Supervisor's Handbook:

** The SEC staff is working on updating the Supervisor's Handbook.
If you have any questions, please contact the SEC staff at x3158.

Table Of Contents:

• Equal Opportunity and Affirmative Action
  • General Principles
• Student Employment
  • Services and Responsibilities
• Components of Good Supervision
  • Supervisor as Educator
  • Unique characteristics of Student Employees
  • Developing Effective Job Descriptions
  • Interview Techniques
  • Orientation
  • Clear Expectations
  • Performance Evaluation
  • Coaching and Counseling
• Types of Student Work Experience Opportunities
  • On–Campus Work Opportunities
  • Off–Campus Work Opportunities
  • Non–Work Study Opportunities
  • Volunteer Experience
• Student Work Experience–Policies & Procedures–On–Campus
  • Classification of Job Opportunities
  • Determining Pay Rates for Hourly Positions
  • Student Employment Benefits
  • Student Employment Eligibility Criteria
  • Maximum Hours per Week
  • Exemption from Federal OASI Tax
  • Student Health Insurance Coverage
  • Student Employment Hiring Procedures
  • Payroll Procedures/Submitting Time Sheets
  • Monitoring Students’ Earnings
  • Termination Procedures/Grievance Procedures
• Off–Campus Work Study Placement Criteria
  • Student Hiring Procedures
  • Payment Procedures
  • Monitoring Earnings
• Self Audit Check List
• Sample Job Description
• Sample Job Analysis
• What Can and Cannot Be Asked During a Job Interview
• Check for Valid Driver’s License
• Appendix F, Student Employee Evaluation

Equal Opportunity Policy
Western Washington University (WWU) provides equal opportunity for all members of the WWU community including users of WWU facilities to the extent provided by law.

Anti-Discrimination Policy
Discrimination on the basis of race, color, religion, national origin, sex, age, disability, veteran status, disabled veteran status, creed, marital status, and sexual orientation is prohibited at WWU. Sexual harassment is a form of discrimination based on sex. Anyone found to be in violation of this policy is subject to sanctions, such as written reprimand, termination or expulsion.

WWU makes available, to all members of its community, education and training about the nature and consequence of discrimination based on protected group status, including sexual harassment. Procedures for handling complaints are available.

For persons with disabilities, WWU implements the equal opportunity and anti-discrimination provisions of federal and state laws, and regulations. WWU policies and procedures include provisions for providing reasonable accommodation in employment and education, and providing access to programs for persons with disabilities.

Affirmative Action Policy
WWU develops and implements an affirmative action program for the following affected groups; American Indians, Alaska Natives, Asians, Pacific Islanders, Blacks, Hispanics, women, persons with disabilities, Vietnam-era veterans, and other veterans who served on active duty during a war or campaign or expedition for which a campaign badge has been authorized, disabled veterans, and persons 40 or over.

WWU annually prepares an Affirmative Action Plan. The contents of the Plan conforms to current state and federal guidelines and represents the University's good faith efforts to eliminate underutilization of affected group members. The Plan contains affirmative action goals, identifies problem areas and corrective action to be taken, and reports on the progress made during the preceding year.

Discrimination Complaint Procedure
Members of the WWU community have access to several avenues for resolving concerns or complaints. The office to contact or procedures to use varies according to the type of concern and the complaintant's status as a faculty member, employee, or student. The Equal Opportunity Center is the primary internal resource for processing complaints of illegal discrimination. No individual shall be penalized, or retaliated against in any way by a member of the University community for his or her participation in this complaint procedure. To request this publication in an alternate format, call the Equal Opportunity Center.

Equal Opportunity Office
Old Main 345 — MS9021

Western Washington University
650-3307 (V) or Washington Relay: 71 Washington Relay: 711 Fax: 360-650-6311 

From WWU Student Employment Center Policies and Procedures

Western Washington University is committed to assisting as many students as possible by providing on- and off-campus employment opportunities based on the following principles:

• Student work experience enhances the educational development and growth of students by providing work-related learning experiences.
• Student work experience provides professional or practical training in the major areas of student academic pursuits.
• Student work experience is a vital part of the total financial aid program and provides assistance to students whom might not otherwise be able to attend college.

The purpose of the Student Employment Center at Western is two-fold:

• to provide quality student work and leadership opportunities, and
• to educate students about the benefits of accessing these opportunities.

These goals are accomplished:

• by stressing para-professionalism (40% of on-campus positions are para professional);
• by offering a diverse choice of opportunities;
• by helping supervisors to understand their role as educator;
• by underlying the philosophical goals of the student work program, which place the needs of the student first.

The Student Employment Center has been designated with the responsibility of administering the student work experience program at Western Washington University.

Services provided by the Center include:

• maintaining a centralized listing of all on- and off-campus student work opportunities.
• actively developing quality on–and off–campus work experiences for students.
• advising and assisting supervisors of student employees.
• promoting the value of community service by serving as a listing service for agencies needing volunteers.

