STUDENT EMPLOYMENT MANUAL

Transcription

1 STUDENT EMPLOYMENT MANUAL MARIAN UNIVERSITY

2 Types of Student Employment Eligibility Any student who is degree-seeking and enrolled at least half-time is eligible to work as a student employee at Marian. Undergraduate students must be enrolled with at least 6 credits and Graduate students must be enrolled with at least 3 credits per semester. Federal Work Study Federal Work Study (FWS) is a federal financial aid program designed to provide part-time employment for eligible students. You must apply for financial aid and be eligible for FWS from the Office of Financial Aid in order to work under this program. Students who demonstrate financial need qualify for FWS funds on a first-come, first-serve basis until funds are exhausted. The advantage of FWS is that your earnings get deducted from your income on the FAFSA form, thereby making you eligible for more financial aid assistance. Those students qualifying for FWS are eligible to work on campus as well as in off-campus employment such as Community Service and the America Reads programs. Community Service positions are located at various nonprofit organizations throughout the Fond du Lac community. The America Reads program is a reading tutoring program located at two elementary schools. Additional information can be obtained from the Office of Financial Aid. Students are given access to available job descriptions in order to apply for jobs that interest them. FWS funds are restricted to students who are either citizens or permanent residents of the United States. Students eligible for FWS may also apply for an off-campus Community Service position. It is possible for the amount of FWS funds that a student is eligible for to change before and during the academic year. Changes could be the result of changing financial circumstances, receipt of additional financial aid, etc. The Office of Financial Aid calculates what a student s FWS eligibility is at the time they are hired for student employment. If a student exhausts all their FWS during their employment, they will continue to be paid as a Marian Campus Work (MCW) which will be charged to the supervisor s Work Study budget. Marian Campus Work Having a Marian Campus Work (MCW) designation can mean any of the following: You have not applied for any type of financial aid. You have not received any financial aid that is based on financial need. You have exceeded your FWS award. You are an international student. MCW student employees are not eligible to work any Community service positions.

3 Required Forms for Student Employment Work Authorization If you are hired for a job, your supervisor must complete a work authorization form and return it to the Office of Financial Aid. A new work authorization form must be completed every academic year for each job you have. This includes summer employment. Summer and Winter Student Employment: If you are working during the summer, your supervisor must complete a summer work authorization form and return it to the Office of Financial Aid. May graduates are allowed to continue employment through the summer. December graduates are allowed to work through Christmas break. Student Employment Manual Confirmation Students who have not worked previously at Marian University must complete this form and turn it in to the Office of Financial Aid. Students will not be able to log their hours in TimeClock Plus (TCP) until this form is received. PAYROLL FORMS All students employed on campus are required to be paid through direct deposit payroll. Required forms must be completed within 3 days of hire. Students must go to the Payroll Department, located on the second level at 18 S. National Avenue, to complete the forms listed below. W-4 Form It is your responsibility to complete a W-4 (Federal Income Tax Withholding) form so that the proper tax amount is withheld from your paycheck. University representatives are prohibited from providing students with advice on tax issues. For advice on withholding status, please consult a tax advisor. I-9 Form In compliance with the Immigration Reform and Control Act of 1986, you must verify your eligibility to work in the United States with an I-9 form. You must present original documents such as a U.S. Passport, Certificate of Naturalization, or a driver s license (unexpired) and a certified copy of your birth certificate or Social Security card. International students need to provide their F1-Visa and I-20 in addition to their Social Security card. If you do not have a Social Security card, you will need to apply for one at the Social Security Administration Office. Applications are available in the Payroll Department. Direct Deposit Employees of Marian University are required to be paid using direct deposit. If you do not have a bank account, National Exchange Bank & Trust in Fond du Lac will open a savings account for you with no minimum deposit. Below are the addresses of each National Exchange Bank in Fond du Lac. 130 S. Main St. 346 N. Main St East Johnson St. PO Box 988 PO Box 988 (Located in Festival Foods) Fond du Lac, WI Fond du Lac, WI Fond du Lac, WI Hours: Hours: Hours: Mon-Fri: 8:30am to 5:00pm Mon-Fri: 8:30am to 5:00pm Mon-Fri: 9:00am to 7:00pm Saturday: 8:00am to 12:30pm Saturday: 9:00am to 4:00pm Sunday: 10:00am to 2:00pm

