OCUS. employment. guide. a student s

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1 OCUS guide a student s to employment 2013

2 Valparaiso University admits students of any race, color, national and ethnic origin, age, gender, disability, sexual orientation or (as qualified herein) religion, to all the rights, privileges, programs, and activities, generally accorded or made available to students at the school. It does not discriminate on the basis of race, color, national and ethnic origin, age, gender, disability, sexual orientation, or (as qualified herein) religion in administration of its educational policies, admissions policies, scholarship and loan programs, career services and placement, and athletic and other school-administered programs. Valparaiso University is an institution committed to its Lutheran traditions. The University reserves the right to promote the teachings of the church and to exercise preferences in admission in favor of Lutherans. Valparaiso University is a tobacco-free environment.

3 Welcome to all of our new Valparaiso University Students! Some students and their parents have questions about what work study is and how students can find a job on campus. The Office of Financial Aid has produced this guide to inform you about student employment at Valparaiso University. Many students find it necessary and helpful to work on campus during their college years. Besides the monetary value of their job, the experience can be great training for a future career or can be used as a tool to help budget valuable time. As a student employee, you are important to the department in which you work and to the University as a whole. Many offices rely on students to help them run efficiently. It is our hope that you will find your work experience at Valparaiso University to be rewarding and productive. It should be noted that the information contained in this student guide is not all-inclusive. If you have additional questions or would like to discuss the possibility of part-time student employment, please stop by the Office of Financial Aid, located in the lower level of Kretzmann Hall, between 8 a.m. to 5 p.m. Monday through Friday.

4 Finding an On-Campus Job The Office of Financial Aid posts available work study positions and offers assistance to help you find an on-campus job. Here are some of the ways to locate a position. You may refer to the student employment section of Valparaiso University s web page. (valpo.edu/financialaid) Note: Since new openings are listed as they come in and are often filled quickly, you may wish to check these listings often. You may initiate contact with any department or an individual to find possible openings. Before You Can Begin to Work 1. You must complete the proper tax and banking paperwork with Valpo s Office of Human Resource Services before you begin your work study duties. To do so: Present the proper identification. (Please refer to the next page for a list of acceptable documents. You must provide either one item from List A or one item from both List B and List C.) Complete the Federal I-9 form, the Federal W-4 form, and the State W-4 form provided by the Office of Human Resource Services. Complete the direct deposit form. You also will need a voided check or savings account information to ensure your correct account and routing number. 2. You must complete mandatory harassment prevention training: All new employees are required to take a training course titled Harassment Prevention as part of their employment at Valparaiso University. This training is available online. In order to take the training, you must be registered on the University system. You will be notified by your supervisor or by when you have been registered for Course VU. You also will receive instructions on how to complete the online training. The training takes about 30 minutes and must be completed within 30 days of your hire date. 4 A Student s Guide to Employment

