Policies & Procedures

Student Employment Policies

Policies Governing Student Work, SIUE - 4B3

Policy 1

To be eligible for student employment a student must be admitted to SIUE as degree seeking (graduates: classified or classification pending). Fall through spring terms, the student must enroll and maintain status as at least a half time student: undergraduates, 6 credit hours; graduates, 4 credit hours. During the summer session, the student must maintain enrollment in at least 4 credit hours of coursework (graduate and undergraduate).

Student workers must provide proof of enrollment (fees paid or deferred) and class schedules to their supervisors at the beginning of each term. Non-degree students are not eligible for student employment. Graduating students are eligible to work for one term by enrolling for the courses required to graduate even though this may be less than the above hours.

Written request for an exception to the minimum enrollment must be submitted to the Student Financial Aid Office for approval by the Civil Service Merit Board. Any student employee who drops below the applicable minimum hours of enrollment, withdraws or is suspended is not eligible to continue work.

Policy 2

To be eligible for student employment, student workers must maintain Satisfactory Academic Progress as outlined in the SIUE Satisfactory Academic Progress policy.

Policy 3

Foreign students who are not permanent residents but who have "F-1" or "J-1" visa status on their I-94 card are eligible for on-campus student employment.

Policy 4

Students may not be excused from class in order to work during scheduled class time.

Policy 5

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, creed or religion, sex, national origin, age, handicap, or other factors specified by law and the University Affirmative Action Plan. Openings will be advertised on a "Job Board" located at the Office of Student Employment and Job Locator.

Policy 6

Employers are allowed to express a preference for students with a current College Work Study Award when advertising a job.

Policy 7

Entering or re-entering students who have registered for classes for the subsequent term may be referred to existing job vacancies 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 (fees paid or deferred) to their supervisor.

Policy 8

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 Office of Student Employment and Job Locator.

Policy 9

All students seeking employment must have a current Statement of Selective Service Registration Compliance on file in the Office of Student Employment and Job Locator.

Policy 10

Student work applicants must assume the responsibility of arranging an interview with the staff of the Student Financial Aid Office to be referred to existing job vacancies on campus. Based on the interview with the staff of the Office of Student Employment and Job Locator, the student will be issued a written job referral to the position for which he has the qualifications as stated on the job listing. The Coordinator of Student Employment is personally available to any student needing special assistance in the job search.

Policy 11

The department or agency listing the vacancy has the right to determine whom they will employ from among the candidates referred.

Policy 12

The student must have a Social Security number, complete state and federal tax withholding forms, and complete the verification of employee eligibility prior to referral for employment.

Policy 13

Continuing students from SIUE may be given preference by employers over students enrolling at SIUE for summer term only.

Policy 14

No student worker may be employed under conditions which exceed the parameters of student employment policies or student wage rate policies.

Policy 15

Students employed in certain food service positions must obtain clearance from the University Health Service prior to beginning work and at specified times thereafter.

Policy 16

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

A student worker's employment may not result in the displacement of a University Civil Service employee or other full-time faculty-staff employee.

Policy 18

Student wage rates are assigned by the Office of Student Financial Aid according to the University's approved job classification plan.

Policy 19

A student is considered "hired" when a written commitment is made by the employer. In no case should a student begin employment prior to obtaining a job referral form from the Student Financial Aid Office. The employing department has the responsibility of obtaining any required signatures authorizing a student worker under a given account and must promptly return such referrals to the Student Financial Aid Office so that the student worker can be placed on the University payroll.

Policy 20

The hiring department must have on file with the Office of Student Financial Aid 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:

1. A clear and concise description of the minimum qualifications and the expected duties to be performed.

2. Specific time periods or blocks of time to be worked required by the position.

3. A statement of required work hours during class breaks, University holidays, or summer session, if any.

4. A statement of the approximate number of hours that the student can expect to work each week.

Once a student is hired, and before beginning work, the employing unit's fiscal officer or his delegated representative and the student worker shall sign an "Agreement of Principles" which shall be in writing and which shall include:

1. A copy of the job description.

2. An explanation of the employer's office procedures and regulations that pertain to student employees.

3. A statement indicating the period of employment and the approximate ending date of the job.

4. A statement that will inform the student worker how job performance will be evaluated.

5. If the student will have access to student records, a statement that confidentiality will be observed in compliance with university policies and the Privacy Act.

