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Student Employment ManualPublished by the Human Resources Office Also Available as a PDF Version Table of Contents Definition of Student Employee DEFINITION OF STUDENT EMPLOYEE A student employee is an enrolled student (at least six credit hours per semester) who works on-campus while studying to earn a degree. (See the Canadian and International Student section for specific regulations regarding work eligibility). This technical definition does not mention that student employees are an integral part of the work force at Calvin College . Students who work between 10 and 20 hours per work not only receive a financial benefit, but learn to schedule their time wisely, to understand and carry out instructions from a supervisor and discover how to be a valued member of a team. Student employees work in virtually ever department on campus. They shelve books, wash dishes, mow the lawn, enter data, deliver the mail, answer phones, give tours, guard the pool, write parking tickets and direct phone calls to the correct office. It is the goal of Calvin College to provide students with the skills and experience they will need to secure future positions. In order for students to stay focused on their academic progress, Calvin College does not recommend that students work over 20 hours per week while classes are in session. Also, once students have completed their course of study at Calvin College they are no longer eligible for the student payroll program. DEFINITION OF A STUDENT SUPERVISOR Student Supervisors set expectations for their employees and assist them in meeting those expectations. They train, encourage and educate their workers. Student supervisors play a vital role in the success of their employees by modeling good work habits. Supervisors continue their responsibility by checking on completed tasks and encouraging students who demonstrate individual initiatives. Supervisors understand the importance of completing necessary paperwork on time and offering regular evaluations. Supervisors are also responsible for completing web-time entries promptly. DEFINITION OF THE STUDENT EMPLOYMENT MANAGER The Human Resources Office employs a manager to oversee the work experience for students. This position aids students in their job search by providing a posting service of available positions both on and off campus, assisting with the completion of necessary paperwork and handling questions or disputes in the student employment area. Assuring equity of pay and opportunity, promoting job openings for students, advising student supervisors and offering training opportunities are some of the responsibilities of this position. FINDING THE RIGHT JOB Job opportunities both on and off campus are posted on Knightvision. In this way students can receive information on a variety of job options at their convenience. Specific steps for this process are outlined on the Human Resources Web page. Students who have opted to work on-campus should check for current job openings in that category. After selecting one or more positions, students should apply as directed in the posting. On-campus supervisors desirous of hiring student workers will indicate the number of students needed, qualifications and number of hours of work per week. The hiring process is handled directly by each department. A “New Employee Checklist” is included with this manual with helpful information for both students and employers. Off-campus employers list job openings at the Jobshop, also. Individuals or companies are able to call, fax or use a web-form to post their job openings. Job postings are updated each day. Students may access the job postings in Knightvision. Click on the word JOBSHOP in the right hand side menu bar. FEDERAL AND STATE WORK STUDY PROGRAMS Some student's wages are partially funded through the Federal or Michigan Work-Study Program. A student's eligibility for work-study is determined by an analysis of their financial aid application. Wages for students who do not qualify for the program are paid through regular college funds. It is important to note that departmental budgets are charged for the full amount of earnings for all students. There is no distinction made between work-study wages and non-work-study wages. Students who are work-study eligible may also be given the opportunity to work off campus in a community service setting. This program will allow them to work off campus between five and twelve hours per week. This program is sponsored to give Calvin College students the opportunity to work in a non-profit or public agency. These experiences are highly valuable to students and give them a chance to get practical experience outside of the classroom, to keep in touch with the community, and to explore some areas that they might be interested in pursuing for a career. Contact the Service Learning Center for more information. GETTING ON THE PAYROLL Once a student has been hired for an on-campus position, the next stop is to get on the payroll. All required forms are available on the Jobshop web page or are available in hard copy format in the Human Resources Office in the Spoelhof Center . The following forms must be completed to receive a paycheck: Students:
Supervisors:
Student workers must show specific documents to verify employment eligibility when turning in completed forms at the Student Employment Office located in the Human Resources Department. When students complete the required documents for employment they will be issued an “Authorization to Work” form. Students Supervisors may not allow students to begin work until they have received this form. TIME TRACKING Student employees will be added to the payroll system only after they have completed the necessary forms and their supervisor has submitted an e-card. Students are required to electronically record their hours accurately and honestly. Supervisors are responsible for checking consistency between hours recorded and hours worked for a given pay period. Questions about hours recorded vs. hours worked should be discussed with the student before web-time entries are submitted. Supervisors are responsible for the recorded accuracy of the student web-time entry and the electronic approval of hours worked. Both students and supervisors need to understand the seriousness of falsifying and signing incorrect time records which could result in disciplinary action up to termination. OVERTIME The policy of Calvin College is to staff all operations at a level that prevents regular overtime by employees. Vice Presidents may pre-authorize overtime during emergency situations . This decision must be communicated to the Payroll Department so they are aware of the overtime situation. When pre-authorized and completely necessary overtime will be paid at time and one half for hours worked beyond 40 in any given week . Student workers who have positions in multiple departments and work during breaks in classes may not work over 40 hours per week. For example, if a student is working for one department for 10 hours per week they may not work over 30 hours per week in their second position. It is the obligation of the student to inform their supervisor of work in multiple departments. It is the supervisor's responsibility to coordinate work hours to avoid overtime. This policy applies to all student workers. SCHEDULED BREAKS Student workers may take one fifteen minute break for each shift of 4 hours or longer. When working a shift of 6-8 hours, students may take one 30 minute un-paid lunch break. Student supervisors are responsible for scheduling and regulating break time. Abuse of this policy could lead to disciplinary action. PAYCHECKS Students may pick up their paychecks from their designated departments on paydays. If a student has a question about a specific paycheck, they should discuss the situation with their supervisor. If the situation remains unresolved, please contact the Payroll Office (X66129). Students may also have their money directly deposited into a savings or checking account at the bank of their choice. The Payroll Office has forms for this purpose. Students may have all or a portion of their paycheck applied directly to their tuition account if they so desire. Contact the Financial Services Office for information. (X66680) SAFETY AND HEALTH Calvin College is committed to providing a safe and healthy work environment for all employees. To assist the college with this goal all workers are required to complete Safety Training. Instructions for completing this training are given at the time of hire. DRESS CODE Clothing should be decent and appropriate for the particular position and be in good taste. The goal is for ALL employees to represent the college in the best possible light at all times. COLLEGE PROPERTY All student employees are expected to exercise due care in the use of Calvin property and to use such property only for authorized purposes. Negligence in the care and use of Calvin property may be considered cause for suspension and/or dismissal. Unauthorized removal of Calvin property from the premises or its conversion to personal use is considered cause for disciplinary action. INFORMATION TECHNOLOGY POLICY The Calvin Information Technology Department (CIT) provides computer, printing, and telecommunications services to students, faculty, and administrative offices of the college. The vision is to promote information technologies at Calvin College which are appropriate to the academic and administrative needs of the college and which support members of the community. At the beginning of each academic year, CIT produces a guide entitled Computing@calvin.edu—Using Information Technology of Calvin's Campus for Faculty and Staff. This publication is routinely distributed to all faculty and staff each fall and provides the most current summary of CIT facilities, services, and policies. Additional copies are available from the CIT receptionist (616) 526-6144 in the CIT offices that are located on the first floor of the Hekman Library or on the Calvin Information Technology website. In general, questions regarding computers or telecommunication services on campus may be directed to the CIT Helpdesk at (616) 526-8555. Additional information about information technology services on campus may be found on the CIT website. SMOKING POLICY Smoking is prohibited in all campus buildings. Those who choose to smoke must do so outside and dispose of trash appropriately. Student workers may use their break time to smoke in designated areas. NEPOTISM POLICY Students cannot be hired into positions where a relative directly supervises them. Relative is defined as: spouse, parent, grandparent, brother, sister, aunt, uncle, niece, nephew (or the spouse of any of these, or any other related person or non-related person who is part of the student's household.) Employment of relatives in the same department or under the same supervisor is presumed to be unacceptable and may be authorized only with the prior written approval of the President. TERMS OF EMPLOYMENT Student appointments are temporary and they are paid on an hourly basis for actual