Graduate Assistants – (Open to Domestic and International Students)

Student Hiring Forms

Mandatory Documents for ALL First Time Hires


  • As required by the Immigration Reform and Control Act of 1986, you are required to provide proof of your identity and employment eligibility in the United States by completing the I9. This form must be completed by the employee on or before the first day of hire and the employer verification must be completed within the first 3 days of hire. You will not be inputted into the payroll system until the form is received by the payroll department. Please note the following:
    • Each department must designate a person(s) to act as the employer representative. If the department has questions about completing the employer verification of the I9, please contact Shelley Bartlett in Human Resources at.
      • The employer representative must make copies of the original documents being verified and return the completed I9 and document copies to Human Resources via intercampus mail at H-DH3-05.
      • For rehires, if the employee’s original Form I-9 was completed on a Form I-9 that is no longer used, a new I-9 must be completed (from the current/valid Form I-9) and attach it to the employees original Form I-9. If a current/valid Form I-9 is on file for a rehire, then the employee can be re-verified using the same Form I-9 (unless USCIS comes out with a new edition of Form I-9 that comes into effect prior to September 2024). In this case, the employer may complete a block on Supplement B, Reverification and Rehire, or employer can complete a new Form I-9.
      • Both the I9 and W4 are located under “HR Documents”.


For all Student Hiring Procedures Please Note:

  • The forms must be routed and completed in accordance with the instructions on the DocuSign or SPIN Credit. If there is information missing, the form will be rejected and returned to the department.
  • A student must have a non-union employee as supervisor who will be responsible for overseeing work and maintaining accurate time records (See Time and Attendance – Supervisor Instructions below).
  • Upon receipt of the completed DocuSigns and required signed documents Payroll will create an account for the student in ADP and issue a registration code for the student to receive a link to register for MyADP access. Graduate Assistants will not be included within the ADP system. 
  • Supervisors should explain to the student that once their I9 is completed, they will receive a secure email within 5 business days to their account and register promptly upon receipt. If the student does not receive the secure email, they should inform the supervisor who should contact for assistance and include student name and ID number with brief description of the issue.
  • Once the student has been added to the ADP payroll system, the supervisor listed on the completed documents will see the student listed in their MyADP account under “Teams”. If the supervisor does not see the student listed under “Teams” they should contact with the student’s name, ID number and a brief description of the issue.

To Hire Graduate Assistants Including Intl. Student Graduate Assistants

  • The Grad SPIN-Credit form can be found linked above in “Department Generated Forms” area.
  • The SPIN Credit form must be completed by the department and sent to Enrollment Services to confirm enrollment in the current semester.
  • The SPIN Credit form is for one semester only.
  • Additional documentation requirements for international students below**

**International Students – Additional Documentation Requirements**

International students must provide additional documentation when hired as either a non-FWS student worker or Graduate Assistant.

  • Signed Social Security Card
  • International Documentation – Passport, Visa, I-20, etc.
  • Foreign National Information Form (PDF)
  • Completed Student I-9
  • SPN DocuSign
  • After hiring, an International W-4 Form will be generated by Payroll and sent to the student. The student must sign and return to the Payroll Department.

Student Worker Emails

If the hiring department requires a working student to have access to certain software, a departmental drive, or for communication standards, a specific work email address can be created for that individual student.  Student work email addresses will follow a “SW-(Student Name)” format and can be created by the direct supervisor completing the Student Workers Account Request form.  

Student work emails are automatically disabled at the end of each semester and must be renewed by re-submitting the Student Workers Account Request form and choosing the “Returning Student Worker” option.