Policy Guidelines for Student Employment

Although the University does not limit the number of hours a student may work on campus in a given week, students may NOT be employed in a position which normally requires 1,000 hours or more per year.  Generally speaking, student workers should be limited to 20 hours per week so that the requirements for the position are expected to be less than 1,000 hours per year.  This is important for academic reasons and to assure compliance with USCIS regulations.

Students may work at multiple departments concurrently in a twelve-month period. However, all employing departments must monitor total hours worked, so that the student does not exceed the 1,000 hour limit, unless summer work is involved for another department.  Students who work less than 1,000 hours in a position in one department during the academic year, and subsequently take a position in a different department for the summer will not be subject to the 1,000 hour time limit if the positions are not concurrent.

Hours worked in this linear format (one after the other in separate departments) can be viewed as two separate positions if the expectation is that neither position would be 1,000 hour employment opportunity.  For example, if a student worked for 800 hours during the academic year (20 hours per week for forty weeks) at Computer Services, that student would be allowed to work full time for 12 weeks (480 hours) in a department other than Computer Services during the summer.  However, if that student worked all of these hours at Computer Services then the department would be in violation.  No department may hire a student thinking that if it keeps the student through the year the department will be able to exceed 1,000 hours.

This directive will be monitored for each student on a monthly basis according to the individual's initial date of employment as a student employee with the University.  A monthly report will be sent to each department from Student Employment.  For students using automated time systems their authority to work will be stopped at 1,000 hours, and for those student using time cards department supervisors should monitor the monthly reports and terminate the employee prior to 1,000 hours for the remainder of a twelve month period.

Any exceptions to this general 1,000 hours guidance will need to be documented by the employee's direct supervisor and Department Head.  This documentation needs to be retained in departmental files for future audits.  It should be noted that exceptions might require the employing department to be responsible for covering the cost of retirement and other employee benefits for which the student may be eligible.

In order to reinstate a student employee that has been removed from payroll after reaching 1,000 hours, a new clearance form must be submitted to Student Employment.  The comment section should affirm that departmental authorization to reinstate has been given and is on file in the department.

See Section IV for International Students

Overtime is defined as work in excess of 40 hours per week. Student employees may work a maximum of 40 hours per week during school breaks and vacations, including summer. If a student employee inadvertently works over 40 hours in a week, the student employee must be compensated at the rate of one and one-half times the regular rate of pay for the hours over forty. At Missouri State, this is accomplished by increasing the overtime hours by 50%. For example, a student who works 41 hours will be paid for 41.5 hours.

Student wages will be exempt from Social Security taxes if the following conditions are met:

1. Undergraduate student employees must be enrolled in at least six (6) credit hours for fall and spring semesters and three (3) credit hours during the summer session.
2. Graduate students must be enrolled in at least five (5) credit hours for fall and spring semesters and three (3) credit hours during the summer session.

Enrollment will be checked prior to payroll checks being issued.  If the enrollment criteria is not met, a total of 7.65% Social Security taxes will be withheld from all earnings for the pay period.

Hours worked between semesters are exempt from Social Security taxes being withheld if the student was enrolled in the previous semester and is eligible for enrollment for the upcoming semester.   

See Section IV for International Students

Student employees are employees at will and are hired on an as-needed basis.  This means that the student's employment can be terminated at any time.  The University makes every effort to employ as many students as possible but there is no guarantee that a student will find a position.  Student employees are covered by Workmen's Compensation in case of an accident on the job but are not eligible to receive other employment benefits such as, but not limited to: paid vacation, sick leave, holiday leave, medical, dental, life and long-term disability insurance, unemployment compensation insurance and retirement benefits.

All University employees are extended Workers' Compensation coverage which provides payment of medical expenses and salary compensation to employees who suffer the effect of a work-related injury or who incur an occupational disease arising out of and in the course of employment with the University.  The amount of compensation authorized under Workers' Compensation is prescribed by law and the State of Missouri and not by the University.

A work related injury must be reported immediately to the employee's supervisor.  An employee injured in a work-related accident must complete a Missouri State University On-The-Job Injury Report form and have his/her supervisor complete the "Supervisor Comment Section" within 24 hours of the injury.  The completed form must be submitted to the Office of Human Resources (HR). If there is a good reason for not reporting the injury within 24 hours, the injury must be reported as soon as possible, but no later than 30 days after the work-related accident. Additionally, the following forms are required by the Central Accident Reporting Office (CARO) and must be completed and submitted to HR: Authorization to Release Medical Records, Employee Injury Report, Supervisor's Statement, and Witness Statement.

