Student Employment Policy
Revised - June 2005Work Aid & Work Study Programs: Piedmont College has two programs for students who desire to earn part of their college expenses by working at jobs on campus. The Federal Work-Study Program (FWS) is funded in large part by the federal government, and financial need must be evident to qualify. Students who demonstrate financial need qualify for the work-study program. Financial need is determined and monitored by the financial aid office. For students ineligible for FWS, Piedmont College offers a Work Aid Program. Earnings from this program will be used to meet expenses directly related to the student’s college attendance.
Job availability for both of these programs is limited. To apply, students must complete a Student Assistant Application for Part-time Employment. Applications may be obtained on the Piedmont College Website and then returned to the financial aid office. The office of financial aid will assist in job placement on campus. Consideration will be given to students’ preferences and abilities, and departmental needs. Students with calculated financial need will be assigned jobs first, followed by job applicants who demonstrate no financial need. Student acceptance of assistance under the Federal Work-Study and Piedmont College’s Work Aid Program carries with it an understanding of certain obligations and commitments outlined in this policy.
Student Worker Hire Package: Students must complete a New Student Hire Package after accepting a position, which can be obtained from their supervisor or the office of financial aid. The student and supervisor shall be responsible for the completion of package and signatures. A completed hire package is then forwarded to the office of financial aid. New students are required to attend a scheduled Student Worker Program training session prior to commencing work.
Employment Eligibility: Students must be a citizen or permanent resident of the United States. Student workers must be enrolled as a regular student pursuing a degree during the semester they are working. An exception may be granted in the summer during non-enrollment periods if proof of intent to enroll the upcoming fall semester is available. Students must be making Satisfactory Academic Progress.
Work Hours: Students can work up to maximum of 20 hours per week all year. Exceptions to this policy must be submitted in writing to the Student Worker Coordinator in the office of financial aid. Any student working in more than one department must be counseled to never report hours worked in two departments at one time. There can be no lap in hours. Supervisors must coordinate hours to make sure maximum hours are not exceeded. Any transfer from one job to another involving a change of supervisors will be made only with the approval of the current supervisor and the office of financial aid. A student must complete a job for each department that he/she is working in.
Breaks / Pay Rate: Thirty-minute (30) meal breaks are required for any student working more than a 5-hour work shift. A one-hour meal break (60 min.) is required for any student working more than an 8 hours work shift. All meal breaks are unpaid. Undergraduate student pay is $5.15 per hour and Graduate Assistant pay is $7.81 per hour.
Time Sheets: Supervisors and students are responsible for bi-weekly timesheet submission to their Budget Manager by 5 p.m. every other Thursday. Students create a master timesheet each semester, to indicate class times and ensure students DO NOT work during scheduled class times. Supervisors are required to initial timesheet if a student’s work hours conflict with scheduled class time. The supervisor/budget manager must check all timesheets for accuracy and signatures. Students shall not hold and turn in late time sheet from previous pay periods. The timesheet must be filled out accurately and completely. If incomplete, the timesheet will be returned to Budget manager/supervisor for correction. The student will then have to wait until the next pay period to receive his or her money. The Financial Aid office is responsible for managing the time sheet entry process, calculating FWS eligibility, and maintaining student worker files for all on & off campus employers.
IT IS A FEDERAL OFFENSE FOR A STUDENT OR SUPERVISOR TO FALSIFY INFORMATION ON A STUDENT’S PAYROLL TIMESHEET AND ANY VIOLATION MAY RESULT IN TERMINATION, EXPULSION FROM SCHOOL, LOSS OF SCHOLARSHIPS, ETC. Students who commit serious action of employment policy are subject to judicial action at the college level and criminal prosecution at the US Dept. of Education level.
Workers’ Compensation/Work Related Injury: All work related injuries must be reported immediately to the Piedmont College Human Resource Office.
Sexual Harassment Policy: Piedmont College is committed to fostering a positive learning, working, and living environment. The college will not condone sexual harassment or related retaliation by any employee or student. Students shall contact their immediate supervisor if appropriate for these issues or contact the Department Head.
Commitment to Equal Opportunity: It is the policy of Piedmont College that the discrimination against harassment of any individual of race, color, national origin, religion, sex, sexual orientation, age, handicap, or veteran status is strictly prohibited. Accordingly, equal access to employment opportunities and educational programs is extended to all qualified persons. In addition, student, faculty, and staff are assured of participation in programs and in the use of facilities of the College without discrimination. The college promotes equal opportunity through a positive and continuing affirmative action program. All members of the student body, faculty, and staff are expected to assist in making this policy valid in fact. All inquiries regarding this policy should be directed to the Piedmont College Human Resource Department.
Family Educational Rights & Privacy ACT (FERPA): At Piedmont College employees, including student workers, who may have access to student education records/or client information, must adhere to federal FERPA regulations, which govern the confidentiality, use and release of these records. In general, under FERPA, all student information/client information must be treated as confidential. Even the use of so-called public or “directory information” may be subject of restriction on an individual basis. All employees of the college must not under any circumstances release to any person (or persons) information about a student/client unless their position specifically requires them to. Student workers should be instructed to refer any requests for information to the supervisor. In addition, supervisors should limit access to information that student workers do not need to do their job, and should caution them not to exchange confidential information they have learned about student/clients while performing their job. Stress to students that even a minor disclosure of information (financial aid information, class schedule, GPA etc.) may be a violation of FERPA regulations and may result in job termination.
FERPA Motto: “Keep any information obtained in the workplace at the workplace”.
A Confidentiality Agreement is included in the student worker package. The agreement should be read and signed by the student and the supervisor.
Graduate Assistants: Graduate assistant positions are reviewed per semester and approved annually. All Graduate Assistant Request Forms for your department’s position must be submitted early each Spring Semester for the following academic year. An approved copy of the Graduate Assistant Request Form must be completed and submitted along with the Graduate Assistant’s New Student Hire Package. (Graduate Assistant Request Form).Graduate Assistants may earn $7.81 per hour and receive the graduate tuition remission benefit up to six hours per semester. Graduate Tuition Remission is contingent upon weeks of employment each semester. If employment ceases prior to the end of the term, the tuition grant will be prorated accordingly. Students are required to work at least 10 to 20 hours per week in order to receive the Tuition grant. No cash refunds shall be given for tuition remission approved but not used. Tuition Remission approved cannot be applied to other semesters.
Student Responsibilities: Student workers are employees at will. This means that the students’ employment can be terminated at any time. Each student must unconditionally accept all assigned duties to qualify for continued employment. Students who fail to perform the work assigned faithfully and to the best of their ability will be terminated from the program and may not be considered for any other campus jobs.
Students shall follow a predetermined work schedule that is acceptable to both student and the employer. Students are expected to work all scheduled hours each week.
Students must ask their supervisor for approval of any absences in advance. Unexpected Absences should be reported by telephone or in person. Student worker positions are valuable to the efficiency and operation of the college. Excessive absences or failure to work scheduled hours may result in termination.
Students should give supervisors atleast one week’s notice before terminating their job assignment.
Student workers are expected to perform his/her job in a serious and responsible manner. Be dependable, prompt and conduct themselves in a businesslike manner.
Student records are not to be removed under any circumstances from any college office or department.
Students are required to wear clothing appropriate to the work setting. Students in high visibility areas should consult their supervisors regarding appropriate dress code.
Students may not bring their children to work with them in lieu of obtaining a babysitter.
Discuss any work related problems with the appropriate supervisor. If the problem cannot be resolved, student should contact the head of the department.
