Ohio University Policy and Procedure

Student Employment Policies and Procedures

SUPERCEDED on October 28, 2002

Current Version




Procedure No.:   20.110

Page No.:        1,2,3,4,5,6,7,8,9,10,11,12,13,14,15,16,17 and 18
of 18

Date Issued:     02/01/94

Issued By:       Gary North



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PURPOSE

To provide the faculty, staff and students of the University with policies and procedures for employing students and to ensure uniformity, fairness and equity in the administration of the student employment programs.


Policy

It is the policy of Ohio University that there shall be no discrimination against any individual in educational or employment opportunities because of race, color, religion, national origin, sex, veteran status or handicap. Also, there shall be no discrimination because of age except in compliance with requirements of retirement plans or state and federal laws and guidelines. Furthermore, Ohio University will not tolerate any form of sexual harassment. Although student employees may be employed in the same department as their spouses, parents, siblings, children, etc., they may not supervise or be supervised by these relatives. These policies are applicable to the four major types of part-time employment programs available to students at the University including Centralized Student Employment Services (CSES), Federal Work-Study (FWS) (formerly, College Work Study - CWS), the Program to Aid Career Exploration (PACE) and off-campus employment through Job Location and Development (JLD).

The role of the Office of Student Financial Aid and Scholarships (OSFAS) is:

  1. To provide a centralized source of employment information for students and employers.

  2. To establish and administer student employment policies and procedures, including those related to discipline and right to appeal.

  3. To maintain student employment information and records and employment references for future employers.

  4. To reaffirm the University's commitment to equal opportunity, affirmative action and nondiscrimination.

  5. To ensure that all students have an equal opportunity to obtain part-time student employment positions.

  6. To assist employers in meeting their staffing needs without displacing regular employees


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I. TYPES OF STUDENT EMPLOYMENT

More than 3,000 students are employed on-campus through Centralized Student Employment Services, Federal Work-Study or the Program to Aid Career Exploration. A wide variety of positions (clerical, technical, food service, academic, tutorial, research, etc.), situated at any of 150 different work sites are available through these programs. The Job Location and Development program endeavors to match interested students with employment opportunities in the community surrounding Ohio University's campus.

A. Centralized Student Employment Service (CSES)/Hourly/Regular

  1. Program Description

  • Centralized Student Employment is the largest on-campus student employment program, usually providing work for 1,800 to 2,000 students at any given time. Program eligibility is not based on the student's financial need and is funded by the University through various hiring departments.

  • Hiring Procedures
  • a. Responsibilities of the Hiring Department

    Hiring departments with departmental funds available for student employment must post job openings through the Centralized Student Employment Service. However, the following departments have been authorized to do their own hiring:

    1. The Residence Hall Food Service Department (which hires students during Precollege and also posts jobs in the various dining halls during the remainder of the year) and

    2. The Physical Plant.

    A department is not required to post a position if rehiring a student who worked for that department within the past year. A posting is not necessary if a department wants to use its funds to hire a student who has worked in that department within the last year in a FWS or PACE position.



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    A department may request that a position be posted by using the Job Request Form (see appendix), by memorandum or by calling the OSFAS. The job posting should include the following information: job title; job description; applicant qualifications; rate of pay; hours per week and duration of the employment; name, address and telephone number of the employer; and the number of students to be referred for an interview. Employers must accept a minimum of three referrals, if available. New positions are posted Monday through Friday.

    Each posting made through the OSFAS requires that a minimum of three referrals be given to interested students. The OSFAS will remove each posting from the board outside of Room 020 Chubb Hall after the designated number of referrals have been given and assumes that the hiring department will be able to identify a qualified student from among those sent for interviews. The employing department should contact the OSFAS to increase the number of referrals for an opening that remains after an initial group of students has been interviewed.

    b. Responsibilities of the Student

    Any student wishing to obtain a CSES position should check the job posting board, located outside the OSFAS, 020 Chubb Hall, on a daily basis. In order to obtain a referral for one of the posted positions, a student must bring the job number from the posting to the OSFAS and show a valid student I.D. card. The student will be given a Job Referral Card with the top section completed.

