Student Employment on Campus
Policy 105
Coordination
Compensation
Procedure for Work-Study
Procedure for Student Assistants
Internships
Schedule Breaks
Discrimination
This policy is intended to provide consistent procedures for the employment of students at the College. All departments and programs utilizing Nicolet students are required to adhere to this policy. Student employees include federal work-study, student assistants, temporary help, tutors, interns on campus, and students hired for special projects. To be considered for employment, a student must be enrolled for a minimum of six credits per term fall and spring semesters and a minimum of three credits in during the summer term. Students may not work more than twenty hours per week unless prior approval is given by the Vice President of College Services. This includes any combination of employment on the campus, excluding internships.
Coordination
The Financial Aid Office is responsible for administering work-study, student assistant, and special project student employment. (Reference document: Handbook for Supervisors of Work -Study and Student Assistant Employees). In addition, departments employing a student not a work-study or student assistant should notify the Financial Aid Office of the student(s) employed to ensure those students who may be receiving financial aid are not over awarded as per federal guidelines. Offices which coordinate a student employment program, i.e., Internship Office and Tutoring, should be notifying the Financial Aid Office of students employed or doing a paid internship on campus.
Compensation
Compensation levels for all student employees will be set by the President's Leadership Team (PLT) in October and be applied in the following fiscal year. This provides staff with information needed for budget creation.
For federal work study-students, student assistants, temporary help, tutors, and special project students, the Vice President of College Services, in consultation with the Director of Financial Aid, will recommend a rate of pay for first-year student employees and a standard rate of pay for second-year student employees to PLT for consideration. For interns working at the College, the Vice President of College Services, in consultation with the Internship Office, will recommend a standard rate of pay to PLT for consideration.
All student employees will be paid at these rates, regardless of the job or internship placement. Individual departments and programs cannot depart from the established pay rates, give raises, or extend hours.
Procedure for Work-Study
- Requests for federal work-study students, identifying the nature of the position, must be made to the Financial Aid Office. A handbook detailing procedures, eligibility, roles, and responsibilities is available in the Financial Aid Office.
- A list of all departments desiring to hire a federal work-study student is compiled and put on the Financial Aid Office website. In addition, this same list is sent to each student awarded federal work-study aid.
- Students who are awarded federal work-study as part of their financial aid package will be asked to return their award letter, which allows the student to accept or decline the work-study option, to the Financial Aid Office. If the student accepts, the student is provided a list of departments for which they may apply for a position. If the student declines, students from a waiting list will then be awarded work-study.
- After a student decides where he or she wishes to work, and the department concurs, a student must then complete the following forms:
• A Work Permit
• The Hiring Checklist
• Employee Information
• WT-4 Form
• W-4 Form
• Employment Eligibility Verification (I-9)
• Direct Deposit Authorization (no exceptions)
- The student will deliver the Work Permit to the employing department. The Work Permit indicates the pay rate, the number of hours per week the student is allowed to work, the semester(s) the Work Permit is to be used, and a section for the supervisor to sign indicating his or her desire to hire the student.
- The immediate supervisor is requested to inform all students of the nature of their responsibilities. A Student Employee Responsibilities form will need to be reviewed and signed by the student. The supervisor will treat all work-study students as regular employees.
- Students are awarded work-study until College funds are exhausted. Supervisors who wish to rehire their work-study student for the next academic year should encourage their student to reapply early. If a returning work-study student applies late for financial aid he or she may not receive work-study for the next academic year or summer session.
Procedure for Student Assistants
- Departments on campus must request annually through the budgeting process the funding they feel will be required for student assistant help for the next fiscal year. A handbook on procedures, eligibility, roles, and responsibilities is available in the Financial Aid Office.
- Each budget request should be reviewed by the appropriate administrator to determine the relative need for the student assistant position.
- If a need for the position has been established at the department level, the Director of Financial Aid should be notified of the approval by the administrator of the department requesting the position.
- The Financial Aid Office will post the approved position publicly for three days to provide time for students to apply.
- After the three-day time period has elapsed, the department may make their selection and pass that recommendation on to the Financial Aid Office.
- The Financial Aid Office will determine the student's eligibility for the student assistant position.
a. If the student is eligible, the Financial Aid Office will complete a Student Assistant Work Permit for the student and return a copy to the department.
b. If the student is ineligible, the Financial Aid Office will notify the department in writing of the student's ineligibility. At this point, the department may select another student and refer them to the Financial Aid Office following the same procedure outlined above.
- The Financial Aid Office will monitor the bi-weekly earnings to ensure the student remains within the budgeted amount.
Internships
All campus internship placements must be coordinated through the Internship and Placement Office and adhere to the rules and guidelines outlined by the office. An internship on campus should be placement of a last resort. Students are encouraged to take off-campus internships to fully engage in the work-based learning experience.
Campus placement will take place only when no other suitable off-campus site can be found. The rate of pay and the number of hours will be the same across the campus, regardless of the internship.
Schedule Breaks
Students may continue to be employed between semesters provided enrollment is continued into the following term on at least a half time basis and adequate funds exist to support the employment.
Discrimination
Discrimination against work-study or any other student employee or intern is prohibited by Title VI of the Civil Rights Act of 1964: "No person in the United States shall, on the ground of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance." Therefore, the Federal Work-Study Program or the College, like every program or activity receiving financial assistance from the Department of Education, must be operated in compliance with this law.
DATE APPROVED: March 1, 1995
DATE(S) REVISED: April 2004
June 2006
DATES(S) REVIEWED: April 2004
June 2006
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