Human Resources

While on the Job

On this page:

Questions? Email studentemployment@wright.edu

Limits on Maximum Working Hours per Week (in All Jobs Combined)

General information affecting all student employees

Additional details for domestic student employees

Additional details for international student employees (F1 / J1)

General information affecting all student employees:

Before working any hours, the student employee must first be confirmed by Student Employment as an employee. Employment confirmation arrives via email to the student and the timecard approver.

There are upper limits on the total number of hours a student employee may work each week.

  • Per the Payroll Schedule for Student Employees - the work week begins on Saturday and ends on the following Friday.
    • Students: before submitting timesheet for approval, doublecheck that you have entered the correct timesheet, correct week, correct day, correct hours.
  • Hours worked each week are calculated by combining all reported and approved hours for that week, for all student employment positions combined.
  • The upper limit applies to hours worked each week, not the total hours worked in the two-week pay period.
    • Upper limits on total work hours per week vary by a combination of the student employee’s international or domestic student status, the number of their registered credit hours for the semester, and the work period in which the hours occur. Refer to the detailed information on this page for domestic students and international students.
    • If a student is employed in more than one position, then the student employee and all supervisors must continuously work together to create a weekly schedule, for all positions combined, so that the student employee's combined work hours do not result in violations.
    • Student employees should start their electronic time sheet(s) at the beginning of each week and update the timesheet(s) at the end of each work shift, to maintain an accurate, ongoing total of hours worked.
    • Supervisors may ask to review all of the student employee’s electronic timesheets, to check the accumulating total hours each week, for all positions combined.
      • Electronic timesheet running totals are accurate only if the student updates each timesheet, for each position, at the end of each work shift.
    • After each student employment biweekly pay period end date, the payroll system automatically totals all hours reported, from all positions combined, for each week worked.
      • Each week is automatically reviewed for a violation of the limit on work hours per week, as applicable for that student employee.
      • Emails containing a violation notice are automatically sent to the student employee, the designated time card approver and the business manager.
        • Each violation notice is the student’s and supervisor’s opportunity to implement corrective actions to prevent future violations.
        • Each violation is recorded on the student employee record and follows the employee if they move to additional or subsequent positions. 
        • Repeated violations lead to termination from all student employment positions, as indicated in the following tables.

    Additional details for domestic student employees

    Student employee group Hour per week limits during different work periods  

    Domestic student: ADDITIONAL DETAILS

     

    Also review General Information Affecting All Student Employees

    Before working any hours, the student employee must first be confirmed by Student Employment as an employee. Employment confirmation arrives via email to the student and the timecard approver.

    Hours per week are calculated from all student employment positions combined.

    Per the Payroll Schedule for Student Employees - the work week begins on Saturday and ends on the following Friday.

    A violation notice is the student’s and supervisor’s opportunity to implement corrective actions to prevent future violations.

    After a third violation of upper limit on work hours per week, domestic students will be terminated from all student employment positions.


    During Fall and Spring Semesters, including Exam Week (A; B; C; A+B or other combination):

    • No more than 28 hours per week total combined hours for all student employment positions.

    During Spring Break Week work period:

    • Applicable dates = the payroll-defined work week in which the end date, a Friday, is the last day of Spring Break Week.
    • No more than 28 hours per week total combined hours for all student employment positions.

    During Summer Semester, including Exam Week (A; B; C; A+B or other combination):

    • No more than 28 hours per week total combined hours for all student employment positions.

    During University Break work periods, between semesters:

    Review General Information Affecting All Student Employees



    Additional details for international student employees

     

    International Student (F1 / J1): ADDITIONAL DETAILS

     

    Also review General Information Affecting All Student Employees

    Before working any hours, the student employee must first be confirmed by Student Employment as an employee. Employment confirmation arrives via email to the student and the timecard approver.

    Hours per week are calculated from all student employment positions combined.

    Per the Payroll Schedule for Student Employees - the work week begins on Saturday and ends on the following Friday.

    After the first violation of upper limit on work hours per week, international students will be terminated from all student employment positions.

