3.1.27 Student Employment Processes and Procedures
3.33 Student Employment Processes and Procedures
This policy, intended for both students and employers, is a reference document on student employment policies and procedures, as provided under the Division of Student Affairs and specifically the Office of Career Services. Its information and guidelines will help ensure that a student seeking employment on campus will receive fair and equal treatment by providing students and staff with current employment policies, roles, and responsibilities. It is the responsibility of supervisors to make sure that their student workers are aware of the policies and procedures pertinent to their employment.
Piedmont University Student Employment Philosophy:
Student employment benefits the student and the University. Research shows that on-campus student employment between 10 and 20 hours per week contributes significantly to retention. Piedmont University maintains a program of employment that provides students with financial assistance, work experience, and service opportunities.
1. Meeting Educational Expenses
Students desiring to meet educational expenses through part-time employment are encouraged and assisted in locating employment opportunities. The Career Services Office located in the Student Success Center offers career development training in the areas of job search and interview techniques. In addition to providing a financial resource, part- time student employment at Piedmont University serves as an educational tool to increase a student's job skills, enhance future career opportunities, and become invested in the Piedmont University community.
2. Complementing Academic Experience
It is the policy of the University to employ students part-time, without interfering with students' academic pursuits or supplanting the need for full-time employment opportunities.
3. Meeting Professional Standards
The University student employment programs are subject to and will be administered in accordance with applicable Federal and State laws and statutes governing employment practices.
* Pike, G. R., Kuh, G. D., & Massa-McKinley, R. (2009). First-Year Students’ Employment, Engagement, and Academic Achievement: Untangling the Relationship Between Work and Grades. NASPA Journal 45(4), pp. 560–582.
Cermak, K. & Filkins, J. (2007), On-Campus Employment as a Factor of Student Retention and Graduation, The Journal of Student Employment 11(1), pp. 10-14.
Roles and Responsibilities
1. The Office of Career Services is responsible for maintaining an up-to-date web site which includes the Piedmont University Student Employment Policies and Procedures, access to post and apply for on campus student employment opportunities and providing training on current, new or revised programs or systems relating to student employment.
2. The Office of Human Resources is responsible for compliance with university, federal, and state regulations and guidelines relevant to student employment. They are responsible for both student and staff/personnel processes, and time reporting for all the units. The Human Resources Office is responsible for:
a. monitoring payroll time-reporting actions and offering guidance,
b. maintaining all employment documents such as W4, Confidentiality Statement, and I-9,
c. establishing student assistant compensation and classification, and
d. providing guidance on policy interpretation associated with attendance and benefit issues.
3. The Financial Aid Office (FAO) works closely with Human Resources in administering the Federal Work-Study Program, in compliance with Federal guidelines. The FAO provides current handbooks on the program and determines the federal work-study award allocations based on students' FAFSA applications for financial aid. All changes to the student's work-study limits throughout the year are updated online by the Financial Aid Office and notifications are sent to the Business Office. Monthly reports detailing total work-study earnings are also sent to Human Resources.
4. The Hiring Unit works closely with the Office of Career Services, the Financial Aid Office, and Human Resources to facilitate posting of available student employment positions within the Hiring Unit, maintain communications regarding availability of work and appropriate funding, and facilitate the ending of student employment. The Hiring Unit maintains a personal advisement relationship with the student worker regarding quality and quantity of work and mentoring through the hiring, employment, and exiting process.
Eligibility Criteria for Use of Services Provided by the Office of Career Services and SuccessLink (job bank)
Full use of student employment services of the Career Services Office is limited to Piedmont University graduate and undergraduate students who are registered for the current term. Career Services are limited during the summer months to students who are enrolled for the fall semester or who will be graduating during the summer.
1. New and Transfer Students may use services from the Office of Career Services and apply for on-campus jobs ten (10) working days before the beginning of the term to which they have been admitted by accessing SuccessLink from their Lions email account.
2. Students who have graduated are considered alumni and may not apply for or continue in student jobs.
3. Students on Leave of Absence must be paid from non-work-study funds only and will be subject to FICA deductions.
4. Students who attend classes only during Summer Session may apply for on-campus, summer employment. No other career services are available.