4 Student Payroll Time Worked Marian University utilizes TimeClock Plus (TCP), a web-based time entry system, for submission of hours worked. Detailed instructions are listed on the following link: Students are responsible for recording their time worked in TCP by their scheduled due date so supervisors may approve their time worked. Failure to do so may cause a delay in pay. For a complete list of pay periods and payroll dates please see the student pay schedule: Tax Withholding Student earnings are subject to Federal and State of Wisconsin tax withholding. Student s earnings are exempt from FICA and Medicare tax withholding during the academic year, however earnings during the summer months are subject to FICA and Medicare. Pay Statements Students will receive their pay statements via their Marian address. You will be required to validate by entering the last 4 digits of your social security number. W-2 Statements W-2 statements report earnings and withholdings for the current calendar year. W-2 statements are mailed to the student s home/permanent address on file in the Payroll Department in the month of January of the following year. Please make sure the correct address is on file, otherwise receipt of this form could be delayed. Work Hours Students may work a maximum of twenty hours per week while classes are in session and a maximum of forty hours per week during breaks and throughout the summer. You are not eligible to work overtime hours. International students: refer to the next section for more information about work hour limitations. Lunch/Breaks: You may have a 15 minute break during each consecutive four-hour work segment and one unpaid 30 minute break during each work day of eight hours or more. Such breaks will be taken at times approved in advance by your supervisor. Sick Days: If you are ill, contact your supervisor as soon as you know that you will not be able to report to work as scheduled. Sick days are unpaid. Holidays: When classes are not in session but the University is open, students need to check with their supervisor to determine work arrangements. If a student is unable to work their regularly scheduled hours during a break period or holiday, they are to inform their supervisor as soon as they are aware. Vacation days and holidays are unpaid.

5 International Students Federal Work Study (FWS) funds are restricted to students who are either citizens or permanent residents of the United States. International students with an F-1 Visa are not eligible for FWS funds, but are eligible to work on campus under the Marian Campus Work (MCW) program. Employment opportunities for international students with a student (F-1) visa are strictly limited by regulations of the United States Department of Homeland Security (Bureau of Citizenship and Immigration Services). Employment may be interpreted to be any service or labor for money, goods, and services, and in some cases also includes volunteer work. International students may engage in on-campus employment for up to 20 hours per week while school is in session without prior Student and Exchange Visitor Information System (SEVIS) authorization. International students may work up to 40 hours per week when school is not in session. International students may not work after the completion of studies. Information on F-1 regulations is intended as a guide rather than a legal description, and is subject to changes by Immigration. Consult the Assistant Director of International Enrollment for current information. F-1 Visa employment violations of any kind are very serious and can result in termination of visa status and deportation. Reinstatement for such violations is not permitted by Immigration. For further information on this and seeking off-campus employment, students are encouraged to contact Assistant Director of International Enrollment. International students still need to fill out all required paperwork upon being hired for an on-campus position. This includes the W-4, I-9 form, Direct Deposit form from a United States bank; which is available through the Payroll Office. International students should have a copy of their current I-20 and I-94, which verifies F-1 student status. International students are also required to obtain a US Social Security card from the Social Security Administration. No international student will be paid until these items are completed. General Rules of Conduct To assist with the efficient operation of Marian University and to ensure the safety and well-being of those at the University, the following rules of conduct are in force. These rules of conduct are not to restrict your rights and activities, but are intended to help you by defining and protecting the rights and safety of all people, specific to your department. It is for conduct such as that defined below that you would be subject to corrective action, including suspension or termination, depending upon the severity of the violation. These rules include, but are not limited to, the following: Fighting, gambling, use of profane, obscene, or abusive language while at work. Carrying unauthorized weapons. Behaving in a discourteous or disrespectful manner toward your supervisor, or refusing to carry out the instructions of your supervisor.

6 Leaving the job without permission during regularly assigned working hours. Sleeping while on duty. Creating unsafe conditions. Theft or unauthorized removal or use of property belonging to Marian University or its employees, students, or visitors. Loss, damage, or destruction of property belonging to Marian or its employees, students, or visitors. Unwillingness or inability to work in harmony with others, discourtesy, or conduct creating discords. Student Responsibilities Responsibility to the Office of Financial Aid You must notify the Office of Financial Aid of any enrollment (credit) changes during the academic year, and must also maintain satisfactory academic progress. See link for policy: id/sap%20policy%202011(update).pdf Attendance and Punctuality It is your responsibility to report to work on time. Each department has an obligation to provide the best possible support to the University in the accomplishment of its goals. In order to fulfill this obligation, departments need you to be on duty every time you are scheduled to work. Good attendance is an important job requirement, and failure to meet this requirement may result in dismissal. Some departments have their own specific attendance and punctuality policies. Check with your supervisor regarding the departmental policy. You are considered absent when you fail to report for and remain at work as scheduled. You are not considered absent, during periods such as vacation, holidays, days off, and approved leaves of absence, provided that your supervisor has been informed. Courtesy If you are going to be late or absent for work during a scheduled time, contact your supervisor as soon as possible in advance to let them know. Projects and exams may occasionally interfere with your work schedule, and your supervisor should be notified when such scheduling changes can be predicted. You should notify your supervisor if you are employed in more than one position on or off campus. Your supervisor should also be notified if you decide to transfer jobs or terminate your employment. It is strongly recommended you give at least one week s notice in such situations. Confidentiality Some positions at Marian University involve regular access to confidential information. It is expected that you will not discuss such information with relatives, friends, or others outside