    The student must contact the employer to make arrangements for an interview. Students do not have to have financial need to apply for CSES positions.

    Please Note: Students holding more than one CSES position or a CSES and FWS or PACE position are not permitted to work more than a total of 20 hours per week.

    c. Responsibilities of the OSFAS

    Once a student is hired by the employing department, the Job Referral Card with the bottom section completed must be returned to the OSFAS. The employer also should return the completed Job Referral Cards for all students who received an interview for the position. The OSFAS will monitor Job Referral Cards and Student Employment Authorization Cards to ensure that all positions have been posted.

    [Here begins page 4 of the hardcopy version.]


    B. Federal Work-Study (FWS) (formerly College Work-Study)

    1. Program Description

  • Hiring Procedures
  • a. Responsibilities of the Hiring Department

    Departments which have received FWS students in the past will continue to receive FWS employees for future quarters as available. New departments or departments which have not previously had FWS students must contact the Assistant Director for Student Employment Programs to discuss the possibility of obtaining FWS students in the future.

    A department should only interview a prospective FWS student who has a job assignment packet which includes an Interview Card. The Interview Card indicates the maximum number of hours a student can work per pay period and the quarters the student has been awarded FWS. Occasionally, the OSFAS must make an adjustment in a student's FWS award. If a FWS student's award is adjusted, both the department and the student will be notified.

    b. Responsibilities of the Student

    1. Prerequisites

      In order to be considered for FWS, a student must apply for financial aid by the published deadline each year. A student must show sufficient financial need (using the appropriate needs analysis form), as well as meet other criteria, in order to be considered for FWS.



      [Here begins page 5 of the hardcopy version.]


    2. After the award has been made and the student accepts the award and returns the Work-Study Information Form, he/she is placed in a FWS position that relates to his/her major, career interests and/or preferences whenever possible. Students who had FWS previously are placed in positions first, followed by students according to class rank. A FWS recipient reports to the OSFAS during the opening of the first quarter of his/ her award to pick up a job assignment packet, which includes instructions as to where to report for work and how to complete the enclosed payroll materials. Packets for previously employed FWS students, who will be returning to their same work site, will be mailed to the department during spring quarter.

      Please Note:Students simultaneously holding FWS and CSES positions are not permitted to work more than 20 hours per week.

    c. Responsibilities of the OSFAS

    The OSFAS will notify each department of the Federal work study students assigned to them at the beginning of the summer session and at the beginning of fall quarter. Other notices will be sent periodically during the school year as needed. The OSFAS attempts to equitably distribute the available FWS students among the departments requesting such assistance. However, the demand for students typically exceeds the supply; therefore, not all requests for FWS assistance can be fully met.

    C. Program to Aid Career Exploration (PACE)

    1. Program Description

    The PACE program, which is unique to Ohio University, is co-sponsored by the OSFAS and Career Services. The intent of the PACE program is to provide academically qualified students who are in need of finances with the opportunity to earn money for college expenses while gaining valuable career-oriented work experience. The PACE program, funded by the University and private donations, provides employment for approximately 300 students.

  • Hiring Procedures
  • a. Responsibilities of the Hiring Department



    [Here begins page 6 of the hardcopy version.]


    Guidelines for submitting PACE Proposals requesting funding for PACE students are sent to all faculty members and administrators during winter quarter. PACE Proposals are reviewed by the PACE Proposal Screening Committee, and award notifications are sent to proposers.

    b.Responsibilities of the Student

    1. Prerequisites

    In order to be eligible to apply for the PACE program, a student must be an undergraduate with at least 30 hours earned, have a minimum of a 2.3 accumulative grade-point average and be in need of earnings as defined by the OSFAS.

  • Responsibilities of Qualified Students
  • All interested students must apply by filling out an application form available through the OSFAS. Applications are available during the Winter Quarter for positions starting the following school year. Positions which become available during the school year because of resignations, early graduations, etc., are advertised by the OSFAS.

    Please Note:A student cannot hold a PACE position and a FWS position at the same time. Students holding a PACE and CSES position simultaneously may only work a total of 20 hours per week.

    c. Responsibilities of the OSFAS

    Applications for students who meet the minimum PACE program eligibility requirements will be sent to PACE employers. PACE employers are responsible for screening applications, interviewing students and making hiring decisions.