5. Students’ ineligible to apply for student employment through SuccessLink are those who:
a. Have terminated their student-status (have withdrawn or graduated). See information above regarding access for alumni.
b. Have been excluded from student status.
Classification
1. Student Employment Qualifications
All student workers must meet the following qualifications:
a. Matriculated (i.e. fully admitted) and in good academic standing in a Piedmont University program. Any exception must be approved by the Senior Vice President for Administration and Finance.
b. Enrolled during the period of appointment for at least six (6) credit hours or was enrolled for at least six (6) credit hours in the prior academic term and has preregistered for the upcoming semester. All exceptions must be approved by the Senior Vice President for Administration and Finance.
c. Be eligible for employment in the United States. Please see form I-9 for details.
d. Must have a Social Security Number to work on campus.
e. At Piedmont University, all employees, including student workers, who may have access to student education records/or client information, must adhere to federal FERPA regulations, which govern the confidentiality, use, and release of these records. In general, under FERPA, all student information/client information must be treated as confidential. Even the use of so-called public or “directory information” may subject to restriction on an individual basis. No employee of the university shall, under any circumstances, release to any person (or persons) information about a student unless their position specifically requires them to do so. Student workers should be instructed to refer any requests for such information to the Work Study Supervisor. In addition, Work Study Supervisors should limit access to information that student workers do not need to do their job and should caution them to refrain from exchanging confidential information they have learned about students/clients while performing their job. Stress to students that even a minor disclosure of information (financial aid information, class schedule, GPA, etc.) may be a violation of FERPA regulations and may result in job termination. FERPA Motto: “Keep any information obtained in the workplace at the workplace.”
f. Additional qualifications may be established by the hiring departments depending upon the special skills and knowledge required to carry out the responsibilities associated with the particular position. Such additional criteria will be established in writing and will be available on file in departmental offices and in the Center for Student Success.
g. Student workers may not work during their scheduled class meeting times, even if a class meeting has been cancelled by the instructor.
h. Student workers must report to work promptly and notify their supervisor in advance if they cannot report to work on time.
2. Piedmont Student Worker
The purpose of the Student Worker program is to provide employment opportunities for students who do not receive a Work Study award as a part of their financial aid package. Funding for this program is provided entirely by Piedmont University.
3. Federal Work-Study Student
The purpose of the Work-Study Program is to stimulate and promote part-time employment of registered students who are eligible for financial aid and are awarded a work-study allocation. The Federal government or other funding sources supply a portion of work-study student salaries, and the hiring unit pays the remaining balance.
a. Federal Work Study Eligibility: The Financial Aid Office is responsible for determining the financial need and eligibility for each student who applies for financial aid. Nationally established guidelines determined by federal and University policies are used to calculate eligibility. Students who are eligible may be awarded aid through a variety of programs including grants, loans, scholarships, and work- study.
A student must complete an application, the Free Application for Federal Student Aid (FAFSA) in order to be considered for a federal work-study award. A (FAFSA) must be submitted to the federal processor before the start of enrollment. In addition, the Financial Aid Office may request additional documents such as tax returns and W-2s. These requested documents should be submitted to the FAO by the published deadline in order to receive a federal work-study award. As funding permits, late applicants are processed on a first- come, first-served basis.
b. Federal Work-Study Calendar: Work-study is awarded for the academic year only. Summer work-study is not available. Work-study funds may be used during breaks within the academic year. The Office of Financial Aid is responsible for communicating to the employing unit and the Office of Human Resources a student’s eligibility for Work-study employment.
All changes to the work-study hours, funding, or eligibility throughout the year are maintained and updated by the Office of Financial Aid. The Office of Financial Aid will provide the Office of Human Resources and all employing units a report detailing limits on work-study employment in advance of implementation of said changes.
c. Revision of Federal Work-Study Eligibility Limits: If it becomes necessary to revise a work-study award due to a change in financial circumstances or a student's request, notification will be sent by the Financial Aid Office to the employing unit and the Human Resource Office.
d. Continuing Work-Study students: Because Work-Study eligibility is determined yearly, students returning to work in fall MUST be re-hired as work-study through the payroll system.
e. Academic Eligibility: Federal work-study eligibility is contingent upon the student worker making satisfactory academic progress and being a currently registered student. Any student who is barred from enrollment, withdraws, takes a leave of absence, or is not registered loses eligibility for all financial aid, including work- study.
f. Termination of Federal Work-Study: Based on reports provided by Financial Aid to all employing units on a monthly basis, it is the responsibility of the employing unit to keep accurate records of work-study earnings and remove students from federal work-study payroll status when allocations are exhausted.
g. Re-allocation of Funds by Student: Students are NOT able to designate specific amounts of their award to specific jobs.
h. Unused Federal Work-Study Allocations: Unused work-study allocations cannot be carried over from one academic year to the next.
