Student Employment Manual

The JobShop is committed to providing a professional work experience for Calvin College students through on and off campus employment and community service opportunities. Find us in Spoelhof Center 370.

Time tracking

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 approved. Students and supervisors need to understand the seriousness of falsifying and signing incorrect time records which could result in disciplinary action or termination.

Overtime 

The overtime 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 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 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 up-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 issue remains unresolved, please contact the Student Employment Office.  Students may have their pay directly deposited into a savings or checking account at the bank of their choice.  Students may also have all or a portion of their paycheck applied directly to their tuition or miscellaneous account. Contact the Student Employment Office for more information about this service.

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. Upon hire, instructions for completing this training will be indicated.

Dress code

Clothing should be decent and appropriate for the particular position and be in good taste. The goal for all employees is 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 discipline.

Information technology policy 

The Calvin information technology department (CIT) provides computer, printing and telecommunications services to students, faculty and administrative office 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.

Questions regarding computers or telecommunication services on campus may be directed to the CIT Helpdesk at 526.8555. Additional information about these services 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 may not 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 classification 

Each student position has a job description. On-campus jobs have been assigned a classification level based on the skills required, responsibility, supervision of other students and experience. The student employment office will classify positions based on their job description. This will provide uniformity and equity between departments. A position’s classification can be reassessed if the requirements of the job change significantly. Because of the nature of positions in both the physical plant and creative dining services, those departments will classify and set wages within their approved wage range.  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 conditions. This level could require previous training or equivalent work experience, some college course work, mechanical aptitude or 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, student will be expected to prioritize work. 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.
  • 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. This level is similar to an internship but does not have the stipulation of enrolling in the Internship Class.

INTERNSHIPS – 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.

On-Campus Student Wage Scale
  minimum maximum

LEVEL I

minimum wage

minimum wage

LEVEL II

minimum wage

$8.50

LEVEL III

$8.50

$10.00

INTERNSHIP
 

minimum

maximum

Intern $8.00 $12.00
PHYSICAL PLANT
  minimum maximum
ALL POSITIONS minimum $10.00
CREATIVE DINING SERVICES
  minimum maximum

ALL POSITIONS

minimum wage

$10.00

Students who are beginning work in an on-campus job should typically be paid at the minimum wage for that position. In some cases, supervisors may decide that a student’s qualifications, skills or experience translate into an increased starting wage. When calculating and implementing student wages, careful attention must be given to departmental budgets as student wages may not exceed their line item maximum for that fiscal year.

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.

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 their work routine can enhance supervisory effectiveness:

  • Set ground rules regarding schedules
  • Be clear about job responsibilities and expectations. Outline the consequences for not complying with the rules.
  • Communicate departmental goals.
  • Provide training and instruction.
  • Model good work habits such as punctuality, dependability, fairness, cooperation, honesty and efficiency.
  • Develop long-range planning, assigning not only the task, but also the continuing responsibility for seeing it through to completion.
  • Make sure students complete necessary paperwork in a timely manner.
  • Certify that web-time hours submitted to payroll are accurate.
  • Have an interview and hiring process documented so communication is smooth and professional and produces the desired result.

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.”

Student supervisors are also mentors. They should model excellent work ethics and point out areas where student could improve. Supervisors should be sympathetic to student’s requests, but need to assist student 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:

  • Address problems as they arise, not after they accumulate. Deal with minor concerns before they become major problems.
  • Review job responsibilities, duties and expectations. Make sure they are clear to both the supervisor and the student.
  • If repeated written warnings about poor work performance or other unacceptable behavior do not correct the problem, the supervisor should complete an evaluation form and officially confront the student about the issue. Specific instructions should be given on the changes that need to occur both in behavior and work performance and a date should be set for the next evaluation. If the situation improves within the specified period, the student may continue to work. If not, the student may be asked to leave the position. If a student supervisor would like assistance with this process, or has questions about implementing the stops involved with termination, they should contact the student employment manager. (X67001 or hollek@calvin.edu)
  • Avoid personalizing critical comments. Discussions regarding performance should be conducted in private.
  • If assistance in resolving a conflict is required, supervisor and/or students may contact the student employment manager. If a student worker’s position is terminated, please notify the student employment manager.

Summer employment 

Students are eligible to work in the summer if they are enrolled in classes for the ensuing fall semester. Student may not be included in the student payroll once they have graduated or if they are not registered for fall classes.

Supervisors need to complete an online 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 semester depending on the job classification, and students who are U.S. Citizens are required to pay FICA taxes when breaks from attending classes are greater than 5 weeks. International students are generally exempt from FICA taxes during the summer.

Canadian and International Students

Canadian and International Students who have been granted F-1 and J-1 student status may accept on-campus employment without prior approval of the U.S. Citizenship and Immigration Services.  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. During vacation periods, if students are eligible and registered for the following academic term, and have not graduated, they may work on-campus in a full-time capacity.

Work eligibility 

U.S. Citizenship and Immigration Services does not allow students with F-1 status to be employed after the completion of their program of study unless they have plans to pursue another educational program in the U.S. for 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 course load nor during the 60 day grace period.

Work restrictions 

Students in F-1 or J-1 status 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 a 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 (Curricular Practical Training) and OPT (Optional Practical Training) opportunities.

SOCIAL SECURITY A Social Security Number is a requirement for work in the United States.  A representative from the Social Security Administration will be on the Calvin College campus once during the fall and spring semesters. Students may use this opportunity to apply for a Social Security Card if they have secured an on-campus job.

All questions regarding work eligibility for Canadian or International Students should be directed to the International Student Advisor. (x66897)  Once an International Student has secured an on-campus job they should make an appointment with the Student Employment Manager to complete treaty and tax paperwork.

If you have questions regarding any information contained in this manual, please contact the Student Employment Manager at (616) 526-7001 or e-mail jobshop@calvin.edu.