    • The student will remain terminated during a suspension and review period or will be terminated permanently.
    • As part of the review process, international students who violate limits on work hours per week must consult with University Center for International Education (UCIE).
      • UCIE review and follow-up email does not reauthorize the student to work. The student remains terminated.
      • Additional actions may be required - monitor wright.edu email.
      • After additional actions are resolved and if student is determined eligible for reauthorization, then Student Employment will email the student and timecard approver that student employment has been reauthorized.
        • After receipt of Student Employment email, then the student may return to work.

    A first violation notice is the student’s and supervisor(s) opportunity to implement corrective actions to prevent future violations.

    • After a second violation, international students will be terminated from all student employment positions.

    During Fall and Spring Semesters, including Exam Week (A; B; C; A+B or other combination):

    • No more than 20 hours per week total combined hours for all student employment positions.

    During Spring Break Week work period:

    • Applicable dates = the payroll-defined work week in which the end date, a Friday, is the last day of Spring Break Week.
    • No more than 28 hours total combined hours for all student employment positions.

    During Summer Semester, including Exam Week (A; B; C; A+B or other combination):

    • No more than 20 total combined hours for all student employment positions if registered full time for Summer Semester.
    • No more than 28 total combined hours for all student employment positions if not registered full time for Summer Semester.

    During University Break work periods, between semesters:

    During a Non-Traditional (non-Summer) Official Break approved by UCIE:

    • International students are allowed to take their Non-Traditional Official Break during any semester (not limited to summer).
        • The Non-Traditional Official Break Period must be approved by the University Center of International Education (UCIE).
        • Prior to working any hours in a student employment position during Non-Traditional Official Break, the student must bring to Student Employment the F1 or J1 reduction course load certification given to them by UCIE.
      • No more than 28 total combined hours per week for all student employment positions. 

    Review General Information Affecting All Student Employees


    Calculate Work-Study Student Hours & Other Wage Considerations

    A pay period spans two weeks. There are 18 pay periods in fall and spring semesters combined, and 26 pay periods in fall, spring, and summer semesters combined (including all breaks).

    To avoid exceeding a student's available work-study amount, complete the following calculation for the maximum number of hours per pay period that the student can work:

    • Total work-study award/pay rate/pay periods expected to work = hours the student can work in one pay period.
    • Examples with Ohio Minimum Wage increase effective 12/23/2023
      • Hours rounded down to nearest half hour, to avoid exceeding the work-study award limit.
      • Student employee working Fall and Spring Semesters only: $4,000 award / $10.45 per hour = 382.5 hours / 18 pay periods = 21 hours per biweekly pay period / 2 work weeks per pay period = 10.5 hours each week.
      • Student employee working Fall, Spring and Summer Semesters*: $4,000 award / $10.45 per hour = 382.5 hours / 26 pay periods = 14.5 hours per biweekly pay period / 2 work weeks per pay period = 7 hours each week.
        • *Student employee must meet minimum credit hour registration requirements for Summer Semester use of work-study (6 undergraduate credit hours, 3 graduate credit hours).
      • NOTE: If the student is employed in more than one student employment position, the number of hours they can work in their work-study job is also affected by the university policy limiting how many hours each week student employees may work, in all jobs combined.
        • Violations lead to termination without possibility of reauthorization.
        • The work week begins on Saturday and ends on Friday.

    Supervisors: How to Calculate Summer Student Wage Budget, including OPERS

    How to calculate, for each student, the budget needed for Summer Semester student wages:

    • For students who register at least part-time credit hours (at least six undergraduate; at least three graduate) for Summer Semester before first student employment hiring process begins for their summer position(s), and then maintain at least that minimum level of credit hours throughout Summer Semester: hourly rate of pay X number of hours working each week X number of summer weeks.
    • For students who register less than part-time credit hours (fewer than six undergraduate; fewer than three graduate) for Summer Semester before first student employment hiring process begins for their summer position(s): hourly rate of pay X number of hours working each week X number of summer weeks + (total wages X OPERS benefit rate).
      • To learn OPERS rates charged to the employing department and OPERS rates deducted from member paychecks, visit the OPERS FAQs page.
      • Summer Semester OPERS enrollment will persist, even if the student registers for additional credit later in the semester.