Compensation
1. Determining Compensation
Student Workers and Federal Work Study Students are eligible to work no more than 20 hours per week. Additionally, student workers may work no more than 975 hours per academic year (August 1 through July 31). In the event of a specialized/higher responsibility level Student Worker position for which the supervisor would like to request a higher hourly rate, the supervisor will provide a written justification for the request and show the ability to fund the additional rate payment from budgeted departmental funds. The Human Resources Office will make the final determination of the rate of pay.
Piedmont University does not offer health care to Student Workers or Federal Work Study Students. In order to avoid an employer “shared responsibility” penalty (currently, $3,000 per violation) and/or the requirement to offer retirement benefits the following rules are in place.
a. Student employment is limited to the department’s budgetary constraints and shall not exceed 20 hours per week during the academic year.
b. Provided the department has budget funding available, students may work up to 20 hours per week during break periods and the summer if they were an active student during the previous semester enrolled as full-time students during the academic year AND they are enrolled as a full-time student for the coming academic year. The 20-hour limit applies to each student – not each position – thus, if a student works in more than one area, the TOTAL number of hours worked across all departments must not exceed 20 hours during the academic year and/or during breaks or summer.
2. Worker's Compensation
The University is required by law to pay worker's medical expenses and disability payments for on-the-job injuries.
3. Benefits
Student workers are not eligible to receive employee benefits.
4. Self Service Time Entry (Electronic Time Clock)
Students are responsible for bi-weekly time entry through Self Service. Students should make every effort to electronically submit their hours worked on a timely basis. Time approvals submitted after 5 p.m. on the date indicated on the Student Worker Pay Schedule will be processed with the next pay period. Time entry must be filled out accurately and completely. If incomplete, the supervisor will return the entry to the student for correction. The student will receive payment on the next regularly scheduled pay period. Any exceptions must be approved by the Associate Vice President/Controller. The Payroll Office is responsible for facilitating the issuance of student worker paychecks and the Office of Human Resources is responsible for maintaining student worker files. Earnings will be reported to the Internal Revenue Service.
5. Time Entry Falsification
Entries for time worked must reflect only hours worked during the designated pay period. Hours from one pay period cannot be included on another pay period’s time entry. It is the student’s responsibility to make arrangements with the supervisor to ensure that their time entry is approved by the correct date following the Student Worker Pay Schedule. It is the responsibility of the supervisor to make sure that time entries are approved and submitted by the due date. Late time entries cannot be submitted in Self Service after the pay period end date and will need to be submitted as a paper timesheet to the Payroll Office. Late entries will not be processed until the next payroll. Students must know their immediate supervisor and who to contact if the supervisor is not available. Students and supervisors are required to keep an accurate record of the hours worked each week. It is a federal offense for a student or an employer to falsify any information on a student’s payroll time entry and may result in termination. Falsification of a time sheet by a student is a serious offense. The consequences are as follows:
a. Immediate removal from Student Employment.
b. Reduction/Cancellation of earnings obtained by falsification of time sheet (with possible charge to Student Account if it is determined that monies are owed back that were not legitimately earned by hours worked.** These disputed earnings are also subject to state or federal laws which could result in fines or jail time. In the case of Work Study employment, the difference in the amount of Federal Work Study awarded and Federal Work Study funding earned will be cancelled and will not be replaced with any federal or institutional assistance.
c. A Termination Notice will be placed in the student's file indicating the reason for removal from the employment position.
d. This matter will be referred to appropriate Dean and Office of Human Resources for appropriate disciplinary action.
e. Payroll will be notified of the correct hours worked.
f. The student(s) may be sanctioned by the University for violations of The Student Code of Conduct.