Administrative Responsibilities include:

• administering the Student Employment Center Policies and Procedures
• reviewing job duties and responsibilities with hiring authorities for the purpose of determining proper classification
• determining the eligibility of students seeking on–campus or off–campus work experience
• referring work study students to positions, which complement their academic or career goals
• assuring that the work experience program provides meaningful and equal opportunity for all, regardless of race, religion, color, national origin, marital status, sex, age, physical ability, sexual orientation, Vietnam era or disabled veteran status

Often students will have a closer, more long-term relationship with their supervisor than with any individual faculty member or advisor. The supervisor can often be a key figure in a student’s college experience--and in his/her personal growth. By affecting attitudes about work, the supervisor can influence the success of the individual through his/her life.

Student work experience can provide a full spectrum of learning and career-development opportunities from basic job skills to interpersonal skills to leadership skills. The following list outlines the typical types of skills gained at the basic trainee position to those gained in a position, which requires significant responsibility and autonomy.

Skills and Values Developed Through
Student Work Experience*

Level I: Basic Work Habits and Attitudes

Meeting schedules 
Efficient use of time
Healthy attitudes toward work and supervision
Working with others
Recognition of importance of work
Learning basic skills and information

Level II: Responsibility and Skill Development

Taking personal responsibility
Application of knowledge to situation
Learning and developing confidence in skill or program
Appreciation of work as a process as well as a product

Level III: Creativity and Awareness

Importance of initiative
Problem identification
Analytical ability
Problem solving

Level IV: Understanding and Commitment

Understanding relationships between individuals, institutions and process 
Commitment to service
Ability to articulate and interpret observation, experiences and 
understanding
Comprehension of values, realities and goals

Level V: Leadership and Autonomy

Understanding of leadership in community context
Development of responsible autonomy
Ability to transmit values and interpretation to others
Confidence of self-knowledge and value commitments

* Based on “Values Clarification and Self-Understanding through Student Work Related Experiences” by William A. Laramee, NASPA Journal, Vol. 17, No. 4, spring 1980.

Students are diverse individuals and caution must be exercised in categorizing students as a homogeneous population. There are, however, some generalizations that can be made about student employees and, consequently, some implications for supervision.

• Students are short-term employees. Their primary goal and their first concern is academics.
  
• Students have a desire for quick results and impact.
  
• Students are struggling with a great deal of issues related to: 
  
  • autonomy from their parents,
  • relationships with their peers,
  • discovering who they are as individuals,
  • the integration and acceptance of a workable value system,
  • a career and life direction,
  • establishing an ethical and moral base of reasoning.
    
• Students are free from the constraints of experience or vested interest in long-range employment.

Implications for Supervision:

• the fact that students’ primary goal is their academics does not excuse irresponsibility, but some flexibility in work schedules may be necessary.
  
• students are most effective when their work is defined in terms of projects or tasks. When a student is given a specific task defined by objectives and turned loose with the resources and guidance to pursue it, he or she will almost always out-produce students in more traditional settings.
  
• by understanding the dual role of employer/educator, the supervisor can be instrumental in assisting a student in his or her developmental growth.
  
• students may be an invaluable resource for innovative and creative ideas for change or improvement.

Job descriptions are an important and beneficial first step in the hiring process. Properly prepared, a job description sets the tone and lays the foundation for the student’s employment experience.

The job description:

• assists in the constructive and objective development of the interview.
• allows you and the student to determine if he or she meets the qualification for the job.
• provides a format for training and teaching the job specifics.
• serves as a focal point for the evaluation of a student’s performance.

The following may be helpful in the preparation of a student job description. A job description should include:

• job title
• minimum qualifications to perform work duties
• course work required, if applicable
• basic job functions
• specific duties
• organizational relationship - student's direct supervisor
• criteria for performance evaluation
• time/hours desired
• wage scale

In describing the work performed, action verbs help to differentiate between various levels of responsibility. The following represent a list of possible action verbs:

designs; exhibits; audits; coordinates; collects; advises; assists; improves; phones; establishes; expands; tutors; drafts; maintains; edits; researches; reviews; answers; refers; organizes; inputs;

See Sample Job Description for questions to assist in a job analysis.

Mastering job interview skills is a major step in a student’s progress toward becoming an able and self-assured participant in the world of work. The process of applying for a position and discussing his/her own qualifications and skills gives the student experience and confidence, which will assist in obtaining summer and post-graduate employment.

The main purpose of the interview is to determine if the student is capable of filling your employment needs. It also allows the student the opportunity to determine whether he or she feels qualified and comfortable with the position.

During the interview, both parties should come to an understanding of the expectations and style of the other person. Information can be gained that is not only vital to assigning the student to a particular position, but also instrumental in determining future training and supervisory needs.

