TABLE OF CONTENTS

1. Introduction
2. Student Employee Definition
3. Eligibility For Student Employment
4. International Students
5. Administering and Processing Student Employment
   1. Student Employment Clearance Procedures
      1. Student Employment Requirements
      2. On-line Clearance Procedures
      3. Pay rates
      4. Reports
      5. Separation
   2. Federal Work Study
      1. Work Study Eligibility
      2. Hiring New Work Study Students
      3. Returning Work Study Students
   3. Payroll and Timekeeping
      1. ZipCard System
      2. Time Cards
      3. Department Responsibilities
      4. Payment for Work
   4. Meal and Break Times
6. Student Employee Pay Categories and Ranges
7. Supervisory Guidelines
8. Policy Guidelines for Student Employment
   1. Allowable Work Hours
   2. Overtime
   3. Social Security Tax
   4. Conditions of Employment
   5. On-The-Job Injuries
   6. Non Discrimination Policy
   7. Prohibition of Sexual Harassment
   8. Drug-Free Work Place
   9. Alcohol/Drug Abuse Policy
   10. Tobacco Policy
9. Disciplinary Guidelines
10. Progressive Disciplinary Action
11. Student Employment Grievance Procedure

 

I.   INTRODUCTION

This guide is designed for use by both University managers and supervisors who hire and/or supervise students who work in Federal Work Study and/or general student employment positions. Answers to various questions concerning policies, procedures, supervisor responsibilities and student responsibilities are provided for the user in this guide.

Missouri State University offers two distinct employment opportunities for students:  the Federal Work Study Program and general student employment. The similarities and differences in policies and procedures for these programs are also contained in this guide.

The University supports consistent application of student personnel policies and procedures throughout campus. The University's student payroll program applies the principle of "equal pay for equal work" through placement of positions with similar duties and responsibilities in the same classification and pay range.

It is the responsibility of University administrators, supervisors and managers to determine, in accordance with the policies as outlined herein, the specific pay category for student employees based on the job duties performed, and to determine the proper compensation for these student employees within the hiring ranges established for the pay category they hold based on internal equity and on education and experience. The placement of a student into a pay category is based on the duties performed by the student employee, not the educational level of the student at the University.

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A student employee is a part-time hourly employee who is concurrently enrolled at Missouri State University with the primary goal of achieving a degree. Thus, the employment is interim or temporary in nature and is incidental to the pursuit of an academic program.

Students should not  perform any work or subsequently be paid for work performed before all steps in the hiring process have been completed.

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In order for a student to qualify for Student Employment, the following criteria must be met:

A. During the regular school year, the student must be enrolled in at least six (6) credit hours for the semester in which the student is employed.

    See Section IV for International Students eligibility requirements

EXCEPTION: Students enrolled in only the number of credit hours required to graduate can be considered half-time students if they are in their last semester of course work. These students would be eligible for student employment with written verification from the Degree Check Office (for undergraduate students) or the Graduate Office (for graduate students) stating their reduced course load will complete graduation requirements. This exemption would be applicable for one semester and applies only to continued employment of the previous semester.

B. For summer, the student must be enrolled for three (3) credit hours. Students not enrolled in summer classes must have been enrolled for at least six (6) credit hours in the spring and pre-registered for at least six (6) credit hours for the upcoming fall semester.

EXCEPTION: In order to work during the summer, work study students must be awarded summer work study through Financial Aid and be enrolled in a minimum of three (3) credit hours.

C. To work between semesters, a student employee must be pre-registered for a minimum of six (6) credit hours the upcoming semester.

D. Students new to the University or those students ineligible for student employment the previous semester may not begin in a student position until the first day of the new semester. Student employees must continue to be enrolled for the appropriate number of credit hours in order to be eligible for continuation of employment in a student position.

Any student employee who drops below the applicable minimum semester hours of enrollment, withdraws or is suspended is not eligible to work as a student employee. Periodic reviews will be done throughout each semester to check for eligibility of student workers. Departments will be notified when violations are found. If the individual no longer qualifies for student employment and if the department wishes to continue the person as an employee, they may pursue, in accordance with the Staff Employee Handbook, employment in a staff position. In most cases, this is a temporary staff position cleared through Human Resources.

