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INTRODUCTION Over 1,000 jobs at the University (including Pre-College National Mission Program) are filled each year by Gallaudet students. The University is hopeful that, by providing on-campus employment, it can help you meet the financial demands of your education and enable you to obtain the skills, training, and employment recommendations you may need for internships and for meaningful and rewarding careers after graduation. Student employment is coordinated by the Career Center, a unit of Academic Advising and Career Cluster. The Career Center serves as a clearinghouse for student employment by posting all job opportunities and by developing and administering guidelines which promote fair employment practices. Several of the guidelines are intended to assure compliance with the Fair Labor Standards Act (FLSA) and income tax regulations. Pay scales for student employment are developed and distributed by the Career Center. The Career Center is responsible for reviewing job descriptions and determining the appropriate pay level for each position to provide for internal pay equity. This handbook answers the most frequently asked questions about student employment. It is not intended to be a document which covers every aspect of your employment, and it is not a guarantee that procedures will remain unchanged. All on-campus student employment is, in part, contingent upon University needs, adequate funding, and satisfactory performance. HOW WILL I LEARN ABOUT JOB OPENINGS? Departments with an opening are asked to complete a Student Employment Announcement form and forward it to the Career Center. Information on the form should include a description of the opening, the minimum qualifications needed to perform the job satisfactorily, the name of the immediate supervisor, the name of the department interviewer if different from the supervisor, work days and hours, and start and end dates. When the form is received by the Career Center, the job will be advertised in the campus job bank. You may come to the Career Center at any time during business hours to review the announcements. The advertised salary is the minimum hourly rate that will be offered by the department. In order to allow all interested students an opportunity to compete for the opening, jobs are posted for a minimum of five days before interviewing begins. WHO CAN APPLY FOR STUDENT JOBS? If you are classified as a full-time or part-time student at Gallaudet, you can apply for a student position. Continuing students who are registered to return the following semester may work during semester breaks as a student employee. New students may not begin work as a student employee until the semester begins. Students who are on academic probation (AP) are strongly encouraged to make successful academic performance their priority, but they are not specifically prohibited from working on campus. Some departments, however, may have minimum academic requirements for a particular job. Any student on academic probation who needs to work should carefully consider how he or she can best balance academic studies and employment. Academic advisors will work with AP students to develop schedules and strategies for meeting scholastic expectations. Students who are on academic suspension or who withdraw are not considered students and are, therefore, ineligible for student employment. HOW DO I APPLY FOR A JOB? If you are interested in a position, you must complete a Student Employment Application form. Application forms are available in the Career Center and in many offices. Be sure to fill out the form completely. Your completed application form should be delivered directly to the department with the opening. The hiring department may ask that you provide additional information. IF I APPLY FOR A JOB, WILL I BE INTERVIEWED? The hiring department will let you know by e-mail, letter, or telephone whether or not you have been selected for an interview. If you are selected for an interview, please be on time. If you would like tips on interviewing techniques, video tapes are available in the Career Library. The hiring department will let you know by e-mail, letter, or telephone whether or not you have been selected for the job. IF I AM HIRED, WHEN WILL I BEGIN WORK? The hiring department will let you know your starting date. When you arrive on the job, you will be given a general orientation to the office and will be informed about what the work involves and what you are expected to accomplish. You will also be informed of procedures for reporting absences, late arrivals, and early departures. IS THERE A PROBATIONARY OR TRIAL PERIOD? The first three months in any position is considered the probationary period. If at any time during the probationary period your supervisor determines you are not suited to the job, your employment may be terminated. If you satisfactorily complete your probationary period but your performance later declines, you will be warned in writing that failure to improve will result in your termination. Student employment may be terminated immediately for acts of gross misconduct. One act of gross misconduct is the dissemination of confidential information. If you are working in an office where there are confidential files, you must maintain the security of this information. Students