Tips for Interviewing

• Prepare for the interview by reviewing materials you will use. Know the job description. The more familiar you are with the description, the more useful the interview will be in selecting an employee.
  
• Try to create a friendly, comfortable atmosphere. Be aware of body language - both yours and the student’s. Emphasize a relaxed, conversational attitude. Use eye contact and smile. Most job applicants are a bit nervous when applying for a position, so devoting a few moments to putting the student at ease with “small talk” is often appropriate.
  
• Structure the interview to the functions and responsibilities of the job. Be sure you ask the questions necessary to verify that the student has the qualifications needed. Secure some basic information about the student’s class schedule and work background.
  
• Have a written copy of the job description for the student to review. This will allow the student to organize his/her thoughts and be prepared to answer the questions posed in the interview and to formulate his/her own questions.
  
• After the basic information has been obtained; further questions are often necessary to determine levels of skills or degrees of talent. Encourage the student to talk by using open-ended questions such as: 
  
  • Can you give me an example of . . . ?
  • What skills and qualifications do you have that would relate to this position?
  • Why do you feel you are qualified for this position?
  • What questions do you have about the job and its responsibilities?
  • After seeing the job description and hearing further explanation, what interest you about the position; what reservations do you have?
    
• Discuss goals and plans by using “why” questions whenever possible to help discover basic student motivation, values, or plans for the future.
  
• Explain the useful and necessary role of the position within the department, emphasizing that the student will be considered an integral part of the staff. It is appropriate to give information about the department, standards expected, supervisory style. Be clear about expectations and ask the student for response, questions or comments.
  
• Summarizing the interview will help assist the student in assessing his/her own abilities, strengths and weaknesses--it is one of the most important objectives of the interview in terms of helping the student. The student should be given the opportunity to add anything that will help in your evaluation or that will clarify any questions in his/her own mind. The supervisor should then briefly summarize the student’s experience, interests, and plans in an affirming way and ask if it is a fair assessment.
  
• Be sure the student understands the next step in the process that is, when you will let them know the results of the interview.

See also WWU Human Resource Sample Interview Questions and "Prohibited Interview Questions"
http://www.acadweb.wwu.edu/hr/AdministrativeResources.shtml

A thorough and well-planned orientation allows the student to become familiar with the activities of the work place and to more quickly feel like an integral part of the staff. The following recommendation may be helpful:

• All student employees are required to have read and to understand the information provided in the Western Washington University Student Employment Guide. www.finaid.wwu.edu/studentjobs/ . Link to Online Guides. 
  
• Review with the student the University Code of Conduct regarding the use of computers.http://west.wwu.edu/atus/. 
  
• Explain the preparation, purpose and goals of the department/agency/work place and specify the student’s role in accomplishing the goals.
  
• Introduce the student to other staff members and provide a tour of the physical surroundings.
  
• Establish the basic conditions of employment, e.g. direct supervisor, hourly wage, work schedule, attendance requirements (how, when, and who to notify in case of absence or lateness).
  
• Explain office procedures and policies concerning breaks, use of telephone or office equipment for personal business, access to office coffee and kitchen facilities, etc. If necessary, provide guidance to the student regarding proper dress.
  
• Explain the student’s general work assignment and regular duties. Provide the student with a written job description.

Once the student has started working, it is important that the supervisor:

• provides adequate training for the student. Most new employees initially require significant one-on-one training. As the student gains skills and confidence in the job he or she will not need close supervision.
  
• plans the day’s work assignment before the student arrives.
  
• is generous in giving the student feedback, praising the student for what he or she does well and redirecting the student when necessary.

In addition to providing funds to meet education expenses, student employment can be a profitable learning experience. The student is:

• learning basic employee responsibilities;
• developing a professional attitude toward work;
• gaining job skills which will be important in future

An essential element in this learning process is feedback and performance evaluation. Consistent, informal feedback--especially praising good work, but also redirecting inappropriate behavior is essential to an effective working relationship between the supervisor and the student.

Here is an example of the format that could be used to provide the student with a relatively formal evaluation.

Departmentally Funded Employment
http://www.finaid.wwu.edu/studentjobs
Each department may be allocated funds within its operational budget for student employment. These funds are intended to be used as training for students in their major area of academic pursuit and for jobs that provide for individual growth and development.

Students are employed in positions in virtually all areas of the University. These positions are open to all full-time students. In addition to regular hourly positions, salaried and non-uniform rate (per job basis) positions are included in this category.

Federal Work Study students must apply each academic year. Questions?
http://www.finaid.wwu.edu/ 
The Federal Work Study Program was established by the federal government to provide employment opportunities for students who need to work in order to meet basic educational expenses. Students earning Financial Aid under Work Study funds are placed, whenever possible, in positions that provide educational experience and/or allow for career exploration. Student eligibility for participation in this program is based on “need” as determined by the Financial Aid Department. Students must complete the appropriate forms to apply.  Forms are available on the web at http://www.fafsa.ed.gov/. There is a priority deadline of February 15th for this application.

