Home » Student Employment Policy
Student Employment Policy
Revised November 18, 2016
Student employment criteria/hiring process
- University staff or faculty who supervise student employees should contact the Payroll Manager to receive training and gain access to the Student Employment Verification page before hiring students.
- A student employee must be enrolled in at least six (6) credit hours during any term of the academic year that coincides with the period of employment. The exception to this is for foreign students as detailed below.
- Foreign students, on non-immigrant visas, must maintain full time student enrollment status at all times, unless approval is granted from the Director of International Education and Services to be less than full time. Full time for undergraduates is 12 credits per term and for graduate students is 9 credits per term.
- Non system students are students enrolled for a minimum of six (6) credit hours outside of the Oregon University System. Documentation from their school is required by the payroll office during the first week of every term. (example: schedule of classes, receipt of fees paid, valid school ID, etc.). Chemeketa students are required to obtain an Enrollment Verification from the Enrollment Center on the 2nd floor of Building 2 on the Chemeketa campus. Students who have been suspended from WOU, for academic reasons, can come back and work as non system students, provided they are enrolled elsewhere and meet the minimum credit hours.
- Prospective student workers must come to the payroll office on or before their first day of work to fill out the proper payroll papers including the Federal Form I9.
- When hiring a student employee the department must fill out a Student Employment Authorization Form no later than the first day of work.
- The Department of Homeland Security requires all employees of WOU be authorized to work in the U.S. Therefore, a Form I-9 is required to be filled out by every employee no later than the first day of employment, but not before accepting a job offer. Departments must not allow students to work without proper authorization from Payroll. This policy must be followed to assure compliance with I-9 regulations. Original documents must be presented to establish identity and employment authorization. List of Acceptable Documents
- The administration of the University will observe the same non-discrimination practices for student employees as required for other employees. Although a standard application and information card is used for all student workers, hiring departments shall establish their own hiring procedures. Additionally, departments shall ensure that all affirmative action and other institutional policies are followed while hiring student workers. Students are not allowed to work in departments where a conflict of interest perceived conflict could be construed (e.g. student worker John Doe could not be supervised by spouse, Jane Doe).
Payment procedures/employment practices
- Any activity for which a student receives remuneration is considered employment and payment must be made through the Payroll Department.
- Payroll Rosters must be submitted by noon of the day rosters are due. E-mail payroll rosters to firstname.lastname@example.org.
- Check the Payroll Deadline Calendar for monthly deadlines.
- Student time certificates can be found on the Payroll website.
- Students may sign up to have their checks electronically deposited.
- Students must use picture ID when picking up payroll checks or requesting information regarding their payroll records. Payroll checks cannot be given to any one other than the employee, nor can they be mailed to an on-campus address.
- New employees shall be paid within 35 days from the time that such employees begin their employment per ORS 652.120(2).If any new student employee begins work between your department payroll cut-off date and the 35 day rule cutoff (example: twelfth (12th) and the twenty-fifth (25th) of any given month, the department you must submit a time certificate to Payroll by noon on the twenty-fifth, for the hours worked. Those employees will receive a check no later than the tenth (10th) of the following month. Every effort will be made to pay the employee on the last working day of the month.NOTE: ANY FINES RECEIVED DUE TO NON-COMPLIANCE POLICY VIOLATIONS WILL BE CHARGED TO THE RESPONSIBLE DEPARTMENT THAT SUBMITTED THE TIME LATE.
- Students employees must not allow their work schedule to interfere with their school work. The administration believes that working while attending University can be a valuable part of the total learning process, however, it is the institutional policy that students will not be allowed to work more than an average of 20 hours per week within (i.e. September 10 – October 9) any 30 day period without written approval from the Vice President for Student Affairs Office. This approval will not exceed 10 additional hours per week within any 30-day period and must be obtained each term. A copy of this approval will be sent to the Payroll Office by the Vice President for Student Affairs Office.
- Students should keep their supervisors informed of their total work schedule and should monitor their own hours so as not to exceed 20 hours per week. Christmas Break, Spring Break, and time between terms are exempt from the 20 hour rule. The dates for these breaks are printed in the Schedule of Classes Bulletin.
- Students working a shift of four (4) successive hours are entitled to a paid 15 minute rest break.
When working over six (6) hours, student employees are required to take at least a one half hour (unpaid) lunch break.
- Foreign students can only work up to 20 hours per week according to U.S. Citizenship and Immigration Services regulations.
- Student overtime (over 40 hours per week) will be paid by the department creating the overtime at time and one-half the student’s regular hourly rate. It is the department’s responsibility to know if their student employees are working at more than one department on campus. Students will only be allowed to work 40 hours per week during breaks and Summer Session. The work week is calculated Monday through Sunday for overtime purposes.
- Federal work study cannot be used between the day of commencement and June 30th of each year. Any workstudy earnings used during June must be submitted before the June payday. July 1 starts the new academic year and the new Federal Work Study package.
- Oregon Sick Time Law requires student employees accrue 1 hour of sick leave for every 30 hours worked. Students can accrue a maximum of 40 hours per fiscal year, and keep a maximum balance of 80 hours at any time. Students can only use 40 hours of paid sick leave per fiscal year. Student employee FWSP hours worked and paid out as FWSP pay (account code 10503) do not qualify for sick leave accrual. However, student employees may use previously accrued sick leave for qualifying absences. This must be paid as regular student pay (account code 10501).
- The Family Medical Leave Act (FMLA) of 1993 became effective August 5, 1993. WOU is a covered employer. If a student employee has worked for WOU for a total of at least 12 months and has worked at least 1250 hours over the previous 12 months, said employee is eligible for 12 weeks of unpaid, job protected leave for certain family and medical reasons. Contact the Human Resources Office, Administration 205, for further details.
- Departments are encouraged to provide 15 to 30 cent per hour annual pay increases to student employees for each successive new academic year of service. Pay increases are not allowed whenever budgetary constraints prohibit such increases.
- Federal Insurance Contributions Act (FICA) – Social Security and Medicare taxes are levied on both employers and employees (unless you or your employees are not subject to these taxes). An employer must withhold and deposit the employee’s withheld Social Security and Medicare taxes, and the employer must pay a matching amount. Student workers who work less than 40 hours per week are not subject to Social Security or Medicare (FICA) withholding and therefore, WOU uses a default deduction code of no withholding DURING THE ACADEMIC YEAR. Foreign students are also exempt from FICA. It is the department’s responsibility to 1) ensure payroll knows of all students who work in excess of 20 hours and 2) try to observe the 20 hour maximum with regard to student employment.
IRS guidelines state that during school breaks exceeding five weeks, students are not eligible for FICA exemptions (excluding international students). Therefore, paychecks issued to students in July, August, and September will have deductions for Social Security tax (6.2% of gross pay) and Medicare tax (1.42% of gross pay).
- All employees who will drive state vehicles in the performance of their duties require prior clearance from Security; Security will issue a state vehicle driving card. Student employees should not use their own vehicles in connection with their University employment. If it becomes necessary to use a personal vehicle, the student must fill out an Authorization for Private Car Mileage that is approved by the Dean of the area they are working for. This personal vehicle must have liability insurance to the extent the law requires. The student’s personal policy is primarily liable in the case of a claim.
- Student employees, while working, are covered by State Accident Insurance Fund (SAIF) for any injuries on the job. Any injury sustained should be reported to the supervisor immediately. A Form 801 must be filled out if the employee sees a doctor. An Occupational Injury Report form for WOU should be filled out if any injury occurs but no outside medical care is received.
Special Note: Service Learning and Career Development provide a student employment placement service both for the department and for the student. This service is recommended. Register online at WolfLink.
Students working during breaks in the school year
It is the institution’s policy that students who graduate will be allowed to work through the term, including the break with their final day of work being on or prior to the day before the next term’s classes begin.
- Winter Break: Students are allowed to work up to 40 hours per week during Christmas break. If they are not enrolled for the Winter term their final day of work must be on or prior to the day before Winter classes begin.
- Spring Break: Students are allowed to work up to 40 hours per week during Spring Break. If they are not enrolled for the Spring term their final day of work must be on or prior to the day before Spring classes begin.
- Summer Break: Students are allowed to work up to 40 hours per week during Summer break if they are enrolled in classes for the Fall term. Each student must complete the Intent to Register form found in the forms section of the Payroll website.
Students graduating in June must be re-admitted to school to be permitted to work in the summer as a student. They are allowed to work up to the day before Summer term classes begin.
A student graduating at the end of Summer term can work up to the day before Fall classes begin.
Student employment flat wage scale: $9.75-$13.50
- Students can only be paid according to the Hourly Student Wage Scale, the Monthly Resident Assistant Stipend Scale, or the monthly Educational Activity Stipend (EAS) Scale. Payment of student wages can come from a variety of funding sources including general fund, auxiliary enterprises, as well as Federal Work Study (FWS).
- The student employee category or position stipend level must be indicated on the time certificate.
- The baseline guidance for pay is that It is expected all student employees will start at minimum wage unless other pay factors apply. However, departments have the discretion within their own budgets to pay the student above minimum wage based on any of the following factors:
- Lead Worker/Supervisor Factor – Student employee is a lead worker among other student employees
- Certifications/Experience Factor – Student employee has significant experience related to the position duties and/or has obtained certifications directly related to the position
- Responsibility/Technical Skills Factor – Student employee is responsible for significant duties which may or may not require technical skills to accomplish
Monthly resident assistant stipends
- There are seven classifications of resident assistants based upon subsequent years performing the duties: 1styear, 2nd year, 3rd and 4th year; and Hall Government advisor. RA stipends can only be used by departments employing students who receive, in addition to the stipend, other forms of remuneration (i.e. room/board – a la carte meal plan #3) as a part of the overall compensation package. Arbor Park RAs receive the difference in cash between the a la carte meal plan #5 and #3. The overall package must adequately reflect wage scales and duties of the position. The employee must receive in total at least the current state minimum hourly wage.
- Educational Activity Stipend payments, Resident Assistant Stipend payments, and Bonus Pay must not be Federal Work Study Program (non-FWSP). Federal regulations require University Work Study wages to be paid hourly. All payments must be made through the Payroll Department. Stipend amounts cannot be changed without approval of the Budget Director and revision of the Student Wage Policy.
1st year RA $75/mo
2nd year RA $100/mo
3rd year RA $125/mo
4th year RA $150/mo
RA serving as Hall Government advisor – additional $50/mo
Arbor Park RA $67 (difference between a la carte meal plan #3 and #5)
Arbor Park Apartment Manager – additional $95/month for difference in meal plan compensation
Educational activity stipends
- The monthly EAS is calculated by the following formula:
C ÷ 12 * E * R * T = P Cost of Education ÷ 12 multiplied by the Educational Value Factor multiplied by Responsibility Level multiplied by Time Factor = Pay The resulting “Pay” will be rounded up to the nearest dollar.
- Cost of Education per Financial Aid will be adjusted annually.
- The Educational Value Factor varies from 0.5 to 0.875, dependent upon the EAS Level 1 through 4. For each increased EAS level, the educational value factor increases 1/8th. The educational value can only be adjusted annually unless the position description changes. Educational value refers to skills that will be acquired on the job, such as communication skills, assertiveness, public relations, leadership skills, decision making, etc. The educational value, as determined by the department and dean, should relate to the experience obtained from acquiring these skills and how this experience will aid them in future employment.
- Responsibility can vary from 0.25 to 1.00 and is also determined for each position by the department. This factor also can only be adjusted annually unless the position description changes. Responsibility of the job relates to the performance of fixed duties and consequent awareness of the penalty for failure to do them. Consideration should be given to supervisory responsibilities, budget control, training responsibilities, etc.
- Time is average number of hours per week over the nine (9) month academic year; each hour corresponds to .05 time.
1 hour per week 0.05 5 hours per week 0.2510 hours per week 0.5015 hours per week 0.7520 hours per week 1.00This is the only variable in determining the educational activity stipend that can be adjusted during the year depending on time devoted to the position. The pay per month steps reflects time adjustments. The below table can be adjusted and utilized with any multiple of “T” time.
Educational activity stipends pay scale
|Examples of student employees positions by level|
|“R”||“T” Time||“T” Time||“T” Time||“T” Time||“T” Time|
|Level||Cost of Education||Value Factor||Responsibility Level||“P” Pay||“P” Pay||“P” Pay||“P” Pay||“P” Pay|
Federal work study program (FWSP)
The FWSP is a form of student aid where the student works and the federal government pays for 75% of wages with the WOU department picking up the remaining 25% and OPE costs.
The federal government works with Financial Aid in determining each student’s FWSP eligibility (the maximum dollar amount a student can earn under the FWSP).
Departments are responsible for monitoring each FWSP student’s earnings. The student’s FWSP amount, earnings per month and any holds are available on the FWSP lookup screen in the WOU Portal. Please contact the Payroll Office at 503-838-8204 to gain access to the FWSP lookup screen in the portal. The FWSP available for the employee can also be accessed via the Student Employment Verification page. It is recommended that supervisors review each FWSP student’s eligibility on a monthly basis.
If the student earns more than his/her FWSP allotment, the department will be responsible for paying 100% of the student’s wages in excess of his/her FWSP eligibility.
If the student’s FWSP is on “hold”, he/she is ineligible to participate in the FWSP program and the department will be responsible for paying 100% of wages earned after the hold is put on the student’s FWSP lookup screen.
Student employment conduct / grievance procedures
- As an employee and representative of the University, a student employee is expected to meet certain standards of dress, appearance, and conduct which would ordinarily be expected of any employee of an institution of higher learning. An employee is expected to maintain a discreet and loyal attitude to their employer and their job; when an employee has complaints or disagreements about his work, the most effective method to remedy the situation is to discuss it with the supervisor.
- Student employment is a privilege and may be terminated at the discretion of the department.
- Students may be terminated due to lack of work, lack of funds, reorganization, or other reasons not reflecting discredit on the student employee. Written notice shall be given to the student employee with as much advance warning as is reasonably possible.
- Students may be terminated if their performance is deficient or if their behavior does not merit continued employment. Students may be terminated for insubordination, excessive tardiness or unexcused absences, failure to complete assigned work, or not following written department policies. A verbal notice may be given but must be followed up in writing within 12 hours.
- Students may be terminated immediately for criminal activity, theft, dishonest, breach of security, or any other serious offense as determined by the department head. A verbal notice may be given but must be followed up in writing within 12 hours.
- A student who wishes to grieve a dismissal or disciplinary action may do so. The grievance steps are as follows:
- Written statement to the immediate supervisor within five (5) business days of dismissal or disciplinary action. Supervisor has five (5) business days from receipt to provide a written response to the student employee.
- Written statement to the department head within five (5) business days of supervisor’s response.Students have five (5) working days from receipt of a dismissal notice or disciplinary actions to submit a grievance to their immediate supervisor. Responses to each step must be made within five (5) working days. Students may refer to Oregon Administrative Rules, chapter 574, division 10 for more information or they may request assistance to correctly follow the established procedures from the Vice President for Student Affairs.
- Student employees may also appeal employment grievances of harassment or alleged discrimination based on sex, religion, race, color, age, national origin, marital status, sexual orientation, veteran status, or disability to the Affirmative Action Office, Administration Building 205.
- Copies of letters of termination must be hand delivered or faxed (to 8-8522) to the Payroll Office the same day the student is notified. A final time certificate must be submitted by 10:00 am the following morning. If termination occurs on the weekend or holiday, then notification plus time certificate must be delivered to Payroll by 10:00 am the first regular working day following termination. Employees must be paid within 24 hours of termination according to State law.