Student Employment Guide for Supervisors

Student Employment Guide for Supervisors UND.edu/student-employment

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Career Services ▪ McCannel Hall Room 280 ▪ 2891 2nd Avenue North Stop 9014 ▪ Grand Forks, ND 58202-9014 ▪ 701-777-3904

Table of Contents Introduction .................................................................................................................................... 3 Types of Employment Institutional Employment............................................................................................. 4 Federal Work Study......................................................................................................... 4 Off-Campus Community Service Jobs ...................................................................... 5 America Reads ................................................................................................................... 5 Off-Campus (Non-UND Affiliated) Employment ................................................. 5 International Students ................................................................................................................ 6 Federal Work Study Funding ................................................................................................... 7 Federal Work Study Awards .................................................................................................... 7 Off-Campus Community Service Billing .............................................................................. 8 Work Schedule ............................................................................................................................... 8 Time Sheets/KRONOS ................................................................................................................. 8 Posting a Position ......................................................................................................................... 9 Student Expectations.................................................................................................................10 1

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Hiring Students ............................................................................................................................11 Rehiring Students .......................................................................................................................11 Allowable Wage Rates...............................................................................................................11 Supervisor’s Responsibilities.................................................................................................12 FERPA Training ...........................................................................................................................12 Harassment Training.................................................................................................................12 Best Practices Orientation ........................................................................................................................13 Additional Information ................................................................................................13 10 Thoughts for Supervisors .................................................................................................14 Equal Opportunity & Veteran’s Preference .....................................................................15 Nepotism ........................................................................................................................................15 Dismissal Policy ...........................................................................................................................16 Grievance Procedures ...............................................................................................................16

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Introduction The purpose of this manual is to provide the supervisor with a ready reference source that will answer questions concerning student employment.

Career Services has overall responsibility for administering and overseeing Student Employment at the University of North Dakota. Student Employment includes: Institutional Employment, Federal Work Study, Off-Campus Community Service, America Reads, and Off-Campus Employment.

After reading this manual, please keep it for future reference. If you have questions or suggestions regarding Student Employment, please contact:

Jenny Duffy

Student Employment Coordinator

Career Services

McCannel Hall Room 280 2891 2nd Ave North Stop 9014 Grand Forks, ND 58202-9014 Phone: 701-777-3904 Fax: 701-777-3850 www.UND.edu/Student-Employment

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Types of Employment Institutional Employment This is campus based employment offered to enrolled students at UND. Students are paid out of departmental funding. This is part-time on-campus employment. Students do not need to complete the Free Application for Federal Student Aid (FAFSA) or have federal need to be eligible for these positions. International students can apply for these positions.

Federal Work Study This is a federally funded program designed to aid students with a demonstrated financial need. Application for this program must be made each year by filling out the FAFSA. To be eligible a student must: 1. Be a citizen of the United States or an eligible non-citizen 2. Be enrolled at least half time (6 credits) at UND 3. Be making satisfactory academic progress toward a degree as defined by the University 4. Have financial need 5. Be registered for the draft with Selective Service if male, and at least 18 years old and born after December 31, 1959, and not a current member of the active armed forces 6. Be eligible to receive federal financial aid with no financial aid holds The student must also: 1. Have a completed FAFSA on file at the Student Financial Aid Office 2. Accept their Federal Work Study (FWS) Award on Campus Connection a. A separate summer award must be accepted in order to be eligible for FWS jobs during the summer term 3. Students cannot have any financial aid holds that affect their eligibility, these can include but are not limited to: a. Students must meet satisfactory academic progress standards for financial aid eligibility b. If selected for verification or documentation, the process must be completed

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Off-Campus Community Service Jobs Institutions of higher education may place eligible Federal Work Study students in positions with a public or private non-profit organization which is free of all political involvement and religious activity including construction, operation or maintenance of any part of a facility used for religious worship or sectarian instruction. In addition, the student employee may not displace a regular employee; fill a job vacant because of a strike; or do work which primarily benefits members of a limited membership organization.

