ON CAMPUS STUDENT EMPLOYMENT: GUIDELINES

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1 ON CAMPUS STUDENT EMPLOYMENT: GUIDELINES I. PURPOSE The Oregon Tech Student Employment Service was established to provide employment opportunities to Oregon Tech students so that they may earn a portion of their educational expenses and, where possible, gain practical work experience. The policies and supervisory responsibilities described below represent the most fair and flexible procedures within legal constraints. II. EQUAL EMPLOYMENT OPPORTUNITY In accordance with federal and state laws, it is Oregon Tech s policy to provide equal employment opportunities (EEO). A. ACCESS Students must have equal and timely access to all job openings. For this purpose, the Student Employment Service, located in the Career Services Office, functions as the clearinghouse for all student jobs. Student jobs for which the Oregon Tech Payroll Office will issue paychecks must be posted through the Career Services online job board. Even though an employer may have someone in mind to hire, every qualified applicant must be considered before a job offer is extended. If the position is not advertised through the SES, and if the qualifications of other eligible applicants are not considered in the hiring decision, the employer, the employer s department, and Oregon Tech may be liable in the event of a lawsuit. B. NON-DISCRIMINATION Recruiting, hiring and employment practices must be conducted without discrimination on the basis of age, race, religion, color, gender, sexual orientation, marital status, gender identification, disability, national origin or citizenship. Interviews and/or application forms used to screen applicants must not contain requests for information pertaining to the above prohibited criteria. Consideration of applicants must be based on whether they meet the essential qualifications for the job described in the posted job announcement. III. JOB POSTINGS All student jobs must be posted (even temporary help positions) to ensure equitable access to all students. Once a job is posted, you will receive a Hire Form from Career Services. See the Revised July

2 Faculty section of for detailed instructions on how to use our job board to post your position, or contact Career Services for assistance A. RECRUITING PERIODS EEO requires the provision of a recruiting period wherein persons may learn of available opportunities and be considered before a job offer is extended. The minimum recruiting period after posting a job is one day. Whenever possible, a recruiting period sufficiently long to provide a pool of qualified applicants should be provided before an applicant is selected for the job. To the extent possible, jobs should be announced while classes are in session. In all cases, supervisors should postpone hiring non-oregon Tech student applicants until it is evident that no qualified Oregon Tech student applicants are available. The maximum recruiting period is one month. Announcements will automatically expire at the end of the recruiting period. Should recruiting needs extend beyond the maximum recruiting period for the posted job, the job announcement must be reposted by changing the expiration date in the online form. B. JOB DESCRIPTIONS A complete and detailed job description is the best way to attract qualified applicants and to convey objective selection criteria. See the Faculty section for an example. The job description should outline the essential functions of the job and any needed qualifications, logistics such as start date and hourly wage, and skills and experience necessary to perform the essential functions. Inadequate details in the job description leave the employer, the employer s department, and Oregon Tech open for potential grievances concerning hiring practices. IV. SELECTION OF STUDENT APPLICANTS A. DISABILITIES Compliance with the employment provisions of Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act (ADA) of 1990, and Chapter 659 of the Oregon Revised Statutes is required. These laws give protection to disabled job applicants who can perform the essential functions of the job. Keep in mind the following points when selecting applicants: An employer may not deny consideration for the job to an applicant who has a disability that is apparent or of which the employer is aware. To determine applicants who should be considered for the job, the employer should ask all applicants the following question: Are you presently able to perform the essential Revised July