Upon receiving a work-related injury requiring medical attention, employees must contact1-800-624-2354 for the name of an authorized medical care provider prior to seeking treatment. This referral service is available 24 hours a day, 365 days a year.  However, if the injury is considered to be serious (e.g., potentially life and/or limb threatening), the injured employee should proceed immediately to the nearest hospital emergency room.  Each incident should be evaluated to determine if the employee's life is being threatened by the injury.  Some examples may be: head injury with loss of consciousness, excessive bleeding, obvious broken bones, and injuries directly to the eye. Judgment should be used in determining whether an injury is life threatening; when in doubt, emergency care should be sought.

The State of Missouri will not pay for medical treatment an employee receives from a medical provider who has not been approved by the CARO. However, employees may seek their own medical care with the provider of their own expense.

An employee injured on the job must tell the medical provider that the accident or injury is work-related and will be filed with Worker's Compensation.  Any bills for medical and hospital expenses received by the employee must be forwarded to CARO.  

Workers' Compensation benefits may be reduced for injuries sustained in conjunction with the use of alcohol or a controlled, non-prescribed drugs were the proximate cause of the injury. Under Missouri law, the University can request an employee to take a test for alcohol or a non-prescribed controlled substance if the University suspects usage by the employee. If the employee refuses to take a test when requested by the University to do so, all workers' compensation benefits are forfeit.

Missouri State University is a community of people with respect for diversity. The University emphasizes the dignity and equality common to all persons and adheres to a strict nondiscrimination policy regarding the treatment of individual faculty, staff, and students. In accord with federal law and applicable Missouri statutes, the University does not discriminate on the basis of race, color, religion, sex, national origin, ancestry, age, disability, or veteran status in employment or in any program or activity offered or sponsored by the University. Prohibited sex discrimination encompasses sexual harassment, which includes sexual violence. In addition, the University does not discriminate on any basis (including, but not limited to, political affiliation and sexual orientation) not related to the applicable educational requirements for students or the applicable job requirements for employees.

This policy shall not be interpreted in a manner as to violate the legal rights of religious organizations or military organizations associated with the Armed Forces of the United States of America.

The University maintains a grievance procedure incorporating due process available to any person who believes he or she has been discriminated against. Missouri State University is an Equal Opportunity/Affirmative Action employer. Inquiries concerning the grievance procedure, Affirmative Action Plan, or compliance with federal and state laws and guidelines should be addressed to the Equal Opportunity Officer, Office for Institutional Equity and Compliance, 901 South National Avenue, Springfield, Missouri 65897, equity@missouristate.edu, 417-836-4252, or to the Office for Civil Rights. (Res. Board Policies No. 70-11; Bd. Min. 10-28-11.)

While all forms of harassment and discrimination are reprehensible and degrade the quality of work and diminish the academic mission, sexual harassment because of its nature has received special attention in the courts. Further, because of the unique relationship between student and faculty member or supervisor and subordinate, and the inequities in power, sexual harassment is especially troublesome in the academic environment. Sexual harassment not only violates the law and University policy but also can damage personal and professional relationships, cause career or economic disadvantage, expose the University to legal liabilities, a loss of federal research funds, and other financial consequences. The best way to prevent sexual harassment is through awareness and education. This policy is aimed at increasing awareness regarding sexual harassment by making available information, education, and guidance on the subject. Sexual harassment includes any unwelcome sexual advances, requests for sexual favors, or other unwelcome written, verbal or physical conduct of a sexual nature when:

1. submission to such conduct is made, explicitly or implicitly, a term or condition of an individual's education, employment, or participation in University activity;
2. submission to, or rejection of, such conduct by an individual is used as the basis for decisions affecting that individual's academic standing, employment status or participation in a University program or activity; or
3. such conduct has the purpose or effect of unreasonably interfering with an individual's academic or work performance or creating an intimidating, hostile, or offensive environment for that individual's employment, education, or participation in a University program or activity.

