Student Staff Information

This documentation outlines how supervisors view student staff position and wage details, rehire a returning student, enter a new work agreement, request a wage record be closed, and request a wage increase. Please contact the Payroll Office (336-278-5284) or the Human Resources Office (336-278-5668) with any questions.

Access Student Staff Information

Access the Student Staff Information page via OnTrack.  Once logged in to OnTrack, select OnTrack for Staff. Under the section labeled Time Entry and Approval, select Student Staff Information.

  1. Use the buttons at the top of the page to Enter a new work agreement, Rehire multiple students, Email summary report, or view Status definitions and help.
  2. To view certain students, use the Filter by Student ID or Name search bar.
    • Enter the student's ID or name and click the magnifying glass icon magnifying glass iconat the end of the search bar.
    • The page will refresh to display any students meeting the criteria you entered.
    • To view all students, remove any search criteria from the search bar and click the magnifying glass icon to refresh the page.
  3. To view students with a certain status, use the Filter by Status list.
    • Choose the status you want to see and the page will refresh to display all students with the status you chose.
    • Choose the All statuses status to view all your students.
    • Click on the Status definitions and help button for more information about statuses.
  4. Students are listed in alphabetical order by last name. Any student for which you are the supervisor will be displayed with their:
    • Picture
    • Name
    • Pronouns
    • University ID
    • Position ID
    • Position Title
    • Current Pay Rate
    • Current Status
  5. Click the Position and Wage History button to see a summary of the student's position and wage records.
  6. Click the appropriate buttons as needed to perform the following functions:
    • Work Agreement Status
      • View a specific student's work agreement information
    • Rehire
      • Submit a work agreement to rehire a single student by entering their start date and pay rate
    • Request Wage Increase
      • Submit a request for a wage increase for this student and position
      • The button is visible only when this process is active and wage increases are only open during certain times of the year
      • Please contact the Human Resources Office with any questions
    • Close Wage Record
      • Submit a request that this student's wage record be closed so that the student is no longer eligible to work in this position
      • This button is visible only when this process is active and this functionality is only available during certain times of the year
      • Please contact the Payroll Office with any questions

student staff information page

Enter new work agreement
  • To search for the student you want to hire, enter their University ID, name, or Elon email address and click the magnifying glass icon magnifying glass iconat the end of the search bar.
  • The page will refresh to display any students meeting the criteria you entered.

search for a student


  • Click the Select button beside the student you want to hire.
  • If the student you want to hire is not listed, use the search bar to perform a new search using different criteria.

results for search for a student


 
  1. The student's picture, name, University ID, Elon email address, and I-9 date will be displayed at the top of the page.
    • Note: If the student does not have an I-9 on record with Human Resources then a message will be displayed in red. You may still enter the work agreement but it will not be forwarded to Human Resources for approval until the student completes the I-9 form.
  2. If the student has any current positions then the position information will be displayed at the top of the page.
  3. Enter the Pay Information.
    • If the student is to be paid via stipend then click the button beside Pay by Stipend.
    • If the student is to be an hourly rate then click the button beside Pay Rate and enter the hourly rate.
    • The rate must be greater than or equal to Elon's minimum wage.
  4. Check the box if the student is receiving a promotion.
  5. Enter the 6-digit Payroll Account Number in the search bar and click Submit.

pay information


  1. The page will refresh with the Pay Information displayed with the data you entered.
  2. Look at the list of positions in the drop down list and choose the correct position.
    • Positions are displayed based on the following criteria:
      • The student's FW, IW, and PACE eligibility
      • Pay rate vs stipend
      • Payroll account number
    • Only positions meeting the criteria will be in the list

select a position


  1. If the position you need IS NOT listed then choose the top choice: The position I need is not listed.
    • See the The position I need is not listed section in this article for more help.
  2. If the position you need IS listed then choose that position.
    • Positions are displayed based on the following:
      • The student's FW, IW, and PACE eligibility
      • Pay rate vs stipend
      • Payroll account number
    • Only positions meeting the criteria will be in the list

select a position


  1. Make sure the correct position is in the Select a position box.
  2. Enter the student's start date for this position.
    • The date must be on or after the start of the academic year.
  3. Enter any Comments.
  4. Read the Terms of Agreement and click Submit work agreement to forward the agreement to Human Resources for approval.

enter start date and comments

The position I need is not listed
  1. If the position you need is not in the given list then choose the The position I need is not listed option.
    • Human Resources will need to investigate why the correct position is not in the list.
    • Complete the rest of the form to start the investigation process.
    • To help HR staff with the investigation, please give them as much detail and context about the position as possible.
  2. Enter the position title.
    • Please give a detailed description such as, Biology Lab Assistant.
    • Please don't just enter "Student worker".
  3. Enter your department name.
  4. Check the box if this is a PACE position.
  5. Enter any Comments that will help HR staff understand what you need.
    • Maybe include an example of a student with the position for which you are searching.
    • Including the example student's name and University ID is very helpful.

