Policies, Procedures, Updates, and Expectations
Campus Based Student Employment Program
The following points highlight the updated expectations, policies, and procedures of the College's campus based student employment program. All policies and procedures are subject to change as determined by the Senior Officers of the College. Students and student supervisors are encouraged to return to this site as well as to the FAQ site as a continued resource for clarification on policy and procedures related to campus based student employment. Student and student supervisor support is necessary and appreciated and will be reciprocated by the Office of Financial Aid.
1. Students may work up to 10 hours total per week, across all on campus Federal Work Study or College Work Option jobs - Beginning the first day of the Fall semester employment period, the last Sunday in August, students must remain within the four parameters of the Weekly Hours Test.
2. House Advisors (HAs) may contract for up to 10 hours of employment in addition to the rest of their HA duties - Students hired as House Advisors (HAs) as part of the College House System may contract and work up to 10 hours per week outside of all of their College House System/HA duties.
3. Student employee paperwork must be completed no later than a student's first day of work. Student Employment Authorization Forms (SEAF) are submitted online by a Faculty Professional Staff supervisor. SEAFs that are received by the Office of Financial Aid after the first day of work may be returned to the department or held in the Office of Financial Aid pending further inquiry. Each supervisor should meet with their students and confirm that the students have completed and submitted the following items. If students have not completed paperwork by the first day of work, please have them complete the paper work on their first day. Completion of the I-9 and W-4 is noted and viewable by students and FPS in MyDiplomat in each student's record. Submission of the Student Employment Authorization Form is not permitted without completion of the W-4 and I-9 process: http://www.fandm.edu/businessoffice/student-payroll
The following four forms, once completed, deem a student okay for hire:
1. W-4 form in the Business Office
2. I-9 form in the Business Office
3. Student Employment Authorization Form (contract) to the Office of Financial Aid via online submission
4. The Pre-Employment Agreement to the Office of Financial Aid.
The W-4, I-9, and Pre-Employment Agreement forms need only be completed once by a student during his/her entire enrollment at the College. The SEAF must be completed for each unique employment period.
4. Student pay rate change - Beginning July 24, 2009 all students are paid no less than $7.25/hour. This is the new Federal minimum wage rate. This applies to all Federal Work Study jobs, College Work Option jobs, and paid stipend student wages.
5. Supervisors will need to post all student job descriptions for their department - Please. If you have updated job descriptions, at any point, please forward them to Varo Duffins the Office of Financial Aid. The Job Description Form with instructions is available here.
6. Supervisors are expected to know if their student employees are contracted to work in other campus jobs before hiring. If you are a student supervisor for your department, it is important for you to know if a student whom you are considering for hire is already hired or likely will be hired by another department and to be sure that student is not hired for more than 10 hours per week in total. If you are a supervisor, please ask your students during the interview if they are or expect to be employed elsewhere on campus and for what number of hours per week. A list of the departments where a student is currently employed is listed on their personal information page in MyDiplomat.
7. The practice of supervisors or students intentionally not recording hours worked in order to circumvent the College's 10 hours per week policy is considered falsifying timesheet records, is in violation of regulations and College policy, and is not permitted in any way. An example of this malpractice would be working over allowable hours worked in one week and reporting the over hours as being worked in another week.
8. Students will be suspended from work privileges for employment process violations at the discretion of the College. Supervisors and students will be notified via email of the reasons for suspension of employment as well as the date of employment reinstatement. Supervisors should support employment suspension by neither allowing the student to report for work nor to "post-report" hours of work in that department that would have occurred within the suspension period.
9. Multiple Jobs and the late-August to October 1 grace period - All students may begin working on campus as early as the last Sunday in August. Students may be considered for hire in a second campus job as early as October 1. No student may be promised a second job prior to October 1, as this defeats the purpose entirely. Aided work students who have Federal Work Study or College Work Award listed in their financial aid award letters should be priority for hire, particularly entering first-year students. House Advisors/Assistants (HAs) and Peer Advisors (PAs) in the College House System may be considered for one campus job prior to October 1, in addition to their HA/PA duties. Non-HA students may not be considered for employment for more than one job prior to October 1 (the first full month of the academic payroll year). Because some departments hire by number of employees, this policy is to help ensure that ample opportunity is offered to all students, particularly entering first-year students, to secure at least one campus job before students begin to acquire multiple campus jobs.
10. All timesheets are to be turned into the Student Payroll Office at the Business Office on Race Avenue immediately following the completed biweekly work period.
11. All Student Employment Authorization Forms (SEAFs) will be processed with a start date that is no earlier than the date in which they are submitted online.
Originally written May, 2007
Last updated May 1, 2012