Under Federal Work Study, the federal government pays a percentage of the student’s wages. For state-supported budgets, the institution meets the additional percentage from a general institutional matching fund. If the student earns under a self-supporting budget, that budget will be charged with the unpaid percentage of the student’s wages, 25 or 20%.

State Work Study students must apply each academic year. Questions?
http://www.finaid.wwu.edu/ or http://www.fafsa.ed.gov/.
Eligibility for the State Work Study Program is based on the same need criteria used for Federal Work Study. The state program places an even stronger emphasis on placing students in career-related, paraprofessional positions. Like Federal, the state program pays a percentage of the student’s wages.

Summer Employment On-Campus
Students may work full-time on campus (up to 40 hours per week) during the summer break as long as you were enrolled full-time the previous spring quarter and will be enrolling full-time for the following fall quarter, without regard to enrollment status during summer quarter. These regular temporary student employee positions are very limited. If you are interested in full-time summer employment, contact the Student Employment Center, Old Main 285.

Undergraduate

Undergraduates may be employed on-campus under State Work Study in specific paraprofessional positions. Eligible SWSP positions must have responsibilities that involve primarily:

• assisting a professor in instructing a class;
• tutoring;
• grading;
• research; or
• counseling on a paraprofessional level.

Graduate

Graduate students who are awarded State Work Study are assigned responsibilities similar to Graduate Assistants. Graduate Work Study students are paid by the hour; their pay rate is based on the current salaries of departmentally–funded Graduate Assistants.

Work Study

The Off-Campus Work Study Program allows students with demonstrated financial need to receive work experience in their projected career field. Under this program, Western students are placed in positions in the community, which complement their academic and career goals. Positions are developed with both non-profit agencies and private businesses. Students may also be placed as tutors in the local public schools, in an Adult Literacy Program, or in the America Reads Program as reading tutors to Pre-K - Elementary students. Students are encouraged to use their off-campus Work Study placement as an internship.

Each community employer and the University sign an agreement listing conditions of the program. Under the program, the employer receives reimbursement for a portion of the student’s wages.

Community Service Work Study Program

The Community Service Work Study Program, funded by Federal Work Study, provides for students to be placed in agencies serving the local community. An emphasis is placed on agencies serving low-income individuals. Under this program, Federal Work Study reimburses the agency 75% of the student’s wages.

http://www.finaid.wwu.edu/studentjobs
Many employers in Bellingham hire Western students during the academic year. The Student Employment Center is a free–of–charge listing service for employers with part–time positions available during the academic year and/or full time position for the summer.

Internships

Internship/Cooperative Education opportunities, either for pay, academic credit or on a volunteer basis, offer supervised work experiences relevant to a student's academic career goals. The Career Services Center serves as a liaison between faculty, students and employers in coordinating and disseminating information regarding these opportunities. For more information, contact the Career Services Center, Old Main 280 or call (360) 650-3240. http://www.careeers.wwu.edu

The Student Employment Center provides information and services for a wide range of volunteer/community service opportunities. These experiences offer students a chance to strengthen their college experience through public service in a field that relates to their educational goals.
http://www.finaid.wwu.edu/studentjobs

See our web page www.finaid.wwu.edu/studentjobs

All student employment positions are classified in terms of the mode of remuneration. Student employees are paid based on the types of compensation, listed below. All student employment positions must be compensated without regard to gender or other affected groups per Western's Affirmative Action policy unless a bona fide occupational qualification exists as provided by WAC 162-16-240.

Hourly Pay Positions - On-campus

• Most student employment positions are in this category. Work-study students must be paid on an hourly basis. In order to maintain equity and consistency in the student work experience programs, Student Classification Guidelines have been established. See www.finaid.wwu.edu/studentjobs

On A Per Job Basis

• An agreed upon sum is paid in return for services rendered to the University when the assignment or project is completed. This may include a one-time assignment or a series of related assignments or projects.
  
• The rational for determining pay rates must either be on file in the Student Employment Center, or accompany the Student Employment Form.

Salaried Positions – Non-Uniform

• The rate of compensation based on a monthly amount. Currently, only Resident Advisors and Associated Student positions are salaried.
  
• The rational for determining salary rates must either be on file in the Student Employment Center or should accompany the Student Employment Form.

Must not have Other University Employment

 A student is not eligible for student employment if he or she has another type of employment position at the university. For example, a student is ineligible for student employment if the student has a temporary or permanent classified staff, administrative exempt staff, or faculty employment position. A student with a student employment position who subsequently receives university employment in a non-student employment classification becomes ineligible for student employment.

www.finaid.wwu.edu/studentjobs

Employers are asked to refer to the Classification Guidelines and determine the best match for their individual student employee positions. A match occurs when at least 60% of the position’s responsibilities fall within a particular classification.