Click Submit to forward the information to Human Resources.  You will receive a confirmation email and another email when the investigation is complete.

position investigation request

Rehire multiple students
  1. Please read the instructions at the top of the page, including the Terms of Agreement.
    • The Terms of Agreement apply to each student rehired via this page.
  2. Use the Start Date for All field to fill the Start Date for each student with the same date.  Use the Rehire All button to check the boxes in the Rehire column for each student.
    • The start date must be on or after the start of the academic year.
    • You may uncheck the Rehire column for any student you do not wish to rehire.
    • You may change the Start Date for any student.
  3. To rehire a student, check the box in the Rehire column.
  4. Enter each student's Pay Rate and Start Date.
    • The start date must be on or after the start of the academic year.
    • The rate must be greater than or equal to Elon's minimum wage.
      • As of July 2, 2022, Elon's minimum wage for students is $11.00 per hour.
    • IMPORTANT for 2022 only!
      • The university implemented a $1 increase as of July 2, 2022, in conjunction with the new academic year and start of a new student pay cycle.
      • However, the wage increase must be entered by each supervisor when completing a new work agreement or rehiring returning staff.
      • Please add $1 to each student's current rate of pay.
      • Please be mindful to add the whole $1 increase to the existing pay rate and not just enter $11.00.
        • For example, if a student is currently earning $10.25 then their new rate should be $11.25.

rehire multiple students page


  • Once you have checked the Rehire box, entered the Pay Rate, and entered the Start Date for each student you want to rehire, click the Submit button at the bottom of the page.
  • If there are any issues with any of the students you checked to rehire, a message will display beside the Submit button indicating that issues need to be corrected before submitting.

error with submit button on rehire multiple students page


  • Any issues are indicated with a red line around the Pay Rate and/or Start Date box.
  • Correct the issue with each area then click the Submit button again.
  • The red line will not disappear until you click the Submit button again, even if you have corrected the data.

errors with pay rate and start date on rehire multiple students page

Rehire a single student

Enter the student's start date and pay rate then click Submit to forward the work agreement to the student for acceptance.

  1. Enter the student's start date for this position.
    • The date must be on or after the start of the academic year.
  2. Enter the student's pay rate.
    • The rate must be greater than or equal to Elon's minimum wage.
      • As of July 2, 2022, Elon's minimum wage for students is $11.00 per hour.
    • IMPORTANT for 2022 only!
      • The university implemented a $1 increase as of July 2, 2022, in conjunction with the new academic year and start of a new student pay cycle.
      • However, the wage increase must be entered by each supervisor when completing a new work agreement or rehiring returning staff.
      • Please add $1 to each student's current rate of pay.
      • Please be mindful to add the whole $1 increase to the existing pay rate and not just enter $11.00.
        • For example, if a student is currently earning $10.25 then their new rate should be $11.25.

Rehire window

View work agreement status and send reminder email to student
  1. The work agreement information is displayed in the window and the current status is the first status in the list.
  2. When the current status is PENDING/STUDENT, you may send a reminder email to the student to accept the work agreement.
    • To send the email, click the check box and click Submit.

work agreement status window

Request wage increase for a student

Instructions are coming soon!

Request a wage record be closed for a student

Instructions are coming soon!

FAQs

Why don't I see all my students in my list?

  • Only the students for which you are the supervisor are displayed in your list.
    • If the supervisor needs to be updated for a student, please contact Donna Boggs in the Human Resources Office at (336) 278-5668.
  • Students are listed with their respective position ID and current status.  If a student has a status of Inactive then they may be eligible for rehire using the Rehire button on the Student Staff Information page or on the Rehire multiple students page.
    • The rehire eligibility is determined by the student's FW or IW eligibility and if that eligibility corresponds to the position information.
    • A common scenario is for a student to have had FW eligibility last year so they were hired in an FW position but this year they have IW eligibility.
      • They are not able to be rehired for the FW position and the supervisor would need to complete a new work agreement for the IW position.
  • If a student does not have the Rehire button available then use the Enter a new work agreement option.

A student has worked for me in the past.  Why aren't I able to do a rehire for them instead of completing a new work agreement?

