Forms and Documents

For Supervisors and Approvers

Recruiting Students:  Handshake is a modern platform for all on-campus and experiential learning student hiring
Template for Creating an On-Campus Job This template is useful for drafting a position and collaborating with colleagues prior to posting the job in Handshake
 *May need to download to print correctly. Printable template of common interview questions and a spreadsheet to track logistics (major, schedule, year, FWS/non-FWS, etc.) 
Email Templates Templates for emailing student applicants
Recommended hourly pay grades based on student experience levels
EPAF Directions (959.79 KB)
Step-by-step EPAF directions 
Use this form for: supervisor change, pay rate change, or terminations. 
Video: Termination PA

Video walk-through of completing a Termination PA for student employee. (Paper PA required below.)

Timesheet manual
Employment Acknowledgement Template Printable example of work agreement between office and student (customizable)
Checklist of policies and useful information to go over during the first week of work/training
(Paper Timesheet) Use this form to revise timesheets and for late submissions; submit to PAYROLL once complete

Use to request that students work over the maximum for a limited period of time

Students holding F-1 or J-1 visas are permitted by law to work on campus a maximum of 20 hours per week while school is in session. Therefore, permission will not be granted to allow these students to work in excess of the maximum allowed by law.

Warning Notice Printable form outlining student employee infractions. Use to document, communicate and correct on-the-job performance issues after a verbal warning
Performance evaluations to be completed at the conclusion of each semester.

Job Offer Letter Form for SSN

This form is completed by supervisors when international students need a social security card, and in other special hiring circumstances.

The job offer letter is required by the Social Security Administration to apply for a SSN. Typically, this form is only used by departments when a student is NOT hired through the electronic payroll authorization form (EPAF) system, though there are a few exceptions (e.g.: TA/RA/GA students and ARC Supplemental Instructors).
FWS Hiring Form (38.97 KB)
For Community Service Partners Hiring: Federal Work-Study students only
A template to assist departments in managing their Federal Work-Study student employee budgets
Stipend Deadlines 2017-2018

Pay date and entry deadlines for stipend students (TAs, RAs, GAs) for the current Academic Year

Management Resources:
10 Principles For Working Across Generations

Useful Internal Websites for Supervisors and Approvers

Federal Work-Study
Payroll Forms
Payroll Calendars and Deadlines

For Offsite Employers (Employment Verification)

To request Employment Verification for students who were employed by Illinois Tech (on-campus job, etc.), complete this (Request can only be made by employer)

Useful External Websites

Illinois Department of Labor
Students and Employment: Authorization Information (
Foreign Students: I-9 Information (
Internal Revenue Service (IRS)