Each classification has a corresponding pay level: 1, 2, 3, 4, 5, and Graduate Pay. Pay ranges are designated for each level.

Starting Pay

In most cases, student employees will be hired at the minimum rate within the pay range for the appropriate job classification. The employer may choose to begin the student at a higher rate of pay within the appropriate range if the student has previous job experience or special qualifications for the job.

Pay Increases

Every January 1st the minimum wage will increase based on the cost of living as determined by the State of Washington. Our web site has additional details on the minimum wage process.

Once the student is hired, the employer is free to determine pay increases within the range, but those increases must be based on definitive guidelines established by the employing unit. Maintaining consistency and fairness in pay rates within a department is the employer’s responsibility.

Pay Increases for Longevity

At least every 300 hours or three quarters of satisfactory employment in the same position within an employing unit, the employee is entitled to at least a $.10 (ten cents) per hour increase in pay. It is the employer’s responsibility to assure that pay increases are awarded in a consistent manner within an employing unit.

* See Student Classification Guidelines

http://www.wwu.edu/depts/ehs/index.shtml

The State Industrial Accident Insurance Programs cover injuries to student employees while on the job. For further information please contact Bruce Boyer in Environmental Health and Safety at 650-2947. Employees must report any on-the- job injuries, no matter how slight, immediately to their supervisors.

Student employees are not eligible for participation in Western’s programs of employee insurance or the State Public Employees Retirement System. As long as a student is enrolled full time, 10 credits, employers are not charged for Social Security.

Under State statute, Western Washington University does not contribute to unemployment insurance for student employees.

Full-Fee Paying:

A student employee must be a full-fee paying student.  Full-fee paying requirement means:

- Undergraduate student employees must be enrolled for a minimum academic load of ten credit hours.
- Graduate student employees must be enrolled for a minimum academic load of eight credit hours*.

* Graduate student employees who have completed all course work on their approved Plan of Study, except for thesis or research work, will be considered full-fee paying if enrolled for a minimum of two credit hours of thesis or research.

A waiver of the credit load requirement may be provided once each academic year for one quarter with the understanding that either the student will enroll for the full credit requirement in succeeding quarters, or the student is enrolled in a terminal or graduating quarter. Associated Student (AS) employment policies include additional details for AS employment.

Work study student employees must meet financial aid eligibility enrollment criteria, which includes less than full-time enrollment options.

Break Period Employment:

To be eligible to work during a break period, the student employee must have been a full-fee paying student the quarter immediately prior to the break and must intend to continue enrollment as a full-fee paying student in a degree or certificate program in the quarter immediately after the break. Summer enrollment is not a requirement to work during summer break.  After completion of their last final, student employees are allowed to work up to full-time (40 hours per week) during break periods in a student employment position.

Background Check:

A student must successfully pass a background check for employment in a security sensitive position. Department hiring officials determine which positions require background checks. Human Resources will provide a Security Sensitive Position Assessment form for guidance to determine whether a position requires a background check.  Please contact the Human Resources Employment Unit if you mark “yes” to any questions on the form.

I-9 Form:

A student must be eligible to work in the U.S. as evidenced by a completed I-9 form kept on file per University records retention requirements. Please refer to Completing the I-9 Form website to ensure compliance in completing and retaining the form.

It is recommended that any department personnel responsible for completing the form receive training from Human Resources Payroll/Benefit Services.

For every new department a student employee works for, she/he must complete a new I-9 Form.

W-4 Form:

A new employee must submit a completed W-4 form* to his/her department before any work is performed. The completed W-4 form must contain:

• Employee’s United States Social Security Number, OR
• Receipt of application for a U.S. Social Security Number.  The employee must notify Human Resources of their number once it has been issued.

* Any substitute for the W-4 form must be deemed acceptable by the Attorney General’s Office before work may begin.  Contact Human Resources at 360-650-7718 for clarification, if needed.

Student Employee Status:

A student is NOT eligible for student employment if she/he has another non-student employment position at the university.  For example:

• Temporary or permanent classified staff, administrative exempt staff, or faculty employment position.
• A student with a student employment position who subsequently receives university employment in a non-student employment classification.

A student employment position must not result in the displacement of employed workers or impair existing contracts for services.

For International Students:

Any international student in F-1 or J-1 visa status may work on campus up to 19 hours per week while school is in session, as long as she/he is enrolled full-time.

• A student may work up to full time during break periods if she/he intends to register the following quarter.

For details about employing International Students, please contact International Programs and Exchanges at 360-650-3298.