    D. Off-Campus Employment Through Job Location and Development (JLD)

    1. Program Description

    Many students have occupational skills that can be marketed in the communities surrounding Ohio University and its regional campuses. Federal financial aid funding through the Job Location and Development program enables the OSFAS to post off-campus job opportunities for interested employers and to pursue efforts to develop and otherwise locate jobs for students to hold while they attend Ohio University.



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  • Hiring Procedures
  • a. Responsibilities of Off-campus Employer

    Individuals, organizations or businesses interested in employing Ohio University students can use the OSFAS job posting procedure, or they can obtain information about students who have completed the JLD Employment Skills/ Work Experience Inventory.

    An employer may request that a position be posted by using the Job Request Form by memorandum or by calling the OSFAS. The job posting should include the following information: job title; job description; applicant qualifications; rate of pay; hours per week and duration of the employment; name, address, and telephone number of the employer; and the number of students to be referred for an interview. Employers must accept a minimum of three referrals. New positions are posted each day Monday through Friday.

    If the employer would like to use the JLD Skills Inventory, he/she should contact the OSFAS in writing or by calling 593-HIRE (593-4473). The Skills Inventory contains 166 job titles and the employer can request free referral lists by job title number. The referral lists include the names, local phone numbers, local addresses, amount of experience and recency of experience of all currently enrolled students interested in that type of work. Using the list, the employer then contacts students to discuss job responsibilities, wages and other pertinent information.

    The OSFAS cannot be responsible for the workmanship or character of referred students. The employing individual or business is responsible for checking employment.


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    b. Responsibilities of the Student

    Any student wishing to obtain an off-campus position should check the job posting board, located outside the OSFAS, 020 Chubb Hall, on a daily basis. In order to obtain a referral for one of the posted positions, a student must bring the job number from the posting to the OSFAS and show a valid student I.D. card. The student will be given a Job Referral Card with the top section completed. The student must contact the employer to make arrangements for an interview. Students do not have to have financial need to apply for CSES positions.

    Students wanting to become part of the Skills Inventory Referral System should complete the Employment Skills/Work Experience Inventory distributed by the OSFAS and submit it to 020 Chubb Hall. Students are responsible for informing the OSFAS of changes in their address or phone number.

    c. Responsibilities of the OSFAS

    The OSFAS receives and advertises off-campus job vacancies on the job posting board outside of 020 Chubb Hall. Postings are removed from the Board when the desired number of referrals has been obtained or at the request of the employer.

    Concerning the Skills Inventory, the OSFAS enters data from the completed inventories received each day. Referral information can be accessed by calling the OSFAS special number 593-HIRE (593-4473), or by writing to the Job Location and Development section at the OSFAS, 020 Chubb Hall, Ohio University, Athens, Ohio 45701.

    Information released by the JLD section is only for currently enrolled students and is restricted to the data the student provided on the inventory.


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    II. ELIGIBILITY FOR STUDENT EMPLOYMENT

    Citizenship Status

    1. I-9 Requirement

    All students seeking employment must comply with the Immigration Control and Reform Act of 1986. This act requires all newly-hired employees of any organization to document their identity (state-issued driver's license or l.D. card with a photograph) and citizenship status or work authorization (birth certificate, original social security card, alien registration receipt card, or certificate of citizenship or naturalization). A student can use a passport to document both identity and citizenship status. The prospective student employee and a representative or designee of the OSFAS will complete the Employment Eligibility Verification form (referred to as the l-9 form) at the time a student is given a job referral for a job posted through CSES, at the time a FWS student is given the job assignment packet or after a student is hired for a PACE position. Completion of the l-9 is mandatory and must be done prior to the time a student starts work for the University. Failure to comply with the l-9 requirement will result in the student's dismissal from employment until the l-9 is completed.