E. A student employee who is not returning to the University the following semester must terminate employment by the LAST DAY OF FINALS.

F. All student employees must be degree seeking.

G. Students on academic probation (GPA less than 2.00 cumulative and semester) or suspension cannot be employed unless an appeal for an exception is approved by Student Employment. Appeal forms can be obtained at Student Employment Services. Work Study students on academic probation must appeal through the Financial Aid Office.

H. Students with Graduate Assistantships must have written approval from the Graduate Office for working in addition to their assistantship unless work is performed when classes are not in session or the Graduate Assistantship is not in effect.

I. Student athletes, whether receiving a scholarship or not, must complete required NCAA paperwork in the Compliance Office PRIOR to beginning any employment.

Note: Eligibility requirements for student employment are separate from criteria required for Social Security tax-exempt status.  See Section VIII, C.

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International students are subject to domestic student requirements as well as U.S. Citizenship & 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. This means that an on-campus employer cannot remove a U.S. student employee in order to hire a foreign student employee.

   A. International students must maintain their immigration status in order to work on campus.
        This includes carrying a full-time course of study during the academic year, keeping their
        passport valid, unless exempt from the passport requirement (i.e. Canada), keeping
        immigration status documents such as I-20 or DS-2019 current, and limiting work to no
        more than 20 hours a week.

    1. Undergraduate students are required to maintain a minimum of 12 credit hours enrollment
        Graduate students are required to maintain a minimum of nine (9) credit hours or six (6)
        credit hours for those students holding teaching or research assistantships. International
        students are not required to attend summer sessions.

        respective tax treaty.

        a. International students who meet Missouri State enrollment requirements, but
        do not meet (USCIS) full-time enrollment requirements, must have proper
        authorization from the Designated School Official (DSO) in the International
        Student Services office approving the under enrolled status for the purposes of
        USCIS.
        Note: International students from Thailand, Indonesia, Malaysia, Philippines, or
        South Korea who were in the United States in student status on or prior to June
        10, 1998 may be eligible to carry less than full-time status. These students should
        obtain the Designated School Official's approval signature for their I-20 PRIOR
         to their interview with the International Payroll Specialist.

        b. For summer, international students must be pre-registered in full-time 
        status for the fall semester.

    2. Valid passports are a requirement for maintaining immigration status. Since Missouri
        State requires international students to maintain status as an eligibility requirement for on
        campus work through Student Employment, international students will be required to
        keep their passports valid at all times. If a passport needs to be mailed to an embassy for
        renewal, the student should mail it registered mail with a return receipt requested. The
        receipt can be used as verification that the passport renewal is in progress.

        authorized to work until the date specified by the Responsible Officer. This date generally
        matches the end date of the DS-2019, which also determines the duration of the J-1
        student's status.

        Since the I-20 and the DS-2019 documents verify student status and generally show
        work authorization, these documents must be kept current. The I-20 is updated and
        extended through the International Student Services Office, and the DS-2019 document
        is updated and extended through the Program Sponsor. Any student working with an
        expired I-20 or DS-2019 document jeopardizes his/her status and is no longer
        authorized for employment. Until a new form is on file in the Payroll Office, the student
        will be removed from payroll.

 

        B. International students in J-1 exchange visitor status must obtain written authorization for employment.
            The Responsible Officer of the exchange visitor program sponsor grants permission to work. If Missouri State
            is the sponsor, permission to work is granted through the International Student Services Office.  

        C. International students must have a valid Social Security number (SSN). Numbers beginning with "899" or
            "900" are not valid for employment purposes. If the student does not have a valid SSN, he/she must apply
            for a Social Security card. This application is available in the Office of International Student Services and
            the Payroll Department.

        D. International students should not attempt to apply in person at the Social Security Office. The application
            should be turned in to the International Student Services Office with copies of their passport, visa, I-94
            and I-20 or DS-2019. An international student's University records and zip card are required to be changed
            to reflect the new social security number prior to working.

        E.  New international students are required to meet with the International Payroll Specialist in the Payroll Office prior
             to the beginning of his/her  employment as part of the Student Employment Clearance Process.  International
             students previously cleared for another department do not need to meet with the International Payroll Specialist.

