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Resources for Hiring Student Employees

This is a collection of resources that may be useful when hiring students such as job description and correspondence examples, interview question bank, and how to check references. This guide will also include a guide to students' first day and what will

Contacting applicants for an interview

I recommend emailing students to schedule an interview as it is often difficult to answer calls during class or other obligations.  This first email should include that you are with the library and which department.  It should include a copy of the job description and the following information to prepare them for the possibility of an in person interview and hiring (students sometimes need to time to gather these items since they are not all kept filed in their dorm room):  

  • If chosen for an in person interview, it is recommended that you bring
    • class schedule
    • calendar
    • work-study positions should also provide a copy of your award letter.
  • If hired you will also need
    • SS card
    • OSU ID
    • state ID or driver’s license
    • a voided blank check or letter from your bank with account information (routing number and account number) in order to set up direct deposit.  Direct deposit is required for all employees.

I like to invite students to schedule a phone interview first and will ask round 1 of questions on the phone as well as explaining a bit more about the job and answering their questions.  I include a list of times (usually 3-5) for them to choose from based on the class schedule they submitted with their application.  I let them know that I will follow up via email to schedule an in person interview or (if the phone interview didn't go at all well) status of their application.  I typically try to get an idea of when they will be available and if possible when my supervisor or a second person is available to sit in on the interview so that one can be set up on the phone (or at least a day) and then confirmed in the follow up email.  

The follow up email will include the list of what to bring in a more prominent position and a confirmation of interview time.

SAMPLE: Emails

SUBJECT:  OSU Library: Work Study: Digital Resources & Discovery Services 

Dear _______,

Thank you for your application to the Edmon Low Library.  As you may know the library has many different departments and types of student positions.  This position is in the Digital Resources & Discovery Services providing support for (type of material or work). I have included the job description below.  I would like to invite you to a phone interview to tell you a little more about the positions.  

The interview will likely last around 15 minutes.  Please let me know which of the following times work for you:

  • Date 1, time 1
  • Date 1, time 2
  • Date 2, time 3

Watch for a confirmation of your preferred time and details about which phone number I will use to contact you.  If you have any questions you may email me or ask during our phone interview.  

I look forward to speaking with you,

Name

Position

Department

(possible phone or email or other contact info)

********************************************************

OKLAHOMA STATE UNIVERSITY LIBRARY

STUDENT EMPLOYMENT OPPORTUNITY

Oklahoma State University Library has an opening for a Student Assistant II to work approximately 10 hours per week.  Hours will be scheduled between 8:00 a.m. and 5:00 p.m.  Some scheduling flexibility may be possible after training is complete.

Requirements:

·         Minimum typing speed of 35 words per minute, with emphasis on accuracy over speed

·         Ability to work at a computer for an extended period (usually 1-2 hours at a time).

·         Willingness to learn new skills and adapt to changes in workflow or procedure.

·         Self-motivation and ability to collaborate on projects

Special Skills and Abilities:

·         Proficiency in Microsoft Excel

·         Knowledge of other software and programming languages (VBA, html and xml) preferred

·         Attention to detail, particularly in regards to grammar and formatting

Responsibilities:

·         Assist with creation of metadata records for a variety of digital materials.

·         Collaborate with staff on database and metadata clean-up and maintenance

·         Complete special projects as assigned.

·         Report and document problems encountered while editing and the solution to each.

Starting pay rate: $8.75/hr-$9.75/hr.

  • If chosen for an in person interview, it is recommended that you bring
    • class schedule
    • calendar
    • work-study positions should also provide a copy of your award letter.
  • If hired you will also need
    • SS card
    • OSU ID
    • state ID or driver’s license
    • a voided blank check or letter from your bank with account information (routing number and account number) in order to set up direct deposit.  Direct deposit is required for all employees.

_____________________________________________________________________________________________________________


Dear __________,

I have scheduled your phone interview for ___________.  The phone number that I have listed for you is _____________.  Is this the best number to call you at?  I will be calling from (See Note).

Thank you,

Name

 

NOTE:  The phone number is important for identification and can be important especially if calling on a cell phone rather than a university phone due to long distance.

