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 for 2009-10. All policies and procedures are subject to change as determined by the General 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. Should you require further clarification, please contact Varo Duffins in the Office of Financial Aid.
1. Students may work up to 10 hours total per week, across all on campus FWS or WAD jobs - Beginning the first day of the fall semester employment period, Sunday, August 30, 2009 students must remain within the four parameters of the Weekly Hours Test.
2. HAs may contract for up to 10 hours of employment in addition to all HA duites - 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 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 to be submitted entirely online. Paper carbon copies of the SEAF are no longer acceptable. 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 now 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.
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 will be paid no less than $7.25/hour. This is the new Federal minimum wage rate that took effect as of that day. This applies to all Federal Work Study jobs, College Work Award jobs, and paid stipend student wages.
5. Supervisors will need to update all student job descriptions - Updated job descriptions are required of every department for all student job positions in that department. The financial aid office will need an updated job description in order to process student employment authorization forms (contracts) for all student positions as of fall 2007. Job descriptions should be completed for all student jobs in the department for all periods of the year. Job descriptions will inform the status of "special skills" jobs. Completion and submission of job descriptions to the financial aid office by June 1, 2009 will enable uninterrupted processing and payment for your students. 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 "banking" hours from one week to another week is not permitted. Accumulating hours worked in one week and reporting them in another week is not permitted.
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. The mid-September grace period and students with multiple jobs - All students may begin working as early as Sunday, August 30, 2009. Students may be hired and begin to work in a second job on Sunday, September 13, 2009. No student should be promised a second job prior to September 13. 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) in the College House Administration program may secure a second job prior September 13, 2009. Non-HA students may not be hired nor promised employment for more than one job prior to September 13, 2009 (the first two weeks of the academic payroll year).
10. All timesheets are to be turned into the Student Payroll Office at the Business Office on Race Avenue immediately following the completed work period.
May, 2007
Last updated August 6, 2009