    Sick, Vacation, Holiday Pay, and Unemployment Compensation

    Student employees are not entitled to sick, vacation, or holiday pay. If a student works on a holiday, the student will receive the usual hourly rate for all hours worked. According to Ohio Revised Code 4141, student employment is not considered employment for the purposes of unemployment compensation eligibility.

    Assigning Job Class and Pay Rate

    Supervisors assign Job Class and Pay Rate to the position description when it is created, prior to posting the job in Handshake and hiring a student. On Campus Supervisors: refer to How to Post On-Campus Student Employment Jobs (PDF).

    Hourly wage for a student employment position must comply with Student Employment Job Classes and Pay Ranges.


    Student Web Time Entry of Hours, Payroll Schedule, Direct Deposit, Pay Stubs

    Student Time Entry for Hours Worked

    Electronic time sheets are completed and submitted online in WINGS Express. The payroll department requires all student employees to use online time entry.

    It is recommended that student employees enter their hours each day, as the hours are worked.

    For each pay period, the Pay Period End Date is the date by which web time entry of hours must be completed.

    Pay periods begin on Saturday and end on Friday, according to the Pay Period Schedule (log in with CAMPUS username and password).

    Self-Service Videos: Time Sheet/Leave Reporting

    Pay Period Start and End, Pay Schedule

    Students are paid bi-weekly.

    The pay period schedule may be altered due to holidays, closures, or other circumstances, as needed.Updates are posted to the online pay period schedule. Check frequently.

    Pay Period Schedule (log in with CAMPUS username and password)

    Direct Deposit and Pay Stubs

    Per University Policy 9180.1.1, students are required to turn in a completed Direct Deposit Form when they are initially hired. The Payroll Department will contact the student employee directly with any issues. Contact the Payroll Department directly by emailing payroll@wright.edu with any questions and / or concerns regarding your pay.

    Pay remittance advice - pay stubs - are available online in WINGS Express > Employee Tab > Pay Information. Students can obtain help accessing this site from the CaTS Help Desk at 937-775-4827 or helpdesk@wright.edu


      Break and Meal Times

      A student scheduled to work a four-hour to six-hour shift should get a 15-minute paid break per shift.

      A student scheduled to work more than six continuous hours but less than seven continuous hours is entitled to one 15-minutes paid break and a 30-minute unpaid meal break.

      A student scheduled to work over seven 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.


      Safety

      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 website 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.


      Military Service

      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.


      Jury Duty

      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.


      Drug and Alcohol Policy

      Review University Policy 8240: Drug-Free Workplace


      Supervisor Tips for Success

      • Review all pages in the Student Employment section of the Human Resources website.
      • Set up a student employee work schedule in writing. Comply with limits on maximum work hours (in all jobs combined). Coordinate with other supervisors if the student is employed in multiple positions.
      • Provide specific training in those areas listed on the student employee’s position description.
      • Review with student employees the appropriate use of university and office resources; department standard operating procedures, policies, and expectations, including but not limited to appropriate dress and behavior.
      • Provide direct supervision.
      • Encourage students to ask questions.
      • Know and communicate with your student employee’s time card approver.
      • Monitor that time cards are submitted according to deadlines established by the pay period schedule.
      • Offer periodic student employee evaluations.

      Student Employee Tips for Success

      • Review all pages in the Student Employment section of the Human Resources website. 
      • Notify supervisor(s) as soon as possible of necessary work schedule changes. Projects and examinations sometimes necessitate adjustments.
      • Comply with appropriate use of university and office resources; department standard operating procedures, policies, and expectations including but not limited to appropriate dress and behavior.
      • Tips for Success on the Job (PDF)

      Past Honorees for Student Employee of the Year

      Judy Cronenwett

      University Writing Center
      Recognition Year: 
      2020

      Nominations submitted by David Bringhurst, Director, Academic Support and Jill Tussing, Program Director for the University Writing Center.

