The University of Chicago

UChicago
Student Employment

About Student Employment

Student Employment at UChicago provides students with meaningful opportunities to advance their academic and professional goals. Student Employment offers a wide variety of on-campus jobs, internships, and research positions as well as several opportunities with local off-campus organizations. Federal Work-Study and non Work-Study positions are both available. The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans employer.

The Student Employment office is located in Ida Noyes Hall (1212 E. 59th St.) in suite 027 on the lower level. Please email studentemployment@uchicago.edu with any questions.

Students with questions about their Federal Work-Study eligibility should contact the Office of College Aid at 773-702-8666 if they are an undergraduate and the Student Loan Administration at 773-702-6061 if they are a graduate student.


Important Information for New Student Employees

Under federal law, all new employees must complete Form I-9 and submit documentation to verify their identity and their eligibility for employment. You can find more information about the I-9 process on the U.S. Citizenship and Immigration Services website.

Your I-9 documentation requirements will vary depending on your citizenship status and place of residence. Please review this table to determine which documents you will need to submit and ensure that you have these documents ready before you start your new on-campus job. Original documents must be presented; paper copies or scans will not be accepted.

You must complete Form I-9 and submit the required documentation on or before your first day on the job. Students who do not complete this process within the required timeframe will not be able to continue in their student employment position.

In addition, undergraduate students are required to complete a new student employee orientation. Student Employment will contact all new hires with detailed information about the orientation.

If you have any questions, please contact your supervisor or studentemployment@uchicago.edu.


Information for Undergraduates

Advising & Resources

Students at meeting

Career Advancement can assist undergraduates with identifying and applying for on-campus jobs that meet their interests and goals. Students can request an appointment through UChicago Handshake or by calling (773) 702-7040.

Looking for an On-Campus Job?

All on-campus employment opportunities for undergraduates are posted in UChicago Handshake. For a step-by-step walkthrough on how to search for jobs, please download the Handshake guide.

Depending on the instructions in the job description, students should apply by uploading their materials to UChicago Handshake or e-mailing the employer directly.

Federal Work-Study

Federal Work-Study is a federally funded program that provides part-time jobs to students with financial need, allowing them to earn money to help pay educational expenses. Students must be awarded Federal Work-Study as part of their financial aid package to be eligible for the program. If you have questions about the Federal Work-Study program or your eligibility, please review the Federal Work-Study FAQ or contact the Office of College Aid at 773-702-8666.

It is required for each Federal Work-Study student to bring a copy of their Employment Authorization Form and their Federal Work-Study award letter to each Work-Study interview. If you hold more than one job, you must have a completed Employment Authorization Form for each job held.

You can access your form as follows:

  • Log into your myUChicago student portal
  • Click Finances > Financial Aid > Student Reports
  • Select “FWS Authorization Form” from the report dropdown and click “View Report” (make sure pop-ups are disabled on the page)

Summer Federal Work-Study

Students who are interested in participating in the Federal Work-Study program for the summer quarter must email the Office of College Aid at college-aid@uchicago.edu. Email must include student name, student ID, and indicate interest in Federal Work-Study program for the summer. Students will be notified of their eligibility within 3-5 business days.

Orientation for New Student Workers

All on-campus student employees need to complete the Student Employment Orientation within 30 days of their hire date. This orientation provides training on professionalism, workplace communication, and how students can succeed in their role at the University. Student Employment will contact new student employees with details about registering for the orientation. Both in-person and online orientations are available.

Form I-9 & Verifying Work Authorization

Under federal law, all new employees must complete Form I-9 and submit documentation to verify their identity and their eligibility for employment. You can find more information about the I-9 process on the U.S. Citizenship and Immigration Services website.

Your I-9 documentation requirements will vary depending on your citizenship status and place of residence. Please review this table to determine which documents you will need to submit and ensure that you have these documents ready before you start your new on-campus job. Original documents must be presented; paper copies or scans will not be accepted.

You must complete Form I-9 and submit the required documentation on or before your first day on the job. Students who do not complete this process within the required timeframe will not be able to continue in their student employment position.

In addition, undergraduate students are required to complete a new student employee orientation. Student Employment will contact all new hires with detailed information about the orientation.

If you have any questions, please contact your supervisor or studentemployment@uchicago.edu.

Sign Up for Direct Deposit

Student employees can have their biweekly paycheck deposited directly into their bank account. To sign up for direct deposit, simply log-in to workday.uchicago.edu using your CNet ID and password and take the following steps:

  1. Click on the “Pay” worklet.
  2. Under the “Actions” box on the left, click “Payment Elections.”
  3. Click “Add Account” and complete all prompts.
  4. After adding your account, ensure that you change all “Payment Elections” from “Check” to your newly added account number.