are not eligible to file a grievance for a termination that occurs during the probationary period. WILL I RECEIVE TRAINING? If necessary, you will receive on-the-job training. A specified period of time may be set aside to provide you with intensive training. Training that is required and directly related to your job will be considered work time. WHAT DO I HAVE TO DO TO GET PAID? When you begin work, you will be required to complete an 1-9 form and tax forms. These forms must be on file in the Payroll and Personnel Offices in order for you to work and be paid. The 1-9 form requires that you provide documentation establishing identify (i.e., a picture identification such as your driver's license) and employment eligibility (such as a U.S. Social Security card or birth certificate). A U.S. Passport, Certificate of U.S. Citizenship, Certificate of Naturalization, or Alien Registration Card may be used to establish both identity and employment eligibility. If you are an international student, your 1-9 form will be completed by the Admissions Office. You will be responsible for recording your hours of work on a timecard every two weeks. Your supervisor will tell you when the pay periods start and end and where and when you will receive your pay. Student employees are paid every other Tuesday. You will be paid for the hours you actually work. Students are not eligible for holiday pay, paid vacations or sick leave, or other benefits unless specifically prescribed by law. Lunch breaks are not paid. HOW MANY HOURS CAN I WORK EACH WEEK? Students, with the exception of Federal Work Study students and international students (those classified as F-1), may work up to a total of 40 hours per week on campus. If you hold more than one position on campus, please remember that you cannot work more than a total of 40 hours each week unless the overtime is approved in advance by the supervisor. If a supervisor asks you to work beyond 40 hours, you must inform the supervisor that you have reached 40 hours. If the supervisor asks you to remain and you are able, you will be paid overtime (time and one half for all hours worked over 40 in a one-week period). In accordance with INS regulations, international students are limited to a maximum of 20 hours per week except during holidays and recesses. Federal Work Study students are not permitted to work more than 39 hours each week or 79 hours during a two-week pay period. HOW MUCH WILL I BE PAID? Student employees are paid according to a level and step system.
Note: Level A, Step I is equivalent to the minimum wage effective September1, 1997. The entire student pay may be revised from time to time to assurecompliance with minimum wage laws and to maintain market comparable payrates. The levels are based on the complexity of the job and the qualificationsrequired. The Career Center is responsible for determining the pay levelfor each position in consultation with the department hiring undergraduatestudents who meet the minimum qualifications usually start at step I ofthe appropriate level. Students with added qualifications may start ona higher step. Except in highly unusual circumstances, undergraduate studentsstart no higher than step 5. Graduate students may be offered a pay rateon any step of the appropriate level; however, departments consider skills,experience, internal equity, and the departmental budget in making a salary offer. The pay schedule will not be compromised to intentionally enable a student to qualify for SSI. No student may have an hourly wage higher than the maximum pay rate on the pay, schedule except in highly unusual circumstances. Exceptions are reviewed with the Career Center before a salary is offered. Students who work in more than one position, even if in the same budget unit, may receive different rates of pay. HOW WILL MY PERFORMANCE BE EVALUATED? Satisfactory performance is essential for keeping your job. Your productivity, quality of work, initiative, human relations skills, and other factors will be monitored by your supervisor. If you remain in the job for a full year, you will receive a formal, written performance evaluation. Based on your overall performance, you may be eligible for a merit increase. Merit increases are awarded as follows:
If you disagree with your evaluation, you may write your comments on the evaluation form, write a rebuttal which will be kept in your file, or you may file a grievance. CAN I HAVE A FREE ROOM INSTEAD OF PAY? Occasionally a job will be advertised stating that residing in a particular on-campus facility is a condition of employment, and living accommodations will be offered instead of pay. The value of the accommodation (i.e., the equivalent of the weekly fee normally charged for the accommodation) must meet minimum wage and overtime regulations for the hours you work. Accordingly, be sure to keep a time card and turn it in to the department where you are working every two weeks. WILL I BE PAID FOR PARTICIPATING IN EXTRACURRICULAR ACTIVITIES? As part of your overall education programs, the University provides opportunities for you to participate in activities such as theater productions, student publications, SBG, etc. These types of activities are for your enjoyment and benefit and are not covered by minimum wage and overtime regulations. Occasionally, students receive a nominal sum for