3 job-related functions of the position with or without an accommodation? A positive response obligates the employer to further consider an applicant for hire. The employer may not ask an applicant if they have a disability, chronic health condition, or any physical or mental impairment. The employer may not inquire into the nature of a person s disability (whether the disability is apparent or is one of which the employer is aware) unless and until an offer of employment is presented to him/her. At that time the employer can inquire regarding any accommodations that might be needed to perform the job functions. The employer may also request documentation of the impairment, within specific limits. If the student informs the employer of a necessary accommodation, the employer should work with the Coordinator of Disability Services who will determine whether the student s disability is a qualified disability and the accommodation is reasonable. If so, the employer will then be able to secure the needed accommodation for the student to begin working. Note: Definitions of terms used in the ADA law are subject to continuing interpretation through legal channels. For more information on the relevant laws, contact the Coordinator of Disability Services at B. WORK-STUDY PREFERENCES Employers who hire work-study students pay 25% of the students hourly pay rate; the remaining 75% is provided from work-study funds allocated to Oregon Tech by the U.S. Department of Education. Obviously, the student employment budget goes further with workstudy employees. Note: Federal Work-Study is a need-based aid program that allows students to work and earn money to apply toward educational expenses. Students must apply for financial aid so that their eligibility for Federal Work-Study can be determined. If eligible, a student s award amount is noted on their Offer of Financial Aid notice that is sent to them in the mail. The employer should verify that the student applicant has a work- study award. C. HIRING PRIORITIES The most qualified student applicant(s) should be hired. When faced with choosing between equally qualified applicants, the employer should select according to the following established hiring priorities: PRIORITY 1: Full time Oregon Tech students (12 credits or more) enrolled current term. PRIORITY 2: Part time Oregon Tech students (1-11 credits) enrolled current term. PRIORITY 3: Newly admitted Oregon Tech students for the upcoming term. PRIORITY 4: Oregon Tech students enrolled the previous term, but taking the current term off and planning to pre-register and enroll at Oregon Tech for the upcoming term. PRIORITY 5: High school or other non- Oregon Tech college/university students. Revised July

4 V. PRELIMINARY HIRING CONCERNS A. UPON HIRING Before a student employee begins working, the employer should: Ensure that the Hire Form which you received by from Career Services is completed, and the student has been declared eligible for employment by the Payroll Office. Students must not start working until they are approved by the Payroll Office. Orient the student to the duties and work procedures of the job. Discuss plans for any needed on-the-job-training. Provide safety equipment or protective clothing if needed. Discuss work performance evaluation schedules and provide in writing any special work expectations. Determine the employee s work schedule and pay rate. B. WORK SCHEDULES Student employees are limited to working 20 hours per week while classes are in session during the academic year and 40 hours per week over term breaks and during summer term, regardless of the number of jobs held at any one time. Students may request exceptions to this policy through the Vice President of Student Affairs. The employer will be notified of this exception if approved. Students with Federal Work-Study awards are responsible for keeping track of how much of their award is expended monthly in wages. However, the Payroll Office will notify the employer whenever possible when the student is within $200 of the award. The Employer should discuss in advance with the student employee whether employment will continue on regular wages when the work-study allocation has been earned, or whether employment will be terminated at that time. In accordance with the State of Oregon laws for meals and rest periods, one 15 minute break is provided for every four hours worked. If the shift is for 8 hours, the student employee will take two breaks and a 30 minute unpaid lunch period. The supervisor will attempt to schedule the breaks as close to the middle of the work period as possible. C. PAY RATES Student employees must be assigned an hourly pay rate between $9.25 and $11.25 per hour. Exceptions to this policy include the following: Pay rate exceptions approved by the Vice President of Finance and Administration in advance of posting the wage in the job announcement. Pay Rate Exception Request forms are available on the Career Services web site Specified stipends or hourly rates provided as part of an academic research grant. Revised July

5 Specified hourly rates established by a contract with an outside agency. The employer must establish the value of a given job within this pay range by considering market conditions on campus, such as the probable number of qualified candidates, working conditions, departmental budget constraints, and the rate across campus or in your department for the same type of job. Overtime must be paid for any hours over 40 in one week (Sunday through Saturday). VI. EMPLOYEE/EMPLOYER RELATIONS A. PERFORMANCE REVIEWS AND MERIT RAISES Student employees should clearly understand the work to be accomplished in the job. Performance reviews, either formal or informal, should be given on a regular basis, at least once per year, but more often whenever possible. Student employees have the right to request written copies of performance reviews. Merit pay raises may be given according to departmental criteria. Raises must be in even increments that end in 0 or 5 (i.e., not $.24/hour raises) and the resulting pay rate must not exceed $11.25 per hour. Merit Pay Raise forms are available on the Career Services web site The completed form must be submitted to the payroll office prior to the payroll of the month that the pay raise becomes effective. B. ACADEMIC STATUS While employed, students must maintain Oregon Tech enrollment and satisfactory academic standing (except for those students hired as Priorities 4 or 5). Work-study students must enroll for at least 6 credits per term to be eligible to receive federal aid. C. INTERNATIONAL STUDENTS International students can work on campus, but are not eligible for Federal Work-Study, nor do their visas allow them to work off campus. Students on F-1 visas (i.e., international students), must be enrolled for at least 12 credits while employed during the academic year, unless otherwise approved. After students are hired, but before they can begin work, they must obtain a Social Security Number (SSN). Students should see their International Student Advisor for required documentation. In the past, students could apply for the SSN before actually having a job, but now they must first be hired and then apply. Revised July