Please allow one biweekly payroll cycle for your request to be processed.

Maximum Work Hours

To ensure that they have sufficient time to dedicate to their academic responsibilities, undergraduate students may work for a maximum of 20 hours per week during the academic year. Undergraduate students who are NOT enrolled in classes during the Summer Quarter may hold a student position for a maximum of 37.5 hours per week. A student may hold more than one job, but the cumulative number of hours worked per week cannot exceed the limits outlined above. Any exceptions to these policies must be approved by the Dean of Students in the College.

Sick Leave Policy

Effective July 1, 2017, the University of Chicago implemented an updated Sick Leave Policy, HR Policy 512, which has been revised to comply with the Chicago Paid Sick Leave Ordinance. The updated Sick Leave Policy will make paid sick leave (PSL) available to some employees who have not previously had it, including non-benefits-eligible staff employees and non-benefits-eligible academic appointees, temporary employees, seasonal employees and student employees. The new policy will also expand the permissible uses of PSL for employees, including benefits-eligible employees who already have PSL.

For individuals who use Workday and are newly-eligible for PSL, the “Time Off Module” is live in Workday, and a new time off worklet is now available on the Workday landing page. Benefits-eligible personnel will continue to use UChicago Time to view PSL balances and to record use of PSL.

To help answer any questions you may have, we have created and posted on the Workday@UChicago website a series of Quick Reference Guides, along with a set of Frequently Asked Questions.

If you have questions about the new Sick Leave Policy not answered in these FAQs, please contact Employee & Labor Relations at elrelations@uchicago.edu.

Leave of Absence & Student Employment

Undergraduates on a leave of absence, in general, are not eligible for employment positions that are only open to students. All students on leave of absence, regardless of the reason for their leave, are not eligible for Federal Work-Study positions.

If a student employee takes a special kind of leave known as extended status, they may continue working in a job that they already hold, provided that they are not in a Federal Work-Study position. Students on extended leave are not eligible to apply for a new job, but may stay in their current position for the period of the extended leave.

For more details about leave of absence, please visit the College’s leave of absence page.

Questions?

Please contact studentemployment@uchicago.edu with any questions about Student Employment at UChicago. For answers to common Federal Work-Study questions, please review the Federal Work-Study FAQ.

For more information about student employment policies and procedures, please consult the Student Manual.


Information for Graduate Students & Postdocs

Advising & Resources

Research student with supervisor

UChicagoGRAD can assist graduate students and postdocs with identifying and applying for on-campus jobs that meet their interests and goals. Students can request an appointment through GRAD Gargoyle.

Looking for an On-Campus Job?

On-campus employment positions for graduate students and post-docs are posted in GRAD Gargoyle. Log in to your account and do an "advanced search" for the position type "Student Employment - On Campus Job" for non-teaching opportunities. For student teaching-related opportunities, please contact the department where you would like to teach.

Depending on the application instructions in the job listing, students should submit their materials directly through GRAD Gargoyle or e-mail their application to the hiring manager.

Federal Work-Study

Federal Work-Study is a federally funded program that provides part-time jobs to students with financial need, allowing them to earn money to help pay educational expenses. Students must be awarded Federal Work-Study as part of their financial aid package to be eligible for the program. If you have questions about the Federal Work-Study program or your eligibility, please review the Federal Work-Study FAQ or contact the Student Loan Administration at 773-702-6061.

It is required for each Federal Work-Study student to bring a copy of their Employment Authorization Form and their Federal Work-Study award letter to each Work-Study interview. If you hold more than one job, you must have a completed Employment Authorization Form for each job held.

You can access your form as follows:

  • Log into your myUChicago student portal
  • Click Finances > Financial Aid > Student Reports
  • Select “FWS Authorization Form” from the report dropdown and click “View Report” (make sure pop-ups are disabled on the page)

Form I-9 & Verifying Work Authorization

Under federal law, all new employees must complete Form I-9 and submit documentation to verify their identity and their eligibility for employment. You can find more information about the I-9 process on the U.S. Citizenship and Immigration Services website.

Your I-9 documentation requirements will vary depending on your citizenship status and place of residence. Please review this table to determine which documents you will need to submit and ensure that you have these documents ready before you start your new on-campus job. Original documents must be presented; paper copies or scans will not be accepted.

You must complete Form I-9 and submit the required documentation on or before your first day on the job. Students who do not complete this process within the required timeframe will not be able to continue in their student employment position.