hours worked. Student employees do not have vacation, sick leave, or holiday pay. Jury duty is not compensated and they are not covered by unemployment insurance. Student employees are, however, covered by workers' compensation. STUDENT EMPLOYMENT POSITION CLASSIFICATION SYSTEM Each student position is classified into an appropriate level on the basis of 1) skills required to perform the job, 2) the type and amount of responsibility the position demands, 3) the amount of supervision of others, and 4) previous experience or training required. The Office of Student Employment in consultation with the Student Employment Advisory Board will classify positions based on their job description. This will help provide uniformity and equity between departments. A position's classification can be reassessed if the requirements of the job change significantly. If you have questions about this process, please call the Student Employment Manager. (X67001) Following are descriptions for each classification: Level I: Generally routine, repetitive in nature and follow well-defined procedures. Written or oral instructions are provided. Usually little previous experience or specific skills are needed. Positions require some decision making and limited independent action and judgment. May involve physical exertion and less than pleasant condition. This level may also require previous training or equivalent work experience, some college course work, mechanical aptitude or specialized knowledge. Level II: May solve problems not covered by instruction, pass information on to others, supervise or instruct other students. Moderately complex, varied and involves a substantial degree of responsibility and judgment. If given general instructions will be expected to prioritize work. Employees must take initiative regularly and frequently must be able to provide information regarding procedures, rules, and regulations. Must possess specific knowledge and skills to perform duties without detailed supervision. Qualifications are acquired from previous work or education experience. Highly technical or specialized knowledge requiring exceptional and / or diversified skills obtained through extensive training or experience. Duties are complex and involve a high degree of responsibility and / or professionalism. Assignments may involve analysis, independent judgment and knowledge of the principles, practices and concepts of a professional field. Often involves supervisory responsibility of other students; personal professional responsibility for performance of complex tasks Level III: Limited to a small number of positions per academic division, students in this level must have demonstrated skills vital to the functioning of the department. Prior approval for using this level must be obtained by written permission from the Human Resources Office. This level is similar to an internship but does not have the stipulation of enrolling in the Internship Course. Internship: Students who are enrolled in the Internship Class and are officially meeting the requirements of that internship through an on-campus connection, may be paid at this level. PROCEDURE FOR CLASSIFATION (or reclassification) OF A STUDENT POSTION Each student position has a job description. On-campus jobs have been assigned a level based on the qualifications required for the position.
STUDENT WAGE SCALE IMPLEMENTED 10/01/06
* This level requires the student to be in enrolled in the Internship Class
HOURLY WAGE INCREASES Student wage increases will be implemented once per year and should be based on an evaluation, similar to staff increases. Wages will remain constant for an entire year whether the student works during the academic year, during breaks from classes or over the summer. Students who begin work during the fall semester will be eligible for an increase following the end of the Spring Term. Increases based on promotion to a higher level position will also be implemented only once per year. Department heads will need to plan judiciously so they do not exceed their yearly student wage budget. STUDENT SUPERVISOR RESPONSIBILITIES Student Supervisors are a vital link between administrators and student workers. This means supervisors must be committed to the task not only of completing their work in an efficient and effective way, but also making sure their student workers are following their example. Incorporating the following responsibilities into the work routine can enhance supervisory effectiveness:
SUPERVISOR – STUDENT RELATIONSHIPS Supervisors should view each student as a person, not simply as a worker assigned to a task for several hours. Academic and family life, financial pressure and other problems cannot be divorced from worker status. Supervisors need to help students put concerns in their proper perspective so that they do not overshadow activities in the workplace. Supervisors need to listen to students and understand problems but must not neglect their supervisory duties. For many student employees, their supervisor bridges the gap between home, the classroom and the “real world”. However, student supervisors are also mentors. They should model excellent work ethics and point our areas where students need to improve. Supervisors should be sympathetic to student's requests, but need to assist students in balancing work performance and punctuality with busy schedules. Supervisors also need to understand their role of “watching and directing” as they oversee the work habits of their students. CONFLICTS In any organization with many jobs and many people, different points of view will develop about a given situation. The following are suggestions for dealing with conflict:
