I. Student athletes, whether receiving a scholarship or not, must complete required NCAA paperwork in the Athletic Compliance Office PRIOR beginning any employment.
Note: Eligibility requirements for student employment are separate from criteria required for Social Security tax-exempt status. See Section VI.
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V. APPLYING FOR ON CAMPUS EMPLOYMENT
Students desiring to work on campus should first determine if they are eligible to participate in either the Federal Work Study Program or general student employment according to the preceding student employment criteria. Students eligible for general employment need to contact Student Employment Services located in 113 Blair Shannon, 836-5627, to view and receive referrals for available on-campus positions. Current positions may also be viewed at www.missouristate.edu/studentemp. See Section VII. B. for Federal Work Study.
International students are required to have their employment eligibility verified prior to completing the I-9 and appropriate tax documents and prior to the beginning of each additional job. The International Student Temporary on Campus Employment Verification form can be obtained in the Payroll Office. International students have the responsibility to inform the hiring department if they are also working for any of the on-campus vendors, such as University food service or any Plaster Student Union food services.
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VI. POLICY GUIDELINES FOR STUDENT EMPLOYMENT
A. ALLOWABLE WORK HOURS
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.
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 they keep them through the year they will be able to exceed 1,000 hours.
Per USCIS regulations international students can work up to a total of 20 hours per week university-wide while school is in session and full time during school breaks and vacations, including summer. Working more than 20 hours a week while school is in session can cause the student to be in violation of status and may require the student to apply for reinstatement of status. Any international student found to be working more than 20 hours will be required to see the Designated School Official in the International Student Services office before being allowed to continue working. Both the student and Missouri State University can be subject to penalties associated with international students working who are in violation of their status. For further policies concerning international students, please refer to Section VIII of this manual.
Note: International students from Thailand, Indonesia, Malaysia, Philippines, or South Korea who were in the U.S. in student status on, or prior, to June 10, 1998 may be eligible to work more than 20 hours a week. These students should obtain the Designated School Official's approval signature for their I-20 PRIOR to working more than 20 hours a week.
B. OVERTIME
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 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 40. At Missouri State University, 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.
C. SOCIAL SECURITY TAX
Student wages will be exempt from Social Security taxes if the following conditions are met:
F. Non Discrimination Policy
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 non-discrimination 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. In addition, the University does not discriminate on any basis not related to the applicable educational requirements for students or the applicable job requirements for employees. 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 Program, or compliance with federal and state laws and guidelines should be addressed to the Equal Opportunity Officer, 296 Siceluff Hall, 901 South National, Springfield, Missouri 65897 (417) 836-4252.
G. PROHIBITION OF SEXUAL HARASSMENT
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.
2.2.a Sexual Harassment Training PolicyIn 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.
H. DRUG-FREE WORK PLACE
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.
I. ALCOHOL/DRUG ABUSE POLICY
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.
J. TOBACCO POLICY
The University recognizes that tobacco smoke is a hazard to the health of the University community. Because of the harmful consequences of tobacco use, both active and passive, the University has adopted the following:
The University designates all buildings as smoke-free. Therefore, smoking is prohibited in University buildings including offices and hallways, and in outside areas surrounding fresh air intakes. This policy applies to all University buildings on and off campus.
The director of the Alumni Center shall be responsible for establishing the smoking policy for that area.
Smoking at outdoor events (specifically including those in the stadium) is restricted to designated areas.
Smoking is prohibited in vehicles leased or owned by the University.
The use of smokeless tobacco is prohibited in all locations on campus.
Visitors to Missouri State University are included under this policy as temporary members of the University community.
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VII. ADMINISTERING AND PROCESSING STUDENT EMPLOYMENT
A. STUDENT EMPLOYMENT CLEARANCE
Departments are responsible for submitting a Student Clearance Form to Student Employment Services to hire a student. This form allows student employees to be placed on the payroll system. New student employees are required to complete the W-4, I-9, and Direct Deposit forms. These are available in Student Employment and must be completed before working. Students should be prepared to complete the I-9 form by bringing their proper identification and proof of eligibility to work. No faxes or copies of these documents will be accepted. A current voided blank check must accompany the Direct Deposit Form.
Students must have a valid Social Security number. Numbers that begin with "899" or "900" are not valid for employment purposes. Federal regulations require valid social security numbers for payroll reporting. Students must apply for a valid Social Security number either with the Office of International Students if an international student, or the Social Security Administration if a domestic student.
New International students must contact the International Payroll Specialist via the InternationalPayroll@missouristate.edu email address to obtain a username and password for the online Foreign National Information System form. This information is used for determining the appropriate tax status for the foreign national student. Once the form has been completed and submitted, the student will need to schedule an appointment with the International Payroll Specialist located in the Payroll Office in order to complete the W-4, I-9, and Direct Deposit forms.
B. FEDERAL WORK STUDY
Federal Work Study (FWS) is not like a grant or loan where you receive the money in a lump sum. It is a regular job where you work then get paid for the hours that you worked in that pay period.
