Student Services Manual (SSM)

Effective: 1/1/1980

Revised: 7/28/2016

SSM 304–14: Student Employment Records

Purpose

To ensure proper handling of student employment records

Sources

Financial Aid and Scholarship Services/Student Employment

Family Educational Rights and Privacy Act of 1974 (also referred to as the Buckley Amendment or FERPA)

Policy

All recruitment and hiring records of student employees, including students employed under the Federal Work-Study Program, should be kept on file for three years after the date of termination. The Kenexa BrassRing e-Recruitment system will maintain electronic records and the hiring department is responsible for retaining any applicable interview notes or uploading those into the e-Recruitment system.

Hiring departments utilizing either of the two student hire bypass steps within the Kenexa BrassRing e-Recruitment system, Independent Applicant Review and Record Keeping (Student Only) or Independent Offer Letter and Record Keeping (Student Only), are required to maintain a copy of all position records utilized outside Kenexa BrassRing e-Recruitment system for all applicants moved into this status, including the department's internal interview evaluation form, any applicable interview notes, and/or the offer letter, for a minimum of three years after the termination date.

FERPA regulations apply to all student employment records. All records of individuals who are employed as a result of their status as students are "education records." Therefore, the consent of the individual is needed in order to provide information for a reference. Only the dates of employment can be released without the student's written consent.

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