America Reads UND participates in the America Reads program which is part of the Federal Work Study program. Students employed as a part of the America Reads program will work as reading tutors with elementary age students. Training and supervision will be provided by the public school participating in the America Reads program.

Off-Campus Employment UND participates in the Job Location & Development (JLD) program. The JLD program assists students in obtaining off-campus employment that is not affiliated with UND. Generally these positions are part-time, however, they are not regulated in any way by UND and work schedules are determined at the employers’ discretion. To receive assistance in obtaining off-campus employment, students are not required to complete a FAFSA and federal need is not required.

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International Students F-1 and J-1 students are eligible for on-campus Institutional Jobs. For questions regarding International Students and employment, please contact the Office of International Programs. http://und.edu/academics/international-programs Eligibility and Hours - 20 hour per week maximum    

F-1 and J-1 status students are eligible to work on campus a maximum of 20 hours per week You are allowed to work multiple jobs, but the total combined hours must not exceed 20 hours in any week.

It is your responsibility to arrange your hours with your employer(s) to ensure that you do not work more than 20 hours.

The 20 hour per week limit is a strict limit that must be followed every week. Your hours cannot be averaged across a pay period.

Employment during vacation periods  

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During official vacation periods (summer and winter) F-1 and J-1 status students are allowed to work full time.

Graduate students with assistantships during the vacation periods are not eligible to work more than 20 hours per week any time the graduate assistantship is in effect.

This is in accordance with Graduate School policy.

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Federal Work Study Funding A historical list is used to allocate Federal Work Study funds, based on federal funding, to various departments on a fiscal year basis (July 1st through June 30th). Departments are given a “base allocation,” which is the total amount of money the department has available to pay students employed under the Federal Work Study program during that particular fiscal year. Federal Work Study funds are composed of 75% Federal Work Study dollars and 25% UND matching dollars. In addition, each student with Federal Work Study funding has been awarded an amount that represents the maximum they may earn for that specific award period.

On rare occasion, there may be additional Federal Work Study funding available.

Departments can complete and submit the FWS Departmental Funding Request form to Career Services to request a new allocation, a one-time allocation, or an increase in their current allocation. If additional funding becomes available, it is generally only available for that current fiscal year.

Federal Work Study Awards A Federal Work Study award is the maximum amount that a student can earn in Federal Work Study funds during the award period. The student’s Federal Work Study award amount is listed in JobX; this amount is generally for the academic year. A student may earn more or less in each semester as long as the total earned does not exceed the total amount awarded. (Please note: If your student is working the fall semester and graduates or for whatever reason, does not return as a student for the spring semester – the student cannot earn more than the amount of their fall semester award.) It is the student’s and their supervisor’s responsibility to monitor Federal Work Study funds earned and when the student’s Federal Work Study award is depleted.

If the student’s earnings exceed the amount of their Federal Work Study award, the department is responsible for all earnings in excess of the award.

If the students’ earnings are approaching their award amount, the student needs to contact the Student Financial Aid Office to request an increase in their Federal Work Study award.

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Off-Campus Community Service Billing All private or non-profit organizations that participate in the Off-Campus Community Service portion of the Federal Work Study program must have a written and signed contract on file for the current Fiscal Year with Career Services. The contract specifies the employer’s responsibilities for participation in the program and must be signed by both the participating organization and a representative of the University of North Dakota before a student can begin employment.

In accordance with the contract, UND will initially pay all compensation for student employees. The off-campus agency will be billed by UND on a monthly basis for the 25% matching share of wages, as required by Federal Student Aid regulations, and the total employer’s share of workers compensation.

Work Schedule It is the responsibility of the supervisor to work with their students to develop a work schedule that will fit the needs of the department as well as the student’s class schedule.

At no time can a student be permitted to work during class time.

However students are employees, they are students first, and school is their first priority.

Departments are advised not to allow their student employees to work in excess of 20 hours per week while school is in session. Students working more than five consecutive hours must take a non-paid lunch break.

Departments assume full fiscal responsibility for earnings of students during any period of time where the student is or was ineligible to receive Federal Work Study funds.

Time Sheets/KRONOS Time sheets and/or KRONOS are administered by the Payroll Office. Please refer all questions regarding these matters to the Payroll Office: 701-777-4226.

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Posting a Position All available student positions must be posted on the Student Employment website. To post a position, the hiring department must submit a job posting request online through JobX: https://und.studentemployment.ngwebsolutions.com/. 

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For allowable posting dates and deadlines, please refer to the Employment Timeline on the Student Employment website: http://und.edu/student-life/careers/studentemployment-timeline.cfm.

Departments may choose to advertise positions on JobX and elsewhere, (i.e. Dakota Student, bulletin boards, etc.) but students must apply through JobX to be considered for a position.

In accordance with UND’s Equal Employment Opportunity policy, positions must be posted for a minimum of three business days before a department can hire a student. Departments must consider all applicants equally.

In the event that student help is needed immediately for a very limited duration, the three day listing period, for Institutional Jobs only, may be waived by Career Services. o A very limited duration is defined as “one time only” for a period not to exceed a total of 40 hours; however, prior approval by Career Services must be obtained in order to bypass the posting process. o Under no circumstances can a Federal Work Study position bypass the standard posting process.

Cooperative Education and Internship positions are exempt from the standard posting process. o A Cooperative Education position is practical work experience related to the student’s major which is performed for both pay and class credit. o An Internship is an in-service experience designed to enhance a student’s education/career goals. Internships are approved by the student’s academic department and may be either paid or unpaid.  Management of the intern selection process is the responsibility of the academic department and must meet Equal Opportunity Employment requirements of the University.

Other posting exceptions may be approved on a case-by-case basis by the Student Employment Coordinator.

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Hiring Students All students being hired for on-campus Institutional positions and on and off-campus Federal Work Study positions must be hired online through JobX. Departments will submit a hire request online and the hire request must be approved by Student Employment before the student can begin working. In addition, all required employee paperwork must be completed with the Payroll Office prior to the students first day of employment.

The online hiring process is imperative as it screens the student’s eligibility as it pertains to federal regulations.

Rehiring Students Students must be rehired in JobX if they will be continuing, (or returning after a break – i.e. summer) to work for their department after the academic year or term they were originally hired for. Rehires must be completed on JobX for each academic year and/or summer term in which the returning students will be working.

To complete a rehire, submit a hire request online in JobX for the appropriate job type/time frame. The hire request must be approved by Student Employment before the student can begin working for the next academic year or summer term.

The online rehiring process is imperative as it screens the student’s eligibility as it pertains to federal regulations.

Allowable Wage Rates For allowable wage rates, please see the current Student Employment Wage Classification Guide on the Student Employment website: www.UND.edu/Student-Employment.

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Student’s Expectations Below are the Student Expectations that are provided in the Student Employment Guide for Students.

You MUST complete all required paperwork with the Payroll Office PRIOR to your first day of employment.  Try your best to always have a positive attitude.  Remember this is a professional work environment. It is important to conduct yourself in a professional manner.  Be on time. If you are unable to make it in for your scheduled shift, you must notify your supervisor. o If you know in advance you will be unable to work a specific day, work with your supervisor.  Check-in with your supervisor for daily tasks.  The computers in the office are to be used for work related tasks. Please refrain from using office computers to access social media or other websites that can be distracting to the work environment.  Minimize the use of cell phones for personal calls and/or texting while at work.  If you ever have a question about anything, please ask your supervisor.  Always feel free to speak with a staff member about any concerns/issues you may have.  Adhere to the UND Code of Student Life. http://und.edu/student-affairs/code-of-student-life/

***These are general expectations for a professional work environment.

Students are expected to adhere to the guidelines set forth by their department and/or supervisor.

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Supervisor’s Responsibilities Supervisors have a responsibility to their student employees and also to the Student Employment program at UND. Supervisors are expected to create job opportunities that are suitable to the scheduling and other needs of both the student and department, and to the maximum extent practicable, complement and reinforce the educational program of the student.

