Student Employment Policy

This Student Employment Policy (the “Policy”) addresses student recruitment, selection, compensation and other terms of student employment.  All records that are directly related to a student are governed by the Family Educational Rights and Privacy Act (FERPA), and, as such, disclosure of such records is restricted.

Oversight for the recruitment, selection, pay rates and management of a Student Employee, as defined herein, is the responsibility of the appropriate administrative authority within the various colleges, departments and offices.

A “Student Employee” is an individual who is:

• At least 16 years of age;
• Enrolled at a post-secondary institution or a secondary school;
• Appointed as a Co-op Student, Student Employee, Student Employee-Work Study, Project/Teaching Assistant, Intern or Graduate Assistant; and
• Enrolled at least part-time (one or more credit hours if at a post-secondary institution), with the exception of summer term, or will be a registered student during the next academic term.  For purposes of this Policy, a Student Employee is considered enrolled for:
  • The period between two successive terms for which the Student Employee is enrolled.
  • The one “off” term in each academic year in which the student is not enrolled. Other than for international student employees, student employee status may be retained for one additional term following either graduation or withdrawal from enrollment. Co-op employment requires registration as a co-op student during any term of such employment.

1. The hiring unit must adhere to all applicable federal and state employment laws when hiring Student Employees less than 18 years of age.
2. Student Employees appointed to work-study positions must meet federal work-study program eligibility requirements as determined by the Student Financial Aid office.
3. Student Employee appointments must comply with all applicable University rules, policies, and procedures, including but not limited those related to nepotism.
4. All Student Employees must receive a written offer (letter, email, other written format) that includes all appropriate terms of employment, including but not limited to schedule, hours, and payrate, as required by Central Human Resources.  To be employed, Student Employees must accept the agreed upon terms of employment, as outlined in the offer. Employment Authorization (I-9) and any other required employment forms should be completed and certified for all Student Employees before the first day of employment, but no later than three (3) business days of the date of employment. Failure to comply with this requirement may result in termination of the Student Employee.
5. Pre-employment and other background checks may be required based on the position.
6. A student position cannot be changed to a non-student position without following the applicable University policies and procedures

1. Human Resources is responsible for establishing Student Employee pay ranges.  Any exceptions must be approved in writing by the Department of Compensation.
2. All Student Employees must be paid at least the current minimum wage.
3. Compensation for Student Employees should not exceed the compensation for comparative full-time staff.
4. Bonuses may be awarded to Student Employees based on the criteria outlined in Policy 14.19: Student Employee Bonus Policy. Other lump sum and additional payments may not be awarded to Student Employees.
   1. Any academic awards or scholarships that a Student Employee receives is not considered compensation for purposes of their employment with the University. As such, those awards and scholarships should be processed through Catalyst, not the University’s payroll system.
5. Hourly wage increases for Student Employees as determined by the hiring department based on factors that may include, among other considerations, longevity and job complexity.

• The job duties and responsibilities of Student Employees are determined by the hiring department and may or may not be related to their field of study.

• International students who are Student Employees are appointed on a temporary, part-time basis and may hold multiple student appointments provided the combination of appointments do not exceed the hourly limitations below. All international students must have their onboarding completed by UC International.
• All Student Employees other than Co-op Student Employees are appointed on a temporary, part-time basis and may hold multiple student appointments.
• Student Employees are limited to 24 hours of service per week for the university while school is in session. All Student Employee appointments held by a student are counted against the 24-hour maximum. Student Employees are limited to 40 hours of service per week during scheduled breaks.
• International Student Employees are limited to 20 hours of service per week while school is in session and 40 hours of service per week during scheduled breaks. Graduate Assistants are limited to 20 hours of service per week while school is in session. Graduate Assistants who hold a student employee position in addition to their Graduate Assistant position are limited to 4 hours of service per week in their student position while school is in session. See Policy 16.16: Graduate Assistantship Policy for additional information.
• Departments are responsible for monitoring the hours worked by Student Employees assigned to their department. If Student Employees have multiple assignments, each department and the student employee are responsible for ensuring they do not exceed the maximum amount of hours prescribed in this Policy.
• Hourly Student Employees are considered non-exempt employees for purposes of determining overtime compensation. In the event a Student Employee works more than 40 hours in a work week, the overtime rate of one-and- one-half times the regular hourly rate must be applied to the excess hours. If a Student Employee holding multiple assignments works more than 40 hours in a week, the overtime will be prorated among the multiple assignments. It is the Student Employee’s responsibility to seek prior approval to work overtime from all of the units in which they have an assignment. If a Student Employee works unauthorized overtime, they may be subject to disciplinary action, up to and including termination.
• Co-op Student Employees are eligible to work 40 hours per week for the duration of the co-op experience. Co-op student employees may not hold multiple student appointments.

• Student Employees do not accrue vacation, sick leave or other paid time- off.
• Graduate Assistants may be eligible for paid parental leave.
• Academic break periods are a function of the academic calendar, and do not relate to Student Employee work assignments. Arrangements for time off must be requested and approved per the department’s procedures.
• In the event of illness, a Student Employee must notify their supervisor at least 30 minutes prior to the beginning of their shift.

• Students are not eligible for holiday pay. In University offices where services are maintained on holidays, and students are scheduled to work, their pay is at the regular hourly rate. If possible, the department should offer the Student Employee an opportunity to take an alternative day off without pay within the pay period in which the holiday is observed.

• When a Student Employee is summoned for jury duty or for a court appearance, time away will be treated as an excused absence without pay.

• A Student Employee is an at-will employee and may be terminated with or without cause.
• A Student Employee who is terminated for misconduct may be ineligible for future employment, including other student employment positions and staff/faculty positions.

• A student employee who is a member of any reserve component of the United States Armed Forces, who is voluntarily or involuntarily ordered to extended U.S. military service, shall be granted time-off without pay.
• The student employee should provide to their supervisor advance written or verbal notice of the call for impending training or active duty.
• Upon completion of training, or if discharged under honorable conditions, and upon re-registration as a student, the student employee shall be returned to his or her former position in a timely manner, based on the availability of a student position. Due to the temporary nature of student employment, if the position is abolished during the student’s absence, then no obligation exists.

• Human Resources        513-556-6381
• Student Financial Aid    513-556-1000
• Payroll                            513-556-2451
• UC International            513-556-4278
• OPERS                            800-222-7377

• 16.16 Graduate Assistantships
• 14.19 Student Employee Bonus