This guide for University staff on recruiting students includes links to HR resources and details of University internship schemes. Employing students is mutually beneficial for students and the University. Staff benefit from an enthusiastic and flexible workforce, with different skills and perspectives at an affordable cost. Students benefit from valuable, supported and paid work experience that fits around their studies, develops their employability and can strengthen their affinity with the University. Students can work on a part-time basis during semester and full-time during vacation (if you're an international student, check for any visa restrictions). They are highly capable and can support a wealth of projects and tasks, for example: marketing and communications event support and management research projects outreach and peer support project support If your opportunity for students is very short term, you may be considering whether or not it is a paid role. The University has developed guidance on recognising and rewarding students that will help you decide. Preferred practice on recognising and rewarding students Employ.ed Supported Internship Programmes The Careers Service runs internship programmes for Undergraduate students and PhD students, more information can be found by following the links below: Employ.ed on Campus Employ.ed for PhDs Please note: If you are a staff member working at Information Services Group (ISG), get in touch with Unitemps to learn more about your hiring options: Unitemps Recruitment Process Step 1 – Work Requirements How many hours of work is needed? Is there a deadline for this project? What should be the duration of the project? Have you secured funding for this project? Contact your budget holder for approval. You can find more information on the University’s pay scales page. What skills would you like the student to have? Make a note of the job responsibilities that you require for this project/ role Contact the HR team in your area for any School/ Department specific recruitment processes Step 2– Type of Employment Now is the time to identify the type of employment that would suit your needs. Ad Hoc / Casual (Less than 2 months) Select this option if it is a casual role for less than 2 months Actions: Advertise the role – If you would like to employ a student for an Ad Hoc project, please contact the Employer Team at employers@ed.ac.uk to advertise the position on MyCareerHub Proceed to recruitment selection. The Careers Service have created a recruitment guide for employers to help them navigate the recruitment process. Offer position & complete Right to Work Checks Complete an Ad-hoc Payment Form for casual workers (Form HR100). You can find this form on this list of forms on the HR website. Detailed instructions can be found on the form The payment form is at the top of this list. Part-time / Guaranteed Hours Part time work can be during semester or vacation. This is suitable for on-going work that doesn’t have a deadline. Please note: Undergraduate and PGT students can work up to 15 hours per week. PGR students and PhDs can work up to 9 hours per week. Actions: Organise your recruitment paperwork (Job Requisition Business Case, Job Advert, Job Description, etc.) For approval, follow the People and Money Job Recquisition process in your area (For any questions, please contact hrhelpline@ed.ac.uk) If your position is approved, then your role will be advertised through the People and Money system on the University of Edinburgh Student Job site If you want to promote this opportunity further, please get in touch with the Employer Team at employers@ed.ac.uk Internships If you are looking to hire an undergraduate student over the summer, take part in Employ.ed on campus. Alternatively, if you are looking to hire a PhD research student, you can take part in Employ.ed for PhDs. Actions: Get in touch with the Internships & Work Experience Team at employ.ed@ed.ac.uk for specialised support Read our Guide to planning an internship for employers Organise your recruitment paperwork (Job Requisition Business Case, Job Advert, Job Description, etc.) For approval, follow the People and Money Job Recquisition process in your area (For any questions, please contact hrhelpline@ed.ac.uk) If your position is approved, then your role will be advertised through the People and Money system on the University of Edinburgh Student Job site If you want to promote this opportunity further, please get in touch with the Internships & Work Experience Team at employ.ed@ed.ac.uk Full Time / Graduate Roles If the full-time position is an entry level position, consider recruiting a recent graduate on either a fixed term or permanent basis. To approve, advertise and appoint a full time role please follow the Recruitment guide by HR. If you want to promote your full time opportunity further, please get in touch with the Employer Team at employers@ed.ac.uk. Frequently asked questions How many hours are students able to work? We recommend undergraduate students work no more than 15 hours per week, and PhDs can work no more than 9 hours per week to balance working with their studies. Undergraduate students are also available full-time during summer, Christmas and Easter vacations. How much should a student be paid? The rate of pay should be determined by the skills required for the role and the experience a student brings, upwards of the Living Wage. The Careers Service can provide information on rates offered for similar posts. Human Resources can also advise you on setting a suitable pay rate. Rates of pay The University is a Living Wage Employer Does the Careers Service keep students' CVs on file? We offer you support to recruit, but we don’t hold CVs on file or directly place students. Are international students allowed to work? Most international students are permitted to work during their studies. This will be detailed on their visa. Although they can work for up to 20 hours per week during term time, we recommend no more than 15 hours. They may also work full-time when their course officially breaks for vacation or finishes. Working during studies Tier 4 What added support does the Careers Service provide? In addition to the recruitment support we provide for staff participating in our internship programmes, the Careers Service will also provide students with support and guidance with their CV, applications and interview preparation. We run the Edinburgh Award (Work Experience) which supports students to get the most from their work experience. This article was published on 2024-05-14
