Faculty Guide to Hiring at Penn

Hiring Graders, RA's, TA's, Work Study Students, and Student Workers

Internal Hires

Prior to work start date all employees must meet with Jack Collins, the Department Payroll Coordinator.
Graders [Robin Woods, Administrator]:

  • Graders are funded by the department and paid during the semester to graduate students
  • Grader eligibility is based on the Grader Eligibility Table below
  • Twice a semester based on the following schedule, Robin will inform faculty of their grader eligibility (i.e., after the first week of classes of full and quarter courses)
  • Once a hire has been selected, please e-mail the new hire’s information: official first and last name, local address, and email to: MGMT-Grades@wharton.upenn.edu.

Please note: The University prefers that we hire graduate students as graders or those with a post graduate degree. However, if you choose to hire undergraduate students, please be aware of the following:

  • Undergraduates can only perform clerical/administrative duties
  • Undergraduates cannot grade essays
  • Undergraduates are paid an hourly rate only
  • Undergraduates must complete a weekly time sheet, signed by Faculty

Jack Collins, the payroll coordinator will assist you in preparing the hiring paperwork.

Grader Eligibility Table

Type of Course Number of Registered Students
Full Semester Course 30 or more  –  $30 per student
Mini Course 30 or more  –  $20 per student

NOTE: If enrollment falls below the Grader Eligibility Table above the following applies:

Faculty are required to get Chair’s office authorization prior to hiring a Grader. This authorization will not be provided for courses that do not have a reasonable expectation (with prior enrollments anchoring such expectations) of drawing 30 or more students. If enrollment in excess of 30 students was anticipated but the actual enrollment falls short of this threshold, the instructor will contribute to the Grader support from their DARTS, the difference, between 30 and the actual number of students enrolled in the course. For example, if you hire a Grader and only have 25 students, you will pay $30 x 5 = $150 from your DARTs account and the department will pay $750.

As a result of this policy, Graders are guaranteed a minimum of $900 for a semester course and $600 for a quarter course, with support increasing on a per student basis above the 30 student threshold.

Research/Teaching Assistants (Graduate Students) [Jack Collins, Payroll Coordinator]:

  • Funded by faculty DARTS and other accounts
  • Supports research and teaching activities
  • Monthly pay by written request
  • Work under faculty supervision

Penn/Federal Work-Study Program

Work Study Students:

  • Funded by the Federal Work Study Program and a percentage from your DARTS
  • No limit to the number of students a faculty member can hire
  • Not permitted to work more than 5 consecutive hours without taking a mandatory half-hour break as highlighted in the Student Employment Handbook
  • When classes are in session, students (full-time and part-time) are not permitted to work more than a total of 20 hours per week
  • When classes are officially not in session, students (full-time and part-time) are not permitted to work more than a total of 40 hours per week
  • Work under faculty supervision
  • Must complete a weekly time sheet, signed by the student and faculty member

Given that the work study program is federally funded, this funding covers a significant level of support.

To create a work study position, use the Student Employment Office website. In the lower right-hand corner click Login to SEMS. On the next screen “click here to create an account.” Then click Penn-Affiliated Employer. This will take you to the Account Registration screen where you will complete your profile. Once the profile is complete, you will automatically enter the homepage of your SEMS account. To create a job, click Jobs in the menu. On the next screen select the Period (academic year or summer), and then click Create New Job.

Student Workers [Jack Collins, Payroll Coordinator]:

  • Funded by faculty DARTS and other accounts
  • Work under faculty supervision
  • No limit to the number of students a faculty member can hire
  • Must complete weekly hours worked in the Workday system to be approved by faculty. You will need your Penn ID/Password to login to the system.
  • Not permitted to work more than 5 consecutive hours without taking a mandatory half-hour break as highlighted in the Student Employment Handbook
  • Not permitted to work on holidays. A student cannot be paid for lunch, holidays, sick time, and other time off, or for receiving instruction in the classroom, laboratory, or other academic setting.
  • Please reinforce with your student(s) that they cannot work for you on holidays

Note: Student workers are paid for hours worked and therefore this type of position does not guarantee that the individual will receive the full grader allotment.

Important Items to Remember:
Please see Jack Collins, Payroll Coordinator to Complete the Hiring Process
All Students and new employees that are not already in the University payroll system (UMIS) must first complete the required payroll forms and be approved for hire before they can begin working for you. They must present original documentation that proves identity and authorization to work in the United States. They must:

  • Complete Online I-9 (Employment Eligibility Verification)
  • Present valid forms of ID (ex. Passport/Driver’s License/ID Card) and Social Security Card or receipt of application for Social Security card
  • Submit completed W-4 (Employee’s Withholding Allowance Certificate) Employee Information form, Voluntary Self ID and FNIF for foreign workers

Students:

  • ARE NOT permitted to work more than 5 consecutive hours without taking a mandatory half-hour break as highlighted in the Student Employment Handbook
  • ARE NOT permitted to work on University Holidays. A student cannot be paid for lunch, holidays, sick time, and other time off, or for receiving instruction in the classroom, laboratory, or other academic setting. Please reinforce with your students that they cannot work on holidays
  • ARE NOT permitted to work more than a total of 20 hours per week (full-time and part-time) when classes are in session
  • ARE NOT permitted to work more than a total of 40 hours per week, (full-time and part-time) when classes are officially not in session
  • ARE NOT permitted to work for you without completing all hiring documents
  • MUST COMPLETE a weekly time sheet, signed by the student and faculty member

External Hires  – Hiring Non-University Personnel

During fiscal year 2017, the University is implementing policy changes and a new process to properly classify and pay individual service providers. These changes were necessary to ensure the University’s compliance with U.S. Department of Labor, Internal Revenue Service, and other regulatory requirements related to the treatment of workers.

  • Employment Classification Process
  • Payment to Individuals for Human Subject Fees
  • Payment for Honoraria
  • Limited Engagement
  • Procurement, Payment and Reporting of Independent Contractors

As of July 1, 2017, all potential individual service providers must go through the new classification process, if they have not already done so.

Hiring outside the University or hiring a foreign national is a different process. Linda and Jack are happy to help you in hiring at Penn. We should be your first stop.

Check for scheduled training on Knowledge Link

Anyone responsible for hiring employees or temporary workers, paying honoraria, or procuring the services of and paying independent contractors should attend a training. See the latest training presentation here.

Documents and Forms:
Due to ongoing refinement of the Individual Service Provider classification documentation, please use the forms posted in the Download section at the right rather than any forms you may have previously saved to your computer.