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student employment

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student employment program

The Office of Financial Aid is here to guide you through your options, explain requirements, and help you plan ahead.

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The Student Employment Program is available to eligible U.S. students at Adler University. It is funded primarily through Federal Work-Study (FWS) from the U.S. Department of Education, with additional support from a limited pool of institutional funds.

To secure a Student Employment Program position, you must complete the FAFSA for the upcoming academic year and meet minimum federal eligibility requirements. Students who qualify will see Federal Work-Study (FWS) included in their financial aid package.

The program is designed to help cover living expenses while offering valuable professional experience and providing essential services to the University and its partners.

Pay and Work Hours

  • Student employees earn $15/hour.
  • Students may work up to 20 hours per week while enrolled at least half time, or up to 30 hours per week during University breaks.
  • Paychecks are issued on the 15th and the last day of each month, covering hours worked in the previous pay period (e.g., the Sept. 30 paycheck includes Sept. 1-15).
  • If you plan to work more than 10 hours per week for the full academic year, contact the Financial Aid to confirm you have enough funding. Your actual Federal Work-Study award may be less than $6,750, depending on eligibility and how much you accept. In that case, your weekly hours may need to be reduced. Talk with your supervisor and reach out to the Financial Aid Office with any questions.

ELIGIBILITY

Federal Work-Study (FWS) is a form of need-based financial aid that provides part-time, paid employment opportunities for eligible students. The award amount on your financial aid package reflects the maximum you may earn during the academic year. To access these funds, you must secure a Student Employment Program position and track your hours.

FWS awards are optional. If you decide not to pursue a Student Employment Program position, you can decline the award. Should you still need additional funding, the Financial Aid Office may be able to convert your FWS award into loan eligibility. And if you later change your mind, you can contact the office to have your award reinstated.

It’s also important to know that your FWS maximum earnings limit may change during the year. Adjustments to your enrollment, receipt of outside scholarships, additional loan funding, or other updates to your financial aid package can reduce your award. If this happens, you’ll receive an email notification from the Financial Aid Office.

For students who are not eligible for FWS funding — including international students and those ineligible based on their FAFSA — Adler provides a limited pool of institutional funds to support Student Employment Program positions. Because these funds are very limited, they are awarded on a first-come, first-served basis.

FINDING A PLACEMENT

The Student Employment Program is not a job-placement service — it’s up to you to explore available opportunities and apply for positions that fit your interests and schedule. Adler offers a wide range of roles both on campus and remotely, as well as positions with community partner organizations, some of which may also be remote.

A list of current openings is posted below and updated throughout the year. If you don’t see something that fits right away, keep checking back for new opportunities.

When you find a position that interests you, contact the Hiring Manager or Supervisor listed in the posting to begin the application process. Requirements may vary by employer — some may ask for a resume, cover letter, or interview, while others may have a formal application. If you have a Federal Work-Study (FWS) award, let the Hiring Manager know during this process. You should also be prepared to discuss your class schedule and availability.

next steps

If you are hired as a student employee, congratulations! You and your hiring manager or supervisor will need to complete certain forms and processes before you can begin getting paid through the Student Employment Program.

Step 1: Student Employment Authorization Form

Your supervisor will complete the Student Employment Authorization Form and send it to the Office of Financial Aid. 

Step 2: New Hire Orientation

The Office of Financial Aid will contact you via your Adler email account to schedule New Hire Orientation, which is a quick 15-minute phone call or in-person meeting during which we’ll review the terms and conditions of the Student Employment Program. 

Step 3: Employment paperwork

The Office of Financial Aid will forward the completed Student Employment Authorization Form to People and Culture. Someone from their team will then contact you via your Adler email to complete the New Hire Onboarding process, which may include the following steps: 

  • Complete Federal and State W-4 Forms, to verify tax withholding allowances.
  • Complete the Federal I-9 Form, to confirm your identity and verify your eligibility for employment. You must provide identification from either column A or columns B and C as listed on page 3 of the Form I-9 to People and Culture. 
  • Complete the Adler Direct Deposit Form to have your paycheck deposited into your bank account 

Step 4: Register for UltiPro Time Management (UTM)

People and Culture will work with you to create an UltiPro account, which is where you will access your time sheet to track your working hours. You must complete a time sheet to receive your paycheck. Your supervisor will need to confirm they can see you in the system before you may begin working. This will take place once you complete the additional employment training.

Step 5: Additional employment training

Complete all Adler-specific training modules as required by People and Culture and the Office of Compliance. This can include training on the federal Family Educational Rights and Privacy Act (FERPA), which is required if you will have access to student information as part of your job duties. 

Important notice:

You must complete all required hiring steps before beginning work. Starting early creates financial impacts for the hiring department, so be sure to finish your paperwork on time. If you are continuing in the same position into a new academic year, the only step required is for your supervisor to submit a new Student Employment Authorization Form.

Expectations

Supervisors are encouraged to provide feedback through periodic evaluations, either at the end of the academic year or when you complete your position. We also recommend occasional one-on-one check-ins to discuss progress and answer questions. If you are experiencing issues with your supervisor or not receiving enough feedback, contact the Office of Financial Aid for support.

Once all new-hire steps are complete, you are ready to start working. Treat your Student Employment job like any other professional role:

  • Arrive on time and be prepared to work.
  • Communicate with your supervisor if you cannot make a scheduled shift.
  • Discuss your duties, work schedule, and any questions directly with your supervisor.
  • Balance your schedule with your academic load — you cannot work during class time.
  • Hour limits: up to 20 hours/week during the academic year and 30 hours/week during University breaks.

Some roles may involve handling sensitive information (such as student data). Protecting privacy is a critical part of your responsibilities.

EARNINGS + TAXES

You and your supervisor are responsible for tracking hours and pay so you do not go over this limit accepted in Financial Aid Self-Service. The Office of Financial Aid also awards and may notify you if you are close, but if you exceed your limit you cannot continue working or be paid through the Student Employment Program. In that case, you’ll need to talk with your supervisor about next steps.

If your position is funded by Adler’s institutional funds rather than FWS, your supervisor or department budget manager will monitor your earnings according to Adler policy.

Taxes
Federal and Illinois state taxes are automatically deducted from your paycheck based on the information you provide on your W-4. Each year, you’ll receive a W-2 form from People and Culture for tax filing. Be sure to keep this documentation for your records.

CONTINUING OR ENDING EMPLOYMENT

Student Employment Program positions don’t automatically carry over from year to year. Here’s what to know about continuing in your role, leaving a position, or changing jobs.

Continuing into a new academic year

Many students remain in their Student Employment Program roles for multiple years. To continue, you must submit a new FAFSA (if eligible) each academic year. Eligibility for funding is re-determined annually.

Unearned funds — whether Federal Work-Study (FWS) or institutional — do not roll over to the next year.

Leaving a position

You may leave your job at any time, but please provide two weeks’ notice when possible. Notice is also expected if you are graduating or know you won’t enroll in a future term. Your supervisor will notify the Financial Aid Office and People and Culture when you leave.

Changing positions

Any unearned FWS funds can be applied to a new Student Employment Program position if you remain enrolled. Contact the Office of Financial Aid for next steps.

Institutional funds, however, cannot transfer to a new position, as those funds are limited and may have a wait list.

Supervisor decision

If your supervisor decides the position is not a good fit, they will discuss next steps with you and notify the Office of Financial Aid and People and Culture.
Being released from a position does not necessarily prevent you from securing another Student Employment Program job.