Employing Students During the Summer

If the summer semester is a student's first term attending ODU, they may NOT be employed as a student employee during the summer semester (May 16 - August 15).

The academic year for student workers ends May 15 for student hourly students and June 9 for graduate assistants.  Please review the appropriate guidelines and submit your E-1S forms as soon as possible.  At the end of each academic year (May 15) and at the end of each fiscal year (June 15 for payroll purposes), all student payroll records are deactivated on the payroll system.  If your department does not complete new or continuation E-1SU or E-1SG forms by the appropriate deadlines, we will not be able to reactivate the student's record in time for the next scheduled pay date.  Please review E-1S Processing criteria for the appropriate student type which includes start/end dates for each semester.

Hourly Wage Students (4025, 4026, 4028, 4029)
Graduate Assistants (4022, 4122, 4023, 4123)

Please review the Payroll Schedule for submission deadlines for both E-1S forms and the approver deadlines for Web Time Entry timesheets for hourly wage students.  Please review the Web Time Entry Submission schedule to determine when hourly wage students must submit their WTE timesheets.  Adhering to the deadlines will assure that your student workers continue to receive their paychecks on schedule.  If you intend to continue a student's employment after the change to the new fiscal year, you must complete a new E-1SU or E-1SG for the period beginning June 16.

Graduating students.  If a student is graduating in May and is not pre-registered for Fall semester classes at ODU for a minimum of 6 credit hours, the student is not eligible for student employment for the summer and will automatically be removed from the payroll effective May 15.  Summer school students seeking degrees from other institutions are not eligible for summer employment at ODU.