Supervisors should ensure a healthy and safe work environment that helps prepare students for their future career goals.

FERPA Training Any student who accesses the administrative side of Campus Connection is required to complete the online FERPA training prior to accessing the administrative side of Campus Connection for the first time.

The online FERPA training can be accessed at: https://community.ndus.edu/login/index.php.

To complete the training, the student will log in using their UND IDM account, carefully read all information and take the quiz.

The FERPA training is mandatory for all students who access the administrative side of Campus Connection.

Harassment Training Supervisors can require their students complete harassment training, but this is not a mandatory requirement of UND. To complete the harassment training, students should go online and complete the HARDCOPY training. There is a charge for the online training, and therefore, students who complete the harassment training should complete the HARDCOPY training. To complete this training, go online to: http://und.edu/affirmativeaction/harassmenttraining.cfm Click on: Version 2: HARDCOPY Harassment Training Acknowledgment. The student will read though the training and complete the acknowledgement form. The completed acknowledgement form should be returned to the Affirmative Action Office, Box 7097.

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Best Practices Orientation Supervisors should conduct a job orientation with their new students. Ideas to include:        

Introduce students to all faculty/staff within their department Fully explain all department policies and rules as they apply to students Review students schedule and ensure the schedule is appropriate for both the student and their department Thoroughly explain the students job duties and responsibilities Provide procedure and name/number of person to call if they will be late/absent Explain the expected dress attire Review confidentiality policy Complete any required UND/NDUS new hire training o i.e. FERPA training

Additional Information       

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Clearly state your expectations Provide for a positive and fun work experience which also teaches responsibility Be firm, yet flexible – help prepare students for expectations in the workplace Address problems, or potential problems, as they arise – don’t let them build up Provide regular feedback to your students and praise them when it is deserved Show appreciation for your student employees – host an office party/potluck REMEMBER: Our student employees are STUDENTS FIRST – their academic responsibility should always be their top priority

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10 Thoughts for Supervisors 1. Be an example. Model strong work habits through efficient, dedicated work practices. Let your own approach to daily work be an example from which students can learn.

2. Be flexible. Understand that student employees are students first and employees second. Though it is important to have high standards on the job, it is also important to be flexible to accommodate academic obligations.

3. Communicate expectations. Communicate the job standards and expectations to your student employee. One can’t assume that these are self-evident to the student, even though they may seem obvious to you.

4. Give feedback frequently. Provide consistent and appropriate feedback to your student employees. Student employees—like all employees—benefit from feedback on job performance, providing it is communicated with a positive spirit.

5. Be fair. Supervisors who are too lenient are not doing students any favors. Campus jobs are "real jobs." Treat student employees as you would like to be treated in a given situation.

6. Train, train, train! Take time to train your students in important work skills, attitudes and habits—such as perseverance, time management, phone skills, quality service practices, handling difficult situations. This is the "common sense" from which success is made.

7. Be a team player. As a team leader, develop and nurture the unique contributions of each team member. Take a global perspective.

8. Give recognition. When you see a student "going the extra mile" or "persevering through difficult situations," acknowledge this in front of other staff and peers.

People need to feel appreciated.

9. Share the vision. Have regular staff meetings with your student employees and inform them how their work fits into a larger purpose of the department and institution. Remember, purposeful work is meaningful work.

10. Be an educator. To the degree that we each contribute to the lives of others, we are all educators. How can you contribute to the education of your student employees?

This list was developed by the following individuals after discussing and studying the feedback communicated through a survey answered by 177 student employment administrators.

James Fisher, Eastern Kentucky University Brenda Howard, Washington State Higher Education Coordinating Board Garry Keel, New Jersey Institute of Technology Beth Richter, Noel Levitz Centers

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Equal Opportunity & Veteran’s Preference The University of North Dakota is an Equal Opportunity and Affirmative Action employer.

The Equal Employment Opportunity Program is applicable to student employees. In general, each applicant should be evaluated based on qualifications and job related criteria.