6. A statement that makes the student aware that there is a Student Work Grievance and Appeals Procedures and that copies are available from the Student Financial Aid Office.

7. The following responsibility statement regarding enrollment, class attendance, and academic progress:

   "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 term I work at SIUE. I will promptly notify my supervisor if I withdraw from school or decide not to reenroll 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."

8. If the student worker's eligibility for or continuation of employment in this position is contingent upon background checks to be performed by University Police or an external agency, a statement that the student must sign a release that SIUE or an external agency can conduct an investigation of his/her background for prior criminal convictions as well as prior work performance. Because some student work positions may be contingent upon a successful background check, the statement should indicate non-employment if the background check is unsatisfactory.

Both the student worker and the employing unit shall keep a copy of the signed Agreement.

Policy 22

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

Once an employer/employee relationship has been established between a student worker 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

Student employees * may not work more than a total of 20 hours per week while classes are in session (including finals week) during fall through spring terms. Student employees may work up to 30 hours per week during the summer term and up to 40 hours per week during break periods if their employer is in need of additional help. No student worker may be required to work more than eight hours in a given day without his/her consent. In exceptional circumstances, a supervisor may appeal to the Provost to permit a student to work up to 30 hours per week during fall through spring terms. The Provost's decision will be based primarily on the student's academic record and progress. The Provost's decision shall be final in such appeals.

Policy 25

Student employees are not eligible for paid leaves such as vacation, 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 worker 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

Student workers are protected under the State of Illinois Workmen's Compensation and Occupational Disease Acts for injuries or illnesses arising out of and in the course of their employment. Workmen's Compensation is a broader coverage than group health insurance. If the injury is accepted as a covered injury, Workmen's Compensation pays the doctor, hospital, and prescription drug bills connected with the injury or illness.

1. The supervisor must be verbally notified of the injury or illness as soon as possible.

2. The student must report to Health Service in person to complete a University Accident Report (even though he/she may not have been examined or treated there).

3. If unable to return to work due to your injury or illness, the student must contact the Office of Human Resources, telephone 650-2190, concerning possible reimbursement of loss of wages on a partial basis.

4. All claims for payment of charges for medical expenses will be paid providing a full calendar year does not occur between claims. All claims for loss of wages should be made at regular monthly intervals during the period of disablement. Claims for permanent disablement must be entered with the Illinois Industrial Commission within three years of the date of injury.

5. 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.

Note: This policy is subject to change as the law changes.

Policy 27

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

Student workers who are receiving a College Work Study (CWS) award have a pre-determined student work earnings limit. Should the student worker 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 CWS funds; or 2) the student may be employed at another campus job so long as it is not funded by CWS.

Policy 29

If a student work position is to be eliminated before the end of the date specified in the "Agreement of Principles", the student worker 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 employees should give at least two weeks written notice prior to leaving a student work position.

Policy 31

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

Whenever conflicts arise between student employees an their employers, every effort shall be made to satisfactorily resolve the issue within the employing unit.

Policy 33

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:

1. Recurring unauthorized and unexcused absences;

2. Refusal to do work assigned or refusal to work properly assigned time period;

3. Intentionally falsifying entry of hours worked on time records;

4. Inability to perform tasks required by the nature of the position after completion of a reasonable training period;

5. Violations of the University student conduct code which occur in connection with student employment;

6. Violation of the University policy concerning the Privacy Act in giving out confidential information from student records.

Policy 34

Grievances resulting from employment or termination may be filed in accordance with procedures outlined in the "Student Work Appeals Policies and Procedures" pamphlet.

Policy 35

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.

Off Campus Employment

The Job Locator and Development (JLD) Program assists students seeking part-time jobs with employers in the communities surrounding SIUE. Referrals to these jobs are written daily for qualified students.

Policy 36

Students who are enrolled a minimum of one course for the current term may participate in the JLD Program.

* Graduate students must also be in compliance with the Graduate School's "Policy on Employment of Graduate Students".

Approved by Chancellor effective 6/13/91
This policy was issued on April 4, 2000, replacing the February 8, 2000 version.
Document Reference: 4B3
Origin: OP 6/13/91