      Teresa Rapking

      Registrar’s Office
      Recognition Year: 
      2019

      Nominated submitted by Nita Teeters, Assistant Registrar

      Quoting one office staff member about this year’s Student Employee of the Year, Teresa Rapking, “Her commitment to our office shows in the work she does.”

      Olivia Kriel

      Wright State Research Institute (WSRI)
      Recognition Year: 
      2018

      Nominated by Liz Wiesman, Wright State Research Institute (WSRI).

      Nathan Northern

      Chemistry Department
      Recognition Year: 
      2017

      Nomination submitted by Kirby Underwood, Chemistry Department.

      Justin Myers

      Department of Earth and Environmental Sciences
      Recognition Year: 
      2016

      Nomination submitted by Dr. Silvia Newell, Earth and Environmental Sciences.

      Adrian Hill (Also State of Ohio Student Employee of the Year)

      Veteran and Military Center
      Recognition Year: 
      2015

      Nomination submitted by Amanda Watkins, Veteran and Military Center.

      Benjamin Clouse

      Department of Emergency Medicine, Boonshoft School of Medicine
      Recognition Year: 
      2014

      Nomination summited by Alaine Dunn, Emergency Medicine Department.

      Kristopher Hyde (Also State of Ohio Student Employee of the Year)

      Engineering and Manufacturing Lab, Lake Campus
      Recognition Year: 
      2013

      Nominated by Dennis J. Hance, Mechanical Engineering Program.

      Ashley Leasure (Also State of Ohio Student Employee of the Year)

      Department of Music
      Recognition Year: 
      2012

      Nominated by her supervisor, Dr. Hank Dahlman, Professor of Music, Director - Choral Studies, Director- CELIA (Collaborative Education, Leadership, and Innovation in the Arts).

      Matthew Porter

      Department of Biological Sciences
      Recognition Year: 
      2011

      Nnominated by his supervisor Marcia Wendeln, Department of Biological Sciences, College of Science and Mathematics.

      Exemplifying reliability, quality of work, initiative, professionalism, and uniqueness of contribution.

      Brendan Greaney

      Office of Disability Services
      Recognition Year: 
      2010

      Nominated by Jean Denney, Assistant Director of Disability Services.

      Exemplifying reliability, quality of work, initiative, professionalism, and uniqueness of contribution.

      Nicole Kahle

      Department of Biological Sciences
      Recognition Year: 
      2009

      Nominated by Jacqueline Neal, Director of Biology and Pre-Health programs.

      Exemplifying reliability, quality of work, initiative, professionalism, and uniqueness of contribution.

      Melissa D. Steinke (Also State of Ohio Student Employee of the Year)

      Lake Campus Reading Center
      Recognition Year: 
      2008

      Nominated by her supervisor, Judy Brewer, a faculty member in Education and Human Services at the Lake Campus.

      Exemplifying reliability, quality of work, initiative, professionalism, and uniqueness of contribution.

      Scott Dehart

      Department of Modern Languages
      Recognition Year: 
      2007

      Nominated by Dr. David Lee Garrison.

      Exemplifying reliability, quality of work, initiative, professionalism, and uniqueness of contribution.

      Amanda Smith (Also State of Ohio Student Employee of the Year)

      Center for Urban and Public Affairs
      Recognition Year: 
      2006

      Nnominated by her supervisor, David Jones.

      Exemplifying reliability, quality of work, initiative, professionalism, and uniqueness of contribution.

      Megan Watts

      Department of Environmental Health and Safety
      Recognition Year: 
      2005

      Nominated by Steve Farrell.

      Exemplifying reliability, quality of work, initiative, professionalism, and uniqueness of contribution.


      Student Employee Evaluations + Form

      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 Student Employment; however, departments may design forms specific to their students' positions. Retain copies of the evaluations in the departmental files.

      Student Employment Evaluation Form (PDF)


      Separation, Termination & Grievance Procedures

      For details, visit On-Campus Student Employment: Separate, Terminate, Verify


      Information related to On-Campus Student Employment includes Job Postings & Student Eligibility, Hiring Process, While on the Job, and Separate, Terminate, Verify Student Employment.

      Next: Separate, Terminate, Verify Student Employment