Policy Number: 71

 

STUDENT EMPLOYMENT

 

Purposes

  1. To centralize administration of student employment and to coordinate student employment with other financial aids.

  2. To stimulate and promote part-time employment of students, provide a maximum number of students an opportunity to earn money to assist in financing their education and to gain practical experience in the world of work.

  3. To provide University offices and departments part-time assistance in accomplishing assigned tasks and goals.

  4. To assure compliance with Board of Trustees and Civil Service Regulations.

General Regulations

  1. Enrollment Requirements: A student employee must be enrolled in six or more semester hours per semester.

Special Summer Rules: A student employee must be enrolled in six or more semester hours in a summer session unless he/she completed 6 semester hours during the semester immediately preceding the summer session. Federal Work-Study students must be enrolled in six or more hours without exception.

 

Summer Rule Exceptions: Exceptions to the enrollment requirements for the summer may be made on a limited basis by the Director of Financial Aid when circumstances warrant. 

  1. Graduate Assistants: Graduate Assistants may be considered for other employment on campus as long as the combined hours of work required for the assistantship and the other employment remain at or below an average of 20 clock hours per week. All contracts for other employment of graduate assistants on campus must be reviewed and approved by the Department employing the assistant and the Graduate dean.

  2. Applications: Applications for student employment can be filed with the Student Personnel Office within the Office of Financial Aid.

  3. Equal Opportunity: Qualified students will be referred to job vacancies regardless of race/color, gender age, religion, national origin or ancestry, marital status, physical or mental disability, veteran status, sexual orientation, or any basis of discrimination precluded by the applicable federal and state statutes.

  4. Maximum Hours: All students, including Federal Work-Study, are authorized to work a combined total from all campus employment not to exceed 90 hours per month when the University is in session. The Fiscal Agent may assign fewer than 90 hours to any student. When the University is not in session, a student may work up to 37.5 hours per week provided the student does not displace a certified civil service employee. No student may hold more than two on-campus jobs.

Special Summer Rule: A student employee may work up to a maximum of 120 hours per month or 30 hours per week effective only during the summer pay periods that begin May 16 or later and end August 15 or earlier each year.

  1. Student Work Requirements: Each student employee is expected to give careful and conscientious service. Student employees are to work 60 minutes out of each hour they are paid. It is the supervisor's responsibility to make sure that the student employee is paid for time actually worked. No rest time may be credited as time worked except in the case where four or more consecutive hours are worked, when a break of fifteen minutes may be credited. Student employees are covered by the Illinois Worker's Compensation and Occupational Disease Acts and may file claims following University rules for work-related illness or injury. A student employee is not eligible for paid vacation, paid holidays, or disability, as established by the Benefits policy.

Student employee earnings are earned income and therefore subject to all applicable Federal, State and local taxes. Any student who is enrolled in less than full-time academic hours and/or who works more than 20 hours per week will also have FICA (social security tax) deducted.

  1. Termination of an Employment Assignment: If the student's work is not satisfactory or if other conditions make continuance inadvisable, the supervisor may request that the assignment be canceled after due notification and conference with the student involved. If a student employee wishes to be released from a particular employment assignment, the student should notify the supervisor one week prior to the termination date to allow ample time to secure a replacement.

Upon termination of employment for any reason, the supervisor must notify the Student Personnel Office either by indicating "final" on the Student Payroll Roster, or by completing a termination notice and submitting it to the Student Personnel office.

  1. Classification/Wage Scale Ranges: Each Job Class has a range of wage rates that are approved by the President's Council and are reviewed when appropriate. Any changes in wage rates shall occur at the beginning of each fiscal year. For the current wage scale as approved by the President's Council, contact the Office of Financial Aid.

All student employees must be assigned and paid in accordance with the classification/wage scale listed below.
 

Job Class I:

Unskilled; no experience or special training required. Example: simple filing, receptionist, custodial, food services, conducting tours, providing general assistance.

Job Class II:

Skilled; requires training, special skills, supervisory responsibility. Examples: typing, tutoring, computer programming, photography, technical work. NOTE: Job title on authorization must reflect duties being performed.

Job Class III:

Highly skilled; requires highly specialized or unusual skills or license or advanced degree. Examples: advanced tutoring, repair of technical equipment. NOTE: A brief description of the duties performed must be given in the space provided above Conditions of Employment.

Job Class L:

A one-time only, lump sum payment for a completed job. No set hours of work. Examples: design cover of booklet, musical performance at an event, summer camp two-week job. NOTE: A brief description of the duties performed must be given in the space provided above Conditions of Employment.

 

All Job Class L Authorizations also require the signature approval of the Director of Human Resources.

Job Class M:

A monthly salary for a specified number of months. Salary must remain the same for each month as in the case of residence hall assistants, or be overridden (reduction only) by the supervisor as in the areas of student publications or music. NOTE: A brief description of the duties performed must be given in the space provided above Conditions of Employment.

 

All Job Class M Authorizations also require the signature approval of the Director of Human Resources.

  1. Merit Increases: On recommendation of the supervisor, a merit increase may be granted to a student after one year of continuous employment in the same position and each year thereafter on that date. The requested rate may not exceed the appropriate Wage Schedule as noted above.

  2. Length of Pay Period: The pay period for all student employees begins on the 16th day of each month and ends on the 15th day of the following month, with pay checks being issued by the Student Payroll Office on the last working week day of each month. There are two exceptions: (1) at the end of the fiscal year pay periods begin June 16 and end June 30, and begin July 1 and end July 15; (2) the December pay period is always paid on the first work day of the new calendar year.

Procedures for Authorization of Student Employment

  1. Referral: Any department or office desiring referrals for a student employment vacancy should contact the Office of Financial Aid, Student Personnel division. Every effort will be made to refer qualified students from applications on file and the vacancy will be listed on a Student Employment Bulletin Board utilized for this purpose.

  2. Student Employment Authorization Request: Each Fiscal Agent and student employee must sign a Student Employment Authorization Request and submit it to the Student Personnel Office within the Office of Financial Aid for approval prior to the first date of work to avoid delay in pay or possibility of the student being ineligible for employment. Payment shall be made only to those students authorized for employment by the Fiscal Agent and the appropriate student personnel officer as designated by the Director of Financial Aid.

    Fiscal agents shall also be responsible for certifying that student employees have complied with the Employment Eligibility Verification required by Immigration and Naturalization Service of the Department of Justice.

  3. Wage Rates and Job Class: All student employees must be assigned and paid in accordance with the Classification/Wage Scale listed previously. The Job Class, Begin and End Date, Rate of Pay, Department Title and Account Number must be specified on the authorization request at the time of submission to the Student Personnel Office.

    4. Job titles should reflect duties being performed. All Job Class "L" and "M" authorizations must be approved by the Director of Human Resources.

  4. Tax Forms: The student employee must complete required tax forms (W-4) in the Student Payroll Office, Old Main, before the 10th day of the month in which the student is to be paid.

  5. Student Time Rosters: A daily time record must be kept on each student employee. The daily record should be carefully kept and monitored by the employee's supervisor. At the end of the pay period, the Student Time Roster will be issued by the Student Payroll Office. It must be completed in full, including all required signatures, and returned to the Student Payroll Office, Old Main, by 8:00 a.m. on the second work day following the end of the pay period (or as otherwise scheduled) for the student to be paid on the current payroll. Student Time Rosters received after that date must be re-submitted on the subsequent pay period by the fiscal agent.

Approved:
President
August 27, 2003

 
Monitor: Vice President for Student Affairs