Policy 1. Degree/Enrollment Status
To be eligible for student employment a student must be one of the following: 1) classified as seeking a baccalaureate or graduate degree; 2) documented as enrolled in a teacher certification program; or 3) a visiting student approved for student employment by the Associate Director of Student Financial Aid or his/her designate.
For Fall, Spring, and Summer semesters, the student must enroll for and maintain at least half-time student status: for undergraduates, 6 credit hours; graduates, 5 credit hours for Fall and Spring, 3 credit hours for Summer. International student employees on F-1 or J-1 Visas must maintain full-time enrollment (12 hours undergraduate, 9 hours graduate, 6 hours graduate assistants) or more during Fall and Spring semesters. Audit courses do not count toward meeting the enrollment minimum.
Any student employee who drops below the applicable minimum semester hours of enrollment, withdraws or is suspended is not eligible to continue work.
A student employee must provide proof of enrollment, financial clearance and class schedules to his/her supervisor at the beginning of each semester.
Policy 2. Satisfactory Academic Progress
To be eligible for student employment, students must maintain Satisfactory Academic Progress as outlined in the SIUE Satisfactory Academic Progress policy.
Policy 3. Citizenship Status
Foreign students who have maintained their "F-1" or "J-1" legal Visa status are eligible for on-campus student employment. Questions concerning legal Visa status should be directed to International Student Services.
Policy 4. Work Schedules
Students may not be excused from class in order to work during scheduled class time.
Policy 5. Job Postings
All position openings must be advertised for at least three working days. Employers may not discriminate in their hiring, working conditions, promotion, or termination practices on the basis of race, color, national origin, ancestry, religion, sex, sexual orientation, including gender identity, marital status, civil union status, age, physical or mental disability, military status or unfavorable discharge from military service. Openings will be advertised through Student Job Finder.
Policy 6. Work Study Preference
Employers are allowed to express a preference for students with a current Federal Work Study Award when advertising a job.
Policy 7. New and Re-entering Students
Entering or re-entering students who have registered for classes and are financially cleared for the subsequent semester may view existing job vacancies through Student Job Finder two weeks prior to the first day of the break period for which they are eligible to work.
Students may begin work at the beginning of the break period preceding their attendance at SIUE after providing proof of enrollment and financial clearance to their supervisor.
Policy 8. Academic Suspension
Students suspended from SIUE are not eligible to continue employment or begin student employment until they have been officially reinstated and provide proof of reinstatement to the student employment area.
Policy 9. Select Service Registration
All students beginning employment must have a current Student Employee Compliance Agreement on file with Student Financial Aid.
Policy 10. Interviews
Student employment applicants must assume the responsibility of arranging an interview with their prospective employer.
Policy 11. Employer Selection
The department or agency listing the vacancy has the right to determine whom they will employ from among the candidates referred.
Policy 12. Social Security Number
All students must have a Social Security Number issued by the Social Security Administration and must complete state and federal tax withholding forms prior to beginning employment. International students on F-1 or J-1 Visas may work up to 30 days with receipt of application for Social Security Number.
Policy 13. Summer Session
Continuing students from SIUE may be given preference by employers over students enrolling at SIUE for Summer Session only.
Policy 14. Policies
No student worker may be employed under conditions which exceed the parameters of student employment policies or student wage rate policies.
Policy 15. Food Service
Students employed in certain food service positions must obtain clearance from the University Health Service, if requested, prior to beginning work and at specified times thereafter.
Policy 16. Nepotism
University policy prohibits nepotism. Students may not be employed in a department where a direct "supervisor/subordinate" relationship would exist between a student and a member of his/her immediate family or a relative.
Policy 17. Civil Service Displacement
A student's employment may not result in the displacement of a certified University Civil Service employee or other full-time faculty-staff employee.
Policy 18. Wage Rates
Student wage rates are assigned by Student Financial Aid according to the University's approved job classification plan.
Policy 19. Hiring
A student is considered "hired" when a written commitment is made by the employer. In no case should a student begin employment prior to a Payroll Authorization Form being submitted and completing a U.S. Citizenship and Immigration Service's Employment Eligibility Verification (Form I-9). The employing department has the responsibility of obtaining any required signatures authorizing a student employee under a given account and must promptly return such Payroll Authorization Forms with attached Form I-9 and other documentation to the student employment area so that the student employee can be placed on the University payroll.
Policy 20. Job Descriptions
The hiring department must have on file on Student Job Finder a current job description for each type of student position in their unit. The job description must include, but is not limited to, the following minimum components:
Once a student is hired, and before beginning work, the employing unit's fiscal officer or his/her delegated representative and the student employee shall sign an "Agreement of Principles" which shall be in writing and which shall include:
"I understand that in order to continue eligibility for student employment I must be enrolled in classes at SIUE. I agree to enroll for and maintain at least the minimum enrollment requirements each semester I work at SIUE. I will promptly notify my supervisor if I withdraw from school or decide not to re-enroll at SIUE. I will work only during the time(s) when I am not scheduled to be in classes and agree to regularly provide my class schedule and enrollment information to my supervisor when requested to do so. I further understand that I am required to maintain Satisfactory Academic Progress as a condition of continuing student employment."
Policy 22. Reappointment
Appointment to a student employment position does not presume continuation in or reappointment to that position after the term specified in the "Agreement of Principles."
Policy 23. Compensation
Once an employer/employee relationship has been established between a student employee and his/her department, he/she must be compensated for each hour worked. A student cannot do volunteer work or serve a preliminary training period without pay. Students are to be compensated for all hours actually worked.