participating in these programs, if appropriate. Students, however, who work for these activities performing service son behalf of and for the benefit of the University, e.g., selling programs or tickets, are entitled to pay unless they are clearly volunteering their services. CAN I VOLUNTEER ON CAMPUS? Students may volunteer to work on campus as part of their organization's community service commitments or for humanitarian reasons. In these situations, there is no pay. However, if you are hired for a particular position, you may not volunteer to work overtime (over 40 hours) in that position and thereby waive your right to overtime compensation. WHAT DO I DO IF I NEED TO RESIGN FROM A JOB? If you need to resign from your position, please talk with your supervisor first. Students are expected to give at least two weeks notice before leaving a job. WHAT IS FEDERAL WORK STUDY? Federal Work Study (FWS) is a federal financial aid program intended for students who must earn money to assist with their educational expenses. You must apply for FWS with the Financial Aid Office. If you are eligible for FWS and are hired on campus, the FWS program will pay 70 percent of your earnings, and the hiring department will pay only 30 percent. FWS student employment is particularly attractive to on-campus employers because less is paid from the departmental budget for your services. For additional information about the Federal Work Study Program, contact the Financial Aid Office. WHAT ARE SCHOLARSHIPS, STIPENDS AND GRADUATE ASSISTANTSHIPS? Scholarships are offered to help defray the cost of student tuition. Scholarships, in general, are tax-free to recipients only if the scholarship is used by a degree candidate for qualified tuition and related expenses. Qualified expenses are limited to: (1) tuition and fees for enrollment in a qualified school; and (2) tuition and fees, books, supplies and equipment required for the course of the study. Students are not expected to working exchange for a scholarship. Similarly, students may be offered a stipend or other form of financial assistance without the expectation of working. Occasionally a student may receive a lump sum payment at the beginning of a semester or several smaller lump sum payments (sometimes referred to as stipends or assistantships) to help with expenses, and is expected to work a number of hours each week or pay period in exchange for the payment. If you are expected to work in exchange for the award, the overall amount of the payment must meet minimum wage and overtime regulations. Be sureto keep a time card and turn it into the department where you are working every two weeks. For additional information, undergraduate students should contact the Career Center; graduate students should contact their academic department or the Director of Graduate Education. WHAT ARE PRACTICUM AND INTERNSHIPS? Students are regularly placed in work assignments as part of their academic program which are intended for their benefit, and designed to provide them with professional experience in the furtherance of their education and training. Practicum and internship experiences of this nature are not paid by the University unless the student is hired and paid as a regular student worker. For additional information, undergraduate students should contact the Career Center; graduate students should contact their academic department or the Director of Graduate Education. ARE THERE GRIEVANCE PROCEDURES IF I NEED TO FILE A FORMAL COMPLAINT REGARDING MY EMPLOYMENT? Students are encouraged to resolve problems directly with their supervisor. However, if you have a problem or complaint you cannot resolve with your supervisor and you believe an employment-related action is inappropriate, unfair, or in violation of the institution's policies or procedures, you may file a formal complaint. The first step is to bring your concern to the attention of the department head within five business days of the incident. The department head will respond within five business days. If you disagree with the response of the department head, you may present an appeal in writing to the unit administrator (e.g., dean, executive director, director) within five business days from the department head's response. The unit administrator will respond within five business days. If you disagree with the response of the unit administrator, you may appeal in writing to the administrative officer (e.g., vice president) within five business days of the unit administrators response. Unless there are extenuating circumstances, the administrative officer will respond within ten business days. The decision of the administrative officer is usually final and binding. You may submit a final appeal tothe EEO officer if you believe an act is in violation of any law or regulation governing employment. Students are not eligible to file a grievance for a termination that occurs during the probationary period. WHAT DO I DO IF I LATER NEED A RECOMMENDATION? The department where you worked will keep a record of your employment for a minimum of five years following your graduation. If you need a recommendation or verification of your employment, have the employer contact the department. The department will verify your dates of employment, position (s) held, start and end pay rates, and performance evaluation ratings. |