Students are awarded work study through the Financial Aid Office for Fall/Spring (Academic year) or Summer. Students will be notified of award eligibility and will have access to a work study Information Form on My Information Financial Aid at https://www.secure.missouristate.edu/StudentRecords/StudentMenu.asp
The work study Information Form must be completed and brought (Blair-Shannon 113) or mailed to Student Employment Services at 901 S. National, Springfield, MO 65897. Awards expire at the end of each semester on the last day of finals.
New work-study students must make an appointment with the Financial Aid Technician for Work Study in the Student Employment Services to be placed in a department to work. At this appointment, the student is made aware of available jobs on and off campus in his/her field of interest. Upon selecting a department, a referral form is filled out for the student to take to the department of choice and a contact person is identified so an interview can be held. The student may elect to accept or decline the position if offered by the department. This must be indicated on the referral form, signed and returned to Student Employment.
New work study students must complete W-4, I-9, and Direct Deposit forms.
Students returning to the same department must request a renewal work study referral directly from the Financial Aid Technician for Work Study. After the department and student sign the form it must be returned to the Student Employment Office. The student may begin work at that time.
After completion of the referral form and I-9/W4 if necessary, a copy of the referral will be sent to the department within three working days, longer during peak periods, which occur at the beginning of each new semester.
If the student desires, work study awards may be divided between more than one department. Another appointment and referral must be submitted for each referral/employment site.
Students having a valid reason to change departments (example: schedule changes) must make an appointment with the Financial Aid Technician for Work Study to select another department and complete another referral form.
The work study referral expires on Spring commencement day for the academic year (Fall/Spring), Fall commencement day for Fall graduates, and on Summer commencement day for summer work study.
International students are not eligible for the Federal Work Study program.
C. TIME RECORDS
Student employees are expected to work the hours assigned and clock in and out on the ZipCard system or, if allowed a time card, to indicate the number of hours worked on each working day.
It is the responsibility of students to complete the time card per instructions printed on time card and as listed below:
| MINUTES | QUARTER HOUR |
| 0 - 7 | .00 |
| 8 - 22 | .25 |
| 23 - 37 | .50 |
| 38 - 52 | .75 |
| 53 - 59 | .00 + 1 hour |
Students will not be allowed to work unless they have a ZipCard. If the card is lost, students must go to the ZipCard office to buy a replacement. Students will be given two (2) days to accomplish this before having to stop work..
The department for whom the student works is responsible for sending completed time records (cards or time clock sheets) to the Payroll office for processing, on or before the closing date each month determined by the Payroll Schedule published each year on the web. Time records received after the closing date will not be processed until the following month.
Payroll Earnings Statements are available on-line at:
My Information, http://www.missouristate.edu/myinformation/, under My Payroll Information. Students may print copies of their Earnings Statement for their records.
All wages paid to a student employee by the University, including those earned through the Federal Work Study Program, are subject to federal and state income taxes. Questions on exemptions or withholding for taxes may be directed to the Payroll Office.
Any student employee who has University charges over 30 days old will have his/her direct deposit converted to a paycheck which will be sent to the Bursar's Office. The student will need to proceed to the Bursar's Office to take care of their obligation. Refer to My Information for any overdue charges. Logon to http://www.missouristate.edu/myinformation/ select My Money: view your account balance and statement, payment, fee, and encumbrance information.
Student employees may be eligible to receive raises at the discretion of the employing department. Raises will begin on the first day of a new upcoming pay period.
At the end of the calendar year, each employee receives a Wage and Tax Statement, the W-2 Form and/or 1042s Form for certain international employees. The forms are mailed to the address recorded on the employee's W-4 withholding certificate. A change of address or name change in Records does not affect the W-2 and/or 1042s address. Students must update W-4 information by filling out a new W-4 in the Student Employment Services. If the W-2 form has not been received by the first week in February, the student should contact the Payroll Office.
Any student claiming exempt must renew that status by December 31 of each year in order to maintain the status, by filling out a new W-4 in the Student Employment Services. Students who fail to complete the new W-4 will have taxes withheld at the highest rate as required by the IRS and Missouri Department of Revenue.
International students whose tax status is non-resident alien cannot claim exempt.
F. DIRECT DEPOSIT
All new direct deposits can be put on at any time. Changes can be made in the Payroll Office, Carrington 119, from one day after a payday through one week before the next payday. Since the student pay periods are flexible, this is the only way to process changes. If a direct deposit change is turned in too late, it will be held until the following pay period is open for changes. All changes are due no later than one week before payday and subject to individual bank processing schedule.
Direct deposit changes made in Financial Aid will not affect direct deposit information for payroll. A separate form will need to be completed with the Payroll Office.
WHEN MAKING CHANGES TO YOUR DIRECT DEPOSIT, PLEASE VERIFY the changes on your account(s) before you rely on them, and do not close your old account until the new account has received your new deposit. This could catch any mistakes made and keep you from having overdraft charges on your checking account.
International students who plan to leave the United States prior to receiving their last pay should notify the International Payroll Specialist, and are encouraged to keep their bank accounts open. There will be no special pay arrangements to receive pay before leaving the country.