5 List of Accepted Identification Documents for Employment All documents must be unexpired. You need to provide either: one document from List A or one document from List B and one document from List C List A: Documents that establish both identity and employment eligibility 1. U.S. Passport or U.S. Passport Card 2. Permanent Resident Card or Alien Registration Receipt Card (Form I-551) 3. Foreign passport that contains a temporary I-551 stamp or temporary I-551 printed notation on a machine-readable immigrant visa 4. Employment Authorization Document that contains a photograph (Form I-766) 5. In the case of a nonimmigrant alien authorized to work for a specific employer incident to status, a foreign passport with Form I-94 or Form I-94A bearing the same name as the passport and containing an endorsement of the alien s nonimmigrant status, as long as the period of endorsement has not yet expired and the proposed employment is not in conflict with any restrictions or limitations identified on the form 6. Passport from the Federated States of Micronesia (FSM) or the Republic of the Marshall Islands (RMI) with Form I-94 or Form I-94A indicating nonimmigrant admission under the Compact of Free Association Between the United States and the FSM or RMI List B: Documents that establish identity 1. Driver s license or ID card issued by a state or outlying possession of the United States provided it contains a photograph or information such as name, date of birth, gender, height, eye color, and address 2. ID card issued by federal, state or local government agencies or entities provided it contains a photograph or information such as name, date of birth, gender, height, eye color, and address 3. School ID card with a photograph 4. Voter s registration card 5. U.S. Military card or draft record 6. Military dependent s ID card 7. U.S. Coast Guard Merchant Mariner Card 8. Native American tribal document 9. Driver s license issued by a Canadian government authority For persons under 18 who are unable to present a document listed above: 10. School record or report card 11. Clinic, doctor, or hospital record 12. Day-care or nursery school record List C: Documents that establish employment eligibility 1. Social Security Account Number card other than one that specifies on the face that the issuance of the card does not authorize employment in the United States 2. Certification of Birth Abroad issued by the Department of State (Form FS-545) 3. Certification of Report of Birth issued by the Department of State (Form DS-1350) 4. Original or certified copy of birth certificate issued by a State, county, municipal authority, or territory of the United States bearing an official seal 5. Native American tribal document 6. U.S. Citizen ID Card (Form I-197) 7. Identification Card for Use of Resident Citizen in the United States (Form I-179) 8. Employment authorization document issued by the Department of Homeland Security Valparaiso University 5

6 Commonly Asked Questions What is the difference between Federal and Valparaiso University Work Study? Federal Work Study is a Title IV program that is partially funded by the federal government. You must be a U.S. Citizen or a Permanent Resident, be registered at least half time, file the Free Application for Federal Student Aid (FAFSA) and show documented financial need. Valparaiso University Work Study is a program similar to Federal Work Study but is completely funded by the University. All students will qualify for Valparaiso University work study. Only students who are eligible for the Federal Work Study program may participate in the Community Service work study positions. All other positions may be filled by students with either work study award. What are community service jobs and how do I qualify for them? A community service position is a job in an off-campus, nonprofit organization that benefits the community, such as working with children who are disabled or low-income families. A list of these positions is available on the Office of Financial Aid website. If you see a position that interests you, contact the supervisor and let them know that you are a Valparaiso University student. You must be eligible for Federal Work Study to participate in this program. How do I keep track of my time? Each Friday time cards are distributed to supervisors for the following week. Any times that are written in must be initialed by your supervisor before they will be paid. You must either clock in (if a time clock is available) or write in the time when you start work and clock out each time you stop work. You must sign the card in ink at the end of the week and turn it in to your supervisor. Failure to submit a completed time card on time may result in your paycheck being delayed until the next pay date. Time cards must be signed by a supervisor. How do I get paid? You will be paid on a bi-weekly basis for the hours worked during the pay period. Your pay will be deposited directly into the savings or checking account that you designate to the University s Payroll Office. Can I work during breaks? You may work up to 40 hours per week during breaks if you and your supervisor wish. However, you must be enrolled at least half-time during summer sessions to work on campus during the summer. 6 A Student s Guide to Employment

7 Do I get paid breaks, vacation, holiday, etc.? Since you are considered a part-time employee, you are not entitled to paid vacations and holidays or other fringe benefits. If you work any four hours continuously, you are entitled to a 15-minute break. If you work any six hours continuously, you are entitled to an unpaid lunch break of at least one-half hour. Must I maintain a certain GPA to work? You must maintain Satisfactory Academic Progress (SAP) to be eligible to work under the Federal Work-Study program. SAP is outlined in the Financial Aid Handbook and on our website at Contact your financial aid counselor for details regarding probationary periods and the appeals process. Do I have to dress a certain way? Your supervisor may establish a dress code for student workers. If not, you should dress appropriately for the job you are doing and for the area in which you work. Must I work all the hours assigned to me? The purpose of the employment program is to aid you in meeting the cost of your education. Supervisors understand that occasionally you must take extra time to study for exams, and adjustments in your schedule should be possible. However, you should remember that supervisors plan on their student employees working the scheduled hours. Making frequent adjustments can cause major problems for them. Any adjustments should be requested well ahead of the scheduled work time. Must I pay taxes on my earnings? Earnings from student employment is considered taxable income but is not subject to Social Security withholdings. All of the proper paperwork I-9, W-4, direct deposit authorization, etc., can be completed at the Office of Human Resource Services. These forms must be completed before a time card can be issued. What if I have a problem with my supervisor? Should you have a grievance or complaint, you have a right to a full and fair hearing without fear of reprisal. Your first step should be to discuss the problem with your supervisor in private. If the problem is not resolved, you may appeal in writing or by meeting with the administrative head of the department or office. If the problem still cannot be resolved, you may submit a written statement to the Office of Financial Aid. The director or a designated representative within the Office of Financial Aid will meet with you and may, at his or her discretion, also invite the supervisor or administrative head. Every attempt will be made at each level to give you a complete and fair hearing to find a resolution to the problem. Valparaiso University 7