_____________________________________________________________________________________________________________


Dear _______,

I have scheduled your interview for ______.  _________, (their position), will be joining us.  Please come to the Dean's Office on the second floor of the library and ask for Tabitha Manners.  Please feel free to call my office at _______ if you need directions once here.

  • It is recommended that you bring
    • class schedule
    • calendar
    • work-study positions should also provide a copy of your award letter.
  • If hired you will also need
    • SS card
    • OSU ID
    • state ID or driver’s license
    • a voided blank check or letter from your bank with account information (routing number and account number) in order to set up direct deposit.  Direct deposit is required for all employees.

_____________________________________________________________________________________________________________


NOTE:  The following message is an option to send if there is a delay such as summer break between scheduling the interview and the actual date of interview.

Dear ______,

This is a reminder that your interview is scheduled for _______.  I look forward to meeting you.

Sincerely, 

Name

 

Name

Position

Department

Oklahoma State University Library

Example of Follow-up Email to interviewee not hired

Dear ________,

Thank you for your interest in working as a Student Assistant for Digital Resources and Discovery Services at the OSU Library.  We enjoyed having the opportunity to meet you and discuss your qualifications for this position.  It has been difficult to choose from among the many excellent applicants.  We have decided to hire an applicant whose background and expertise more closely align with the specific requirements of this position.  

Thank you again for your application.  We wish you well in your search for an on-campus position.  I hope that you are able to locate a position that will make use of your skills, particularly _______

Sincerely, 

 

Example of Job Offer Email

Dear ___,

Thank you for your interest in working at the OSU Library .  We would like to offer you a position working in the Digital Resources and Discovery Services Department (Job ###).  Pay will begin at $___ per hour.  This position is scheduled for ____ hours per week.  The job will begin _______.  Students are hired on a semester basis.  Please contact supervisor's email to arrange a time to meet to discuss schedule and take care of employment paperwork.  You will need to bring your:

  • Social Security card
  • OSU ID
  • state ID or driver’s license
  • class schedule and calendar

Sincerely, 

********************************

Dear _______,

Thank you for your interest in working at the OSU Library and participating in our First-Generation Student Employment/Mentor Experience (Job ###).  We would like to offer you a position working in the Digital Resources and Discovery Services Department.  Pay will begin at $8.75 per hour.  The job will begin _____.  Students are hired on a semester basis.  Please contact supervisor's email to arrange a time to meet to discuss schedule and take care of employment paperwork.  You will need to bring your:

  • Social Security card
  • OSU ID
  • state ID or driver’s license
  • class schedule and calendar

 

Sincerely, 

 

First Gen Job Offer Email

Subject: Job Offer: OSU Library: First-Generation Student Employment/Mentor Experience: Digital Resources & Discovery Services

 

Dear ____,

 

Thank you for your interest in working at the OSU Library and participating in our First-Generation Student Employment/Mentor Experience (Job 164).  We would like to offer you a position working in the Digital Resources and Discovery Services Department.  Pay will begin at $8.75 per hour.  The job will begin ____.  Students are hired on a semester basis and will be scheduled for 5-10 hours a week while classes are in session.  Working during student breaks when the library is open is optional.  

Please contact tabitha.manners@okstate.edu to arrange a time to meet to discuss schedule and take care of employment paperwork.  You will need to bring your:

  • Social Security card
  • OSU ID
  • state ID or driver’s license
  • class schedule and calendar

 

Mentor events for the fall semester will include the following:

  •     August 29        3:30 p.m.         Meet and greet pizza party
  •     September 27 3:30 p.m.         Information tour & time management skills
  •     November 14 3:00 p.m.         Campus organizations and life skills

 

You will be paid for time at mentor events, time spent with your mentor, as well as for work hours.  I look forward to hearing back from you.

Sincerely,

 

-----------------After Acceptance Email HR----------------------------------------------

Hi, Jamie,

I hired a new student and received his acceptance email ____.  He will start work ____ at $8.75/hour as part of the First Generation Student program.  His information is below.  He is planning to come in to complete employment paperwork and first-day orientation around 10:45 am August, 21.

 

Name:

Email:

Student ID:

Address:

Phone Number:

 

Thank you,