Student Employment Guide:

Table Of Contents:

Introduction & Employee Rights and Responsibilities
• Introduction
• Employee Rights and Responsibilities

How to Find a Job, Tips for Job Search, Types of Work Experience
• How To Find a Job
• Tips for Job Search
• Types of Work Experience
    • Work Study
    • Non Work Study
    • Internships
    • Volunteer/Community Service

On-Campus Employment Policies and Procedures
• Eligibility Criteria
• Credit Load Waiver
• Maximum Hours Worked
• Getting Paid

Job Classifications and Pay Rates
• Special Rate Positions
• Hourly Paid Positions
• Pay Raises
• Holiday and Overtime Pay
• Break Time
• Student Employment Benefits
• Termination Procedures
• Grievance Procedures

Information for International Student Employees

Equal Opportunity & Affirmative Action at Western Washington University
• Equal Opportunity Policy
• Anti-Discrimination Policy
• Affirmative Action Policy
• Discrimination Complaint Policy

Resources- On and Off Campus

The purpose of the University Student Employment Center is to assist as many students as possible by providing job opportunities for both work-study and non work-study eligible students who are in need of financial assistance. Western Washington University has a large student employment program. Over 3,500 positions are available on campus (900 of which are work-study), and over 4,000 part-time jobs in the community are listed with Student Employment each year. 

Work experience enables you, as a student to explore career options, discover strengths and weaknesses, likes and dislikes, and to see how your academic learning applies to the world of work. Studies indicate that students who work a moderate number of hours per week (less than 20) are more likely to stay in school and achieve as high, or higher, GPA than students who do not work. In addition, employers prefer college graduates who have had work experience. 

This Student Employment Guide will explain the process to go through to get an on or off campus job. The Guide will also detail what is required of you as a student employee. 

Use your job as both an opportunity to gain marketable skills and to establish a good work record. You have a right and a responsibility to know your job description and to ensure that you are performing the duties as described. You are to treat college employment as a regular job and are expected to conduct yourself in a responsible manner. Since one benefit of college employment is the opportunity for you to develop employment skills, your supervisor has been advised not to accept job performance or attitudes that would not be acceptable in a "real world" situation. If you are unsure about any part of your job responsibilities or generally what is expected of you, be sure to discuss it with your supervisor.

The University has established Sexual Harassment and Affirmative Action Policies and as a student employee you have the same rights under these policies as other Western employees. If you have concerns, questions or suggestions regarding sexual harassment or affirmative action policies contact the Equal Opportunity Office, Old Main 345, and 650-3307.

The Federal Drug-Free Workplace Act of 1988 and the Federal Drug-Free Schools and Communities Act Amendments of 1989 require that universities promote a drug-free workplace and environment through adoption and implementation of policies and procedures concerning alcohol and other drugs. These policies and procedures are designed to educate the university community about the dangers of substance abuse. All student employees are required to abide by the state and federal laws governing the possession, manufacture, distribution, dispensing, sale and use of controlled substances while on university property or while involved in university business or activities. 

If you have concerns, questions or suggestions about your student work experience, feel free to contact the Student Employment Center, Old Main 285, 650-3158.

There are several ways to find a job. Student Employment, located in Old Main 285, is here to help you. The Center maintains a web page listing openings for part-time jobs both on and off- campus. The staff includes an Associate Director who actively seeks out off-campus work opportunities for students. Approximately 4,000 positions in the local community are listed each year. These positions range from basic temporary jobs to positions that allow students to apply their academic skills. Some of these jobs include: 

• Assess your skills and decide what kind of work you would like to do or are able to do, how many hours you will be available, and how much you need to earn. Develop a résumé and have copies ready.

• Check the Student Employment website as often as possible

• Be flexible about the kinds of work you are willing to do. Every job provides experience.

• Be able to relate your skills to an employer on the phone or in person and have letters or telephone numbers for reference from past employers, if possible. Keep a record of your job hunting so you know with whom you spoke and if you should check back.

• Ask for help. The staff at the Center, as well as the Career Services Center, Old Main 280, are excellent resources. Workshops are offered for developing job-hunting skills, and individual assistance with résumé and job searching is available by appointment.

• Be positive!!

Work Study is based on financial need as determined by the FAFSA (Free Application for Federal Student Aid). The award amount varies from student to student and is evaluated each year when you apply for financial aid. (FAFSA's are available in Old Main 240).

Federal College Work Study Program

This federally funded program provides on or off-campus jobs for students who have financial need and wish to pay for a portion of their educational expenses through employment. Jobs are available in most academic areas and administrative office, encompassing a wide variety of skills and career interests. There are also many Community Service positions available in the local community. The Student Employment Center will refer you to an appropriate position based on your interests and experience.