  • International Students
  • a. Students with F-1 Visas

    International students with F-1 Visas may work on-campus for a maximum of twenty (20) hours per week when taking classes and up to forty (40) hours per week during breaks between quarters and during one quarter of vacation time each year. The employment must not interfere with the student's academic progress and cannot displace an American citizen. International students with F-1 Visas can only be employed off-campus with prior permission from the Immigration and Naturalization Service. The Office of International Student and Faculty Services will assist students in submitting the necessary applications. The Immigration and Naturalization Service will approve applications only after the student can demonstrate unexpected financial difficulties which occur after arrival.


    b. Students with J-1 Visas


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    International students with J-1 Visas are eligible to work on or off-campus only with the permission of the director of the Office of International Student and Faculty Services or his/her designee. Grounds for permission are similar to those for students with F-1 Visas.

    B. Enrollment Status

    1. Academic Year

    In order to be eligible for CSES, FWS, and JLD (off-campus) employment during the academic year, a student must be enrolled forclasses at Ohio University. Undergraduate students must be enrolled for a minimum of six hours and graduate students for a minimum of five hours per quarter. Exception: Graduate students who have reached the writing/defending phase of their program and who are only required to enroll for one credit hour are permitted to continue in their campus employment position during the final quarters of their program.

    Students employed through PACE, which is only available to undergraduates, must be enrolled full-time (eleven hours or more).

  • Summer
  • To be eligible for summer employment, students must have attended the University spring quarter, be planning to enroll for the fall quarter, or be registered at least half-time for the summer.

  • Breaks
  • During winter and/or spring break, students can be employed through CSES or JLD at the discretion of departments or employers. Work-Study and PACE employees may only work during breaks with special permission from the OSFAS (a written request must be made).

    III. PAYROLL FORMS AND PROCEDURES

    A. Required Forms

    Once a student has been hired for a student employment position, the student and supervisor (or other departmental designee) must complete the appropriate payroll forms, which are available from the OSFAS. The following forms are required:

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    1. Payroll Authorization Cards

    Each of the employment programs (CSES, FWS and PACE) has its own specific payroll authorization cards. The Job Interview Card also must be completed for FWS students.

  • Employee Withholding Allowance Certificate (W-4)
  • The student employee should complete both sides of the Employee's Withholding Allowance Certificate (tax card). If the student has worked for the University in the past, he/she does not need to complete a new tax card unless changes are necessary. Employment through any of the student employment programs is subject to federal, state and local taxes.

  • Public Employees Retirement System (PERS)
  • To be exempted:

    Under section 145.03, Ohio Revised Code, students who are employed by the university where they are enrolled and regularly attending classes may choose to be exempted from joining the retirement system by signing a request for Optional Exemption as a Student (F-3). The exemption will remain valid as long as the student continues to be employed by and attending the institution which certifies the F-3.

    Students who choose to be exempted from PERS membership must continue to regularly attend classes in order for the exemption to remain valid. If students continue to work during the three month summer break and are not enrolled in classes, they must begin contributions to PERS on their earnable salary for the hours they worked. However, once they return to class, the exemption remains in effect.

    To participate:

    Students choosing to participate in PERS should request a PERS personal history record from the Office of Student Financial Aid and Scholarships or the Payroll Office.

    B. Payroll Procedures



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    1. Work Schedule

    a. Work and Academic Responsibilities

    Part-time student employment should not interfere with a student's educational goals; therefore, the student should attempt to establish a reasonable balance between his/her academic efforts and work schedule. The student and supervisor should decide on a mutually agreeable work schedule, and a student should never miss class in order to work. If a class is canceled and a student works when he/she would normally be in class, a notation should be made on the time sheet that class was canceled that day.

    b. Working During Periods of Enrollment

    Student employees are permitted to work up to 20 hours per week/40 hours per pay period when classes are in session. The number of hours per week which Centralized Student Employees actually work will be determined by the department. Federal Work-Study students work approximately 10 hours per week (the exact number of hours per pay period is indicated on the Interview Card). PACE employees work between 5 and 15 hours per week depending upon the number of hours funded for a particular position.

    c. Working During Periods of Non-Enrollment

    During periods of non-enrollment (summer and/or breaks), a CSES employee could work up to 40 hours per week, provided funds and work opportunities are available. Work-Study and PACE employees do not normally work during periods of non-enrollment; however, special permission can be requested in writing from the OSFAS.