Undergraduates

In order to accomplish a reasonable spread of work opportunities and that the work experience does not hamper the student’s academic success, undergraduates may not work more than 19 hours per week in any combination of on-campus employment. The 19-hour requirement has its roots in several different sources:

1. Research indicates that students working between 10 and 20 hours per week perform at least as well academically as students who do not work. Students who work more than 20 hours per week do not perform as well academically. While some students choose to work more than 20 hours per week using off-campus employment opportunities, it would be inconsistent to have an institutional employment policy that has been proven to be detrimental to the academic progress of students.
2. Public higher education institutions are permitted to use a Student FICA exception if a student qualifies for the exception from the Federal Insurance Contributions Act (FICA) tax. Among the conditions to use the FICA exception is the requirement that student employees are not career employees. Evidence that demonstrates a student employee is not a career employee includes part time employment at less than 20 hours per week.
3. The 19-hour per week employment policy is consistent with the Washington State Higher Education Coordinating Board (HECB) regulation that requires State Work Study students to work no more than 19 hours per week.

Graduates

• Graduate students may not work more than 19 hours per week in any combination of on-campus employment (additional details in undergraduate section above).
• A full-time salaried Graduate Assistantship is considered to be 20 hours per week.
• Graduate Work Study students are limited to working a maximum of 19 hours per week as are departmentally and grant funded positions.
• Graduate Work Study students may combine work with Teaching Assistantships as long as the total hours between the two do not exceed 19 hours.

Break Periods and Summer

During certain periods of the year, students may exceed the maximum hours per week. Students may work full-time (40 hours per week maximum) between quarters if they were enrolled full-time in the previous quarter and will be enrolled full time the following quarter. The period between quarters can be considered a break period and students may work up to 40 hours per week during the summer, without regard to their enrollment status during summer quarter.

Meal periods -- Rest periods.  (1) Employees shall be allowed a meal period of at least 30 minutes which commences no less than two hours nor more than five hours from the beginning of the shift. Meal periods shall be on the employer's time when the employee is required by the employer to remain on duty on the premises or at a prescribed work site in the interest of the employer.  (2) No employee shall be required to work more than five consecutive hours without a meal period.  (3) Employees working three or more hours longer than a normal work day shall be allowed at least one 30-minute meal period prior to or during the overtime period. (4) Employees shall be allowed a rest period of not less than 10 minutes, on the employer's time, for each 4 hours of working time. Rest periods shall be scheduled as near as possible to the midpoint of the work period. No employee shall be required to work more than three hours without a rest period. (5) Where the nature of the work allows employees to take intermittent rest periods equivalent to 10 minutes for each 4 hours worked, scheduled rest periods are not required.

Minimum Hours Per Week

The minimum number of hours a student employee may work per week is decided by student and the supervisor (not to exceed 19).

Effective July 1, 1994, students must meet minimum qualifications in order to be exempt from the social security (OASI) tax. The qualifications are full enrollment (10 credits for undergraduate, 8 credits for graduate) and a maximum work week of 19 hours (20 hours per week for graduates with assistantships).

It is a condition of employment at Western Washington University that a new employee must submit a completed W-4 form to their department before any work is performed. The W-4 form must contain the employee’s United States social security number or have attached a copy of their receipt of application of a U.S. social security number. The employee must notify Payroll Services of their number once it has been issued. Any substitutes W-4 form must be deemed acceptable by the Attorney General’s Office before work may begin. Contact Payroll/Benefit Services for clarification if needed.

Student wages are subject to income tax; work study wages are eligible for exclusion on financial aid application.

Holiday and Overtime Pay

As temporary employees, students employees are not paid for holidays unless worked. Student employees are not eligible to work overtime-over 40-hours per week. The work week for overtime purposes begins at 8:00 AM, Monday of each week.

WWU does not provide health insurance coverage for its students. It is the student's responsibility to purchase and maintain a health insurance plan to cover medical expenses resulting from accidents and illness. Supervisors may call this to students attention when appropriate. For example, during labs or other departmental activities where students could be injured.

Supervisors may remind students that they can be covered in the following ways:

• Through their parent or guardian's health insurance plan.
• Through their own individual health insurance plan. There are a number of commercial plans available and some state assisted plans for those who are eligible. The Washington State Insurance Commissioner provides helpful information on their website at:http://www.insurance.wa.gov/factsheets/factsheet_detail.asp?FctShtRcdNum=59
• Through WWU's Student Health Insurance Plan. WWU offers an affordable health insurance plan for eligible students. Students can enroll online and premiums can be paid quarterly or annually. Eligibility, coverage, benefit, claims submission, cost, contact and enrollment/payment information is available on the Student Health Center website at: http://www.wwu.edu/chw/student_health/billing.html

WWU Student Health Center

The Student Health Center at Western is a primary care medical clinic with a specialty in college health providing a broad range of affordable health care to eligible students. The University's mandatory, quarterly Health Services Fee provides eligible students with unlimited access to the Center, without charge for office visits. However, certain fees are accessed for medications and supplies. Although the Student Health Center provides an invaluable service, it strongly recommended that all students have some form of health insurance (see above) to defray the substantial costs associated with serious accidents and illness. Here's a link:http://www.wwu.edu/chw/student_health/index.html

