All student workers are required to have an up-to-date position description. Departments must use the template below when making student worker position description. Do not fill out the position description template without following along with the position description guide, which is below.
- We recommend reviewing the UOSW CBA before drafting position descriptions.
- Every section of the template must be filled out for the position description to be complete, unless a section is marked as "if applicable" or "if known."
- Position descriptions for student workers must be maintained by the department and are not logged centrally on MyTrack. It is not necessary to submit student PDs to central HR.
- Position descriptions are made for each position, not each employee. For students working in the same position, only one position description is needed. However, if any information varies from person to person, such as different start/end dates, unique PDs may be necessary.
Do not fill out the position description template without following along with the guide below.
If you have questions, please email uoelr@uoregon.edu.
Student Position Description Guide
General Position Information
| Position Title | List the student's official title. |
| Position Start Date | List the position’s start date. State the specific day if you can. You may select one of two options:
Note: When selecting ‘as soon as possible’ please refer to Section 5 of the Appointments article in the UOSW CBA, which outlines the notice period requirements for student employment. |
| Position End Date | Important note: the default end date for all student positions is the end of the academic year, unless otherwise stated at the time of hire. The end of the academic year is defined as the last day before the start of summer term. Find the academic calendar on the Office of the Registrar website. The position's end date can be extended later through a reappointment process which is explained at the end of this guide. List the end date for the position. State the specific day if you can. Supervisors may select one of three options:
The "end date" should reflect the final day the student is expected to perform work in the role. For example, if the position includes work during the summer, the end date should reflect the last day of summer work. Work performed past the stated end date will require reappointment or extension. |
| Position eligible for reappointment or extension? | Before completing this section, please review Section 2 of the Appointments article in the UOSW CBA. Use this section to indicate whether the position is eligible for reappointment or extension. Reappointment refers to extending a student employee’s appointment beyond the original end date—such as renewing the role for another academic year or term. Reappointment eligibility should be based on the position, not the individual employee. Eligibility for reappointment does not guarantee continued employment. Reappointment decisions are made at the department’s discretion and may depend on factors such as operational need and employee performance. Select one of the following options:
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| Department, Unit, or School | List the department, unit, or school where the student will be employed. |
| Supervisor(s): | List the name of the supervisor(s). If unknown, list the supervisor’s title. |
| Supervisor Contact Information (if known) | List the supervisor’s email address, if known. |
| Work Location(s) | List all locations where the employee may conduct their work. Examples: Dining venues across campus, the Erb Memorial Union (etc.). |
| Expected Hours | List the number of hours the student is expected to work each week/month. Please review Section 1 of the Scheduling Procedures article in the UOSW CBA to understand hour requirements and limitations for student workers. If there is flexibility, provide a range in the format of minimum–maximum hours/week. Example 1: 10 hours/week Example 2: 8-12 hours/week Example 3: 60 hours/month If the position has flexibility in the hours that are worked each week, you can state that. Example 4: 8 hours/week on average Example 5: 10 hours/week most weeks; 15 hours/week during event weeks.
Note: Be intentional when setting expected hours. According to the Absences article in the UOSW CBA, student workers who repeatedly fail to work the weekly or monthly minimum hours requirements may be deemed to have resigned from their position, unless they are granted an exception. |
| Compensation | List the hourly rate for this position. Effective July 16, 2025, please refer to the Wages and Job Categories article in the UOSW CBA when determining wages for student employees. |
Position Details
| Program Information | Provide a brief summary of the hiring department. This can include the program’s name, purpose, scope, and/or size. |
| Minimum Qualifications | Minimum qualifications (MQs) are the essential skills, knowledge, and/or experience a candidate must possess to be eligible for the position. MQs should be binary, meaning a candidate either meets them or does not, based on an objective review. MQs must be directly tied to the core duties of the position. Since most student worker positions are entry-level, we recommend including only essential MQs to reduce unnecessary barriers to employment. Note that unless an applicant meets all minimum qualifications, they will not be eligible for the role. Make sure to clearly state if any licenses, trainings, and/or certifications are required to be eligible for the position. Examples may include a valid driver’s license or a lifeguard certification. It may be helpful to clarify if the licenses/certifications must remain valid for the duration of employment. Unless it is operationally necessary, avoid including any qualifications related to GPA, major, or class standing. Example MQs: Example 1: Strong written and verbal communication skills. Example 2: Ability to work independently and follow written instructions. Example 3: Adherence to all FERPA and confidentiality requirements. |
| Preferred Qualifications (if applicable) | Preferred qualifications (PQs) will include the knowledge, skill, and/or experience that an ideal candidate would have, but are not necessary for success. All PQs should be measurable and directly related to the position’s duties and expectations. Only include qualifications that will be actively evaluated during the hiring process. Example PQs: Example 1: Prior customer service or front desk experience. Example 2: Availability to work over academic breaks. Example 3: Proficiency in Microsoft Excel, including formulas, formatting, and data entry. |
Essential Duties of the Position
Create a list of the core duties of the role. This section should help the student understand what the day-to-day work will look like as well as what will be expected of them. If helpful, departments may group tasks together by functional area (e.g. administrative tasks, customer service, scheduling, etc.)
While details can be helpful, it is not necessary to list every possible task a student in this role may perform. We recommend against being overly specific or restrictive when listing duties, as this may limit a department’s ability to adapt to evolving operational needs. For this reason, include important disclaimers such as “other duties as assigned.”
Keep in mind that if departments elect to hold performance evaluations, they must be based on the duties outlined in the position description.
