. Although students without a student employment allocation in their financial aid package do not receive priority during registration, many can and do find employment over the course of the year.

Can students stay and work during winter, spring and summer breaks?

Yes. Priority is given to international students with a social security number on financial aid and students with high financial need. These earnings do not go toward the academic earnings limit. There are limited positions available and students are expected to work the full break and full time (37.5 hours/week). Housing may be available through Residential Life and applications need to be turned in by their deadlines. All students with a student employment allocation will be notified by email prior to break job registrations.

Web Time Entry

When are web timesheets due?

Your weekly timesheets must be submitted by 10 a.m. on Monday, the day after the pay period ends. There may be occasional exceptions to this deadline throughout the year due to holidays—check the Payroll Calendar regularly to ensure timely submissions.

We strongly encourage students to get in the habit of submitting hours on a weekly basis, after their last day of work, at the end of each week. If you wait to submit multiple weeks right before the Monday deadline, you must remember to click “submit” after each week logged. Forgetting to do so will result in a lower paycheck because it will not include all of your hours worked.

Do I need to enter my hours every day?

Not necessarily, but you may want to, and your supervisor may want you to. Ask. Your department may also want you to log your hours in their office. If so, please note that those entries are not transferred over to your web time sheet for you. You must enter your hours in Workday yourself. We also advise all students to keep a separate record of their hours on a personal calendar as backup, should any payroll discrepancies arise.

What if I have more than one job?

Each job will have its own timesheet. When you log hours onto a Workday time block, you will need to carefully select the correct position from the drop-down menu. Each position has its own routing queue so the timesheet will be sent to the appropriate supervisor when you submit it for approval. If you have more than one job, payroll will then combine your hours and you will receive one paycheck. You will not receive separate checks for each job.

What if my employer is not available to approve my time?

Both you and your employer will be sent a reminder email if your timesheet has not been approved prior to the deadline. The SEO is here to assist in timesheet matters, but timely submission and approval are the responsibility of both the employer and the student. We advise students to submit their hours on a weekly basis and communicate regularly with their employers to avoid potential last-minute conflicts.

How do I enter hours and partial hours?

Timesheets are legal documents so you must report the amount of time you actually worked honestly. In addition, it is important to log your hours under the exact date they took place. In Workday, you will record your hours by clicking the “Time” worklet and selecting the appropriate week. Click on a time block for each day worked and enter your In and Out times (be mindful of the AM and PM). At the end of the week, click “submit”.

What if I didn’t actually work in a period? Should I submit?

No, do not enter hours and do not submit your timesheet; unfortunately, you will receive email reminders to start your timesheet, but if you did not work, you can just ignore for that pay cycle.

What if I forget to submit my timesheet for approval?

The system will send you reminders right up until the deadline, so this shouldn't be an issue. However, in the rare event that you miss the Monday 10 a.m. deadline, the timesheet will no longer be accessible. If this happens, you will have to wait for the next pay cycle’s web timesheet and backlog the hours under the correct day and time blocks. You will be paid for these late hours with the next pay cycle. Note: you can only submit late hours up to three pay cycles (6 weeks) back. For late hours beyond this window, you will need to complete a late paper timesheet and submit it to the SEO.

What if I need to change a prior timesheet?

If you submitted and were paid for too many hours, notify your supervisor. You should arrange to work the overpaid hours on the current pay cycle, but do not record the hours; instead document this in the “comment” section of your web timesheet. For example: “In error, I submitted 2 hours more for pay cycle 4/1–4/14; I worked the extra to hours to justify on 4/29.”

If you underreported or missed submitting hours from a previous pay period, go back to that date in Workday, log them, and click “submit” for that week. The additional hours will be picked up and paid with the next pay cycle, even if you were already paid for that week.

Can I still see the timesheet after it is submitted?

Yes, you can view your timesheets in Workday. To access them, click the arrows next to the dates at the top of the page or enter the week when the calendar pops up. You can also see your pay stubs, W-2, and other important employee information in the “Benefits & Pay” worklet.