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- To process all required hiring forms with Student Employment before beginning work.
- To maintain enrollment necessary for student employment eligibility.
- To notify the employer immediately of any adjustment in a Federal Work-Study (FWS) award.
- To report to work promptly and perform assigned duties in a satisfactory manner.
- To notify the employer as soon as possible of necessary work schedule changes. Projects and examinations sometimes necessitate adjustments.
- To submit correct payroll information to the supervisor by the stated deadlines. Keep an accurate record of hours worked.
- To notify Student Employment of any changes to taxes or direct deposit information.
- To keep supervisor aware of changes to address and phone number.
- To inform the supervisor of any plans to end employment. The customary notification time period is two weeks.
- To maintain appropriate dress and personal hygiene.
- To develop accurate and useful job descriptions of all positions.
- To provide students with all the necessary paperwork for payroll processing.
- Ensure that students visit the Student Employment office for processing before they begin work.
- To provide specific training in those areas listed on the job description.
- To set up a work schedule, preferably in writing, for students.
- To review all department policies with students, including discipline procedures.
- To be available and encourage students to ask questions.
- To see that time sheets are submitted according to deadlines established by the pay period schedule.
- To establish and review expected and appropriate dress, behavior, use of university and office resources, and standard operating procedures with students.
A student scheduled to work a 4-hour to 6-hour shift should get a 15 minute paid break per shift.
A student scheduled to work more than 6 continuous hours but less than 7 continuous hours is entitled to one 15-minutes paid break and a 30-minute unpaid meal break.
A student scheduled to work over 7 continuous hours is entitled to two 15 minute paid breaks and a 30-minute unpaid meal break.
Breaks are scheduled by the supervisor to maintain efficiency of the work unit. Breaks must be preceded and followed by work and should not be used to cover a student's late arrival or early departure. Time designated for rest periods cannot be accumulated. In some instances, by agreement, supervisors may permit student employees to combine their paid breaks with their unpaid lunch periods. This practice is acceptable as long as it does not interfere with efficiency or result in fatigue for individuals whose work is excessively strenuous, dirty, dusty, hot or cold. When these conditions exist, a break is essential.
When using Web time entry, students are required to enter a work beginning time and a work ending time (time in and time out). A student taking a paid break should not 'time out.' Students must 'time out' for any unpaid breaks in their work schedule.
The employing department is responsible for providing student employees with the safety training necessary to ensure that the employee is able to perform the job in a safe manner. Supervisors and student employees are responsible for referring to the University Policy and the web site for the Department of Environmental Health and Safety, to become familiar with safety policies. All required personal protective equipment must be provided to the student employee by the employer.
Student employees who are members of the Ohio National Guard, or any other reserve component of the United States Armed Forces, or who are involuntarily ordered to extended U.S. military service shall be granted leave without pay. The student employee is required to submit to their supervisor a copy of military orders or another statement in writing from the appropriate military authority in evidence of the call for training or duty. The student employee shall be returned to their former position upon re-registration as a student.
A student employee may be summoned for jury duty or to serve as a witness. Time spent by a student employee for jury duty or serving as a witness will be treated as an excused absence without pay.
Student employees should be evaluated by the student's immediate supervisor at least once a year. The evaluation form should be signed by both the student and the supervisor. A generic evaluation form is provided by Career Services; however, departments may design forms specific to their students' positions.
When a student finds it necessary to resign or otherwise terminate employment, the student should notify the supervisor or department head as early as possible, but preferably no later than two weeks prior to the last date of work. An exit interview between the employee and the supervisor may prove helpful to both parties.
Termination for Unsatisfactory Job Performance
The supervisor is encouraged to provide frequent opportunities for meaningful feedback about the student employee's performance with ample opportunity for the student to correct any performance that falls below department standards.
In the case of a flagrant violation of university rules, such as but not limited to dishonesty, insubordination, rude, or discourteous treatment of the public, or under other mitigating circumstances, the student may be terminated immediately.
In all cases of termination for unsatisfactory job performance, Career Services must be immediately notified in writing.
This can be accomplished in one of two ways:
- Complete a Student Employment Termination Notice (PDF)
- Send an email to email@example.com with the student's name, UID, organization and fund codes, and effective termination date.
All student employees are automatically terminated at the end of Spring Semester. Refer to the Rehire Process and Student Eligibility section for more information.
When there is a disagreement between a supervisor and a student employee concerning employment, prompt,and judicious action is necessary. Accordingly, the time limits outlined below for the processing of grievances are extremely important. The grievance procedure provides for a three-step plan utilizing established administrative levels. All university affirmative action policies and procedures are applicable.
- Informal Meeting: The grievance is handled informally between the student employee and the supervisor. A meeting of both parties should be arranged to discuss the problem.
- Appeal in Writing: If not resolved in Step 1, the dissatisfied party may appeal the decision to the administrative head of the employer. The grievance must be put in writing. The administrative head will investigate the allegations and will answer the dissatisfied party in writing within ten working days of receipt of the grievance.
- Grievance Committee Hearing:
- If the grievance is not resolved in Step 2, a formal written request for a Grievance Committee hearing should be made to the Student Employment Manager indicating why the written answer of the administrative head was unsatisfactory.
- Within ten working days of receipt of the written grievance, the Student Employment Manager will schedule a meeting of the Grievance Committee. The Grievance Committee will consist of three members: two members will be chosen by the dissatisfied party from a list of volunteers from the university community and the third member, a moderator, will be the Student Employment Manager or their representative.
- The Grievance Committee will investigate the allegations and make its recommendation, in writing, to the Student Employment Manager. A majority decision by the Grievance Committee will constitute the recommendation of the Grievance Committee to the Student Employment Manager.
- The Director of Career Services, in cooperation with the Student Employment Manager, will render a final decision of the grievance, in writing, to the dissatisfied party. This decision will be made within ten working days of receipt of the recommendation of the Grievance Committee.
Requests for employment verification must include a signed form authorizing the release of the student’s information.
There are two ways to submit a signed form authorizing the release of information to Student Employment:
- Submit an employment verification form provided by the requesting agency or organization.
- If you do not have an agency form, or if your request needs to be answered on Career Services letterhead, complete and submit our Student Employment Release of Information for Employment Verification form (PDF).
- Employment verifications are processed on Thursdays.
Send employment verification requests to firstname.lastname@example.org.
Questions? Contact Career Services, 937-775-2556 or email@example.com