Scheduling
| How often are schedules published? | Select the option that best describes how frequently schedules are created (e.g., weekly, monthly, per term, fixed schedule, etc.). A “fixed schedule” means the work days and hours are already determined and are not flexible or subject to change. For example, a position scheduled Monday–Friday from 10:00 a.m.-12:00 p.m. would be considered a fixed schedule. If you select “Other,” please provide a brief explanation. Examples of potential “other” situations: Example 1: Dispatcher shift schedules are posted once per term. Driving shifts schedules are posted every other week. Example 2: Schedules are posted at the beginning of each project, typically every 2-4 weeks. Example 3: Schedules for required meetings are posted once/term. Students may set schedules for remaining available hours, with supervisor approval. |
| When are schedules published? | Unless the position already has a pre-set schedule, indicate here when schedules are published. Example 1: Schedules will be posted every Wednesday for the following week. Example 2: Schedules will be posted during week 10 for the following term. Note: According to Section 5 of the Scheduling article in the UOSW CBA, all student schedules shall be published at least one week in advance, unless operational needs require or if outlined in the position description. |
| Scheduling Window | List the days and times during which student employees may be scheduled to work. These may reflect the department’s open hours or operational needs. Example 1: Monday–Friday, 9:00 a.m. to 4:00 p.m. Example 2: Monday–Friday, 1:00-5:00 p.m., and 1-3 weekend events/term. Example 3: Mondays-Thursday 8:00 a.m. to 5:00 p.m., with occasional shifts in the evening. This section sets the boundaries for scheduling and helps students understand when they may be scheduled to perform the work. |
| Required Shifts (if applicable) | If the position requires availability during specific days or times, or if this position already has a set schedule, state this here. Example 1: This position will work 12:00-4:00 Mondays and Wednesdays. Example 2: This position will work 9:00-5:00 Monday-Friday during June 23-August 22. Example 3: Student must be available Wednesdays from 3:00–5:00 p.m. during academic terms. This section only applies to shifts that are determined to be necessary prior to hire. For example, if your department will have weekly staff meetings but they are not yet scheduled, do not state that here. |
| Dates/Times of Mandatory Trainings or Orientation (if applicable): | If the position includes mandatory training or orientation sessions, list the dates and times here. Be as specific as possible—e.g. put ‘September 20-22’ as opposed to ‘before fall term’. Example 1: September 20-24, 2025 Example 2: 8 hours of self-guided modules during week 1 of fall term In accordance with Section 9 of the Scheduling Procedures article in the UOSW CBA, students who fail to attend mandatory training(s) or orientation(s) will be considered resigned from their position unless they receive prior approval from their supervisor. |
| Is this position eligible for a flexible schedule? | For student employment, a “flexible schedule” means that the student may set the hours they work each week. This typically applies for independent or research-based roles. Please note: Adjusting work hours to accommodate a student’s class schedule is not the same as offering a flexible schedule. Select one of the options:
*Note that students will be expected to complete their flex hours within the listed scheduling window. Departments should reference the university’s Flexible Work Arrangements Policy and ensure they are in compliance. |
| Is this position eligible for a remote schedule? | Indicate whether this position is eligible for remote work. Departments should reference the university’s Flexible Work Arrangements Policy and ensure they are in compliance. |
| If yes, type of remote schedule: | Select one of the following options:
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| Working during academic breaks | Indicate whether the position includes work opportunities during academic breaks (e.g., Thanksgiving break, winter break, and spring break):
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| Working during summer term | Indicate whether the position includes working during summer term:
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| Other scheduling notes | Use this space to communicate any additional details or expectations related to scheduling. Example 1: Some work may be required outside of normal operating hours based on programming need. Example 2: Over summer term, this positions is 20 hours/week. |
Starting Requirements
| Trainings or certifications that must be completed prior to beginning work | Use this section to list any training(s) or certification(s) that are required prior to the student beginning work. These training or certifications may be completed in between a student’s hire date and the student’s first day of work. Example 1: Student must obtain a food handler’s permit. Example 2: Student must be CPR/AED certified. Example 3: Student must complete a 30-minute blood borne pathogen training course. One is available online free of charge at the university. If the department will be providing the necessary training, please make that clear. Otherwise, it will be assumed that the student will be responsible for obtaining the necessary training/certifications prior to beginning work. Note: Training or certifications that are required for role eligibility should be listed in the minimum qualifications section, not this section. |
Additional Position Information
| Reappointment Process (if applicable | If the position is eligible for reappointment, this section must be completed. Include a brief, high-level overview of the reappointment process. This helps students understand expectations and timelines. Departments may establish their own process and reappointment decisions may be made at the supervisor’s discretion. Please note that students must be notified of reappointment decisions as soon as practicable, and no later than 30 days before the position stated end date. Example 1: Students interested in reappointment will be asked to submit a letter of interest during spring term. Decisions will then be made based on operational need and performance. Example 2: All students without performance concerns will be reappointed for the following academic year, based on departmental need. Example 3: Students may have the option to extend the position through summer term, depending on available hours. |
| After-hours communications required? | Indicate if the position requires any after-hours communication responsibilities. After-hours communication is defined as communication outside of the student's scheduled work hours. After-hours communication should only be required if it is a critical function of the position, such as monitoring an emergency phone line. Note: According to section 11 of the Scheduling Article in the UOSW CBA, student workers shall not be required to monitor work-related communications outside of their regularly scheduled work hours, unless specified in their position description. Urgent messages or routine scheduling requests do not count as after-hours communication. |