Information for Hiring Managers

New Positions

The hiring manager first identifies a need for extra support in their area.  Once the specific responsibilities of the position and the experience/knowledge required to be successful in it have been determined, submit a request in Belmont Be You.

• Hover over the Recruit tab and click “Submit Requisition Request,” then “+ Create New Request”.
• Under Job Title, double-click “Student Employment”.
• In the Requisition Template, select “NEW STUDENT POSITION”.
• Highlight “New Student Position” in the Display Job Title section and rename the position: Department name – Job title.
• Employment Type should auto-populate “Student Employee” and “Part Time.”
• The Reason for Request, click the button for “I am submitting a New Student Employee position.”
  • PLEASE NOTE: If this is not a new position, please refer to Appendix B.
• The Internal Job Category should be “Student.”
  • If a GA, select “Graduate Assistant” here.
• You must enter the Hourly Pay rate.

BSE

Pay rates must be set at $10 or greater, and wages must be paid by the department.

                FWS

Pay rates are set at $10.00 or higher for on-campus positions and $15.00 for off-campus community service positions. Wages are paid by Student Financial Services.

• List any supplemental questions section and list any individuals who require access to review applications.
• Under Featured, choose either:
  • “Yes – Student” (Position is posted externally for any student to apply)
  • “No” – (The position is posted internally and requires a link to apply)
• List any Education.
• List any specific experience required, or list “No experience.”
• List of the Working Conditions and Physical Requirements, i.e., position is mostly standing, etc.
• Fill in the Description section with as much detail as
• List any Qualifications, skills, or knowledge
• Fill in the Hiring Manager. (Any Reviewers who need access to view the applicants will need to be listed under the Supplemental Questions)
  • If FWS, accounting FOAPAL Fund: 25765 Org: (HM department) Acct: 60130 Prog: 700
• In the Openings section, check “Ongoing”, select a desired hiring date, and click Submit.

Reposting a Position

If there is already a student position in existence

• While in Belmont Be You, hover over the Recruit tab at the top of the page and select Student Hiring.
• Select “Student Position Request Form”. Please follow the steps and provide the requested information.
  • PLEASE NOTE: Only fill in information that has changed on the job.

• Submit the requisition, and once Student Employment has the opportunity, the position will be posted either internally or externally, based on what the original posting listed.
  • SFS will send the HM the job posting link(s) to send to the students if the position is listed as internal.

Viewing Job Postings

• While in Belmont Be You, hover over the Recruit tab and click Hiring Dashboard.
• The bottom of the screen shows the list of all positions to which the hiring manager has access. Click the title of the position to see the actual requisition.NOTE: After requisitions are posted, they will be read-only; you cannot make edits.

• Click Application Workflow at the top of the page to see if any answers to questions are included in the application. To see the full application as it appears to an applicant, click “Preview” (a small blue link at the very bottom of the screen).

Positions are posted either internally, where a link is sent to the manager to share with any students who wish to apply, or externally, on jobs.belmont.edu.

View Applicants

• While in Belmont Be You, hover over the Recruit tab and click Manage Candidates.
• On the left of the screen (under My Jobs), select the position to view the candidates who have applied for the
• A list of applicants in the “In Review” status will populate on the next
• Click on the name of the candidate/applicant. Scroll down to view a summary of the
• Click the Application tab to view answers to supplemental
• Click back to exit the preview.

Change the Status of a Student's Application

• Log into MyBelmont –> Human Resource tab –> Belmont Be You
• While in Belmont Be You, hover over Recruit and click Manage
• On the left of the screen, under My Jobs, select the position to view the candidates who have applied for the
• Once the list of applicants populates, check the box to the left of each applicant’s name to select them.
  • Please Note: The HM can change the status of one student at a time or select multiple applicants.
• For individual students, check the box next to their name, then click Change Status. Choose one of the following options and click Save:
  • Interview
  • Recommendation for Hire
  • Hired
  • Closed
    • Select an appropriate disposition
  • Click Save.

Once jobs have been posted and applicants have been received, the hiring manager is ready to hire a student employee.

Complete a PAF

Every student employee hired, new or rehired, must have a PAF completed before they can begin working.

• While in Belmont Be You, hover over Recruit.

• Click Student Hiring and click “Student PAF.”