TERMINATION OF EMPLOYMENT Supervisors should use the appropriate form to advise the Human Resources Office when a student worker leaves their department. This form must be used whenever a student worker terminates employment with their department for any of the following reasons: graduation, changing jobs, decision to stop working, or firing. SUMMER EMPLOYMENT Students are eligible to work in the summer if they are enrolled in classes for the ensuing Fall semester. Students may not be included in the student workforce once they have graduated or if they are not registered for Fall classes. Current Calvin College students are eligible to apply for summer positions if they meet the criteria listed above. Incoming freshman are eligible to apply for listed summer positions on-campus after all current students have had the opportunity. Supervisors need to complete an on-line payroll form for each student who will be working for them either during the summer or for the upcoming academic year. There are two reasons for this: pay rates may be increased at the end of each Spring Term depending on the job classification, and American students are required by law to pay FICA taxes when breaks from attending classes are greater than five weeks. International students are generally exempt from FICA taxes during this time, also. CANADIAN AND INTERNATIONAL STUDENTS WORK ELIGIBILITY Canadian and International Students who have been granted F-1 student status by Immigration may accept on-campus employment without prior approval from Immigration. A student is eligible to work on-campus if they are maintaining a minimum 12-hour course load per semester. On-campus work must be limited to 20 hours per week during the school semester for those who work over 20 hours per week are considered “Out of Status” by Federal Government F-1 Student Regulations. During vacation periods, if they are eligible and registered for the following academic term, and have not graduated, students may work on-campus in a full-time capacity. ON-CAMPUS RESTRICTIONS Immigration does not allow for on-campus employment after a student receives their degree (completion of program of study) and has no plans to pursue another educational program in the U.S.A. in the next academic term. Upon graduation, The Department of Homeland Security grants both Canadian and International students a 60-day period to apply for a new / extended immigration status (if eligible) or to depart from the United States . Failure to comply may result in a three (3) or ten (10) year ban from the United States . Immigration does not allow for on-campus employment if a student drops below the full-time (12 hour) course load nor during the 60 day grace period. Please see the “Guide to International Student Employment” for more details. OFF-CAMPUS RESTRICTIONS F-1 status students are not permitted to work off-campus under any circumstances without prior application and authorization from the Department of Homeland Security. Any work prior to authorization is an extreme violation of regulations and could subject one to deportation. Limited off-campus work opportunities are available as determined by immigration guidelines. Check with the International Student Advisor if you have questions about CPT and OPT opportunities. SOCIAL SECURITY Every student working in an on-campus position must apply for a Social Security Number. A representative from the Social Security Administration will be on the Calvin College Campus during the Fall semester of each academic year. A Social Security Number and Card may be applied for if a student has obtained an on-campus position. F.I.C.A. TAX Canadian and international students who work on-campus are not required to pay F.I.C.A. taxes during the time they are enrolled as full-time students. During the academic year ALL students are exempt from this tax. All questions concerning work eligibility for Canadian or International students should be directed to the International Student Advisor in the Admissions Office. (X66897) Once an international student has secured a position on-campus they should immediately make an appointment with the Student Employment Manager in the Human Resources Office who will assist them with completing the proper paperwork and outline the regulations regarding their employment in the United States. NEW STUDENT EMPLOYEE CHECKLIST Please use the following information in orienting all new student employees: · Paperwork - Required BEFORE work begins · Working Hours · Paydays · Job Description · Departmental Policies · Confidentiality · Pay STUDENT EMPLOYEE RESPONSIBILITIES All student employee positions are vital to the total operation of Calvin College . As a student employee of Calvin College it is important that you accept the following responsibilities: • Comply with department and college regulations. You must fully understand and comply with rules regarding work schedules, safety requirements, security measures, confidentiality and other policies that affect your work environment. I, the undersigned, understand that by not complying with the above mentioned responsibilities, my position at Calvin College could be terminated. My signature also indicates that I will abide by the rules stated in the Student Employment Manual and U.S. Federal tax and immigration guidelines when they apply to my situation. Student Signature ____________________________ Date ____________ |
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