**Supervisors are responsible for submitting a statement to Payroll Office, as well as any supporting documentation, detailing how the student worker has falsified his/her time. ***
Taxation
Student Workers and Federal Work Study Students
The IRS has clarified the exemption from FICA taxes available to student workers published by the Internal Revenue Service on December 21, 2004, which modified the student FICA exception provided under Internal Revenue Code (IRC) section 3121(b)(10).
Student workers (non-career) who are U.S. citizens, permanent residents or resident aliens must be registered a minimum of half-time (6 units for undergraduates and 5 units for graduate students at PIEDMONT UNIVERSITY) and have appointments totaling less than 80% for any portion of the month to remain exempt from DCP (Defined Contribution Program)/Medicare deductions during the academic year.
DCP withholding and Medicare charges will be required during the summer months but will not be required during breaks in the academic year.
Student Workers and Work Study Students are subject to federal and state income taxes during all periods of employment.
Job Posting Guidelines
Hiring managers will be provided access to SuccessLink to post open positions. Positions will be posted on as student worker positions, Work-Study, or both. Positions are expected to be posted for a minimum period of 24 hours before hiring.
1. Non-Discrimination and Affirmative Action Policy
Non-discrimination and affirmative action guidelines exist to ensure that fair employment practices will be applied to all Piedmont University employees. Campus employers are expected to recruit openly through the SuccessLink to fill vacant and new student positions.
2. Equal Opportunity Policy
It is the policy of Piedmont University not to discriminate in its educational programs, activities, or employment on the basis of sex, gender identity, sexual orientation, physical or mental disability, pregnancy, race, age, religion, color, national or ethnic origin, veteran status, genetic information, or any other category protected by applicable federal, state, or local law.
Guidelines for the Hiring and Interview Process
Beginning the Hiring Process
1. Develop a job description for each student worker position to be requested.
2. Forward the proposed job description, along with a written justification for the position, the department, and the budget number to be charged to Human Resources/Finance for approval.
3. After receiving budgetary approval, the hiring manager must post the open position in SuccessLink. Trainings on SuccessLink will be offered each fall.
4. Be clear about the job being offered. Know the job duties, hours, who will supervise, etc.
5. Plan ahead and hire students prior to peak work periods.
6. If you have questions regarding the hiring process, refer to this manual. If you still need information, call the Office of Career Services prior to starting the hiring process.
The Interview Process
1. Read the applications carefully before the interviews.
2. The interview is the most important part of the hiring process. Treat the student applicant as if you were hiring a regular career employee, as this person may become a part of your work force.
3. Be organized going into the interview to create a sense of security and relaxation for the job applicant.
4. Have a copy of the job description available for review by the applicant.
5. Before the interview, make a list of the job requirements to use as criteria, and from which to develop interview questions.
6. Introduce yourself and address the applicant by name.
7. Let the applicant know how long the interview will last.
8. Do not allow interruptions from telephone calls, knocks on door, etc.
9. Be enthusiastic and courteous during the interview.
10. Evaluate the applicant objectively.
11. It is expected that interviewers create a set of questions, based on the job duties and qualifications, which all applicants will be asked. Careful, written notes about applicant responses will assist in making good hiring decisions.
12. Questions asked in an interview should be relevant to the job. Personal questions such as the following are inappropriate:
a. Are you married?
b. Do you have children?
c. Do you have health issues?
d. Do you attend church?
e. How old are you?
13. Do not criticize an applicant during the interview. If, for example, an applicant's appearance is not acceptable, you may not provide a critique on this personal issue. However, you may point out that the hiring unit has a dress code (if a dress code was advertised as part of the job description).
14. Tell the applicant what the job requires, including a description of office rules. You can explain rules about coming to work on time and when work breaks are allowed, whether you allow headphones, use of personal laptop, or studying on the job for example. Talk with the students about the pay rate.
15. Have the applicant tell you how his or her experience relates to the job. Many students have relevant unpaid or volunteer experience that should be explored in the interview.