Sources for Temporary and Limited Medical Insurance Coverage

Field trip insurance is available to students (and others) who are participating in field trip activities sponsored by WWU. The cost is $.50 cents per person per day. The program provides a $10,000 limit for accidental death and dismemberment coverage and accidental medical expense coverage. Some dental coverage applies as well. The program covers activities sponsored and supervised by WWU during the field trip specified, including travel with a group in connection with such activities, and travel directly and without delay to or from the insured persons home or residence and the site of such activities. Information and forms are available online at http://www.wwu.edu/depts/ehs/riskmanagement.shtml#special or contact Risk Management at x3065.

Policy / procedures and hourly time forms are available from Human Resources Web site,http://www.acadweb.wwu.edu/hr/ . Definition of volunteer: student or non-student who performs assigned or authorized duties for WWU brought about by his or her own free choice, receives no monetary reimbursement other than direct expenses (e.g. travel, food and lodging), and receives no course credits for services performed.

For more information regarding volunteers’ industrial insurance contact Human Resources.

Information regarding all available on-campus student employee positions must be provided to the Student Employment Center to assure that positions are openly advertised and that students have equal access to the opportunities. These can be submitted through our web site.

Work Study

The Federal Work Study Program pays 75% of a student’s earnings. The State Work Study Program pays 80% of a student’s earnings. Departments employing work study students through a state supported budget do not pay the remaining wage match. Instead, a university budget pays the match. If the department utilizes a self-supporting budget when employing students, the department pays the remaining match, 25% of earnings for Federal work study and 20% of student earnings for State work study.

All work-study positions are posted on the Student Employment Center's website.  An employer may determine the eligibility of the student's work study award in one of three ways.  1) The student provides a Confirmation of Work Study sheet to the employer, 2) the employer may call the Center for verification, 3) the employer may email the Center to request verification.

Institutionally–funded

Non–work study positions, which are paid using departmental funds, are posted on our web site. Students self–select to interview for positions after reviewing the job description and qualifications.

Internships or Fellowships

Provided that a department has available funds, students may be selected for employment through departmental internships or fellowships without first listing the position in the Student Employment Center.

Parameters for Student Hiring

On–campus employers are responsible for assuring that employment of students does not result in the displacement of employed workers or impair existing contracts for services. 

A student may be employed as a student employee or a non-student university employee (Classified or Exempt staff); however, a student may not hold both classification types simultaneously.

Placing Student on Payroll - Work Study and Department Funded

For each student hired by an on–campus department or office of the University, the following is required:

• A Student On–Campus Employment Form (Work Study Positions Only) or Banner NOAEPAF (for institutionally-funded positions)
• An Employees Withholding Allowance Certificate, Form W–4
• An Employment Eligibility Verification Form I–9.

These forms are available on our web site, www.finaid.wwu.edu/studentjobs

With the exception of students employed by the University Food Services, the Student On–Campus Employment Form (for work-study students only) must be finalized in the Student Employment Center immediately after the student is hired and before the student begins working. The I-9 Form must be completed by the student, certified by the supervisor, and maintained in the hiring department’s records for three years following the employees departure.

Submitting Time Sheets

Each employee will access their individual time sheet via a secure login on Web4U. Pay periods run from the first of the month through the 15th and from the 16th through the last working day of the month unless otherwise posted. Time sheets are submitted by midnight on the last day of the pay period.

http://www.acadweb.wwu.edu/hr/forms/docs/EFT_Authorization.pdf

A Student Employment Departmental Pay Period report is mailed each pay period to departments employing work study students during that period. This report provides detailed information about:

• Authorized work study hours and award amount, remaining hours and remaining award amount.
  
• Any changes that have occurred in a work study student’s award since the last pay period can be noted here. Compare the report with the previous report to note any change. This is your notification of work study updates.

The department is responsible for ensuring that a work study student does not earn more than he or she has been awarded, both quarterly and yearly. Any earnings, which exceed the award must, by law, be paid to the student but the over earnings may be charged directly to the department’s budget.

As a student’s earnings begin to approach the total award, the supervisor should plan the student's schedule very carefully, staying in contact with any other department in which the student has earnings. If the student is working in two departments and earnings exceed the award, the over earnings will be charged to the department in which the overage occurred. 

Department funded earnings information will be available on department Budget Status Reports.

