Student Employment > remote-operations
We are sharing an update regarding DePaul University's Response to COVID-19. The University is committed to the safety and health of our community and visitors to campus and has created a robust FAQ website with detailed information on the impact of COVID-19 on our community.
The Office of Student Employment is operating on a remote schedule until further notice.
Our team has answered some of the most frequently asked questions about our ongoing remote operations as well as how to return to work safely. If you have questions after reading the FAQs, please contact us at
Q: Can I ask my student employee to return to work on campus?
A: This decision is ultimately up to the department based on the nature of business and need. OSE understands that many jobs rely on the student being present on campus (i.e. front desk coverage) but we would encourage managers to decide what tasks need to be done on campus and what can continue being executed remotely. If a hybrid schedule is feasible, it is encouraged to implement a rotational work schedule so that staff, faculty and student employees are only exposed to a small number of people. The end goal is to minimize the footprint as much as possible while also offering in-person services to the DePaul community.
Q: What if a student employee is asked to return to work but would like to request a medical accommodation?
A: According to the federal Centers for Disease Control and Prevention (CDC), individuals with certain conditions may have a higher risk for COVID-19 infection. Student employees who have been requested to return to work on-site and have a medical condition that may place them in a higher risk group may seek reasonable accommodations related to Returning to Campus. Please contact the Employee Relations team in the Office of Human Resources at EmployeeRelations@depaul.edu. A representative from Employee Relations will work with the student employee and manager if accommodations are deemed necessary.
Q: What if a student employee is uncomfortable returning to work on campus?
A: Student employees who have been asked to return to work on-site and are uncomfortable doing so should consult with their manager on alternative options within their department. If not feasible, the student employee should consider applying for other positions on the Campus Job Board where “remote” is indicated as the location.
Q: What if a student employee's position needs to be put on hold for right now but plan on returning at some point, do they need to be terminated in the system?
A: As long as the student is enrolled, it is fine to keep them active until the position resumes. If they are not enrolled, they will need to be terminated and can be re-hired once the position resumes and the student employee is enrolled for that quarter.
Q: If a student employee decides to not return to work at this time, do I need to keep the position open until they are comfortable?
A: OSE would encourage managers to keep the position open but understands if those responsibilities need to be reassigned. If that is the case, we would ask that the student has the option to come back once the position becomes available or if more staffing is needed due to restrictions being lifted.
Q: Given CDC recommendations, can I ask my student employee to perform additional tasks like cleaning?
A: The responsibility of keeping the campus clean and safe will be the responsibility of the entire DePaul community. Student employees are required to clean their work spaces as much as possible but especially when leaving work for the day. Managers who monitor shared or communal spaces are encouraged to ask students to clean their space upon leaving. If additional cleaning needs to be done, please discuss this new responsibility with your student employee as well as update their job description to reflect the change. Additional materials like gloves should be provided as well as open dialogue with your student on any questions or concerns they may have with this new responsibility.
Q: What if my student employee needs to quarantine due to exposure?
A: If a student employee is actively working on campus and needs to quarantine, an OSE representative will be in contact with the manager to discuss plans on when the student can return to work. For more information on how to report process, please visit the Return to Campus page.
Q: What happens if a student employee is traveling from a state included in the City of Chicago's Travel Order?
A: If student employees plan to return to work on-site and are traveling from a state included in the City of Chicago's Travel Order, they must provide the date they arrived in Chicago to their manager and quarantine for 14 days. The manager must not schedule the student for in-person work until the student employee has completed their 14 day quarantine.
Please find both domestic & international student hiring documents in the sections below. As a student employee manager, you are responsible for filling out the SEAF form, collecting completed paperwork from your students and submitting everything to the OSE team.
Please send your students to this website to fill out the appropriate forms (domestic or international) and email them to you once complete with a scan or photo of their I9 documents.
Once you have filled out the SEAF form, please send it, along with the student’s forms, to firstname.lastname@example.org.
Once your student’s paperwork is processed and they are officially hired, please remind them to review the student onboarding packet. Students may not begin remote work or training until you receive an email from OSE that paperwork is complete and processed.
NOTE: When reviewing your students paperwork, please make sure all forms are filled out and easy to read before forwarding to OSE.
Students currently in the employment system
If a student is active in the employment system, please complete the online SEAF and send to email@example.com. If you would like to check on the employment status of your student, please email firstname.lastname@example.org with the student’s ID number and we can verify what paperwork is needed.
Before you begin your new job, there is some important hiring paperwork you need to complete in order to work as a student employee–you can't get paid without it! IMPORTANT: The below forms require Adobe software. To avoid losing work, please make sure you open and edit the form in Adobe and save to your computer often. Do not open it using browsers or any other software.
Step 1: Read Form Instructions
I9 Form: Please review the I9 instructions on how to successfuly complete and submit the I9 form.
Student Employee Agreement
NOTE: When taking pictures of your IDs, please make sure all numbers and text are clear to read as well as the entire document. If possible, please use the writable forms as opposed to taking pictures of hand-written documents.
Step 2: Fill out both of the above documents & email them to your manager
Step 3: Review the Student Onboarding Packet to be used once you're hired
Step 1: Read Form Instructions
I9 Form: Please include a picture or scanned version of your foreign passport, all pages of your I-20 and the I-94. You don't need to fill out anything below your signature.
International student employees must speak to the Payroll department to complete their tax forms. Once you have turned in your paperwork, please email email@example.com to setup an appointment.
If you have do not have a Social Security Number card, please follows these instructions on the ISS website on how to obtain one.
• Request an email when the student starts work and an email once the student is done for the day with a synopsis of work done. Or to keep track of their work progress, create a Google spreadsheet where they can indicate time in, time out and work completed.
• Use online platforms like Zoom or Skype for Business to hold meetings or general questions about work assignments.
• Incorporate a Slack page or Microsoft Teams as a way to create community and keep students motivated.
• Encourage group work with other student employees where students keep each other accountable for their work.
• Have students tackle work or initiatives that you or your department haven’t been able to complete due to time.
• Have students do online research that can help these projects come to fruition.
• Use Google Docs as a way to check up on progress of projects as well as an easy way to provide feedback.
Virtual ResourcesIf student employees and managers are new to the work from home concept, LinkedIn Learning has tutorials to help (DePaul campus credentials required to login)
Student Employee Resources
• Working Remotely
• Time Management: Working from Home
• Managing Virtual Teams