If you have any questions, please contact your supervisor or studentemployment@uchicago.edu.

Sign Up for Direct Deposit

Student employees can have their biweekly paycheck deposited directly into their bank account. To sign up for direct deposit, simply log-in to workday.uchicago.edu using your CNet ID and password and take the following steps:

  1. Click on the “Pay” worklet.
  2. Under the “Actions” box on the left, click “Payment Elections.”
  3. Click “Add Account” and complete all prompts.
  4. After adding your account, ensure that you change all “Payment Elections” from “Check” to your newly added account number.

Please allow one biweekly payroll cycle for your request to be processed.

Maximum Work Hours

To ensure that they have sufficient time to dedicate to their academic responsibilities, graduate students may be employed by the university for a maximum of 20 hours per week during quarters of registration. During the summer, students may work for a maximum of 37.5 hours per week. A student may hold more than one job, but the cumulative number of hours worked per week cannot exceed the limits outlined above. Any exceptions to these policies must be approved by the student’s area Dean of Students. For details, please refer to the University’s student manual.

Sick Leave Policy

Effective July 1, 2017, the University of Chicago implemented an updated Sick Leave Policy, HR Policy 512, which has been revised to comply with the Chicago Paid Sick Leave Ordinance. The updated Sick Leave Policy will make paid sick leave (PSL) available to some employees who have not previously had it, including non-benefits-eligible staff employees and non-benefits-eligible academic appointees, temporary employees, seasonal employees and student employees. The new policy will also expand the permissible uses of PSL for employees, including benefits-eligible employees who already have PSL.

For individuals who use Workday and are newly-eligible for PSL, the “Time Off Module” is live in Workday, and a new time off worklet is now available on the Workday landing page. Benefits-eligible personnel will continue to use UChicago Time to view PSL balances and to record use of PSL.

To help answer any questions you may have, we have created and posted on the Workday@UChicago website a series of Quick Reference Guides, along with a set of Frequently Asked Questions.

If you have questions about the new Sick Leave Policy not answered in these FAQs, please contact Employee & Labor Relations at elrelations@uchicago.edu.

Questions?

Please contact your dean of students if you have student employment questions related to eligibility, pay issues, work-hour limits, fellowship requirements, and other administrative concerns.

To learn more about on-campus opportunities and career-related employment issues for graduate students, make an appointment with a UChicagoGRAD career advisor.

If you have questions about the Federal Work-Study program or your eligibility, please review the Federal Work-Study FAQ or contact the Student Loan Administration at 773-702-6061.

For more information about student employment policies and procedures, please consult the Student Manual.


Information for On-Campus Employers

About

Student with supervisor

Student Employment collaborates with more than 175 on-campus departments and off-campus partners each year to help connect talented students with open positions.

Hiring Undergraduate Students

To hire an undergraduate student, please complete the Undergraduate Student Employment Job Listing form. A Student Employment team member will list the position in UChicago Handshake, the University’s online job database for undergraduates.

Faculty who are interested in hiring undergraduate research assistants are encouraged to apply for a grant from the College Research Fellows Program.

Hiring Graduate Students & Postdocs

To hire a graduate student or postdoc, please submit a job listing in the GRAD Gargoyle database. UChicagoGRAD’s informational page for employers provides instructions.

Information for Human Resource Partners

Student Employed has compiled the following reference materials for UChicago Human Resource Partners:

  1. Workday Job Profiles List
  2. Undergraduate Student Employment Policy FAQ
  3. Posting Jobs for Undergraduates FAQ
  4. Student Position Human Resource Protocol 08-15-17

Questions?

If you have questions or need assistance with submitting your job listing, please contact studentemployment@uchicago.edu.


Information for Off-Campus Employers

About

Student working at computer

Employers can take advantage of a wide variety of UChicago services and resources to identify new talent for internships and full-time positions. To start recruiting UChicago students, employers are invited to connect with the campus department that aligns with their needs and interests.

Hiring Undergraduate Students

UChicago Career Advancement helps employers connect with talented undergraduates. For personalized recruiting assistance, please contact the Career Advancement Employer Relations & Development team member designated for your industry.

Hiring Graduate Students & Postdocs

UChicagoGRAD helps employers connect with 9000+ advanced degree students and postdocs from over 70 graduate and professional programs. To learn more about ways that UChicagoGRAD works with employers, please contact Alyssa Weel at alyssa2@uchicago.edu.

Off-Campus Federal Work-Study Partners

Off-campus nonprofits interested in hiring Federal Work-Study students should contact Cathy Woolfolk in the University Community Service Center at cwoolfolk@uchicago.edu to post a position.