The Office of Student Employment is responsible for monitoring the non-work study student workforce and administering all aspects of the employment process, including, but not limited to: policy enforcement and interpretation; verifying and processing student employment paperwork initiated by University departments; entering all student employee information into the University's payroll system, and; resolving student payroll problems in a timely and efficient manner.

The OSE is committed to promoting the employment of the University of Pittsburgh students who are registered and taking classes while working towards an undergraduate or graduate degree.

General Requirements/Eligibility

In order to be employed throughout the academic year, student employees must have proof of enrollment for at least three (3) credits in an on-going course of study/program at the University of Pittsburgh, such as a validated invoice or term certification. There is no credit requirement during the summer term, provided the student meets the enrollment qualification in the spring term or upcoming fall term.

A student position cannot be changed automatically to a staff position and students cannot be moved automatically into a vacant regular staff position.

Unless a student has been previously approved, remote work is not permitted. Similarly, remote I-9 forms will only be processed when they're essential for ensuring workers are hired in a timely manner.

Students are covered by Worker’s Compensation and liability insurance but are not eligible to participate in the other fringe benefits established for faculty and staff, including unemployment compensation.

Incoming Students

Incoming freshmen/transfer/graduate students who have proof of registration for the upcoming fall term may be hired for employment during the summer term prior to the beginning of the academic year/fall term.

Certificate Programs

Individuals who are enrolled at the University of Pittsburgh in all certificate programs do not qualify for student employment.

Paid Position Limitations

To be eligible for student employment at the University, students cannot hold both a student worker role and any other assignment in another employment category, such as a certificate trainee position or All-Temps assignment.

Graduate Students Registered for Dissertation/Thesis Credits

During the academic year, graduate students primarily registered for dissertation/thesis credits are not eligible for student employment positions outside of their academic department. Dissertation/thesis students are not enrolled in and do not attend actual courses, and preference must be given to students taking at least three (3) credits of actual coursework. Graduate students holding assistantships throughout the academic year may be paid as student employees by their department during the summer term. Individuals not meeting the above mentioned requirement may still work through the University, but will be paid as temporary workers through All-Temps or through Faculty Records.

Students Participating in a Co-op, Internship Program or Experiential Learning Position

Students actively engaged in experiential learning opportunities such as co-op rotations, internships, apprenticeships, clinicals, fellowships, field work, practicums, student teaching, undergraduate research, or study abroad during a given term are ineligible for Student Employment positions within that same term.

Non-Pitt Students

Student employment exists to provide University of Pittsburgh students employment opportunities while attending school. As a result, non-Pitt students are ineligible for student employment at Pitt. Applicants that do not qualify for student employment may still be hired as temporary workers through All-Temps.

Students who drop out of school at the University of Pittsburgh are not eligible for student employment and must be terminated immediately. Students may also have work privileges suspended by the University's Student Conduct office, if actions warrant.

Student employment is not able to offer assistance to children of faculty or staff who are not registered students at the University of Pittsburgh

Students who attend the University through the academic year (fall and/or spring terms) as special students (take courses at the University of Pittsburgh but have them transferred back to their own college/university) are eligible for student employment. Students who attend another college/university through the academic year and take courses at the University of Pittsburgh during the summer term only are not eligible for student employment.

Regular Academic Year (Fall and Spring Terms)

Eligible students may work no more than 20 hours per week during the active academic year (fall and spring terms). Student Employment tracks hours worked to ensure compliance.

Summer Term, Winter Recess, Spring Recess

Students may work 40 hours per week during the summer term, and during winter and spring recess, as well as during summer break. Student Employment tracks hours worked to ensure compliance.

Permitted Hours with Multiple University Jobs

Generally, student workers are permitted to have more than one (1) job within the University at the same time granted that all jobs fall under the Student Employment category. This includes work-study positions, insofar as the student has sufficient work-study funds. Students with multiple assignments must still comply with the cumulative 20 hours per week limit during the academic year and 40 hours per week during recess and summer term. It is the student’s responsibility to coordinate their schedules with all supervisors so as to not exceed the hour limit, and failure to do so could result in reduction to one assignment.

Students who have graduated may continue only in their current assignment as a student employee and work for no more than four (4) months after graduation.

Students are not permitted to be hired for new positions post-graduation. The term "new" refers to employment roles that are separate from the student's current assignment. This means that if a student has already been assigned a task or position, they are not eligible to take on a different or additional role after graduation.

Therefore, if a department wishes to continue employing a student after graduation, it must be in the student's existing assignment, and the employment must conclude within the specified time frame:

•April graduates must terminate by August 31;
•August graduates must terminate by December 31;
•December graduates must terminate by April 30.

The department is responsible for initiating the termination on the Employee Record.

Graduated students are subject to all Student Employment policies, except for enrollment requirements. Graduated students are still limited by the weekly hour limitations per semester. If a department wishes to have a graduated student exceed Student Employment hour limitations, they may be hired as temporary workers through All-Temps.

No student may be appointed as a student employee after they have already graduated.

High school students who perform service in a laboratory must be paid employees.  Please reference the Student Employee Manual for more information on the requirements/processes for employing minors and child labor law requirements.

