ENGAGEMENT OF NON-GEORGETOWN STUDENTS WHO ARE MINORS

When hiring students, Georgetown’s priority is to hire our own Georgetown students. Departments should contact the Student Employment Office in the Office of Student Financial Services for information on engaging Georgetown students. Non-Georgetown students are hired primarily when our own Georgetown students are not available.

Before the employment start date for a non-Georgetown student who is a minor (under the age of 18), the requirements of Georgetown University’s Protection of Minors Policy (http://protectionofminors.georgetown.edu) must be met. The minor employee’s Supervisor needs to notify the Office of Compliance and Ethics (OCE) at protectionofminors@georgetown.edu and provide the following information:

• minor’s name;
• the name and net ID of the Supervisor;
• the name of the department;
• the intended employment start date (and end date, if it is a term position);
• and a brief description of the work the minor will be doing.

OCE will advise the Supervisor of his/her obligations under the Protection of Minors Policy.

Additional information is required for Non-Georgetown students who are minors working at the GU Medical Center (see GUMC Minors Procedure, below).

Non-Georgetown students should be paid at the same rates as our own Georgetown students. See the section ‘Selecting GMS Job Profiles and Compensation Grades’ at https://seo.georgetown.edu/cimages/GMS%20Job%20and%20Compensation%20Grade%20Profiles.pdf. Write the comparable student Job Profile on the Job Description.

The following forms must be submitted to the Human Resources Department when hiring a Non-Georgetown student who is a minor:

• Non-GU Student Job Description (Word)
• MEDICAL CENTER Job Description for Non-Georgetown Student (Word)
• Work Permit (for minors)
• Application for Staff Employment Form (Word)
• Georgetown Instructions to Completing the I-9 Form
• I-9 Form and Instructions (Link to USCIS Website & I-9 Form)
• Federal and local tax withholding forms
  See Section on Payroll at: http://hr.georgetown.edu/employment_services/forms.html
• GUMC Minors Procedure for Engagement of Minors (for GUMC hires)
• A Parental Consent form may be required if the minor will be working in an environment where there are potential health or safety risks. Contact OCE (protectionofminors@georgetown.edu) to inquire about whether parental consent will be needed.

For Non-Georgetown Students who are minors hired in the Medical Center, follow the instructions in the link called GUMC Minors Procedure for Engagement of Minors, above.

For Non-Georgetown students who are minors hired on any other Campus, the Job Description should be retained in the department. The Application and the Work Permit should be uploaded into GMS by the department Human Resources Contact (HRC) as part of the business process at time of hire. Always keep copies of all hiring documents in the department.

Non-Georgetown students of any age must fill out an I-9 form. See information on the I-9 process here to learn how this is handled on your campus.

The federal and local tax forms should be sent to the Payroll Office.

ENGAGEMENT OF NON-GEORGETOWN STUDENTS WHO ARE MINORS AS VOLUNTEERS OR UNPAID INTERNS

Georgetown University’s Protection of Minors Policy (http://protectionofminors.georgetown.edu) sets forth guidelines and requirements for the protection of minors (individuals under the age of 18) who are involved in University programs and activities and for University faculty, staff and students who are involved in such programs. In furtherance of this policy, the Supervisor of every minor who will work as an unpaid volunteer or intern is required to notify the Office of Compliance and Ethics (OCE) at protectionofminors@georgetown.edu and provide the following information prior to the minor’s start date of the volunteer activity or unpaid internship:

• minor’s name;
• the name and net ID of the Supervisor;
• the name of the department;
• the intended employment start date (and end date, if it is a term position);
• and a brief description of the work the minor will be doing.

OCE will advise the Supervisor of his/her obligations under the Protection of Minors Policy.

Minors who are engaged as volunteers or unpaid interns are also required to be entered into the Sponsored University Associates (SUA) system. Add the minor volunteer or intern to the SUA system by submitting a SUA request form:

Sponsored University Associates (SUA) Request Form

For Non-Georgetown Students who are minors and who are engaged as volunteers or unpaid interns the Medical Center, follow the instructions in the link below:

• GUMC Minors Procedure for Engagement of Minors