It is generally expected that whenever possible, the student employee will give the employer a two week notice prior to terminating their employment.  The employer will similarly give the employee a two week notice before termination, unless an earlier date is mutually agreed upon. Reasons for employer termination include, but are not limited to:

• completion or elimination of job
• loss of funding
• avoidable absences
• unsatisfactory work
• inability to carry out work assignments
• lack of cooperation with co-workers or supervisor
• repeated lateness
• harassing a co-worker, sexually or otherwise

It is generally expected that the employer will advise the student in writing of unsatisfactory performance at least once before terminating the student employee. It is expected that at least two weeks before actual termination a warning of impending termination will have been received by the student. Retain a copy of the written warning within the department/office of origin. Send all notices of termination to the Student Employment Center. Such notices will not become part of the student’s permanent file, but will be retained in an employment file to be kept in the Student Employment Center. This information will remain confidential.

An employer is under no obligation to re-hire a student who was employed the previous academic year.

To Terminate a Student Employee:

Work Study Students:

Locate then duplicate the student’s original hiring form and enter in the COMMENTS section "Please terminate as of "date" (must be last paid date student worked), forward to HR; or use Banner’s NOAEPAF (preferred method).

Department Funded Students:

Use NOAEPAF (TERMJ)

Grievance Procedures

In the event a student employee feels unjustly treated with regard to job classification, longevity increases or termination procedures, he or she first seeks recourse within the department/office in which he or she is employed. If satisfaction is not gained within the department, the student may request a review by the Assistant Director of the Financial Aid Department, who administers the Student Employment Center. The Assistant Director will seek a solution that is mutually agreeable to the student and the employer. If such agreement cannot be reached, then the Financial Aid Committee will determine the final resolution of the grievance.

Records Retention

• Student On Campus Employment Forms
• I 9 Forms–Employment Eligibility Verification Form

The General University Records Retention Schedule at www.wwu.edu/depts/recmgmt lists the retention period required for both the office holding the originals of the records and for departmental copies. Student employment records are required to be held by the hiring department for three fiscal years, while I-9 forms are held for three fiscal years after termination of employment. When those retention periods are fulfilled, the records may be shredded. The University Archives & Records Center will shred the records for departments.

The hiring department is responsible for retaining the original I-9 Form for student employees.

The work study programs encourage students to gain career related experiences by earning their work study award in off–campus settings.

The possibility of hiring a work study student through this program is open to most employers as long as the job offered is a meaningful work experience. Positions filled in the past have been varied, covering such areas as graphics, bookkeeping, accounting, data processing, teaching/tutoring, finance, skilled trades, management training and counseling. Western also participates in the Community Service Work Study Program, which develops work study positions in community service agencies serving primarily low income individuals.

An Excellent Work Study Placement,

• provides a sufficient block of work time so that the student is a co–worker, not just a visitor
  
• provides opportunity for current and relevant work experience, up–to–date methodologies or technologies
  
• allows direct exposure to work performed by employees in positions related to the student’s career goal
  
• pays a wage rate comparable to that earned by other employees who perform the same work
  
• can use the student with his or her current level of skills; provides an opportunity to exercise knowledge and skills from the classroom, while concurrently acquiring on–the–job training in new skills and knowledge
  
• is flexible enough to allow for curriculum–driven time conflicts
  
• is conveniently located near campus or the student’s home

Under work study, the employer is reimbursed for a percentage of the student’s wage. Most employers receive a 75% reimbursement. Students may work as tutors in the public school system, where the school receives reimbursement of 80% of their wages. Agencies designated as employers under the Community Service Program receive 75%- 100% reimbursement.

Before hiring a student, the employer must complete a State Work Study or Federal Work Study contract, which requires a short job description and a business/organizational profile.  Employers must submit wage reimbursement vouchers at least once per month.

A work study position must not result in the displacement of regular employees, and must not be related to partisan politics or religious activities.

Students eligible for work study are vetted and hired directly by the off-campus employer.  Employers maintain the right to terminate the Agreement if their employment needs or economic conditions change.

The employer is responsible for paying the student on at least a monthly basis. The employer must then submit a time sheet/voucher (see Appendix K) to the Student Employment Center. The voucher serves as a billing for the reimbursement and should be sent monthly.

When the student is referred to an off-campus placement, his/her referral sheet will list a work study award amount, any earnings which exceed this award are not eligible for reimbursement. To assist employers in monitoring earnings, a balance report is generated monthly and sent to employers.

This analysis may prove useful in formulating the job description and provide detailed information for the interview.

Present Title of Job ____________________________________________

Department _____________________________________________________

1. What is the general purpose of this job?
   
2. What duties are performed in the usual course of work?
   
3. What duties are performed only at stated intervals? (Give answers by daily, weekly, monthly, etc.)
   
4. In what organizational unit is this job presently located?
   
5. Does the job entail supervising other employees? (Explain)
   
6. If there are any special training courses essential in order to perform the duties of this job satisfactorily, name them.
   
7. What past experience is necessary for a new employee to have in order to perform the duties of the job?
   
8. What kinds of skills will the student gain from this work experience?
   
9. What are the most difficult aspects of this job?
   
10. What are the least difficult parts of this job?
    
11. What machines or other equipment are operated?
    

Regularly:

Occasionally: