Work-Study Employee Handbook Schreiner University
INTRODUCTION Welcome to the Schreiner Work-Study Program. Your participation, both as student and employee, should be a rewarding and pleasant experience. As an employee, you will be called upon to perform a variety of tasks, some of which you will learn as you work. This Handbook is intended to help you become familiar with the employment policies and practices of the University. We hope the information in this handbook is helpful to you and that your experiences as a work-study student at SU meet your needs and expectations. We want you to enjoy your work and to derive lasting benefits from it. We believe that the more you learn about the University, your job, and its benefits, the greater your satisfaction will be. Your participation in the work-study program will serve as a tool toward your career development. This is a great opportunity to build a resume while continuing your education. CONTACT INFORMATION Coordinator of Meaningful Work David Reast 792-7451 dreast@schreiner.edu Payroll Coordinator Brandy Bermea 792-7372 babermea@schreiner.edu Student Financial Aid Denise Ames 792-7228 ydames@schreiner.edu DISCLAIMERS This handbook includes general rules of conduct, safety regulations and disciplinary rules. Nothing contained in this manual or any verbal statement should be construed as creating any type of employment contract, either express or implied. The policies and other information contained in this handbook are subject to change at any time based to University needs. While Schreiner University will normally attempt to provide work-study students with advance notice of any change, Schreiner University reserves the right to alter these policies at any time without notice of any change and reserves the right to alter these policies at any time without advance notice. You are employed with Schreiner University at-will and nothing contained in this handbook is intended to provide or guarantee you with employment for any specific period of time. This at-will employment relationship can only be modified in writing. Any questions that you may have concerning the terms or conditions of your employment should be referred to your immediate supervisor or the Human Resources Office. EQUAL OPPORTUNITY In accordance with applicable provisions of law, Schreiner University does not discriminate in admissions, educational programs, extra-curricular programs or employment against any individual on the basis of that individual s race, color, sex, sexual orientation, religion, age, disability, veteran status or ethnic origin. Exceptions may be made if a bona fide occupational qualification applies. Inquiries/complaints should be forwarded to the Director of Human Resources. EMPLOYMENT OPPORTUNITIES WORK-STUDY POSITIONS Page 2 of 7
If you have been awarded work-study, it will appear on your financial aid award letter. Work-Study funds come from the Federal Work-Study Program, Texas Work-Study Program and Schreiner Work-Study (funded entirely by the institution). The amount of work-study funding in your package is the maximum you may earn. The amount also determines the number of hours per week you should work. It is your responsibility to work enough hours to earn your entire award. You must not work over the allocated amount. By working over the award, you risk reducing other forms of aid in order to stay within federal guidelines of financial aid. If you have any questions or concerns regarding your work study award, please contact the Financial Aid Office. Once you are awarded work-study in your financial aid package, you will coordinate with the Meaningful Work Office to begin the recruitment process. ALL STUDENTS SHOULD BE AWARE THAT AN OFFER OF WORK-STUDY IN YOUR FINANCIAL AID PACKAGE DOES NOT GUARANTEE A JOB BUT MAKES YOU ELIGIBLE TO GO THROUGH THE INTERVIEW PROCESS. BEFORE BECOMING A STUDENT EMPLOYEE, YOU MUST BE HIRED BY A SUPERVISOR FOR A SPECIFIC POSITION. COMMUNITY SERVICE POSITIONS Work-study allows students awarded Federal Work-Study the opportunity to earn wages while helping a local nonprofit organization. ACADEMIC REQUIREMENTS Work-study students are required to maintain satisfactory academic standing to continue to qualify for employment. Eligibility follows the process as listed in the SU Catalog and the Student Financial Aid Guide. For more information, please contact the Financial Aid Office. NON-DEGREE STUDENTS Students classified as non-degree are not eligible for on-campus employment unless the students are taking prerequisites for a graduate program or are enrolled in the teacher certification program. Note: Non-degree students enrolled in graduate level courses or courses for graduate credit are not eligible for on-campus employment. THE HIRING PROCESS Once your eligibility for Work-Study has been determined and an award offered by the Financial Aid Office, you may apply for any work-study jobs listed on the Work-Study Job Postings webpage: https://www.myinterfase.com/schreiner/account/logon?returnurl=%2fschreiner%2fstudent The application, interview and hiring process is a good opportunity for you to gain experience and consider career ambitions. Take this chance to use your work experience at Schreiner to enrich your employment opportunities after university. Schreiner s goal is for your employment experience to be a truly positive enhancement to your total Schreiner education. NEW STUDENTS You must complete a Work-Study Employment Application. This application asks for job skills, interests and previous work experience. If you are hired for a work-study position, you must complete an orientation where you will receive details of the program and complete your payroll paperwork. CONTINUING STUDENTS RETURNING TO THEIR PREVIOUS POSITIONS You should contact your supervisor as soon as you return to campus (no later than the first day of classes) to confirm your schedule. You will need to visit the Human Resources Office to update forms prior to beginning work. CONTINUING STUDENTS RETURNING TO A DIFFERENT POSITION OR WHO WERE NOT IN THE WORK-STUDY PROGRAM LAST YEAR Contact the Coordinator of Meaningful Work to inquire about available positions and any necessary paperwork. Page 3 of 7
TRANSFERS BETWEEN DEPARTMENTS Student employees may transfer from one department to another within the University in order to facilitate their interests or to develop skills they already have or wish to acquire. Students are expected to follow all procedures for terminating from one department and being hired by another. (Inquire at Human Resources Office about required paperwork.) WITHIN A DEPARTMENT Employees may be requested to transfer within the department to a position that will better utilize their skills or to improve the function of the department. EVALUATIONS Evaluations occur at least once a semester. If your performance is unsatisfactory at any time, your supervisor may choose to provide a written disciplinary notice. Performance evaluations remain a part of your employment file. TERMINATIONS Student employees may terminate under a variety of circumstances. However, there are three broad categories under which the student employee s termination will fall: administrative termination, voluntary termination, or involuntary termination. ADMINISTRATIVE TERMINATION An administrative termination terminates your employment for one of three reasons: You have earned your total work-study allocation for the academic year You are not maintaining satisfactory academic progress You are enrolled in less than half time or have withdrawn from the University When possible, the Human Resources Office will notify both the student and the employing department before an administrative termination. VOLUNTARY TERMINATION Student employees may terminate at their request. Student resignations should be submitted in writing no less than two weeks prior to the indicated date of termination. Students are considered to have resigned if they: Walk off the job Are absent for three consecutive days scheduled for work without permission, except when an emergency situation precludes giving notice Note: Two-week notification of termination by the employing department is not mandatory in any of the above instances. INVOLUNTARY TERMINATION (DISMISSAL FROM EMPLOYMENT) Student employees may be involuntarily dismissed from their position if they: Fail to perform in a satisfactory manner Commit a major offense, break policy or procedures, commit safety violations, etc. Students may be immediately dismissed with no prior notice for committing any act(s) falling in the second category above. A written warning may be provided to a work-study student for the opportunity to be aware of and correct specific job deficiencies. A copy of the warning notice should also be sent to the Human Resources Office Page 4 of 7
for the personnel file. Failure to correct the deficiencies outlined in the warning notice will result in termination of employment. PAY SCALE All work-study students will be paid the Federal minimum wage of $7.25 per hour. WORK HOURS Students are allowed to work a maximum of 20 hours per week and cannot work during a scheduled class period. However, since the Federal minimum wage has increased to $7.25, most students will have to work an average of no more than 7 hours per week if they want their award to last for the entire year. Work is to be completed only for the area supervisor to which you are assigned. Work done for other area supervisors will not be accepted without prior clearance from the Human Resources Office. HOLIDAY PAY If you are required to work on a holiday, you will receive straight time pay for the hours worked unless you exceed forty hours in one week. Some departments on campus may require holiday work. TIME REPORTING AND PAYCHECKS Schreiner uses ADP Portal as its electronic timekeeping system. ADP Portal is web-based and accessible from any computer. Time must be electronically submitted every two weeks. You must electronically approve your time by 10:00 a.m. on the first day (usually a Monday) following the end of the pay period. Your supervisor must electronically approve your time by noon on the first day following the end of the pay period. You may enter your time daily or weekly. Your orientation session will be considered your first day of work. All hours worked, including time spent in general meetings or training sessions should be included. Only hours actually worked may be submitted for payment (for example, your supervisor may allow you to leave work an hour early, but you will not be paid for that hour). You may not record hours that are scheduled during class times. If you work during a regularly scheduled class time due to special circumstances (class is canceled or dismissed early), you must enter a note of explanation in the note field of your electronic timesheet. IN ADDITION, IF NO TIME HAS BEEN RECEIVED FROM YOU FOR TWO PAY PERIODS, THERE IS A POSSIBILITY THAT YOU WILL NO LONGER HAVE A WORK-STUDY POSITION. Paychecks are issued every two weeks and can be placed in your CMB, mailed or