                    1.  Contact the International Payroll Specialist at InternationalPayroll@missouristate.edu to obtain a username
                         and password for the on-line information form and receive a copy of the I-9 form.  The on-line information
                         form is used for determining the international student's tax status.
                    2.  When the student has completed the on-line information form and I-9, and appointment will be scheduled to
                         meet with the International Payroll Specialist.
                    3.  The student should be prepared to bring to his/her appointment:  passport, I-20 or DS-2019 with sponsor's
                         employment authorization letter, I-94, social security card and any other pertinent immigration documentation.
                    4.  The W-4, Direct Deposit Form and any other tax documents will be completed during the interview with the
                         International Payroll Specialist.

        F.  Payroll/Taxation Issues

           notify the International Payroll Specialist or Payroll Manager in the Payroll Office, and must keep their
           bank accounts open.  There will be no special pay arrangements to receive pay before leaving the
           country.  In most cases this will apply to international students who are in the foreign exchange program
           and are in the U.S. for only a semester or two.  Administrators may want to work with the student in
           terms of scheduling in the event that it would not be feasible for the student to leave his/her bank account
          open.

           2.  International students should see the International Payroll Specialist for any changes to the W-4
           address.  Most international students have a different tax status than a U.S. citizen which dictates the
           appropriate way to complete the form.  Completing a new W-4 with changes in the Payroll Office will
           help ensure that the form is correctly completed.

           3.  International students whose tax status is Non-Resident Alien is not allowed to claim exempt on their
           W-4.

           4.  International students are generally exempt from social security depending upon their tax status.
           Resident Aliens will be subject to the domestic student rule as stated in the Social Security tax section.
           Any international student NOT in F-1, J-1, Q-1 or M-1 visa status will be subject to the domestic student
           rule.

G. International students are not eligible for the federal work study program.

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V. ADMINISTERING AND PROCESSING STUDENT EMPLOYMENT

        A. Student Employment Clearance Procedure

This procedure is for all University students who are paid out of departmental budgets. This is NOT the process used to employ work study students. Section V, B outlines the work study procedure.

            1. Student Employment Requirements

            All students who are employed by the University must have a W-4, I-9, and Direct Deposit Forms completed
            in the hiring department except International Students see Section IV, E. All forms must be received from
            the department and the student hired before the clearance process begins. Do not allow the student to work
            until you receive approval from Student Employment Services via e-mail.

                a. All I-9 Forms must be E-Verified by the designated individual/s in the department's Cost Center

                b. No W-4's, I-9's or Direct Deposit Forms will be accepted without e-verification, proper identification and proof of eligibility
                to work. See www.missouristate.edu/studentemp "Documents Needed to Work" for a complete list of acceptable
                documentation students need to have, "Form I-9 Department Training" for complete I-9 E-Verify instructions and "Departmental                      Instructions W-4 and Direct Deposit".

                c. Student Employment Requirements for Departmental Budget Students see Section III

                d. Any student claiming exempt must renew the exempt status by December 31 of each year in order to maintain
                the status. This can be done in the hiring department, Payroll Office, or Student Employment. (International students with Non                     Resident Alien tax statuses are not eligible for this type of exempt status.)

                e. Any student that changes an address/name must fill out a new W-4 in the hiring department, Payroll Office or Student                             Employment Services.  International students see section IV.

                f. To be added to the payroll system, all students must have valid social security numbers on file with the Office
                of Records. Numbers beginning with "899" or "900" are not valid for employment purposes.

                    Federal regulations require valid social security numbers for payroll reporting.

             2. On-line Clearance Procedures

• Go to http://www.missouristate.edu/studentemp/

• On the Menu on Left

• Choose Student Clearance- On Campus Student Clearance (Budget Students Only)

• Choose Student Clearance Form

• Type in your private ID

•  Type in system password                       

                 a. Reason for submission of form

                     1) New Employee, Pay Rate/Budget Change, or Job Change

                b. Person submitting clearance form

                    1) Name

                    2 ) Submitter phone #

                    3) E-mail address

                    4) Department name

                    5) Enter name of department head or person authorized for departmental expenditures

                    6) Departmartment Head Email

                c. Student information section

                    1) Student's name

                    2) Public Id (use the cross reference section of the global address book if needed).

