Federal Work-Study (FWS) students are generally not allowed to work during periods of non-attendance between semesters/terms. If you do wish for your FWS student(s) to work over the upcoming winter break, you may wish to temporarily convert your FWS position to Nova Student Employment (NSE):

  Converting FWS to NSE for Winter Break Work:

1. Secure department approval for the use of institutional (NSE) funds for your student(s)' winter break pay.
2. Request from the student a copy of his/her class schedule from SharkLink/Self-Service Banner. Please note that some programs term end dates may vary, especially in HPD.
3. Submit an online SEAF Form Update (one for each student).
   • Change the account from FWS to NSE.
   • Include the 6-digit org number and 4-digit account number.
   • In the comment section, be sure to note that the change is for the winter break only.
   • If you wish to increase the number of work hours simultaneously, indicate this in the same SEAF.

FWS jobs will not be terminated during the break. Therefore, please ensure that your students choose the correct NSE job in Kronos. For assistance with how students should clock in when holding multiple jobs, please contact the payroll office or refer to the Sharktime Job Aids.

Students may work more hours starting the day after the last day of the fall semester/term to the Friday before classes begin for the winter semester/term, provided that the period between the fall and winter semesters/terms is at least five business days. Students cannot work more than 37.5 hours per week.

Students under NSE can continue working during breaks between semesters/terms.

Students who are already working under NSE can work more hours if the supervisor sees the need and the NSE budget allows. Please check with your department regarding your NSE budget. Students can work more hours starting the day after the last day of the fall semester/term to the Friday before classes begin for the winter semester/term, provided that the period between semesters/terms is at least five business days. Students cannot work more than 37.5 hours per week.

To increase the hours of employment over winter break, submit a SEAF Form Updates. Be sure to note that the change is for the winter break only.

Students cannot begin working until the first day of their classes for the fall or winter semester. Please request a copy of the student's class schedule to determine the first day of employment.

How to Become a Student Supervisor

To become a student employee supervisor, you must complete the following steps:

1. Complete the JobX Student Employment Supervisory Training in Canvas and successfully pass the quiz.
2. Submit the following completed forms for approval to: studentemployment@nova.edu.
   • Authorized Signature Form
   • JobX Access Form
3. Once JobX access has been granted, you may request a student employment position.

Creating a Student Employment Position

In order to hire a student employee, prospective student employee supervisors must first create a new student employment position by submitting a Student Employment Position Request Form and add your position(s) in JobX.

Please email your Student Employment Position Request Form to: studentemployment@nova.edu.

What is JobX?

JobX is the online system used to for  student employment job postings, applications, hiring, and reporting. 

• Post jobs: build online job listings and applications; quickly add multiple positions for the same job; designate multiple NSU employees to manage a job; submit a job posting for admin review and approval.

• Review applications: receive notification of job applications by email and review online; keep all applications in a central location and manage with preview and notes unctions; email students.

• Hire Request: validation checks for student employment work eligibility requirements (e.g., enrollment, admissions, work-study award); submit job hiring requests; process hires online.

• Manage old jobs: store lists of student applicants interested in job postings; save job postings for re-use.

Accessing JobX

Once you receive a confirmation email that JobX access has been granted, log in to SharkLink and select the JobX icon listed under Employee Applications.

The Student Employment Action Form (SEAF) is used to make changes to an existing position. Do not use a SEAF to hire/rehire a student.

A SEAF must be submitted to:

• Terminate a student before the end of the employment period.

• Correct a bi-weekly or adjunct payment amount.

• Update the payment date for bi-weekly or adjunct payment.

• Correct a hire date.

• Change the timesheet supervisor in SharkTime.

• Correct the labor organization and/or account code to which the position is being charged.

• Correct the pay rate. 

• Request a pay increase. Pay rates will only be approved for students who (1) have been in the same position for a minimum of 12 months ,(2) are performing all assigned job duties satisfactorily, and (3) have had no disciplinary action.

• SEAFs that are submitted after the payroll cutoff date will be processed the next pay period. Please refer to the Student Employment Calendar Deadlines.

For step-by-step instructions on how to complete the SEAF, please reference the SEAF Instructions document.

Federal Work-Study:

According to federal regulations outlined in the Student Employment Federal Work-Study Periods of Nonattendance Policy , students employed under the Federal Work-Study Program (FWS) are generally not permitted to work during periods of nonattendance between semesters/terms. Please refer to the chart below for further clarification.

Exception: Students working in positions that are considered community service are permitted to work during breaks. At NSU, this applies to select positions at the Museum of Art and the Alvin Sherman Library.

Nova Student Employment:

NSE students may work during breaks between semesters and may increase their hours if the supervisor sees the need and the NSE budget allows. Students may work more hours as determined by the Office of Student Employment at the end of the semester/term. Students cannot work more than 37.5 hours per week.

• Always check your mailbox for emails regarding actions to be completed in Workflow.
• Log in to Banner Workflow using the link in the confirmation email received from Office of Human Resources (OHR).
• New hires: attach the student’s I-9 and ID(s) in Banner Workflow (note: I-9 process is subject to changes made by OHR).
• Rehires: if the supervisor receives an email from Workflow requesting to attach form I-9, he/she will log into Workflow, choose “No Attachment.”
• Click on the “Complete” button.
• The supervisor will receive an email from the OHR when the student has been cleared to begin working.
• Students will receive an email from the OHR when they have been cleared and instructions about completing the W-4.

JobX