Career Services reaffirms the University’s commitment to the policy that no employer may discriminate on the basis of color, sex, creed, national origin, age, disability, sexual orientation or veteran’s status in employment practices. In addition, according to State Law 37-01-31, veterans of the armed forces of the United States “shall be preferred for appointment to each public department.”

Nepotism The University’s objective is to eliminate discrimination in appointments, promotions, wages, hours or other conditions of employment. It is not the intent of this policy to encourage or discourage the employment of relatives within the same unit, but rather to emphasize the concept that the selection of personnel shall be solely on the basis of merit.

No employer, however, may hire a close relative in the same department (see Nepotism ND Code 44-04-09). Close relatives are defined as: brother, sister, husband, wife, son or daughter. In such instances, all final decisions on student appointments shall be referred to the Director of Career Services and/or the Student Employment Coordinator.

Federal Work Study award is the maximum amount that a student can earn in Federal Work Study funds during the award period. The student’s Federal Work Study award amount is listed in JobX; this amount is generally for the academic year. A student may earn more

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Dismissal Policy II-1 DISMISSAL PROCEDURE If a student employee’s performance proves unsatisfactory, the supervisor shall advise the student of the dissatisfaction and indicate what improvements are necessary. If the problem is not resolved, termination procedures may be initiated and the student employee notified of the release (preferably by personal interview) by the department supervisor.

Departments must notify the student of unsatisfactory performance due to inefficiency, inability to perform an assigned task, tardiness, etc. and provide a minimum of two weeks for the problem to be resolved before termination procedures are initiated. A student employee may be dismissed immediately from employment without prior notice for just cause including dishonesty, insubordination, gross negligence or conduct unbecoming an employee in which the health, welfare, or safety of another employee/employer, person or the workplace is negatively affected.

Grievance Procedures II-2 INFORMAL GRIEVANCE PROCEDURE If a student employee feels he/she has been treated unfairly or has a justifiable complaint that could not be resolved through a frank discussion with the immediate supervisor, the student should contact the supervisor’s supervisor or the Student Financial Aid Office. The Director of Student Financial Aid or designee within the Student Financial Aid Office will attempt, through discussion with the student employee and/or the supervisor, to resolve the grievance and file documentation.

II-3 FORMAL GRIEVANCE PROCEDURE If, after these conversations, the aggrieved student is still not satisfied, the student may pursue the formal grievance procedure. The Vice President for Student Affairs (VPSA) or designee shall act as a facilitator to assist in the grievance procedure.

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The student employee’s first step shall be to submit a written grievance to the VPSA or an appropriate designee within five business days after the contact with the Student Financial Aid Office relative to the informal grievance discussion.

The VPSA shall assemble the Student Employee Grievance Board within 10 business days of the receipt of the written grievance. The Board shall be diversified and comprised of three members appointed by the VPSA and will consist of two staff and/or faculty members and one student.

All proceedings of the Student Employee Grievance Board shall be administered by the VPSA or designee. The Student Employee Grievance Board shall meet with the persons concerned in the case.

The Board meeting must be closed unless the aggrieved student employee requests an open meeting. The student employee and the department involved shall be present and each entitled to have one representative of their choosing present during the testimony.

Each party may call in other individuals to present information at the meeting. The names of those to present information shall be submitted in writing to the VPSA or designee at least 48 hours prior to the meeting and the relevance of each person shall be stated.

Within five business days after the meeting, the Student Employee Grievance Board shall forward written notification of its decision to the student employee, the department involved, and the VPSA or designee.

If the student employee is not satisfied with the Student Employee Grievance Board’s decision, the student shall, within five business days of the Grievance Board’s decision, submit a written appeal to the VPSA. Within ten business days after receiving the appeal, a final decision by the VPSA shall be made. The VPSA shall announce the decision by a written communication to the student employee, the employing department, and the Director of Student Financial Aid. Note: Students who wish to challenge specific data or information in their student employment records or who wish to amend their records should refer to Section 8-3-F of the Code for procedures.

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