                 PAYROLL INFORMATION

                    1) Job Title

                    2) Pay rate per hour

                    3) Pay category (all category III must submit an e-mail with attached memo of justification giving responsibilities, duties                                         and expertise for pay rate to the Assistant

                         Director of Student Employment Services for approval).

                     4) Pay start date

                     5) International student? Please mark yes or no.

                     6) Time submission method

                     7) Choose University Budget or Foundation Account

                     8) FOAP

                     9) Position #(can be obtained from Budget Analysis)

                    10) Time approver ID

                   SUBMIT

                    1) Make copies of the form for your records.

                    2) Click on SUBMIT CLEARANCE FORM button.

                    3) The "back button" will return to previously submitted student and allow changes in student information without completing                                 a new form.

If the student is eligible for clearance, the submitter of the form, the student , and the department head will be notified by
e-mail, usually within a three (3) working day period but it can be longer during peak periods which occur at the beginning of each semester. It may take longer for the clearance of international students due to extra processing steps. A student must be cleared for a particular department only ONCE as long as the student remains employed in that department. Only budget
changes or pay rate changes require new clearance forms for current employees.

If a student is not eligible to be cleared, the submitter of the clearance form and the student will be notified by e-mail of problems.

            3. Pay rates

                a. Pay rates must correspond to the Student Employment Categories and Ranges located in Section VI
                of this manual.

                b. Pay rates and budget changes

                    1) Must submit a new clearance form
                    2) Will begin on the first day of a new upcoming pay period
                    3) Must correspond to pay start date on the clearance form
                    4) Must correspond to the Student Employment Categories and Levels
                    5) Will replace existing pay rates
                    6) Can not be backdated
                    7) Pay rate changes can only be done at the beginning of a payroll period
                    8) Must be only one pay rate per budget number
                    9) Pay rate increase are not mandatory
                  10) Students must be paid the same wage if doing the same duties

            4.) 1000 Hour Report:

                  This report is not available at this time. Student should still be monitored.

                The 1000 Hour Report is distributed each month after payroll has been completed. It will provide information on
                each student's reported accumulating hours in the department. The report will also show the sum of total
                accumulated hours reported by the student throughout campus. The student earnings report dollar amount will not
                match the 1000 Hour Report. For more information about the 1000 hour policy, see Section VIII, A.

        5. Separation/Termination

            a. Each department is responsible for removing students from their payroll when they will definitely not be returning
            to that department to continue work. This eliminates the chance of student error when using the time clock system.

            b. In order to separate (remove) a student worker, complete the online separation form at 
            https://www.missouristate.edu/secure/studentemp/studentclearanceform/terminationform.asp

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B. FEDERAL WORK STUDY

Students are awarded work study through the Financial Aid Office for Fall/Spring (Academic year) or Summer. Students will be notified of award eligibility by accessing My Missouri State under the Profile tab

                                                                                  https://my.missouristate.edu/

Academic year awards expire on Spring Commencement day and Summer awards on Summer Commencement Day.

Work study contracts/requests are mailed to all departments and off-campus agencies twice a year: Once before the academic year (Fall/Spring) and once before the Summer Semester. These contract/requests must be completed, signed, and returned to Student Employment before any work study students can be assigned. Contracts should be completed as thoroughly as possible, so that work study students may be placed appropriately.

        1. Work Study Eligibility

         In addition to meeting the eligibility requirements in Section III, work study students must:

              Must have the FAFSA on file with Missouri State
              Must have financial need

        2. Hiring Instructions for New Work Study Students

            a. Have any student contacted for employment access My Information online to determine if they are work
            study eligible.

            b. If the student is work study eligible, a Work Study Employment Referral Form must be obtained by the student from Student                             Employment to take to the department. An authorized representative of the department and the student must sign the referral.
                Have the student return the form to Student Employment.

            c. The student must complete a W-4, I-9, and Direct Deposit Forms in the hiring department. The I-9 needs to be E-Verified then                         returned with the Work Study Referral Form for processing. For a complete list of forms go to:
                http://www.missouristate.edu/studentemp/DocsNeededToWork.htm

            d. Once the student has returned the work study referral to Student Employment Services, and with the completed W-4,
                 I-9, and Direct Deposit Form, a copy of the work study referral will be returned to the department.