Federal College Community Service Work Study Program

This federally funded program places students with off campus employers who offer community service opportunities. This is an opportunity to become a part of the community and gain valuable work experience.

Federal America Reads Work Study Program

This federally funded program places students with school districts and non-profit after school programs to provide reading tutors to pre-K and elementary age children.

State Work Study Program

The Washington State Legislature provides funds to subsidize career-related employment for students who have financial need. On-campus State Work Study jobs are paraprofessional positions in which the primary responsibilities are teaching, tutoring, grading, research or peer advising. Off-campus opportunities in the State Work Study Program range from accounting firms to social services, recreation centers, and educational settings. If you choose to work off-campus, you are responsible for arranging your own transportation and class schedule to accommodate the employer's work schedule.

Adult Literacy Program

A special combination of state and federal funds has been established to encourage students to work as tutors with local adult literacy providers. This program is available to students with either a State or Federal Work Study Award.

If you were not awarded work study funds through financial aid, or if you did not apply for financial aid, you may still work on-campus. You will be paid with University money out of departmental funds. All available on-campus positions are posted on the Student Employment Center webpage. Jobs are posted whenever they become available. Job seekers should check the on-campus job board as often as possible.

University Food Services-Sodexho

Sodexho hires approximately 500 students each year. Anyone interested in employment with University Food Services should apply with the managers at the individual food service locations (see resources page). 

Internships are developed to help student's gain experience and apply their academic learning. In order for a work experience to be considered an internship, a contract must be established listing the student's learning objectives and the employer's expectations. Not all internships involve wages, although some formal programs pay very well. If academic credits are earned for an internship, the student must make arrangements with the academic department. Contact the Career Services Center, Old Main 280, and 650-3240, for additional information about internships. 

The Student Work Experience Center provides information and referrals for a wide range of service-related opportunities, including one-time and on-going positions in the community and on -campus. Such experiences offer students the chance to broaden and strengthen their college experience. 

The Volunteer/Community Service Program offers resource information about most service organizations in Whatcom County. Information regarding tutoring/mentoring programs including Western's LINK Project is also available. This information is updated in the fall and spring.

These policies and procedures pertain to all on-campus student work experiences.

• Eligibility Criteria

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.

 

Upon request, a waiver of the credit load requirement may be provided. A request form is available in the Student Employment Center, Old Main 285 or you may print an online version of the document. This waiver may be granted one quarter per academic year, with the understanding that the student will enroll for the full credit requirement in succeeding quarters. Students must be enrolled for at least one credit in order to use the Credit Waiver. Students earning under the Work Study Programs must maintain a minimum academic load of 6-quarter hours and graduate students must maintain 4-quarter hours. (See the Satisfactory Progress in the Award Guidelines, or talk to the Financial Aid Department in OM 240, 650-3470)

Student employees may work a maximum of 19 hours per week on average. Students may have more than one position on campus; however, the combined hours may not exceed the weekly maximum. During quarter breaks you may work up to fulltime (40 hours per week) if you were enrolled fulltime the previous quarter and will be enrolled fulltime the following quarter.

The 19 hour requirement has its roots in several different sources:

1) Research indicates that students working fewer than 20 hours per week perform at least as well academically as students who do not work. While some students choose to work more than 20 hours per week using off-campus employment situations, it would be inconsistent to have an institutional employment policy that is potentially 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 fewer 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.

In order to get paid, you and your employer must complete a Student On-Campus Employment Form (appendix A), a W-4 form (appendix B) and you must show your proof of employment eligibility by completing an I-9 Form (see backside of appendix C for list of approved documents). An accurate accounting of your hours will be kept on a Daily Time Record (appendix D), which needs to be signed and given to your employer at the end of each pay period (the fifteenth and last working day of each month). Paydays are approximately the tenth and twenty-fifth of each month. You may pick up an Electronic Transfer Form in the Payroll office, 405 32nd St., or download an electronic copy here to have your paycheck automatically deposited into your checking account. Student checks are, otherwise, distributed at the University Cashier in Old Main 245, 650-2930. If a pay date occurs during the break period, you may include a self-addressed stamped envelope with your time sheet and your paycheck will be mailed to you.

• Special Rate Positions

An agreed-upon sum is paid in return for services rendered when the assignments or project is completed. This may include a one-time assignment or a series of related assignments or projects.

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• Hourly Paid Positions

Most student work experience positions are paid on an hourly basis. The following job classifications and pay levels have been established for student employment positions based on the level of job responsibility and the qualification of the student employee. Student employees are hired at the minimum rate within the pay range for the appropriate job classification unless you have previous experience or special qualifications for the job.

Resource Link: Pay rates effective July 1 through January 1

Resource Link: Forecasted Pay rates for January 1

Resource Link: Student Classification Guidelines

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• Pay Raises

For every 300 hours, or academic year, of satisfactory employment in a particular work experience position, you are entitled to a ten-cent per hour increase in pay.

