Onboarding Instructions for New Hires

Hours Per Week

Weekly Requirements of the LCL / Peer Leader Position

  1. Staff Meeting, called a Success Team Meeting (STM): 1 hour
  2. Meeting with your UC 1900 or UC 1500 Instructor to plan upcoming class: 1 hour
  3. UC 1900 Learning Community Seminar class: 80 minutes or UC 1500 Campus Connections class: 50 minutes
  4. Scheduling a time to connect with the community, study sessions, or meeting individually or in a small group with your community: 2-3 hours (variable by week)

Total minimum: 5 hours

On average, an LCL works 8 hours per week. The position averages about 10-hours per week (outside of the weeks of training or Welcome Week).

Ohio Student Employment Work Week Limits

Summative for all on-campus positions:

  1. 25- hours per week for domestic students
  2. 20- hours per week for International Students

Never Worked On Campus Before?

If you have not worked on campus before and are unfamiliar with the paperwork process, we have a recording in a Canvas course for leaders on how to fill out the paperwork packet. 

  1. For the link to Canvas, please see your offer letter to accept the invite to the Student Leader Resources Course.
  2. Please navigate to the Student Leader Resource Course in Canvas for access.
  3. On the Modules tab, under the Leader To-Dos section, select the Employee Paperwork page for access to the recording link.

Need help with Access/Questions? Please first contact Brock Stephan, Asst. Director of Student Leader Engagement, Learning Community Programs, bstep@ohio.edu.

Pre-Training Checklist

Training will include getting to know other student leaders and learning the expectations of your new position.

You are not able to attend training (work) or be paid until your hiring process is completed.

Here is how you can be prepared:

1. HR Hiring Packet: Complete and Upload

Step a: Complete the New Student Employee Pre-Hire form. 

It will require you to sign in using your ohio.edu credentials.  Please use the following information in the pre-hire form:

  • Work Department: Learning Communities
  • Supervisor's Name: Brock Stephan
  • Supervisor's Email: bstep@ohio.edu
  • Student's First Day of Work: 4/12/26

 

Step b: After you submit the pre-hire form, you should receive an email with a larger paperwork packet.  Use the information from "step a" above and the information below, to fill out the paperwork packet.

  • Hiring Campus: Athens
  • Employment Type: Student Hourly
  • Employee ID: Leave blank.  Since you are a new employee, you have not been assigned an ID number yet.
  • Your Social Security Number
  • Your Bank's Account & Routing Numbers (if electing Direct Deposit)

 

The Hiring Packet will include:

  • New Student Employee Information Sheet
  • Statement Concerning Your Employment in a Job Not Covered by Social Security
  • Acknowledgement of Receipt of Ohio Ethics Law and Auditor of State Fraud Reporting System Information
  • W-4 Employee's Withholding Certificate
  • Employee's Withholding Certificate
  • Direct Deposit Authorization Form
  • City Tax Withholding

 

Step c: Upload the forms emailed to you using this link: HR Hiring Paperwork Upload

  • Student’s First Day of Work: 4/12/26
  • Employment Type: Student Hourly

 

2. Complete Form I-9

Form I-9 is required to verify the identity and employment authorization of individuals hired for employment in the United States. This applies for both citizens and noncitizens.

2a. Complete the online portion before going to show your identification documentation (use the link below).

Complete the online portion of I-9

Location: Office of the Provost

 

2b. Show Proof of Identification and Employment Authorization

As part of Form I-9, employees must present their employer with acceptable documents evidencing identity and employment authorization. Review I-9 acceptable documents at this website. From the official list of acceptable documentation, you will need one document from list A OR one document from list B AND one document from list C.

Federal law requires that the documents be original and be presented in person (virtual meetings are not acceptable)- no photocopies or pictures.

If you do not have these documents, you must obtain them in order to be hired. There is zero flexibility in this requirement, per Federal Law.

 

Do not go to OHIO University HR to complete this process.

You can verify I-9 Documents in Chubb Hall 060 (Learning Communities Office) during the following times:

  • Wednesday, April 8, 12-5 p.m.
  • Thursday, April 9, 12-5 p.m.
  • Friday, April 10, 12-5 p.m.

If you cannot make any of these times, please contact Brock Stephan (bstep@ohio.edu) to coordinate an alternate verification time.  An alternate verification time may delay your ability to start in the position during Spring Training on April 12, 2026. 

 

 

3. Collect Bank Account Information for Direct Deposit

You will need to determine your bank name, address, routing number, and account number.

 

4. Review OPERS Information

Employees of Ohio University do not pay into Social Security. OPERS (Ohio Public Employees Retirement System) is the retirement program for all employees who work for Ohio University. When completing new hire paperwork, you will be asked if you would like to opt out of OPERS.

Be prepared to make that decision, as it is an irrevocable decision for the entire period that you are continuously employed and working as an eligible student employee at OHIO.

You will receive an email within 30-days of hiring and will not to respond if you want to opt-out.

Forgot to opt-out, you can request your withheld funds from OPERS at the end of your employment period.

Learn More about OPERS

Questions? Contact Learning.Communities@ohio.edu.