Any employee who believes that he or she has been the subject of sexual harassment should report the alleged act immediately to his or her supervisor or the Office of Equal Opportunity (OEO).  The University will respond to instances of harassment in accordance with the Office of Equal Opportunity Complaint Procedures and will respond appropriately to those who violate this policy, up to and including termination of employment.

The following excerpt was taken from the Employee Handbook.

2.2.1 Sexual Harassment Training Policy In order to create a positive learning, working and living environment, the University must provide an atmosphere free of sexual harassment.  The most effective way to prevent sexual harassment is through education: (a) ensuring that all alleged victims (and potential victims) are aware of their rights; (b) notifying individuals of conduct that is proscribed; (c) informing administrators about the proper way to address complaints of violations of this policy; and (d) helping educate the community about the problems this Policy addresses.

To achieve these goals, Missouri State University Office of Equal Opportunity (OEO) has developed the "Respecting Difference, A Primer for Preventing Discrimination" training series to inform, educate, and guide members of the University community on sexual harassment and discrimination.  The training program addresses the Prevention of Sexual Harassment, Prevention of Employment Discrimination and Working with Disabilities.  All employees must attend the mandatory training program sponsored by the OEO every two years.  New employees must complete the Respecting Difference training program within 30 days from their date of employment.  Newly promoted supervisory employees must complete the OEO supervisory program on preventing discrimination and working with disabilities within 30 days from the date of the new appointment.

Student employees are expected and required to report to work on time and in appropriate mental and physical condition for work. Each student employee is responsible to help ensure a drug-free, healthful, safe and secure work environment. The unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance on University premises or while conducting University business off premises is absolutely prohibited. Violations of this policy will result in disciplinary action, up to and including termination, and may have legal consequences. Student employees must, as a condition of employment, abide by the terms of this policy and report to the University any conviction under a criminal drug statute for violations occurring on or off University premises while conducting University business. A report of a conviction must be made to the Office of Human Resources within five (5) days after the conviction.

It is the policy of Missouri State University to prohibit the unlawful possession, purchase, manufacture, use, sale or distribution of illicit drugs and alcohol by student employees on University property or as part of any of its activities. If an student employee is found in violation of University policy, federal or state laws, or local ordinances, the circumstances accompanying each individual case are considered when determining the consequences. Violations of this policy will result in disciplinary action, up to and including termination, and may have legal consequence. While the University does not condone the abuse of alcohol and drugs, it does recognize that employees with alcohol and/or drug-related problems should be encouraged to seek help in dealing with such problems. Student employees are encouraged to use the University's Counseling Services, campus-related self-help groups (Adult Children of Alcoholics, Alcoholics Anonymous, or Narcotics Anonymous) and health insurance plans, as appropriate, when facing alcohol and/or drug-related problems.

1. Smoking and the use of tobacco products (including cigarettes, smokeless tobacco, cigars, pipes, and other tobacco products) by students, faculty, staff and visitors are prohibited on all Missouri State University properties except as set forth herein.
   • The use of smokeless tobacco is prohibited at all locations on campus.  The use of other tobacco products (including cigarettes, cigars, pipes, and all other tobacco products) is prohibited at all times:
   • In all interior spaces on the Missouri State University campus including leased facilities;
   • In all University vehicles, including buses, vans, and all other University vehicles and vehicles leased by/to the University;
   • In all indoor and outdoor athletic and entertainment facilities, as well as the grandstands of outdoor facilities; and
   • In all other areas of campus not specifically identified in subsection 2 of this policy.
2. Smoking and the use of tobacco products will be allowed only at the following outdoor locations:
   • Designated smoking areas outside JQH Arena, Plaster Stadium, Hammons Student Center, and Juanita K. Hammons Hall during performances or events;
   • Other designated smoking areas throughout campus; and
   • Inside of private vehicles located on University parking lots.
3. The University prohibits the sale, distribution, or free sampling of tobacco products on campus.
4. The University prohibits the campus-controlled advertising of tobacco products on campus except for facilities leased for performances or events.
5. Littering the campus with remains of tobacco products or any other disposable product is prohibited.
6. Organizers and attendees at public events, such as conferences, meetings, public lectures, social events, cultural events, and sporting events using University facilities will be required to abide by the University policy. Organizers of such events are responsible for communicating the policy to attendees and for enforcing this policy.