• Complete the form with the student’s information, the FOAPAL (use account #60130), and click Submit for approval.

View Submitted PAFs

• While in Belmont Be You, hover over the Home tab and click “University.”
• Click the “Snapshot” link at the
• Click “Documents.”
• There will be a few folders, including “Submitted PAFs.”

New Hire Paperwork

Any student hired by Belmont University must complete all required forms and provide documentation to verify their identity and eligibility to work. Student Employment will review these documents and complete Belmont's portion of the employment verification form within three business days of the employee's first day of work. This is a federal requirement that must be followed. 

Employment documents required:

Work Authorization Form (WAF)

I-9, Employment Eligibility Verification

W-4, Employee's Tax Withholding Certificate

I-9 Form Document Policy

The student can bring original documents to Belmont Central for verification and copying. They will sign and date the copy in a color other than black.

or

The hiring manager can verify the original documents and make a copy. They must also sign and date the copy in a color other than black.

The student cannot begin working until the supervisor receives an email confirming that the student has been authorized to start. 

Noncompliance with this federal regulation may lead to the student losing their position or the department losing all student workers.

General Rules for Student Employment

BSE

• Student Timesheet Approvers must approve students' hours before the payroll cut-off on Sunday night for the prior week worked.
• Belmont’s standard workweek is Monday through Sunday. 
• Students are paid biweekly (every other Friday).

• Full-time enrolled students are limited to working a maximum of 25 hours per week. This is all student employment, FWS, BSE, and Graduate students.

• During winter and spring breaks, students may work up to 40 hours.**

• Students can work up to 40 hours during the summer if they are not enrolled or are enrolled part-time.

• International students on a student visa can work no more than 20 hours per week during the school year. Working more than 20 hours during school is in violation of student visa requirements.
• During non-academic sessions (Winter or Summer Break), international students are not restricted to the number of weekly hours they can work.

FWS

• FWS eligibility requirements:

  • The student must have completed a 2025-2026 FAFSA.

  • Students must demonstrate need.

  • Maintain Satisfactory Academic Progress (SAP).

  • Maintain at least part-time enrollment (6 credits or above).

  • SAI at or below $46,000.

• FWS employment must provide an appropriate rate of pay, according to the type of work performed, the geographic region, the employee’s proficiency, and any applicable federal, state, or local law, including state or locally established minimum wage rates.
• FWS employment must not displace employees or impair existing service contracts. Moreover, this prohibition extends to instances in which a school first replaces a full-time employee with a student position paid with college funds.
• FWS positions cannot involve the construction, operation, or maintenance of buildings for religious worship or sectarian instruction.
• Schools and outside employers hiring FWS students cannot solicit or accept fees, commissions, or gifts as a condition for employment.
• The Fair Labor Standards Act prohibits employers from accepting unpaid work from paid employees, so all FWS students must be paid for their hours worked.
• The maximum Federal Work Study (FWS) award is $2,000 for the academic year.
• A student may hold a maximum of 2 FWS positions at a time.
• If a student has the option to work remotely, this must be clearly stated in the job description, along with the percentage of remote work available. Additionally, there should be a method for tracking and verifying the student's work.

Breaks

• Student Workers who work 6 hours must be provided a 20-minute unpaid break.
• Student Workers who work 8 hours must be provided a 30-minute unpaid break.

Evaluations

Student Financial Services is partnering with the Office of Career and Professional Development to provide our students with honest and productive feedback on their job performance.

Terminations

In Tennessee, terminating a student employee is generally subject to "at-will" employment, meaning they can be fired for any reason or no reason, as long as it's not discriminatory or illegal. The process involves following specific procedures, which often include providing the employee with a termination notice, finalizing their final pay and time sheets, collecting university property, and formally documenting the separation through the appropriate department or HR system. 

Student Employment follows a standard three-step response to issues with student employees:

1. Verbal Warning: Document the conversation and save it in the student’s file.
2. Written Warning: Schedule a meeting with the student to discuss the issue, have them sign the written warning, and file it in the student’s file.
3. Termination: Prepare a written notice of termination. Review it with the student, have them sign it, and file it in the student’s file.

Termination Letter Example

Record Retention

FWS students must present their class schedule to the hiring manager each semester they work. This enables the hiring manager to work with the student to create a work schedule that does not clash with their classes.