  • If a student has a status of Inactive then they may be eligible for rehire using the Rehire button on the Student Staff Information page or on the Rehire multiple students page.
    • The rehire eligibility is determined by the student's FW or IW eligibility and if that eligibility corresponds to the position information.
    • A common scenario is for a student to have had FW eligibility last year so they were hired in an FW position but this year they have IW eligibility.
      • They are not able to be rehired for the FW position and the supervisor would need to complete a new work agreement for the IW position.

Why don't I see the position I need in the drop down list when I do a new work agreement?

  • Students are not able to be hired for duplicate positions
    • If the student already has the position assigned to them with you as the supervisor and the position is not listed then you should use the Rehire option on the Student Staff Information page or the Rehire multiple students page.
  • Positions are displayed based on the following criteria:
    • The student's FW, IW, and PACE eligibility
    • Pay rate vs stipend
    • Payroll account number
  • Only positions meeting the criteria will be in the list

Why does my student not see their timesheet?

  • Each academic year and for all positions, every student employee must have a new work agreement submitted by their supervisor, approved by Human Resources, and accepted by the student.
  • The completed work agreement populates the Payroll system so timesheets can be generated.
  • If a student does not see their timesheet then the supervisor should ensure that a work agreement was completed for the student and the specific position.
  • Any employment questions should be directed to the Human Resources Office at (336) 278-5668.

I am having issues with a work agreement

  • For employment questions, please contact Human Resources at (336) 278-5668.
  • For payroll questions, please contact Payroll at (336) 278-5284.
  • For technical issues with OnTrack, please use the IT Self-Service Portal or call the Service Desk at (336) 278-5200.
  • When performing a search, remember to click the magnifying glass icon magnifying glass icon at the end of the search bar instead of pressing Enter on your keyboard.
  • On the Rehire Multiple Students page, any errors will be outlined with a red box and an error message will be displayed beside the Submit button.  The red box will not disappear until you click Submit again, even if you have corrected the error.

What is the Start Date?

  • The start date is the first day the student is working in the position covered by the work agreement period for a given academic year.
  • The start date cannot precede the first day of the academic year.
  • Please check with Human Resources with any questions about the start date.

IMPORTANT: Please double check the start date as the date may have been changed to match the I-9 form.

What are the steps for entering a student work agreement?

  • The supervisor enters the work agreement information in OnTrack and submits it to Human Resources for approval.
    • If the student needs to submit their I-9 form or have their visa information verified then both the supervisor and student will receive emails explaining the next step.
    • The work agreement status will be changed to HOLDING/STUDENT/I9, HOLDING/STUDENT/VISA or HOLDING/STUDENT/I9&VISA and the work agreement will not be able to proceed until the student completes all tasks.
    • Once the student has submitted their I-9 form and/or had their visa information verified then the work agreement is forwarded to Human Resources for approval.
    • IMPORTANT: Please double check the start date as the date may have been changed to match the I-9 form.
  • Human Resources approves the work agreement.
  • The student receives an email notifying them of the work agreement and any needed tasks they need to complete such as submitting their tax and direct deposit forms.
  • The student accesses the work agreement in OnTrack, agrees to the terms of employment and accepts the position.
  • The work agreement is processed in the Payroll system.
  • The supervisor and student receive an email notifying them the work agreement has been processed and the student is eligible to begin employment.

What are the different statuses for a work agreement?

  • PENDING/SUPERVISOR - The supervisor entered work agreement information
  • HOLD/STUDENT/I9 - The supervisor submitted the work agreement but the agreement cannot proceed until the student submits their I-9 form
  • HOLD/STUDENT/VISA - The supervisor submitted the work agreement but the agreement cannot proceed until the student has their visa information verified
  • HOLD/STUDENT/I9&VISA - The supervisor submitted the work agreement but the agreement cannot proceed until the student submits their I-9 form and has their visa information verified
  • SUBMITTED/HR - The supervisor submitted the work agreement to Human Resources for approval
  • RAPID REHIRE - The supervisor completed the rapid rehire process
  • PENDING/STUDENT - Human Resources approved the work agreement and the student is able to accept the work agreement
  • HIRED - The work agreement has been processed in the Payroll system and the student is eligible to begin employment

Details

Article ID: 77450
Created
Mon 5/6/19 11:01 AM
Modified
Fri 9/9/22 10:13 AM
Internal or External
External

Related Services / Offerings (1)

If you are experiencing issues with OnTrack, first browse the OnTrack articles found in the Knowledge Base. Also, remember that your OnTrack password may be different than your Elon account password (the account used for accessing email, Moodle, etc.).