picked up in the Human Resources Office in the Guy Griggs Building. All pay periods are two full weeks in duration. There are twenty-six pay periods in a calendar year and employees are normally paid every other week. The schedule for pay dates is available on the Human Resources webpage: http://www.schreiner.edu/about/hr/forms.aspx You are not required, but you may choose, to endorse the bi-weekly check payable to the University with the funds being used for the payment of your financial obligation to the University. This can be done at the Business Office. Please discuss this with anyone who provides financial support for your education. Direct deposit is available and encouraged. With direct deposit, your money is automatically placed in your bank account on the day of pay. If you choose to receive a live check, you can pick it up in Human Resources or have it delivered to your campus mail box and go to the bank to cash it. To enroll in direct deposit, simply fill out the form in the Human Resources Office. Attach a voided check for each account (we cannot accept deposit slips). If depositing to a savings account, ask your bank to give you the Routing/Transit Number for your account. It isn t always the same number as on a savings deposit slip. This will help ensure that your funds are deposited correctly. Your first pay may be a live check; after that, it will be direct deposited. Page 5 of 7
FEDERAL TAXES All wages paid to student employees, including Work-Study, are subject to income taxes. You must complete the Employee s Withholding Allowance Certificate (W-4) before being placed on the payroll. Payroll processing will be delayed until this form has been completed and submitted to the Payroll Office. W-2 FORMS A statement of wages earned is issued by the University at the end of the calendar year and is sent to you by the Human Resources Office in January. You should check with the Payroll Office to be sure that your current mailing address is on file. FICA Student employees are exempt from paying FICA taxes. I-9 FORM The Immigration Reform and Control Act of 1986 requires all new employees to provide proof of identity and employment verification. The most common documents used for this purpose are: 1) United States Passport; OR, 2) valid state-issued driver s license with photograph AND original Social Security Card (other than one stating it is not valid for employment). Further information may be obtained from the Human Resources Office. F-1 and J-1 VISAS Students having F-1 or J-1 visas are eligible to work for the University only if a Work Permit from International Programs and a valid social security card is presented at the time of employment. If you are an international student who has never been assigned a social security number, you must apply for one at the Social Security Administration. If you are an international student holding an F-1 Visa and are classified as a non-resident alien, you are exempt from paying Social Security taxes. STUDENT EMPLOYEE RESPONSIBILITIES As a University employee, you have certain responsibilities to fulfill. You are responsible for: HAVING THE PROPER PAPERWORK ON FILE. ENTERING YOUR TIME ELECTRONICALLY AND ACCURATELY. APPROVING YOUR ELECTRONIC TIMESHEET BY THE DEADLINE. DOING PRECISE AND PUNCTUAL WORK. You should work out job responsibilities and schedules with your supervisor at the beginning of your employment and understand each other's terms and expectations. If you are going to be late or unable to work, you should notify your supervisor at the earliest time possible so other arrangements can be made. Your job is an important part of the operation of your department and you are expected to do your work as effectively and efficiently as possible. Your employer will evaluate you at the end of each term. These evaluations will become a part of your employment record at Schreiner. WORKING WITHIN THE MAXIMUM HOURS allotted to you in your financial aid package. If you exceed this amount, it may have an adverse effect on your financial aid package or future employment. REMEMBERING YOUR ACADEMIC RESPONSIBILITIES. Your work should not interfere with or hinder your academic performance. If you feel your work is presenting a problem, feel free to confer with your supervisor. Most supervisors are willing to discuss Page 6 of 7
arrangements to accommodate heavy academic commitments, such as midterm and final exams. Students are not required to work during final exams, but may do so if both student and supervisor agree on a work schedule for the exam period. NOTIFYING THE PROPER PEOPLE IN CASE OF RESIGNATION. If resignation is necessary, you should notify your employer and the Work-Study Coordinator at least two weeks in advance, if possible, by completing the Withdrawal Request. NOT DISCUSSING CONFIDENTIAL RECORDS WITH PARTIES OTHER THAN THE STUDENT OR SUPERVISOR. Students who have access to confidential records must sign the confidentiality statement. Supervisors will not give their network passwords to student employees. If it is necessary for a student employee to have access to the campus network, supervisors will complete the Work-Study Network Application and Confidentiality Agreement. PARKING IN DESIGNATED AREAS. As a student employee you are not eligible for staff/faculty parking permit. NOTIFYING YOUR SUPERVISOR OF ANY ACCIDENTS. Schreiner University student employees are covered under the Texas Workers Compensation Act. If you are injured in a work-related event, contact the Human Resources Office immediately. Page 7 of 7