Employment is not required for minors who are not performing services, but rather are participating in bona fide educational programs, such as grant funded summer academies or academic camps, which have been registered with the Office of Human Resources and have been designated consistent with the Department of Labor's test in its fact sheet.

For more information, please visit the Employment of Minors page.

Talent Center is the University's recruiting, hiring, and onboarding system. Talent Center offers students the opportunity to view student employment and work-study positions, upload their résumé, view departmental contact information, and apply to positions online. University departments can post their part-time opportunities (from the convenience of their own office) in which thousands of University of Pittsburgh students can apply. Any University department or off-campus Federal Work Study employer is eligible to use Talent Center to post student positions.

For Students Looking for Positions

All student employment positions, including Federal Work Study positions, are posted in Talent Center located at www.join.pitt.edu. Students must apply through the dedicated student portal, which uses the student's University login information via Pitt Passport. Find general information on applying for positions through Talent Center.

The Office of Admissions and Financial Aid (OAFA) handles Federal Work Study awards and guidelines. Off-campus Federal Work Study employers can contact OAFA for information on posting positions to Talent Center. For more information about Federal Work Study, visit OAFA's website.

For Hiring Managers

All student hires must be initiated through Talent Center. Hiring managers should refer to the Talent Center Reference Guide for hiring students to learn more about using Talent Center to post available positions.

All student employment positions, including Federal Work Study positions, must be posted in Talent Center for a minimum of three (3) days.

Talent Acquisition provides a variety of free services to hiring leadership, from conducting full-cycle recruitments to assisting in one particular stage of the hiring process. From sourcing candidates to onboarding your new hires, find the Talent Acquisition resources you may need on the Recruiting, Hiring, & Onboarding section on SharePoint (Pitt login required). On this page are helpful tools available to you and your department throughout the hiring process.

Exceptions to the listed guidelines outlined in this manual should be initiated through the Office of Student Employment. Exceptions may be considered, but only with departmental justification and approval by the Office of Student Employment. Applicants that do not qualify for student employment may still be hired as temporary workers through All-Temps, the University's temporary staffing service.

Questions should be directed to the Office of Student Employment by calling 412-624-7000 or by submitting a question or comment.

eOffer and Onboarding

What are the steps to onboarding a student worker?

Once candidates pass due diligence screening and the offer is extended by Student Employment, the department contact will receive a task in Talent Center to “Confirm the Verbal Offer.”

Pitt Worx Hub - Confirming the Verbal Offer

Upon completion of this step, the actual eOffer will be launched to the candidate. The candidate will need to accept the offer which will then initiate a series of onboarding tasks, depending on hire type.

Pitt Worx Hub - Onboarding Process

Are student employees permitted to work remotely?

Unless a student has been previously approved, remote work is not permitted. Similarly, remote I-9 forms will only be processed when they're essential for ensuring workers are hired in a timely manner.

When can the student employee start? 

Once the student employee fully completes all of the required onboarding paperwork, and their start date has arrived. If the position requires Child Protection Clearances or a background check, the results must be received and cleared prior to beginning work.

How do I know my student employee has completed their onboarding?

You will receive an automated “onboarding completion” email from Talent Center confirming the process has been finalized. Please check in with the Office of Student Employment to confirm if you are unsure.

My student started working prior to completing onboarding – how can I correct their start date?

To ensure compliance and accurate employee records, students should never work prior to completing onboarding. In the event this has occurred, please submit an inquiry with the Office of Human Resources to correct the start date to reflect the first day of actual work.

Submitting Hours

Are student employees able to receive time and a half on a holiday?

No. Student Employees do not receive time and a half for hours worked on or over a holiday or recess. Students will be paid out for any time submitted at their usual rate.

Do student employees receive sick time?

Student workers do not receive sick time. Student employees who are absent due to illness, holidays, or other reasons do not receive pay or credit for time not worked.

How many hours can students work per week?

Students may work up to 20 hours per week during active academic terms, and up to 40 hours per week during summer term and recesses.

Over holidays and recesses, when can students begin working up to 40 hours a week?

The transition to working up to 40 hours per week is permitted on the official end date of the academic term or the start of a break. Should this date occur mid-week, students are authorized to begin working increased hours only after their classes for that specific day have concluded. Consult the Academic Calendar for official term dates.

Do students have to fill out timecards for weeks they do not work?

Students must fill out a timecard for hours that they have worked. If they did not work within the week, they do not have to submit a timecard.

Can my student work more than one job?

Student employees may work multiple assignments, however, they are still limited to 20 hours per week across all assignments.

How do student employees submit timecards?

Please refer to this resource guide: Submitting a Time Card - Students

Troubleshooting

Why is my student worker unable to submit a timecard?

It is likely that the applicant has not fully completed the onboarding process. Please submit an inquiry with the Office of Human Resources for assistance.

My student is completely onboarded, why can’t I see them in Pitt Worx?

If your student has multiple assignments and you are the subsequent department, you will not have access to the student’s full Pitt Worx record. You will still be able to approve their timecards.

My student hire cannot locate/access their eOffer?

Once an offer is officially extended, it is sent to the email listed on the student’s candidate profile in Talent Center. Students should check their spam folder in the event the offer was routed there.

Alternatively, the student can access their eOffer by logging into join.pitt.edu and navigating to their “Tasks” tab.