6 D. DISMISSALS/TERMINATIONS Students may be terminated from their jobs if they fail to fulfill Oregon Tech s expectations and their responsibilities. Should a student employee not reach or maintain an acceptable level of job competency within a reasonable period of time, or if it is determined that disciplinary action is necessary to correct a work-related situation, the employer should give the student written notice of probation for a period of two weeks. The employer s expectations during the probationary period should be included in the notice. If the student does not perform satisfactorily during the probationary period, a written one week notice of termination should be given. Under most circumstances progressive discipline is required, i.e. two verbal warnings and one written reprimand. However, termination may be immediate if the action is deemed egregious. Students may be terminated from their job without probation and denied further employment at Oregon Tech if they do any of the following: Falsify information on employment forms Falsify information on time reports Fail to maintain enrollment at Oregon Tech Divulge or use confidential information obtained on the job Are convicted of illegal or unauthorized use of drugs or alcohol in conjunction with their job. Students who are convicted of illegal use or sale of drugs are not eligible for financial aid (work study), whether or not the offense was committed in conjunction with their job. Fail to maintain a 2.0 GPA and/or make satisfactory academic progress Violate the established Code of Student Conduct as defined in the Oregon Tech Student Handbook E. GRIEVANCES A student employee has the right to file a grievance resulting from the employers recruiting, hiring or employment decisions, or arising from a disagreement that, in the employee s opinion, creates an injustice. The employee shall present the grievance in writing to the immediate supervisor within 20 work days of the date of its occurrence. Students are encouraged to make every effort to resolve the problem with the employer. If satisfaction is not achieved through discussion with the employer, the student should contact the Career Services office for help in determining the appropriate next step. If a reasonable outcome is not reached through the Director of Career Services, the grievance may proceed to final arbitration through the Vice President of Student Affairs or designee. Revised July

7 F. JOB-RELATED INJURIES In the event of a job-related illness or injury, the student employee should: Notify the employer when the injury/accident occurs. All injuries must be reported regardless of how minor they may appear. If no medical attention (other than first aid) is required at the time, the employer will work with the student employee to complete an Oregon Tech Incident Report, available from the Human Resource Office. If medical attention is required at a later date, SAIF Form 801 must be completed. G. DRIVING ON THE JOB Students may not use their own vehicles in connection with campus employment. In order to drive a state-owned vehicle for job-related purposes, the employee must be registered with the Campus Safety office and obtain a Driver Certification Form. H. SEXUAL HARASSMENT Student employees have the right to work at Oregon Tech free of sexual harassment. Employers should be familiar with Oregon Tech s policy regarding sexual harassment and policy on consensual relations. Contact the Affirmative Action Officer at for further information. I. DRUG-FREE WORK ENVIRONMENT Oregon Tech prohibits the unlawful manufacture, distribution, dispensing, possession or use of controlled substances by college employees on college premises or as part of any college activity. OIT also prohibits the illegal or unauthorized possession, consumption or sale of alcoholic beverages, or the furnishing of alcoholic beverages to persons under twenty-one (21) years on college property or at college-sponsored activities, or possession and consumption of alcoholic beverages in unauthorized areas by those over twenty-one (21). VII. RETURNING EMPLOYEES Any student employee who continues working from July 1 of each year must be updated on the state employee system database. This affects the following student employees: Students working in June and continuing to work through the summer months. Students returning in the fall term to the same job they held the previous academic year. Employers should send an notification to the Payroll Office listing student workers who will be continuing their jobs in the new fiscal year. This must be done prior to submitting the payroll for the month the student first works in the new fiscal year. Revised July

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