  • Time Reports
  • The student and department must report time worked on the appropriate time sheet for the type of student employment. CSES and PACE students use blue and salmon colored time report forms respectively, which are available from the payroll office. Work Study students use the green time sheets available from the OSFAS.

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    The time sheet should be filled out daily with the actual starting and quitting times. Both the student and the supervisor must sign the time sheet in ink. All signatures and the student's social security number should be legible. Any falsification or misrepresentation on a time sheet is a serious offense and may be punishable under state law.

    The student submits the completed time sheet to his/her supervisor (or other departmental designee) when finished working for the pay period. Both the student and the department are responsible for ensuring that the time sheet (and summary sheet for CSES and FWS) is submitted to the appropriate office (Payroll for Centralized employees and the OSFAS for FWS and PACE students). If a time sheet is submitted incomplete or late, the student's paycheck may be delayed.

  • Paychecks
  • The student is paid by check every two weeks based upon the number of hours worked the previous two weeks. The paycheck is sent through the campus mail to the employing department. If a student works in more than one department, he/she may have to designate which department is to receive the paycheck. If a student's paycheck does not arrive as scheduled on a payday, the student and/or supervisor should contact the Payroll Office (for a CSES employee) or the OSFAS (for a FWS or PACE employee).

    IV. COMPENSATION AND BENEFITS

    A. Wages

    1. Regular Time

      All student employees will be paid at least the federal minimum wage. On occasion, a department may recommend an increase in pay rate based upon merit and/or length of service.

    2. Overtime

      Students should not work more than 20 hours per week when classes are in session. In the rare event that a student employee works more than 40 hours per week during a period of non-enrollment, the student must be paid the overtime rate for any hours worked in excess of 40.




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    B. Holidays

    In general, student employees are not required to work on legal holidays. (Legal holidays are indicated on the official University, calendar.) However, certain University departments may be required to maintain services on holidays, and students may be scheduled to work, if they so desire. If a student works on a holiday, he/she will be paid straight time, i.e., the regular rate of pay.

    C. Sick Leave

    Sick leave benefits are not extended to student employees. However, it is not intended that students lose their jobs because of reasonable absences associated with illnesses. If a student is ill, the student should notify his/her supervisor as early as possible on the day of each absence. The department may require a statement from a doctor for prolonged absence. The failure of a student to notify the department may be cause for disciplinary action.

    D. Vacation Time

    Vacation benefits are not extended to student employees. The student may make arrangements for time off without pay according to departmental procedures.

    E. Work Breaks

    If a student works more than four consecutive hours in the same department, he/she is entitled to a 1 5-minute paid work break during the course of the four hours. If a student works more than five consecutive hours, the student is entitled to a work break and at least a 30-minute non-paid meal break prior to the end of the five hours.

    F. Injury on the Job

    All employees of the University are protected by the provisions of the Workers Compensation Law of Ohio. If a student is injured on the job in the performance of job duties, the supervisor should assist the student in obtaining medical treatment if needed. As soon as possible, an Occupational Injury or Illness Investigation Report should be completed. If Worker's Compensation is sought, the student should initiate a Worker's Compensation Claim Form. Both forms are available from Environmental Health and Safety, Hudson Health Center. Please Note: A student is covered by Worker's Compensation as long as the student is performing bona fide job duties; however, the student Is not covered by Worker's Compensation if

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    conducting personal business for himself/herself, the supervisor or any other party.

    V. JOB ORIENTATION AND TRAINING

    A. Departmental Responsibility

    Once a student has been hired for a student employment position, there will be a period of orientation to the job, or on the job training. The department must provide the student employee with a job description and clarify job duties, responsibilities, expectations, and grievance and discipline procedures. If the department has a training manual or departmental student employment handbook, the student should be given a copy. The supervisor also should inform the student employee as to appropriate or inappropriate dress and procedures to follow for securing a substitute if he/she must miss a shift.

    B.Student Responsibility

    1. Conduct

    Student employees, as representatives of the University, will be expected to conduct themselves in a professional and courteous manner and to perform their jobs to the best of their abilities. Responsible conduct includes reporting to work on time and in proper dress, filling out only their own time sheet and notifying the supervisor of any planned absences at least 24 hours in advance.