7 Marian University or in the public areas of the University. You should only discuss confidential information with other employees when it is necessary for the performance of your job. In some areas, specific laws govern release of information. If such laws affect your position, your supervisor will advise you. A breach of confidentiality is subject to immediate dismissal or corrective action. Hours and Overtime It is important that you do not exceed 20 hours per week when classes are in session and 40 hours per week when classes are not in session, for any number of jobs you hold with Marian University. Overtime is not permitted, and if it is absolutely necessary, your supervisor must get it preapproved. Personal Appearance You should report to work with professional etiquette. This includes, but is not limited to, proper dress, cleanliness, and personal hygiene. The nature of your position with the University will determine the type of dress that will be appropriate for work. You are expected to dress in a manner that will present a favorable image of Marian University to the community. Your supervisor will inform you of any specific dress requirements. Employee Evaluation It is recommended that your supervisor conduct a work performance evaluation with you at least once each academic year. You and your supervisor should discuss the evaluation results and formulate goals for the future. This process is used to facilitate interaction between you and your supervisor. Ask your supervisor how and when they will evaluate your work performance. Complaints and Grievances A grievance is a complaint brought by a student who feels that he or she has been unfairly treated as it relates to student employment. If you find that you are in an unhappy employment situation, we suggest that you talk openly with your supervisor. If the matter is not resolved to your satisfaction, you may request that the Office of Financial Aid intercede to attempt to find a mutually satisfying resolution. Your supervisor has the right to place you in a different position of his or her choosing within the office or department. If you are unsatisfied with the change, you may seek another position on campus. University Policies Non-Discrimination Policy Marian University admits students of any race, color, creed, age, sexual orientation, national or ethnic origin or disability to all the rights, privileges, programs, and activities generally accorded and made available to students at the University. The University extends these same assurances to its employment applicants and to its employees. Marian University does not discriminate in the administration of its educational policies, scholarships or loans, and other school-administered programs. Marian University is an Equal Opportunity Employer.

8 Harassment Policy Harassment Harassment, defined as unwelcome verbal, written, or physical conduct directed at an individual based on age, disability, creed, familial status, gender, national origin, race or color, and sexual orientation where the conduct creates an intimidating, hostile, or offensive work environment that causes work performance to suffer or negatively affect job opportunities is strictly prohibited. Sexual Harassment In an effort to promote a quality liberal arts education, the University believes that it is necessary to ensure an atmosphere in which all employees and students are respected. The sexual harassment of any employee or student by supervisors, faculty, co-workers, or students is not in harmony with the type of Christian atmosphere that we are trying to develop and maintain. This policy is established, therefore, to make it clear that sexually harassing conduct is impermissible and unprofessional conduct subject to disciplinary action. Sexual harassment is defined as unwelcome sexual advances, demands, requests for sexual favors, innuendoes, or any other verbal or physical conduct of a sexual nature when: (1) Submission to such conduct is made either explicitly or implicitly a term or condition of an individual's employment or status; (2) Submission to or rejection of such conduct by an individual is used as the basis for employment or academic standing affecting such individual; or (3) Such conduct is sufficiently severe and pervasive so as to alter the conditions of, or have the purpose or effect of substantially or unreasonably interfering with an individual's work performance or academic progress, by creating an intimidating, hostile, or offensive working or academic environment. Drug-Free Workplace Policy Marian University, in compliance with and in support of the Drug-Free Workplace Act of 1988, hereby notifies all employees that the unlawful manufacture, distribution, dispensing, possession, or use of controlled substances is prohibited at Marian University. Violation of this prohibition by an employee will result in Marian University taking appropriate personnel action against the employee, up to and including termination of employment, or requiring the employee to participate satisfactorily in drug abuse assistance or rehabilitation program approved for such purposes by a Federal, State, or local health, law enforcement, or other appropriate agency. As a condition of employment, each employee will abide by the terms of this statement and will notify Marian University through the Office of Human Resources of any criminal drug statute conviction for a violation occurring at Marian University no later than five calendar days after such conviction. Marian University is committed to maintaining a drug-free workplace and will provide employee assistance through referral for drug counseling and/or rehabilitation upon request through Human Resources. Employees deemed by the University to be in violation of the prohibition will be subject to the personnel action deemed appropriate by Marian University. *At officially approved University events, alcoholic beverages may be served under applicable Wisconsin Statutes and legal conditions. Unless abuse is a factor, these events are exempt from this policy.

9 Student Employment Contacts To promote the work experience, the Office of Financial Aid is responsible for the supervision of the Marian student employment program. Duties include the administering of job listings, student eligibility, work authorizations, student employment policies and procedures, and TimeClock Plus software. Contact person is: Peni Beine, Student Employment Coordinator (920) The Payroll Department administers the payroll schedules, W-4 forms, I-9 forms, direct deposit forms, TimeClock Plus software, student pay-statements, employment verification, and W-2 forms. Contact person is: Jennifer Draves, Human Resources Support Specialist (920)