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Resources for Supervisors of Student Employees

Supervisors of UK student employees play an essential role in the overall student experience. Employment gives students the opportunity to earn an income, learn new skills, develop professional connections and gain new responsibilities during college. To help ensure our undergraduate student employees are successful in their roles, UK HR Student Employment is dedicated to providing our supervisors with resources to assist them as leaders. The following resources aim to keep UK supervisors regularly informed on policies, processes, events and opportunities. 

I-9 process update

In August 2020, Human Resources launched a new tool to allow new hires to schedule their visit to Scovell Hall to complete their I-9 forms. This added step will ensure quick service while adhering to physical distancing guidelines.

To be successful in this effort, you will need to communicate with all new hires – students, faculty and staff – that they will need to schedule an appointment before visiting Scovell Hall to complete their I-9 form. To assist with this messaging, below you will find an email template to advise new hires on how to schedule their visit and what documents are required.

Process overview:

  1. New hire will use the scheduling tool to make an appointment to come to Scovell Hall to complete the I-9 form.
  2. HR Employment will complete the I-9 form with the new hire in person, then send an encrypted digital copy of the I-9 to the hiring department contact.
  3. HR Employment will provide the original I-9 form directly to HR Compensation on behalf of the hiring department.
  4. HR Compensation will process the new hire paperwork once the Payroll Authorization Record is entered in SAP.

If you have any questions, please contact Yankuba Banda at (859) 257-9643 or yankuba.banda@uky.edu.

I-9 template email for supervisors to send to new hires

Welcome to the University of Kentucky! We are excited to have you join us.

After accepting the offer for employment, your next step will be the completing of your I-9 Employment Eligibility Verification form.

The form must be completed in person on or before your first day of employment. You can schedule an appointment to complete your I-9 at the UK Human Resources Employment office (located at 112 Scovell Hall) by visiting this page.

To prepare for your appointment, you must present appropriate, original and unexpired documentation that establishes your identity and employment eligibility to complete the I-9 form. If you are a non-U.S. citizen, you will also need to present your visa document (I-20 for F-1, DS-2019 for J-2 or I-797 for H-1B) in addition to the documents on the list of acceptable documents.

Federal Work-Study information

Federal Work-Study is granted to students based on need determined by their completed FAFSA forms. Federal Work-Study can provide qualified students with income and financial security through work experience. These opportunities allow students to build skills for their resume and an expanded, supportive community within their assigned departments. Departments hiring Federal Work-Study students can engage directly in student success and alignment with the university's mission. Federal Work-Study can also provide departments with staffing solutions and potential budget savings. Through the Federal Work-Study program, departments are responsible for only 17% of the students' pay-rate. If your department is interested in learning more about how to utilize Federal Work-Study in your department, please email David Taylor at FWS@uky.edu. Review the Federal Work-Study (FWS) Program Supervisor Guidelines here.

Part-Time Job Fair

The Part-Time Job Fair, co-hosted by HR Student Employment and the Stuckert Career Center, is a great way for campus departments still looking to fill their student positions to market and recruit student employees. If you are interested in registering for the Part-Time Job Fair, email studentemployment@uky.edu to learn more about when the next one is happening.

Coronavirus information

With students returning to campus for the fall semester, you can always find the latest information on the university's coronavirus website. The employee section includes helpful information for supervisors. We understand that this can be a difficult time for everyone and want to be sure to provide as much support as possible. HR Student Employment is happy to be a resource for any undergraduate student employment questions on-campus departments may have. If you have questions related to undergraduate student employment, please email studentemployment@uky.edu.