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• Holiday and Overtime Pay

Temporary or hourly employees are not paid for holidays unless worked. As a student employee, you should not be involved in working overtime (see Maximum Hours Worked policy above.

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• Break Time

For every four consecutive hours worked, employees receive a paid ten-minute break. For five or more consecutive hours worked, employees receive a half-hour unpaid break.

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• Student Employment Benefits

Student employees are not eligible for participation in Western's programs of employee insurance or the State Public Employees' Retirement System.

The State Industrial Accident Insurance Program covers injuries to student employees while on the job.

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

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 minimum workweek of 19 hours (20 hours per week for graduates with assistantships).

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• Termination Procedures

It is generally expected that you will give your employer two weeks notice prior to terminating whenever possible, and that your employer will similarly give you, the student employee, two weeks notice before termination, unless an earlier date is mutually agreed upon.

It is generally expected that your employer will advise you in writing of unsatisfactory performance at least once before terminating your employment. The warning should precede termination by at least two weeks. A copy of the written warning will be maintained within the department/office of origin. All notices of termination will be sent to the Student Employment Coordinator. Such notices do not become part of your permanent file, but will be retained in a confidential file in the Student Employment Center.

Reasons for termination include, but are not limited to: completion or elimination of job; loss of funding; repeated avoidable absences; unsatisfactory work; inability to carry out work assignments; lack of cooperation with co-workers and/or supervisors; repeated lateness.

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• Grievance Procedures

In the event you feel unjustly treated with regard to job classification, increases in pay or termination procedures, you should first seek recourse within the department/office in which you are employed. If satisfaction is not gained within the department, you may request a review by the Associate Director in the Student Employment Center. The Associate Director will seek a solution that is mutually agreeable to both you and the employer. If such an agreement cannot be reached, then the Financial Aid Committee will determine final resolution of the grievance.

If you have concerns, questions or suggestions about your student work experience feel free to contact the Student Employment Center, Old Main 285, 650-3158.

Western Washington University is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, national origin, sex, age, or disability.

Students on F-1 and J-1 visas may work on campus up to 19 hours per week while school is in session, as long as they are full-time students (10 credits for undergraduates and 8 credits for graduates). Students may work up to full time during term breaks if they intend to register the following quarter. Students are exempt from Social Security taxes, except for summer quarter, unless enrolled in course work during the summer quarter.

To work on campus, students must do the following:

• See the staff in International Programs & Exchanges, College Hall 104, for employment verification and bring the Form I-20 or IAP-66. If you do not have a social security number, a memo to the Social Security Administration from International Programs & Exchanges will be provided as long as you are eligible to work on campus.

• To obtain a social security number, take the memo, Form I-20 or IAP-66, and your passport to the Social Security Administration office, located in Room 109, Federal Building (corner of Cornwall and Magnolia Streets) in downtown Bellingham. The application form is brief and simple. Ask for a "note of verification" at the Social Security Administration Office to the effect that you have applied for a social security number.

• Once you have located a job and been hired, obtain the necessary paperwork through your hiring department and take it to International Programs and Exchanges, along with your Form I-20 or IAP-66 and passport for documentation. The Form I-9 will also be completed at this time.

• Students will then go to Payroll Services, 333 32nd St., with their paperwork, Form I-20 or IAP-66, passport, Form I-9 and social security card (or verification of their application for a number). This must be completed prior to the first pay date of the job. Some international students may be exempt from withholding tax. Payroll Services will inform you of your tax status.

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 includes provisions for providing reasonable accommodation in employment and education, and providing access to programs for persons with disabilities.

Affirmitive Action Policy

WWU develops and implements an affirmative action program for the following affected groups: "American Indians and Alaska Natives, Asians and 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 complainant'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 obtain this publication in a different format or for further information about this publication please contact Western's Equal Opportunity Office.

Equal Opportunity Center
Old Main 345 — MS 9023
Western Washington University
650-3307 (V) or 650-2535 (TTY)
www.wwu.edu/eoo

Associated Students
Viking Union 209	650-6113
Career Services Center
Old Main 280	650-3240
Office of Student Life
Old Main 110	650-3844
University Cashier
Old Main 245	650-2930
Equal Opportunity Center
Old Main 345	650-3307
Student Employment Center
Old Main 285	650-3158
Financial Aid Department
Old Main 240	650-3470
University Food Services
Viking Union Market	650-3450
Arntzen Atrium	650-3951
Millers Coffee House	650-3948
Dining Halls
Viking Commons	650-3947
Ridgeway	650-3945
Fairhaven	650-3950
Washington State Employment Office
216 Grand Avenue	No Phone Calls Please
Other off-campus resources can be found here.