G. BREAK AND MEAL TIMES
Paid breaks are optional when students work a 4-hour block of time and should be only 15 minutes in duration. Breaks are not used to report late or leave early. Students should take a meal break of at least 30 minutes if they work more than six (6) consecutive hours. All meal breaks are unpaid.
H. TRAINING
The training process can vary from a very informal get together with the supervisor on the first working day to an elaborate program consisting of training workshops or classes. Students should look at every working day as an opportunity to learn and to develop characteristics of good judgment, dependability, initiative and responsibility. On the first day of work, the supervisor and the student worker should review the student's responsibilities and hours. At this time, the student may be introduced to the people she/he will be working with. The student should listen carefully and ask questions as necessary to understand his/her responsibilities and the department's policies and procedures. If they are not provided, the student should ask for the names and positions of the department's staff and find out about working conditions such as how, and to whom, absences or tardiness should be reported. It would be a good idea to make a note of the supervisor's name and phone extension. The students should provide their supervisors with their own phone number and their schedule of classes.
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VIII. INTERNATIONAL STUDENTS
International students are subject to domestic student requirements as well as U.S. Citizenship and Immigration Services (USCIS) regulations. Per USCIS the primary purpose of a student visa status is to attend school. Employment in general is restricted. However, international students possessing an F-1 or J-1 visa may be employed through Student Employment, although they are subject to certain regulations, procedures and restrictions per immigration law. These should be followed not only to ensure students do not violate their status as a legal alien, but also, to ensure the university is not responsible for employing an illegal alien. Additionally, an international student cannot displace a U.S. citizen or permanent resident. To "displace a U.S. citizen or resident" means that an on-campus employer cannot remove a U.S. student employee in order to hire a foreign student employee.
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IX. STUDENT EMPLOYEE RIGHTS AND RESPONSIBILITIES
A. ATTENDANCE
Students are expected to report to work on time and be ready to work. Students are to inform their supervisors whenever they will be absent or late. If an emergency occurs, students must call their supervisor as soon as possible. In non-emergency situations, students must give notice when they cannot work as scheduled and explain the reasons for their absence or tardiness. Make up time for excused absences are totally at the discretion of the supervisors. Students do not have a "right" to make up absences. Students should give appropriate notice (minimum of one week) when terminating a position. Failure to do so may reflect on future references.
B. APPEARANCE
Students must use acceptable hygiene and maintain a well-groomed appearance. Dress code: Brief shorts, tank tops, tube tops, torn jeans, flip-flops or bare feet are usually not acceptable. Students should ask their supervisor if the department has a specific dress code.
C. ATTITUDE AND JOBS PERFORMANCE
Students must try to establish a good working relationship with their supervisors and other department members. A positive attitude will go a long way in establishing this relationship. Any task the student is asked to perform should be done correctly and completely to the student's best ability. Students must always follow department's policies and procedures. If instructions are not understood, ask questions to complete the task accurately. Many people depend on student employees to conduct themselves in a professional and businesslike manner. Therefore, it is important that student employees be aware of the image they are projecting. Keep conversations and language appropriate for a work setting. Student employees need to be aware of the things they are saying and their appropriateness. Student employees serve an important role in helping departments provide quality services.
D. PUBLIC RELATIONS
Student assistants are representing the University at their work place and should always listen carefully and give clear and polite responses to visitors or other students.
E. TELEPHONE CALLS AND VISITORS
Personal phone calls and visitors to the workplace are not acceptable unless pre-approved by your supervisor.
F. TELEPHONE ETIQUETTE
Answer a telephone call by identifying the department and inform the caller of your name. Take messages neatly or transfer the call to voice mail. If not sure of the spelling of a name, ask the caller to spell it for you and always repeat a phone number to make sure it is correct.
G. CONFIDENTIALITY
The confidentiality of student information, including class schedules and grade information, is protected under a federal law known as the Family Educational Rights and Privacy Act (FERPA). Inappropriate release of confidential student information is a serious offense. If you have access to student information as part of your employment, it is imperative that you not share the information with anyone outside of your office.
Do not discuss department issues with anyone outside of the department, nor remove files or other materials from your workplace.
H. EQUIPMENT AND SUPPLIES
Equipment and supplies are to be used only for official University business. Use equipment only after receiving instructions and always keep safety in mind. Do not misuse supplies.
I. TERMINATION
Employment with the University is "at will" and may be terminated at any time. The University, at its discretion, may utilize progressive disciplinary procedures in circumstances determined appropriate as outlined below.
Employees who do not perform work to standard or who violate rules, regulations or policies of the University may be disciplined according to the seriousness or the repetition of the violation. Formal disciplinary steps are not usually required for dismissal of probationary, temporary, or part-time employees.
Certain actions can cause employees to be disciplined, including (but not limited to) the following:
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X. PROGRESSIVE DISCIPLINARY ACTION
A. The University, at its discretion, may determine that disciplinary action less than discharge may be appropriate in some circumstances. Any of the following disciplinary actions may be imposed by the University depending upon the University's judgment of the necessary action to address student employee conduct in violation of appropriate standards.