Policy 24. Work Hours
Student employees may not work more than a total of 20 hours per week while classes are in session (including finals week) during Fall and Spring semesters. Student employees may work up to 30 hours per week during the Summer semester and up to 40 hours per week during official break weeks if their employer is in need of additional help.
Students at SIUE on F-1 or J-1 Visas are prohibited from working more than 20 hours per week while classes are in session for Fall and Spring semesters, but may work up to 30 hours during Summer semester and up to 40 hours during breaks.
No student employee may be required to work more than eight hours in a given day without his/her consent. Student employees must receive a 20 minute break after 5 hours if they are to work 7.5 continuous hours or more. In exceptional circumstances, a supervisor may appeal to the Associate Director of Financial Aid to permit a student to work up to 30 hours per week during Fall or Spring semesters, provided the student is enrolled in and maintains enrollment in at least 12 credit hours for undergraduates and 9 credit hours for graduates. The Associate Director's decision will be based primarily on the student's academic record and progress and shall be final in such appeals.
Graduate students must also be in compliance with the Graduate School's policy on employment, which prohibits Graduate students with a 50 percent time assistantship from working in the student employment program, and allows those with a 25 percent time assistantship to work only ten additional hours per week in the student employment program. Students employed in a Faculty/Staff or Civil Service (including extra help) position will not be allowed to work as student employees.
Policy 25. Leaves
Student employees are not eligible for paid leaves such as vacation, paid holidays, disability leave, funeral leave, sick leave, or jury duty. However, these are considered excused absences. Students are eligible for such leaves without pay. A student employee is entitled to a minimum of two weeks unpaid vacation per year (break weeks count toward this total) to be arranged with his/her employing unit.
Policy 26. Worker's Compensation
Student employees are protected under the State of Illinois Worker's Compensation and Occupational Disease Acts for injuries or illnesses arising out of and in the course of their employment. Worker's Compensation is a broader coverage than group health insurance. If the injury/illness is accepted as a covered injury/illness, Worker's Compensation pays the doctor, hospital, and prescription drug bills connected with the injury or illness.
The supervisor must be verbally notified of the injury or illness immediately, or as soon as practical, depending on the circumstances.
The student must report the injury/illness to TRISTAR Risk Enterprise Management, Inc at 1-855-495-1554 immediately. The student may elect to be treated at Health Service or may be treated by his/her own private physician. The student must also notify the Office of Human Resources at 1-618-650-2190 to obtain the packet of forms to file a worker's compensation claim. Completed forms must be returned to the Office of Human Resources, Campus Box 1040, Edwardsville, IL 62026. More information can be found at the Office of Human Resources Workers' Compensation website: http://www.siue.edu/humanresources/benefits/workers_comp.shtml.
If unable to return to work due to his/her injury or illness, the student must contact the Office of Human Resources, telephone 1-618-650-2190, concerning possible reimbursement of lost wages on a partial basis.
If the student receives continuing bills from the physician, hospital, clinic, or druggist, they should be sent to the Office of Human Resources, Campus Box 1040, Edwardsville, IL 62026.
Policy 27. Work Schedules/Accountability
Students are expected to report promptly for assigned work hours. In the case of emergency, illness, or other serious reasons making it impossible to work that particular day, a student should contact his/her supervisor at 8:00 a.m. or as soon as possible thereafter. Students are expected to sign in and out or punch a time clock for each work period.
Policy 28. Federal Work Study
Student employees who are receiving a Federal Work Study (FWS) award have a pre-determined student work earnings limit. Should the student employee meet this earnings limit before the end of the award period, he/she may continue working under the following conditions: 1) Students may continue to be employed by their department if the department pays 100 percent of their wages without any further matching of FWS funds; or 2) the student may be employed at another campus job so long as it is not funded by FWS. Student employees are responsible to notify their supervisor if there has been a change in their FWS award amount.
Policy 29. Elimination of Position/Notice
If a student employment position is to be eliminated before the end of the date specified in the "Agreement of Principles," the student employee currently employed in that position shall be given a minimum of two weeks written notice prior to the termination of the position.
Policy 30. Student Resignation
Student employees should give at least two weeks written notice prior to leaving a student employment position.
Policy 31. Dress Codes
Employers may require dress codes when they are reasonable and rationally related to the purpose or function of the employing unit. If uniforms are required, the employing unit shall provide them at no extra cost to student employees.
Policy 32. Conflicts
Whenever conflicts arise between student employees and their employers, every effort shall be made to satisfactorily resolve the issue within the employing unit.
Policy 33. Discharge
A student employee may be discharged only for cause and will be given the specific reason in writing at the time of the termination. A copy of this statement shall be kept on file by the employing unit for a period of five years. Causes justifying discharge shall include, but are not limited to:
Policy 34. Grievances
Grievances resulting from employment or termination may be filed in accordance with procedures outlined in the "Student Employment Appeals Policies and Procedures" found on the Student Employment homepage.
Policy 35. Pay for Holidays
Student employees are to be paid time and one-half for all hours worked on official University designated holidays. It should be emphasized that the time and one-half rate is to be effective only for official University designated holidays. When the actual holiday and the designated holiday do not fall on the same day, the time and one-half is to be paid only for the designated holiday.
Policy 36. JLD Program Enrollment Requirements
Students who are enrolled in a minimum of one course for the current semester and are financially cleared may participate in the JLD Program, an off-campus employment program.
Approved by President effective 6/4/13
This policy was issued on June 11, 2013, replacing the April 4, 2000 version.
Document Reference: 4B3
Origin: OP 6/13/91; OP 6/4/13