  • Drug or Alcohol Abuse
  • Student employees are governed by the same drug and alcohol policy that pertains to full-time University employees. Students should review the Student Handbook and ask their supervisor for a copy of the University's policy pertaining to this area.

  • Use of University Property
  • Student employees will be expected to respect University property and to refrain from any unauthorized use thereof. In general, student employees are not permitted to use University equipment or supplies for personal business. The supervisor should inform the student employee about departmental policy concerning this matter.

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  • Confidentiality
  • Student employees are expected to maintain the confidentiality of any information or records (written or computer files) to which they have access. Any breach of confidentiality is considered a serious offense and may lead to disciplinary action and/or discharge.

    VI. WORK PERFORMANCE EVALUATION

    A. Purpose

    The student employee is entitled to at least one work performance evaluation per year. (It is recommended that new student employees be evaluated more frequently during their first year of employment.) The purpose of this evaluation is to document current job performance and to indicate future employment potential. On occasion, the evaluation may be used to justify a pay increase or to document a problem.

    B. Procedure

    It is the supervisor's responsibility to complete a Student Employee Evaluation form at the time the student's employment terminates during the school year. Student Employee Evaluation forms are available from the OSFAS (sample may be found in appendix). The supervisor should discuss the evaluation with the student, and both the student and the supervisor should sign the evaluation form. The original should be sent to the OSFAS and a copy should be kept by the supervisor and the student.

    C. Retention of Evaluations

    Completed evaluation forms for Work-Study students are kept on file by the OSFAS for five years, and evaluation forms for all other types of student employees are kept on file for one year. With the student's written permission, a copy of the evaluation form can be released to prospective employers.

    VII. RESIGNATION

    If it is necessary to resign, the student employee should give the department as much written notice as possible (preferably at least two weeks notice). Either the student and/or the department should notify the OSFAS when a Work-Study or PACE student employee resigns.

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    VIII. DISCIPLINE PROCESS/TERMINATION

    It is the responsibility of the supervisor to bring any dissatisfaction with a student's job performance to his/her attention. If disciplinary action is necessary, Ohio University adheres to a policy of progressive, educational discipline for just cause. For lesser offenses (such as attendance problems, lateness, low productivity, etc.) the supervisor should follow the four steps listed below moving to the next level of action if the condition continues:

    1. Give the student an oral warning and keep a written record of the warning.

    2. Give the student a written warning. (The supervisor may use the Discipline Report Form).

    3. Place the student on suspension for a minimum of three days to a maximum of fourteen days. (The supervisor may use the Discipline Report Form to document the suspension). The OSFAS should be notified in writing if a student is suspended.

    4. Terminate the student's employment with notification in writing.

      A student may be discharged immediately for any serious, willful, flagrant violation of University or departmental policy and/or the law (such as breach of confidentiality, the falsification of records, unauthorized use of University property, etc.). The supervisor may also refer the student to University Judiciaries depending upon the nature of the offense. If a student is disciplined or discharged, the student has the right to appeal according to the appeal procedure outlined in section IX. APPEALING DISCIPLINARY ACTION AND/OR TERMINATION.

      Every effort should be made at each step of the disciplinary process to resolve the problem.

    IX. APPEALING DISCIPLINARY ACTION AND/OR TERMINATION

    If a student is disciplined or discharged from a department, the student has the right to appeal in accordance with the following procedure:

    1. he student makes a written appeal to the Administrative Head of the employing department. The department head holds a meeting within three working days to discuss the appeal.

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    2. The student makes a written appeal to the OSFAS. The appropriate Student Financial Aid Administrator holds a meeting within three working days to discuss the appeal.

    3. The student makes a written appeal to the Student Employment Appeals Committee. The Committee holds a meeting within three working days and makes a recommendation to the Vice-President for Administration (or his/her designee) within three working days after hearing the appeal.

      Every effort should be made to resolve the problem at each step of the appeal process.

    APPENDIX



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    Dick Piccard revised this file (http://www.ohiou.edu/policy/s20-110.html) on February 27, 2003.

    Please E-mail any comments or suggestions to "polproc@www.ohiou.edu".