            Termination Forms are on line at

 https://www.missouristate.edu/secure/studentemp/studentclearanceform/terminationform.asp

            e. The work study referral expires on Spring Commencement Day for the academic year (Fall/Spring) and on Summer
            Commencement for summer work study.

        3. Returning Work Study Students

            a. Determine the student's work study eligibility by having the student access their Financial Aid Award letter on My Information.

            b. Request a new work study referral.

            c. Return the signed referral to Student Employment.

PLEASE NOTE:

• THE ONLINE CLEARANCE FORM IS NOT USED IN THE WORK STUDY PROCESS.

• WORK STUDY IS NOT AUTOMATICALLY APPLIED TO STUDENT FEES BUT PAID
  DIRECTLY TO STUDENTS BI-MONTHLY.

If the student desires, work study awards may be divided between more than one department. A new work study employment referral must be submitted for each employment site.

Students having a valid reason to change departments (i.e. schedule changes) should access the online Job System to select another position and complete a new work study referral form with the Financial Aid Technician for Work Study at Student Employment Services.

Work study pay rates must comply with the Student Pay Categories described in this manual. Budget paid students and work study students must be paid the same rate of pay if they are performing the same job duties.

Departments should carefully monitor work study earnings to ensure the student does not exceed the work study award. A follow up notification is sent to departments when a student has only 18% of their award left. The Financial Aid Technician for Work Study will determine if  a student has unmet financial need and the original work study award can be increased as long as work study funds remain. The department will be notified by letter of the additional amount. Students will be able to monitor their work study awards on My Information.

If the award cannot be increased, the student must either be changed to departmental budget by means of the online clearance form or must stop working. Departments will be held liable for any wages incurred after the work study award is depleted.

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C. PAYROLL AND TIMEKEEPING

A minor responsibility of the student employee's supervisor is to ensure that student employee payroll information is complete, accurate, and submitted to the Payroll Office in a timely manner. The supervisor should become thoroughly familiar with the payroll procedures and deadlines.

The annual student payroll schedule is available on the web at https://my.missouristate.edu/ under the Work Resources tab.
We strongly suggest that it be printed and displayed where students can see it.

 

        1. Under Revision

           
        2. Under Revision

 

            i. In and out times are to be recorded to the nearest quarter hour.

                1) Minutes should be recorded in the following manner:

MINUTES	QUARTER HOUR
0 - 7	.00
8 - 22	.25
23 - 37	.50
38 - 52	.75
53 - 59	.00 + 1 hour

     

            j. The University work week begins 12:01 AM Monday and ends at 12:00 AM Sunday. 

            k. No advances can be processed during the month of December, so it is especially important to have
            correct time submitted by the payroll period deadline. The pay schedule can be found on the Work Resources tab at

                                                        https://my.missouristate.edu/

 

        3. Management (Department) Responsibilities

            a. Only allow students to work if Student Employment has properly cleared them. A student is properly cleared when the department             and student are notified by email (budget workers), and when the student can see their time sheet on self-service Banner.

            b. Follow directions inSection 2, above pertaining to the completion of the time sheets.

        4.Payment for Work

            a. Paydays are based on the published payroll schedule.

            b. Payment will be direct deposited into a student employee's designated account and recorded on their accounts
            per individual bank's processing schedule.

            c. Direct deposit changes made in Financial Aid will not affect the direct deposit for payroll. A separate form will
            need to be completed with the Payroll Office.

            d. Direct deposit changes should be made in the Payroll Office. Direct deposit changes must be made one week
            before the next payday. All changes are due no later than one week before payday to affect that month's
            bank information.

            e. It is recommended students leave their bank accounts open one month after leaving school.

            f. 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 the obligation. Refer to My Information for any overdue charges.

                1. Log on to https://my.missouristate.edu/
                2. Select My Money to view your account balance and statement, payment, fee, and encumbrance information.

            h. Student employees may find their Payroll Earnings Statements on-line under My Information, under My Payroll
            Information. Students may print copies of their Earnings Statements for their records.

            i. 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. See Section VIII, Part C.

            j. At the end of the calendar year, each employee receives a Wage and Tax Statement (W-2 Form) and/or 1042
            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. A new W-4 form must be completed in either the Payroll Office or Student Employment Services.

            k. Any student claiming exempt must renew the exempt status by December 31 of each year in order to maintain
            the status by filing out a new W-4 form in Student Employment Services. After December 31, taxes are calculated at
            the highest rate as required by the Internal Revenue Service and Missouri Department of Revenue.

