Students may not continue working unless the proof of student status is provided each academic term.
Middle or High School
Non-system students who are in Middle or High School need to provide proof of registration each semester. A current school ID fulfills the list B I-9 requirement but is no longer considered acceptable proof of enrollment. The proof of registration must be dated during the current semester.
Student Employee positions of non-system students who are in Middle or High School will be automatically terminated as of 02/01/YY for Fall semester and 10/01/YY for Spring semester. Submit a copy of the new proof of registration for the current semester to the Payroll Office and the job end date will be extended. For new hires during Summer, submit the semester report card or class schedule from the previous Spring. Note that secondary school students must be at least 14 years old at the time of hire.
Non-system students who attend other colleges, universities, or post-secondary educational institutions must provide proof of registration for the term or semester in which they are working. Registration credit hours must equal 8 credit hours for undergraduates and 6 credit hours for graduate students. If credit hours are compiled differently than the OUS system, please provide proof of equivalency to the required number of OUS credits. Students attending other schools within the Oregon University System must also submit proof of registration each term, though they are not considered non-system students.
Student Employee positions of non-system students who are attending other colleges or universities will be terminated at the end of each academic term. Send a copy of the student's current registration record for the new term to the Payroll Office and the job end date will be extended.
Non-system students may take only one free term each academic year. The free term is when the student is registered for less than the required number of credits while still working as a student employee. Most will use Summer Term, but if an earlier term is used as the free term, then the student employee must comply with the registration requirement during the Summer Term. All free terms must be approved by Holly Cook, Student Payroll Specialist. Send an email or roster with all pertinent information to firstname.lastname@example.org.
Summer Term Only
To hire non-system students during Summer Term only, the department must provide proof of student status during the previous Spring Term, as detailed above.
What is a non-system student employee ?
A student in secondary school (middle or high school) or a student registered at another higher education institution not part of the OUS system.
Are there different requirements for UO (or OUS system) and non-system students?
The requirements are substantially the same:
Students must be registered for at least 8 credits as undergraduates or 6 credits as graduates during the terms in which they are working. Graduate students writing their thesis may be registered for only 3 credits.
One free term is allowed per academic year. A free term is one in which the student is either not registered or is registered for less than the required number of credits. Students may work ONLY ONE free term per academic year.
Students may work one term after the term in which they graduate, with some exceptions.
Students do not have to be registered for the required number of credits during the term in which they will graduate if this is all the credits they need to complete their degree.
Notify Holly Cook in Payroll any time a student will be taking a free term (including summer term).
Do non-system students need to prove they are students?
Non-system students who are in middle or high school should provide proof of registration (for example, a class schedule dated for the current semester) for each semester during which they are working.
Non-system students who are registered at another institution must provide proof of registration for at least 8 credit hours for each academic term in which they are working. Most college and universities provide registration information in an on-line format that can be printed.
Can I hire middle school students?
If they are at least 14 years old at the time of hire.
Is that the age limit for working in Oregon?
It is part of the Federal labor laws.
How do we track employment of minors at the university?
In the Overview section of the Student Employment Form (SEF), employers must indicate if the student is a minor, which is defined as under the age of 18. Employers must also check-mark which ID was shown to verify age.
Which ID can I accept to hire a student?
Commonly provided ID's are a driver's license or learner's permit, a birth certificate, and a passport. Some of these ID's may also be used for the Federal I-9 Employment Eligibility form. Students under the age of 18 who cannot provide any of the above documents may also provide a school or health record that show their birth date. This document may also be used for the I-9 form if no photo ID is available.
What about the Social Security Card?
UO Payroll policy requires that all new hires at the University must provide a signed Social Security Card to be put in the Payroll system. This document can also be used for the I-9 form. However, it cannot be used as proof of age because there is no birth date listed.
What if the student we want to hire doesn't have a Social Security Card?
All required forms and documents must be collected BEFORE the student begins working. However, if a student submits a receipt from the Social Security Administration office showing that they have applied for a replacement Social Security card, the student must then provide Payroll with a copy of the new card within 3 months of the date on the receipt. If the card is not received by the deadline, Payroll will terminate the student's employment and the department will be notified by e-mail.