16. Do not hesitate to encourage the applicant to respond to a question in more detail.
17. Silence is acceptable. Give the applicant time to think before answering an interview question.
Making a Decision
1. Make a list of the advertised job requirements for the job prior to the interview and evaluate each applicant against the items on the list after each interview.
2. Be prepared to explain selection criteria and why a particular applicant was or was not hired
3. Send a letter or a personal email informing the candidates when the job has been filled.
4. Remove job posting from SuccessLink/Purple Briefcase.
5. Package all unselected applicant materials and forward to HR.
Hiring Process
1. Getting the Student on Payroll
When the hiring decision has been made, the hiring department will provide the student with the student worker hire packet. The hiring department will review the completed student worker hire packet and inform the student of setting up an appointment with Office of Human Resources. The hire paperwork must be submitted along with original documents a minimum of three (3) days prior to the proposed start date. (This initiates the process of on boarding the student worker for employment, and the Office of Financial Aid process of evaluating for Federal Work Study Eligibility.) Once the position is filled, the hiring manager must log into the SuccessLink program and close their open position.
Timesheets are due bi-weekly on the appropriate date and at the appointed time. Failure to meet these deadlines may result in delayed payment to the student.
Paychecks are issued by direct deposit on a bi-weekly basis. If the pay date falls on an official holiday, the paycheck issue date will be modified to fit the University calendar.
Clearance to Commence Work Authorization
The Office of Human Resources will inform the student of a hire date once all hiring procedures are concluded. For active and returning student workers, it is the supervisor's responsibility to verify student workers have completed the hire procedures with Human Resources. Consequences for allowing a student to work before clearance from Human Resources include the following:
• The student is not officially employed.
• The student is not covered by worker's compensation.
• Consequences of violations of institutional policy by full-time and part-time employees include, but are not limited to, termination.
1. Re-hired Students:
If the student is "Inactive" or "Separated" (meaning there is a break in service of more than 12 months), s/he must contact Human Resources for an appointment as a "rehire" to update any necessary employment forms. Once completed, the Clearance to Commence Work Authorization will be issued.
2. Students Currently Active on the PIEDMONT UNIVERSITY Payroll System:
New jobs for "Continuing" student workers (those already active) are entered in the payroll system by the Human Resource Office. Every job must have an approved Student Worker Request form.
Employment Forms, Required Documents, General Information
1. Employment Forms
The Office of Human Resources coordinates University employment for students who are new or returning to the Piedmont University payroll system. It is the policy of the University that all individuals must sign the Confidentiality Statement prior to commencing employment. Supervisors are responsible for assuring that work is not performed prior to Office of Human Resources employment authorization. The individual is not an employee of the University until appropriate employment forms are completed.
2. I-9 Process
Under the Federal Department of Homeland Security, employers must certify anyone they hire is legally entitled to work in the U.S. This law applies to EVERYONE, native born U.S. citizens as well as immigrants, foreign visitors, and naturalized citizens.
Whether a student intends to work on or off-campus (anywhere in the US), s/he must provide documentation of eligibility to work before s/he can be hired or re-hired. No one will be hired or re-hired at Piedmont University for any position, including academic appointments, without proof of identity and employment eligibility. Once a student worker is selected, Human Resources will provide a list of acceptable documentation to the prospective student worker for inspection at the onboarding meeting. ALL DOCUMENTS PROVIDED FOR ESTABLISHING WORK ELIGIBILITY MUST BE ORIGINAL DOCUMENTS PRESENTED IN PERSON.
3. Confidentiality Statement
Piedmont University collects, stores, and distributes large amounts of information essential to the performance of University business. A significant portion of our information is protected by state and federal laws. To comply with these laws and protect the University community, Piedmont University has the right and obligation to protect, manage, secure, and control information in its possession. As such, each student worker will be required to sign the Piedmont University Student Worker Confidentiality Statement. Any breach of confidentiality by the student may result in student disciplinary action and/or the termination of employment. Intentional or deliberate violations may be cause for criminal or civil sanctions.
4. Work Related Injury
Accidents must be reported immediately to the Office of Human Resources.
5. Drug Free Workplace
Student workers are expected to adhere to the policies set forth in the Piedmont University policies and procedures manual regarding alcohol, tobacco, and drug abuse. Violations of the alcohol, tobacco, and drug use policy is prohibited and all university state, federal, and local sanctions may be incurred. Student employment may be terminated at the discretion of the institution.
