Body
Issue/Question
- Is there a guide to student employees?
- What types of student employees are there?
- Where do we post student jobs?
- Where can I find the student wage schedule?
- How much should I pay my student employees?
Environment
- HR Student Employment Guide
Cause
I need to hire a student employee, and need to know the rules, policies, and procedures surrounding student employment.
Resolution
This document is designed to assist supervisors in effectively managing student employees, ensuring compliance with human resources procedures and best practices. Student employees play a vital role in our university, contributing to various departments and services while gaining valuable work experience. To support both the professional development of our students and the operational needs of our university, it is essential for supervisors to understand and adhere to the established guidelines and procedures.
We encourage supervisors to review this guidance thoroughly and refer to it regularly. For any questions or additional support, please do not hesitate to contact the Human Resources Office.
Eligibility Requirements for Student Employees
Enrollment Requirement: Student must be enrolled as a degree-seeking student at the university, either full-time or part-time.
Federal Work-Study Program: For Work-Study positions, students must be eligible for the Federal Work-Study program as determined by the Financial Aid Office. Eligibility is based on financial need, as assessed through the Free Application for Federal Student Aid (FAFSA).
Types of Student Positions
Work-Study: Work-Study positions are part of the Federal Work-Study (FWS) program, which provides part-time employment opportunities for students with financial need. The primary goal of the Work-Study program is to help students earn money to cover educational expenses while allowing them to work in roles that are often related to their field of study.
General Student Labor: General Student Labor positions encompass a wide range of part-time jobs available to all students, regardless of financial need. These roles are intended to provide students with work experience while supporting various university functions. These positions offer students the opportunity to develop skills, gain work experience, and contribute to the university community.
*The guidance provided in this document does not apply to Graduate Assistant positions. For information regarding Graduate Assistant roles, please contact the Human Resources Office.
Job Postings
To post student employment opportunities, the hiring department can request the position be posted to the student employment website (Handshake) or post the opportunity on a bulletin board on campus. Please contact Career Development for more detailed information.
Students interested in the position should contact the hiring department. Applications are collected and managed by the hiring department, which will review the applications, conduct interviews if necessary, and make a hiring decision. Once a candidate is selected, the hiring department will determine an appropriate placement within the pay structure and initiate the student payroll paperwork. If the student will be making over $16.00/hr. or higher, please contact Human Resources before extending an offer.
Throughout the process, postings must comply with university policies, including non-discrimination and equal opportunity requirements.
Required Documents
Supervisors must ensure all required paperwork for student employees is complete and on file before their first day of work. Form I-9, verifying work eligibility, must be completed within three business days of the employee’s start date. For assistance, contact the Office of Human Resources.
Payroll Procedures
Student employees will be paid on the last working day of the month. Pay periods run from the 22nd of the month to the 21st of the following month. All time sheets need to be submitted by 10:00 a.m. on the date indicated by Shared Payroll each month (typically on the 22nd but it will vary with weekends and holidays). It is crucial that each student employee completes and submits their time sheet correctly and on time. Supervisors are responsible for verifying and approving these time sheets.
To ensure accurate and efficient tracking of hours worked, all student employees are required to submit their time sheets through the Employee Dashboard. Specific exceptions to this requirement may be granted by Human Resources for certain situations.
Pay Structure
- Position Level 1: $11.50 - $13.50 per hour
- Description: Performs work of a routine or average nature under direct or immediate supervision. Considerable training done on the job. Requires little decision making. Includes: data entry, basic clerical, simple data collection, general non-skilled labor, custodial, grounds assistants, mascot, recreation assistants, store attendants, welcome desk attendants, fitness attendants.
- Position Level 2 (Intermediate-Level): $12.50 - $15.50 per hour
- Description: Under general supervision, performs a variety of skilled tasks. Specialized training is done on the job. Work objectives are set but methods of performing tasks are left up to the employee. Jobs require moderate independent judgment, analysis, and decision-making skills. Includes tutors, campus watch, digital document processing specialists, learning assistants, peer mentors, social media specialists, sports media assistants, sports photographers, sports videographers, network technicians, video production specialists, theatre assistants.
- Position Level 3 (Advanced-Level): $14.50 - $17.50 per hour
- Description: Under general supervision, performs work of an advanced or technical nature. Work objectives are set, but methods of performing tasks are left up to the employee. Work assignments involve a broad variety of skilled tasks. Jobs require the application of considerable independent judgement and decision making. Students at this level may have the responsibility to direct the work of lower-level student employees. Includes ITS support desk technician, library evening supervisor, peer tutor, elementary tutor, game designer, graduate office researcher.
- Position Level 4 (Specialized Skills): $17.50 - $21.50
- Description: Under limited supervision, performs work of a specialized or highly technical nature. Requires advanced training, education, and experience. Performs without direct supervision except for infrequent occasions involving the most complex situations. Job responsibilities may have accountability for university system projects, research and presentation requirements, or deliverables utilized by multiple departments. Work assignments are highly technical and/or complex and the methodology may or may not be prescribed. Jobs involve a significant degree of responsibility and judgment. Students at this level may have the responsibility to direct the work of lower-level student employees. You will need Human Resources’ permission to hire at this level. Includes course assistants, cybersecurity researchers, grad research assistants, tech fellows, technical policy writers, it institutes instructors.
In addition to the above, additional salary structures are maintained by the Human Resources Office for unique, highly specialized positions.
Pay Adjustments
Mid-year or mid-term pay adjustments are generally not permitted. However, in exceptional circumstances, such adjustments may be considered if an employee assumes additional responsibilities that are of a significantly higher level and complexity. Merit and equity-based increases will not be considered. All requests will require review and approval by Human Resources.
The student employee rates and job records will be adjusted in accordance with any changes to the state minimum wage laws through automated processes at the System Payroll Center.
Maximum Hours Per Week
Students may work up to an average of 20 hours per week but should not exceed 30 hours in any single week. Exceptions to the weekly hour limits may be permitted during school breaks and peak seasonal work periods.
If a student holds more than one position, the combined total of hours worked across all positions must remain within these limits. Supervisors are responsible for monitoring and managing student work hours to ensure adherence to these limits.
Any employee who works over 40 hours in a week must be paid overtime at one-and-a-half times their regular rate. In cases where a student holds multiple positions and the combined hours result in overtime, the primary position will be billed at the overtime rate, regardless of which position caused the student to exceed 40 hours. Supervisors must coordinate with each other to prevent the accrual of overtime hours for students.
Allowable hours for international students may differ from the hours outlined in this section. Please refer to the International Relations Office regarding allowable hours for international student employees.
Workers Compensation
If a student employee suffers an injury or illness while working, they should immediately notify their direct supervisor. They should also complete an incident report by calling 888-585-8075 as soon as possible. This number is available 24/7, 365 days a year. It is advisable to file the incident report before seeking medical treatment. However, if the situation is an emergency, they should seek medical care first and report the incident as soon as possible after receiving treatment.
Termination
Student employees are classified as temporary, non-faculty exempt employees. Employment of student employees is “at will”, therefore student employees or the University can terminate employment at any time, with or without case, no advance notice is required. Supervisors should contact the Human Resources Office if they intend to terminate a student employee for egregious performance/personnel issues to ensure appropriate processes are followed.
Student employees may not grieve termination, but would have rights to file a complaint or appeal if they believe the action was taken for discriminatory purposes.
Please contact Human Resources if you need further assistance.