8 What if my supervisor is unhappy with my work? If the supervisor is unhappy with your work, the two of you should meet and discuss the problem in private. If the problem is not resolved, the supervisor will give you a written warning that may include a probationary period. If the situation is still not resolved during a probationary period, your employment may be terminated. Can I hold two jobs at the same time? In some cases it is necessary or desirable to hold two jobs simultaneously. You should consider the total number of hours you would be working and how this would affect your academic and social life. You must keep in mind that you cannot work more than a total of 29 hours a week while school is in session. (The Office of Financial Aid recommends that students work no more than 20 hours a week.) Can I change jobs? If there is a problem with your job or you feel another job would be more beneficial to you, a job change is possible. You should meet with your supervisor to discuss any concerns you have. If a solution cannot be worked out, the supervisor will notify the Office of Financial Aid of your employment termination. It will then be your responsibility to locate another position. Who can help me find jobs off campus? Various places of employment in the area will contact the Career Center when they are looking to hire college students. You may contact the Career Center (located in the Harre Union) to find off-campus jobs that are available. All students are eligible to do so regardless of financial need. 8 A Student s Guide to Employment

9 Job Classification and Pay Scale When reviewing the available work study positions on the Financial Aid website, you will see a Job Type and a Level for each position. The job type will refer to the type of job it is, and the level will refer to the level of responsibility the job entails and its corresponding pay scale. Below is a brief summary of the job types and levels. Please refer to the actual job posting for a more complete job description. Job Types and Levels Student Service Position (SSER) Dining Services Facilities Management Little or no experience needed Skills can be learned Wages for all student service positions begin at least at level 2 on the pay scale. Student managers and cashiers are level 3; all others are level 2. Student Support Position (SSUP) Aide in an office/department Good/clean working environment Little or no experience needed Skills can be learned Wages for student support positions fall within levels 1 through 4 on the pay scale. Level 1: clerical/office aide with little or no computer work. Level 2: clerical/office aide with computer work, library aide Level 3: working with outside agencies, contact with prospective students, access to confidential information, prepare/present publicity pieces Level 4: level 3 qualifications, but student manager position Valparaiso University 9

10 Student Technical Position (STEC) highly skilled skills not easily learned possesses thorough knowledge of subject may need certification or completion of specific class significant responsibility Level 1: graders, IT consultant Level 2: tutors, technical assistants Level 3: lab assistants, research assistants Level 4: minor repair/maintenance of equipment, web assistants Level 5: repair, installation, wiring of technical equipment, LAN manager Pay Scale Level Pay Range 1 $7.25 $ $7.25 $ $7.25 $ $7.25 $ $7.25 $11.50 All student work study positions pay at least minimum wage. This pay scale will be revised for the current academic year if the federal minimum wage increases. Raises Students may receive merit raises from their supervisor for satisfactory work. These raises may occur during the academic year or at the start of each new school year as long as they stay within the pay scale for the job level. 10 A Student s Guide to Employment

11 Notes Valparaiso University 11

12 Questions? Contact: Office of Financial Aid 1700 Chapel Drive Valparaiso, IN phone: toll free: 888.GO.VALPO fax: valpo.edu/financialaid