Employee Rights and Responsibilities

You are responsible for completing the federally required I-9 Employment Eligibility Verification Form. To complete your I-9, please use Penji to make an appointment with our office. 

Domestic students need to bring valid identification from the acceptable I-9 documentation list. You must bring the original document(s) with you to Student Employment to complete your I-9.

For international students who need to complete the I-9, bring the following original documentation to Student Employment:

• an unexpired foreign passport
• printed I-94 (most recent)
• original I-20
• your Social Security Card, or
• a receipt from the Social Security Office confirming that you have completed and submitted an application for an SSN card (you can find more information on this from International Student and Scholar Affairs.)

You are responsible for: 

• reporting to work on time and completing your scheduled shift.
• working your schedule as agreed upon when hired, which may include working the days surrounding or during study and exam weeks, fall and spring breaks, and university holidays/vacations.
• asking permission (in a timely manner) from your supervisor for planned or unexpected absences. Tardiness and unexcused or excessive absences are grounds for disciplinary action or dismissal from the job.

RISD sick time policy

As a RISD student employee, you are responsible for following payroll procedures including: 

• setting up your direct deposit
• submitting your time tracking
• submitting sick time requests
• filing your tax return

Learn how to complete payroll processes

As a RISD employee, you are expected to: 

• follow department rules concerning appropriate dress, use of office equipment and supplies, use of phones and computers, etc.
• complete job duties as assigned and requested, and to not conduct personal business (homework, email, texting, phone calls, web use, etc.) unless first approved by your supervisor.
• treat your coworkers and supervisors with respect and consideration.

Before Commencement day ends, you should:

• keep your bank account active for direct deposit until you have received your final payment.
• download and save your W-2s from your time as a student employee.  (Your W-2 following your last year of work will be mailed and will not be available online.)
• download and save your last salary statement from each year that you worked as a student employee.
• update your address. (Any official documents from RISD concerning Payroll will be sent to this address, including the W-2 from the year you last worked.)
• ask your supervisor(s) for full job descriptions.
• ask your supervisor(s) for recommendations.
• ask your supervisor(s) for an exit interview.

As a RISD employee, you are entitled to:

• a biweekly payroll schedule provided each fiscal year.
• have your payroll set up in a timely manner upon being hired. Please note this is dependent on your completion and submission of all required new employee paperwork.
• be paid biweekly, provided you complete and submit your timecard by the payroll deadline. If you have a salaried role through a graduate assistantship, you will be paid on a monthly basis.
• sick time in accordance with RISD's sick time policy.

You have a right to receive the following information about your position:

• a copy of the job description for your position including your hourly pay rate.
• a copy of departmental and supervisor expectations.
• a written work schedule that includes requirements (if any) for working during breaks, vacations, holidays, and exam/study  and crit weeks.
• training and information about job-related health and safety issues.
   

You have a right to the following in relation to your job performance:

• be informed about your work performance verbally and in writing.
• an explanation if you are terminated.
• use your RISD jobs as references for future employment.

You have the right as an employee to be treated fairly and equitably by your supervisor(s).

Find resources for student employees with disabilities in the guide below:

Employing students with disabilities

The Family Educational Rights and Privacy Act of 1974 (FERPA) is a federal law that protects the privacy of a student’s educational records.

Notice of student rights with respect to education records (FERPA)

Statement of FERPA understanding

Confidentiality agreement

Follow these steps to download copies of your W-2 forms and payslips: 

• Log in to Workday.
• Click Pay from the left menu.
• Select Tax Documents to download W-2 forms.
• Select Payslips to download salary statements.
• Click View/Print next to each document.
• Save copies to your personal files.

How to view and print your payslips in Workday

You should keep your bank account active until you have received your final direct deposit payment. Follow the steps above to download and save your W-2 form(s) and payslips for your records. Your 2025 W-2 will also be mailed to your permanent address that we have on file. 

Follow the guide below to update your permanent address in Workday: 

Update My Contact Information in Workday

Before you graduate, we recommend discussing the following with your supervisor: 

• Request a job description of your student role to use on your resume or LinkedIn profile.
  • We recommend using your job description to update your resume in ArtWorks to ensure your profile and resume are up to date. Reach out to the Career Center for assistance.
• Ask for a recommendation letter or if your supervisor is willing to serve as a future reference.
• Schedule an exit interview to discuss your experience, give feedback and receive career advice.

Yes, but RISD no longer provides free Sprintax access after graduation—you will need to pay for it yourself. Sprintax can help you with your Form 1040NR, 1042-S, tax treaties, state returns and to check your tax residency status (most F-1/J-1 students are nonresidents for up to five years). Visit sprintax.com to learn more.
 

Do not work, even unpaid, without proper authorization. This can jeopardize your visa. 

Meet with International Student & Scholar Affairs (ISSA) to discuss your post-graduation work options. You can reach them at issa@risd.edu with any questions.

Domestic students must transition to a temporary or staff position after graduation, unless you are entering a RISD graduate program in which case you may remain a student employee. 

International students will need an OPT or CPT authorization form from ISSA in order to work at RISD after graduation, and the job must relate to your degree. 

When coordinating your start date with your hiring department, plan to start no earlier than the second week of June to allow for final grades and stystem updates. For employment details, contact Human Resources.

To access your W-2 forms, email payroll@risd.edu

To access your 1042-S forms (international students), email sfs@risd.edu. 

• USCIS Student Employment Guidelines
• ISSA FAQ
• Social Security Number Information