Hiring Paperwork

All Stanford student employees can only work a limited number of hours with the University. Before you accept any of our student jobs and again before your first day, make sure you meet the general requirements and that any conflicts with other University jobs have been resolved by the time you start your first day. Also, make sure you alert your supervisor and the Office Manager of any potential or current issues.

Paperwork Requirements for Student Hires

Please select your job/position to see the required paperwork: 
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Forms and Instructions

Student Employee Application

This is not the initial job application, but the form that is completed post-hire; see the Student Jobs page for job application procedures.

Download the following appropriate form. For your EmplID use 0 plus your SUID#. Make sure you list any current or previous Residential Computing/Libraries (SUL/AIR) or Stanford (SU) jobs in the appropriate section.

Some forms have certain sections highlighted and only those sections need to be completed; complete all fields if the form has no highlighting.

• Undergraduate RCC Employee Application - You will receive an email to complete an application at a later date during Spring Quarter
• Grad RCC Employee Application
• Consultant Employee Application
• Tech Employee Application
• Full-Time Summer Employee Application
• Part-Time Summer Employee Application
• Student Software Developer Application
• Student Image Developer Application
• Non-Student Employee Application

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Social Security Number

Each student must have a Social Security Number in order to work for the United States. If you are a U.S. Citizen, you should already have one. If you are an International student and do not have one yet, you will need to apply for one as soon as you accept the job offer.

Detailed directions on how to apply for an SSN is available from the I-Center. This application needs to be submitted to your local Social Security Office (off-campus) as described in the directions, and not to our department.

You will need to contact your supervisor to obtain a signed letter to turn in with your SSN application.

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I-9

Download I-9 Form

Within three days of your first day on the job (usually the first day of training), the I-9 form must be turned in and you must show your original legal documents to our staff.

Be sure to bring the legal documents the prove your employment eligibility. Usually, American Citizens bring in one of the following:

1. Passport
2. Driver's License AND Social Security Card
3. Driver's License AND Birth Certificate

While, Lawful Permanent Residents bring in their Alien Registration Receipt Card.

And most other Foreign Students Authorized to Work in the United States bring in the following:

1. Unexpired Foreign Passport
2. I-94 Card
3. I-20 for Students on F-1 Visas OR DS-2019 (formerly IAP66) for Students on a J-1 Visa.

For a complete list of the acceptable employment eligibility documents please see page 2 of the I-9 form.

Regardless of which documents you bring, all documents must be original so that we can verify your eligibility to work in the United States. NO COPIES! Please don't ask us if we can make exceptions in accepting the documents above. These documents are required by law; if you don't have them, we can't hire you. If you don't have the required original documents, you'll need to have them mailed to you.

If you are an international student and do not have the appropriate documents, a great resource to visit is the I-Center Webpage for guidance on how to obtain employment eligibility.

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SU-32/W-4/DE-4

These are your Federal and State Tax Forms, they can now be filled out through Axess once your employment eligibility has been verified. After turning in the other two forms and pending HR's review you'll be granted access to an Employee Information tab in Axess, which will be your gateway to all information concerning employment with the university. If you are already a university employee you should already have this tab in Axess. If this is your first job, or the only job you've had in the last couple of months, this tab will appear a few weeks after turning in the other two required forms.

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SU-18

The SU Patent Agreement must be completed by every Stanford employee upon hire. You can find the form by logging into Axess under the Employee Information tab.

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Direct Deposit

Complete this form if you would like your paycheck to be automatically deposited to a bank account. Having your paycheck directly deposited makes everyone's life easier, so we recommend that you fill this form out through Axess and it is subject to the same timeline as the SU-32/W-4/DE-4 forms (i.e. requires employment verification).

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Job Contract (RCCs and Summer positions only)

Complete and sign one of the following:

• Dorm RCC Contract
• Row RCC Contract
• Grad RCC Contract
• Summer Undergrad RCC Contract
• Summer Grad RCC Contract
• Summer Conference Technician Contract
• Summer Conference Coordinator Contract

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University Housing Application (RCCs and Summer positions only)

This requirement only applies to student positions with housing.

For all residences, submit a housing/draw application via Axess by the specified deadline.

1. Select the Residence you are going to be in as your 1st and Only Choice.
2. If you are staffing in an All Frosh House OR do not know where you are going to be living next year, select "Any Coed Residence Hall"
3. Do not enter "Group Information" at this time, it will automatically be populated if it applies.
4. If you will be a Graduate or Co-terminal student, it will be your first year in graduate housing, and the system says you are ineligible (because it hasn't registered your new status yet), obtain a paper application from the Housing Office and turn it back into the Housing Office either in person or faxing it to them at (650) 736-1297. You should write on the form that you will be an "RCC" or that your roommate is an "RCC roommate of [your name]".
5. If you will be designating one roommate (where applicable):
   
   1. Have your roommate follow the same steps above.
   2. Send an email with your roommate's name and SUID (number, not username) to your manager.

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If you have any questions about the Forms, please contact the Office Administrator at officemanager@rescomp.stanford.edu.