Extension of Employment
1. Extending Appointments
Any student worker who is enrolled in the spring term and who will is registered for classes in the ensuing fall term is eligible to be extended through the summer and the next fiscal year. Persons not eligible for extension are those students who are not registered students for the fall term.
2. Policy for Student Workers Graduating in Spring:
Staff, upon the request of the appropriate unit supervisor, may extend a student who is graduating at the END of the spring semester, for up to three months during the summer.
The criteria for extending graduating students are as follows:
a. Extensions under this policy may begin at the end of the school year and may remain in effect through August 31 only.
b. Extension requests beyond August 31 must be submitted to Human Resources for review and approval. (Student status will terminate after August 31.)
c. Hiring unit is responsible for communicating with Human Resources graduating student workers’ status change from Work-study student to Piedmont Student Worker as appropriate.
d. Graduating seniors must be employed during the spring term and may be extended in an existing position only.
Warning!
Be sure that a student holding one or more summer jobs provided by the University does not work more than 20 hours per week. This would require extension of benefits to the student worker.
3. Changing from Piedmont Student Worker to Federal Work-Study Status
If a student already has the position and is simply changing from Student Worker to Work Study status, the Financial Aid Office must inform the Office of Human Resources and the employing unit.
Ending Appointments and Separation Guidelines
The supervisor is responsible for notifying Human Resources upon the separation of a Student Worker or Work Study Student.
Work Schedules
1. Undergraduate and Graduate Student Workers
Student workers may work no more than 20 hours per week while school is in session. They are eligible to work up to a maximum of 20 hours per week when school is not in session, between terms and during summer if they are not enrolled during summer term.
Student Employment Best Practices
a. Establish clear goals.
b. Provide clear written expectations.
c. Utilize active listening.
d. Regularly schedule meetings.
e. Provide student with the tools necessary for performing the work assigned (training, materials, etc.)
f. Give plenty of feedback. Let student workers know if their work is on or off track. Expect new workers to make some mistakes. When performance is off track, assume first that the instructions were not clear, and clarify expectations.
g. Set a positive example of professional, polite and ethical behavior.
h. Remember that student workers are students first.
i. Show appreciation for exceptional work.
j. Ask for student's input.
k. Be an accessible supervisor.
l. Be a continuous learner.
m. Be a teacher.
n. Encourage risk taking and decision-making.
o. Communicate openly and honestly.
p. Get to know your people. Offer a friendly greeting at the beginning of each workday; talk to them occasionally about outside interests. Let them know that you care about them as individuals.
q. Don't ignore non-performance. As soon as you realize someone is not doing the job, check to see what's happening. Let the worker know that you expect performance.
r. Remember that the most important intangible part of the work climate is a healthy sense of self-esteem. When workers feel good about themselves, about the company and the work they do, it will be much easier to get cooperation from them.
s. Follow-up. After assigning work, be sure it is being done correctly.
t. Schedule and conduct regular evaluation conferences with the student worker to foster career readiness skills
Policy for Termination and Reduction in Time
Student workers are at-will employees, and as such, may be terminated at any time for a non-discriminatory reason and without specifying a reason. Written notice shall not include a reason. Please consult with the Office of Human Resources.
Best practices:
• Student workers should be given as much notice as possible before changing schedules or terminating employment.
• Employers should provide feedback to improve and/or correct the conduct or performance of student workers.
• Employers should be fair and make sure all student workers are treated consistently.
• The Division of Student Affairs and the Office of Career Services is available to mediate employee/employer problems.
• Employers should strive to work out any disciplinary issues with their student workers and dismissal should be used as a last resort.
An appointment may be terminated before expiration of the specified time under unusual and compelling conditions that include, but are not limited to:
1. incompetence, inefficiency, or neglect of duty
2. misconduct that is job-related;
3. delinquency in academic work;
4. moral turpitude;
5. discontinuance of the work in which the appointment is made;
6. academic misconduct;
7. voluntary mutual agreement;
8. budgetary appropriations;
9. violation of federal or state law;
10. misrepresentation or false data given on application material;
11. violation of the policies of Piedmont University.