              See Section IV for International Students

    D. MEALS AND BREAK TIMES

        Paid breaks are optional when student work less than 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.

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VI. STUDENT EMPLOYEE PAY CATEGORIES AND RANGES 

In order to reflect changes in the state minimum wage and subsequent CPI percentage changes each year, the Student Employee Pay Categories will be revised and become effective January 1 each year.

The goal of this policy is to help assure equity and continuity across campus in setting student employee pay levels. It is up to the Department Head to recommend, based on job duties and responsibilities, a student employee’s pay category and range. Once the category and range have been determined, hourly wage rates may be established for student workers.  

The Department Head who wishes to pay a student at a Category III level will complete the Clearance Form and indicate in the Comment Section, memo or email, the responsibilities and job duties to justify the pay rate of the Category III position.

Justifications must be based on job duties or market competition only and not, for example, length of service. Student Employment will either approve the rate or contact the Department Head for clarification.

All payroll changes or raises are effective the first day of the next pay period. These are increases which may be awarded at the discretion of each department. However, it is not intended for these category and level increases to be granted automatically. Students are eligible for category and range increases (raises) once per academic year depending on abilities.  Raises may be granted for more than one category and range at a time. Actual changes in job responsibilities, which require a change in job category, are not considered an annual raise. A reduction in pay can be made at the discretion of a Department Head.  A change in job responsibilities or reduction in pay will not prevent a subsequent raise from being granted during the same year.

Pay rate increases for budget paid students are submitted by clearance form.  To raise a work study student’s wages, directly contact the Financial Aid Technician for Work Study in Student Employment Services.

Students are allowed to work in more than one department at a time with different rates of pay depending on the individual department job responsibilities and qualifications. Students may be paid at only one rate of pay per department.

Student Employment, in conjunction with Financial Services, reserves the right to review departmental application of pay rates within the categories for campus uniformity.  Budget student employees and work study student employees MUST be paid the same rate if they are performing the same job.

Category I job duties require little or no previous experience; few specific skills are required; the necessary skills may be learned “on the job” within a short time; the work is usually routine in nature; depending on the duties assigned and skills of the student, some previous training or experience may be needed. The position may or may not be closely supervised.

 Range

$7.05 - $7.55       as of  July 24, 2009      $7.25 - $7.75

 Category II job duties require a high level of responsibility, training, experience, and competence; the student receives only general supervision/direction.

 Range

$7.56 - $8.10      as of  July 24, 2009       $7.76 - $8.26

 Category III student positions require job duties and skills determined to be above the range established in Category II. 

Range

$8.11 and above   as of July 24, 2009        $8.27 and above

Category III requires a memo, e-mail, or Comment Section justification which includes duties performed and expertise needed for the pay rate from the Department Head to Student Employment. Student Employment will either approve the rate or contact the Department Head for clarification.

Category I of the new pay ranges will include the vast majority of student job titles. Positions from Category I-III of the former structure now fall in Category I of this new scale. Beginning pay may be set at any point within the category and increases may be in variable amounts, not necessarily in 25 cent increments. Raises should be given only once a year unless a student moves from one category to a new higher category.

 
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VII. SUPERVISORY GUIDELINES

Supervisors of student employees play a significant role in their development, not only in assisting them in becoming responsible workers and acquiring the related skills, but also in their personal adjustment and growth.  Supervising student workers can indeed be a most rewarding experience.

    1.  Orient the new employee- After a student is hired it is advisable to set aside time to orient the student to the
    department.  The following topics should be included:

• Staff introductions and tour of the office

• Work schedule and variations for holidays and exam periods

•  Job responsibilities and related performance standards

•  Procedures for recording and submitting hours worked

•  Payroll deadlines and paycheck distribution

•  Security and confidentiality policies

•  Supervisory role:  who is the student's supervisor?

On basic procedures, student training modules are available at  http://apps.missouristate.edu/studentemp/emptrain/ for new employees. 

 

    2.  Communicate expectations and explain explain the student's role- Provide a written job description and
    communicate job standards and expectations.

    3.  Train student employee- Take time to train your new employee in the particular skills necessary to perform the job.
    This may include time management, phone skills, quality service practices, and the handling of difficult situations.

    4.  Give feedback- Student employees, like all employees, benefit from consistent and appropriate feedback on job
    performance, provided that it is communicated in a positive spirit.

    5.  Provide a workspace- Student employees need a workspace that is safe and comfortable.

    6.  Be fair but flexible- Supervisors who are too lenient are not doing students any favors.  Work study and on-campus
     jobs are "real jobs."  Though it is important to have high standards on the job, it is also important to understand that student
    employees are students first and employees second.

    7.  Treat student employees in accord with their rights- Student employees have the same rights as all employees per
    university regulations.

    8.  What motivates student employees?

• Recognition (from supervisors, peers, Student Employee of the Year Award)

• Money

• Experiences to add to resume

• Building transferable career skills

• Flexible schedule

• Interaction with other students/faculty/staff/visitors

• Relaxed work environment

• Opportunities to take initiative

• Being busy at work

• Networking opportunities

• Convenience of on-campus position

• Opportunities for leadership and responsibility

• Learning time management

• Improving communication skills

• Sense of pride and accomplishment

• Work title

• Knowing that staff depends on them/crucial to operation of office

• Investing time and energy to build skills

• Food and fun

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VIII. 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.  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

     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 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.

C.  SOCIAL SECURITY TAX

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

D.  CONDITIONS OF EMPLOYMENT

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.

E.  ON-THE-JOB INJURIES

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 contact
1-800-624-2354 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 forefeit.

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 WORKPLACE

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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IX. DISCIPLINARY GUIDELINES

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.

Student 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:

       Insubordination;
           
       Inefficiency, incompetency, or inability in the performance of duties;

       Refusal to obey directions or accept assignments;

      Careless workmanship or negligence in the performance of duties;

      Sleeping, loitering or loafing during working hours;

      Conducting personal business on the job;

      Continual tardiness or chronic absenteeism; failure to notify supervisor of absence;

      Excessive, unnecessary or unauthorized use of University supplies, materials or equipment, particularly for personal
      purposes;

      Unauthorized use or misuse of all computer systems, equipment, and software;

      Careless, negligent or improper use of University property, including official vehicles;

      Dishonesty, including falsifying employment application or work records or other University work records; clocking in/out
      for another student worker or falsifying time cards.

     Conviction of a criminal act or illegal activity reasonably related to conduct relevant to the workplace;

     Violating the University's nondiscrimination and/or sexual harassment policy;

     Violating University rules, policies or regulations or departmental work rules;

     Unlawful manufacture, distribution, dispensing, possession, or use of controlled substances on University property or as
     part of University activities;

     Possession, use, or distribution of alcohol on University property. The possession, use, or distribution of alcohol in
     conjunction with University activities not on University property shall be in compliance with applicable federal laws, state
     laws, and local ordinances;

     Reporting to work under the influence of drugs or alcohol; refusal to consent to drug or alcohol testing;

     Fighting or using obscene, abusive, or threatening language or gestures;

     Theft;

     Unauthorized possession of ammunition, firearms, explosive weapons, other weapons as defined in Missouri Revised
     Statutes Section 571.010 (2), (6), (10), (11), (13), (17) and (18) on University premises or while on University business.
     Authorization to possess such items on University property may be granted by the Director of Safety and Transportation or
     his/her designee.

    Disorderly or immoral conduct on the University premises;

    Disregarding safety and/or security regulations; smoking where/when prohibited;

    "Horseplay" which endangers self or other employees;

    Excessive or unauthorized use of telephones;

    Leaving the job during working hours without permission;

    Unauthorized release of confidential information from official records;

    Gambling during working hours;

    Misconduct off duty of such a nature as to reflect discredit on or cause embarrassment to the University or to the State.

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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.

1.   Verbal Warning
Verbal warning brings the problem to the attention of the employee, stresses the seriousness of the situations, and presents suggestions or instructions to resolve or correct the problem.

2.   Written Reprimand
Written reprimand documents the occurrence and usually warns that further violations will result in suspension without pay or termination. It may be a final opportunity to improve.

3.   Suspension Without Pay
Suspension without pay may be used to impress upon the employee that a behavior or performance level must be changed or termination will be inevitable. Suspension results in the loss of pay for a specified period of time (usually three days).

4.   Disciplinary Suspension
Disciplinary suspension may be used in cases when the infraction is of such seriousness (theft, fighting, insubordination or similar infraction) that it may warrant dismissal pending review of the facts. Disciplinary suspension should be followed immediately by a thorough investigation of the situation to determine the appropriate action to be taken.

5.   Dismissal
Serious offenses and repeated disciplinary problems will require dismissal. While employment may be terminated at any time without cause, examples of conduct that can result in dismissal for a single incident are dishonesty, insubordination, immoral conduct, theft, use of drugs or alcohol, or other serious conduct as outlined in the University's disciplinary guidelines.

B.  Before terminating a student worker for any reason other than movement from one department employment to another or loss of eligibility to work as a student worker, contact the Director of Human Resources for assistance in following the proper course of action. The procedure states that prior to termination from employment, a student employee will be provided a written notice stating the reasons for the proposed employment termination and an opportunity to respond to the proposed action. 

Following the opportunity to respond, if the supervisor determines termination is necessary, the supervisor will provide a recommendation to the Director of Human resources, who will notify the student of termination.  The student may then pursue the grievance procedure set forth below and in the Student Employee Guide.

XI. STUDENT EMPLOYMENT GRIEVANCE PROCEDURE

This grievance procedure is designed to address complaints and disputes between student employees and the departments in which they work, including working relationships, working conditions, employment practices or differences in interpretation of policies. Student employees who believe they have a legitimate grievance may undertake the following procedure in order to rectify the matter.

STEP 1 - IMMEDIATE SUPERVISOR
Discussion of the problem with the immediate supervisor is encouraged as a first step with the objective of resolving the matter informally. The majority of disputes, complaints, or misunderstandings can be resolved at this point. Student employees should bring their grievances to the attention of the supervisor in a timely manner in order to resolve them as quickly as possible. Generally, in order for a grievance to be timely, it must be presented within ten (10) business days of occurrence. There may be situations that student employees feel cannot be discussed with their immediate supervisor. In these instances, student employees are encouraged to request a meeting with their department head or administrator.

STEP 2 - APPEAL TO THE DEPARTMENT HEAD OR MAJOR ADMINISTRATOR
If the problem is not resolved within a short period of time after discussion with the supervisor, then the student employee may formalize the grievance in writing and present it to the Department Head or Administrator. The student employee should file the written grievance within ten (10) business days after presentation of the grievance to the supervisor, if resolution has not occurred within that time period. In an effort to resolve the problem, the Department Head or Administrator will consider the facts, conduct an investigation, and may give the student employee the opportunity to present the case orally. The Department Head or Administrator may affirm, reverse or modify the supervisor's decision, and will notify the student employee of the decision in writing within ten (10) business days after receiving the appeal.

STEP 3 - APPEAL TO THE VICE PRESIDENT
If a student employee is not satisfied with the decision of the Department Head or Administrator, he/she may appeal to the appropriate Vice-President within five (5) business days after receiving that decision. The appeal must be in writing and must include all of the information included in the initial grievance and subsequent appeals, all the decisions related thereto, and any other pertinent information the student employee may wish to submit. The appeal must be signed and dated. The Vice President will investigate the grievance and will give the student employee the right to present the case orally. The Vice President has the option of appointing a three-member panel from the University community to also hear the case and review the actions to ensure that University procedures have been followed and due process afforded to the student employee. The Vice President may affirm, reverse, or modify the previous decision in writing within ten (10) business days after receiving the appeal.

STEP 4 - APPEAL TO THE PRESIDENT
If a student employee is not satisfied with the decision rendered at Step 3 of the grievance procedure, he/she may appeal to the President within five (5) business days after receiving that decision. The appeal must be in writing and will include all of the information included in the initial grievance and subsequent appeals, all decisions related thereto, and any other pertinent information the student employee may wish to submit. The appeal must be signed and dated.

The President will initiate an investigation into the matter and may give the student employee the right to present his/her case orally. The President may affirm, reverse, or modify the previous decision and will, within a reasonable time, notify the employee of the decision in writing.

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