Student Employment Forms
| Forms For Current Student Employees | |
|---|---|
| Name | Description |
| Off-Campus Work Study Time Record Spring 2025 | Please verify that your student has a Spring 2025 work study award before allowing them to work. Filled out by student, given to supervisor by due dates for payment. |
| Off-Campus Work Study Time Record Summer 2025 | Please verify that your student has a Summer 2025 work study award before allowing them to work. Filled out by student, given to supervisor by due dates for payment. |
| Work Study Calculation Tool | For recording and planning work study award usage |
| Incoming Student Request for Work Study 2024-2025 | For first time incoming students- complete this form if you would like to be considered for work study for the 2024-2025 aid year. This form closed on 6/24/2024. If you are interested in a work study please complete the below Appeal for Work Study 2024-2025. |
| Appeal for Work Study 2024-2025 | Complete this form if you would like to appeal for work study for the 2024-2025 aid year. |
| No-Need Work Study Application | Complete this form to apply for a No-Need Work Study Award for the 2024-2025 aid year. This form closed on 8/30/2024. If you are interested in a work study please complete the Appeal for Work Study 2024-2025. |
| Student Employee Exit Survey | Exit survey to be completed by student employees when leaving a position. This is an optional survey. |
| Forms For New Student Employees | |
|---|---|
| Name | Description |
| New Hire Orientation | General information for new hires. |
| Student Employee Entrance Survey | Entrance survey to be completed by student employees when starting a new position. This is an optional survey. |
| Student MyLeave Guide | Student guide for recording time and submitting timesheets. |
| Direct Deposit Authorization | Set up direct deposit using your MyUCCS Portal. Click on CU Resources > My Info and Pay > Direct Deposit. Paper checks are only issued when a problem prohibits direct deposit. |
| Employee Goals Sheet | |
| Employee Expectations Samples | Optional supplement to job descriptions |
| Acceptable Documents for I-9 | Please bring the appropriate documents as specified in "Lists of Acceptable Documents" to Student Employment. UCCS uses electronic I-9 and E-Verify. |
| Personal Data Worksheet (PDW) | To change personal info (address, phone, etc.) |
| Social Security Card Replacement Site | To fill out form for a replacement Social Security Card if you can't find your original card. |
| W4 Information Sheet | How to complete a W-4 properly |
| IRS Form W-4 | Make your selections within 7 days using the Portal. Click on CU Resources > My Info and Pay > W-4. |
| Forms For Supervisors | |
|---|---|
| Name | Description |
| 4100 Series - Compensation Plan | Compensation plan template for hourly 4100 series student employees. |
| 1500 Series -Compensation Plan | Compensation plan template for contract 1500 series student employees. |
| Applicant Comparison Template | Template for comparing applicants/candidates for hire. Can be edited to meet the needs of each department. |
| Interview Results Record | For recording the results of job interviews. |
| Background Check Authorization Form | For any position which requires a background check, this form must be completed by the department before the SEPO is created for the student. This is the updated OnBase form and will route to the Student Employment Office. Updated 2/29/2024 |
| Student Employee Exception Request | Form used when requesting an exception for student employment. |
| Request to Fill Student Faculty (1500s) | Form used when requesting a new Student Faculty/1500 Series position. |
| Faculty Pledge (1503 &1506 only) | Form used to track that people employed to teach in any state university (except temporary employees who are citizens of a nation other than the United States) affirm that they will support the constitutions of the United States and of Colorado and that they will faithfully execute the duties of their employment. Required by the laws of the state of Colorado. |
| Student Employment Position Offer (SEPO) | Used for hiring any student employee. Last updated 3/12/2025 |
| New Hire Check-In Procedures | Must be completed by each new hire - As of 2/11/22 combined with Employee and Supervisor Electronic Timekeeping Agreements. Last updated 12/2/2024 |
| Multiple Position Disclosure Form | For students with multiple positions--each supervisor should have a signed copy on file. Last updated 8/22/2023 |
| Supervisor Electronic Timekeeping Agreement | Use the New Hire Check-In Procedures unless the student is an existing employee and has a new job with a different supervisor or a new supervisor in their current job. The student certification remains in effect so only a supervisor form is needed. |
| Wage Change Offer (WCO) | Form used when employee wages change (raises, promotions). Last updated 3/12/2025 |
| Evaluation Form (Checklist Format) | To evaluate student employee's job performance |
| Evaluation Form (Narrative Format) | To evaluate student employee's job performance |
| Documentation Logs and Written Warning | |
| Multiple Change in Reports to Request | Form used to submit a supervisor change for multiple students within a department. |
| Multiple Change in Working Title | Form used to submit a working title change for multiple students within a department. |
| Multiple Change in Funding Request | Form used to submit a change in funding for multiple students within a department. |
| Late Pay Request Sheet | Complete this form and submit via Cherwell or email to stuemphelp@uccs.edu if late pay is needed for any student employee. |
| Payroll Expense Transfer Worksheet | Payroll Expense Transfers (PETs)- updated 12/8/2022 Payroll expense transfers are completed to move payroll earnings for student employees. A PET Request Sheet is used to make requests to move earnings. The PET Request sheet requires detailed information on the type of movement requested, future funding, and sponsored project funds. If the PET impacts any sponsored project fund the requestor must complete the detailed questions at the bottom of the request sheet and all PETs will be reviewed by the Sponsored Projects Accounting Office before approval. Should the Sponsored Projects Office have any questions or require further information they will reach out directly to the PET requestor listed on the PET Request Sheet. |
| Check-out Procedures | Lists the steps required when a student employees is terminated. Last updated 4/30/2024 |
| Student Employee Termination Notice | Required to terminate a student employee. Last updated 12/2024 |
| Request to Fill Student Fellowship or Student Stipend (3205 or 3207) | Form used when requesting a new Student Fellowship (3205) or Student Stipend (3207) Position |
| Student Fellowship Letter Template | Used for offering a student a fellowship paid through HCM. |
| Student Stipend Letter Template | Used for offering a student a stipend paid through HCM, required when a student already has an active employment position in the same calendar year. |