Student Employment

Student Employment Handbook

Table of Contents

1. Preface
2. Principles of Student Employment
3. Student Employment Office Information
4. Affirmative Action & Equal Opportunity Policy
5. Sexual Harassment Policy
6. Definitions
7. Qualifications
8. Employment Applications
9. Job Posting, Referral, Listing
   1. Job Posting
   2. Referral
   3. Listing a Job
10. Hiring Procedures for Work Study and On-Campus Hourly
11. Student Payroll Procedures
12. Personal Data Worksheet (PDW)
13. Time Report Roster
14. Off Campus Regular (Non Work Study) Employee
15. Responsibilities
    1. Employer
    2. Student Employee
16. Compensation
17. Special Regulations Relating to Work Study Employers and Employees
18. Voluntarism
19. Evaluation
20. Termination and Discipline Policy for Student Employees
21. Records
22. Benefits
23. Grievance Policy for Student Employees
    1. Purpose
    2. Facilitation
24. Administration of Student Employment Policies

Preface

The employment of students at UCCS is intended to be of mutual benefit to students who want employment, and to those members of the University community who need jobs performed. Student employment is a supportive service, but at the same time it remains a complementary part of the educational process. The objectives of this handbook are:

1. To summarize the basic policies applicable to student employment and student jobs.
2. To familiarize employers with procedures in listing job vacancies.
3. To describe how students find positions to meet their needs.

Suggestions and comments on policies should be addressed to the Office of Financial Aid/Student Employment. Careful consideration will be given when recommendations for policy changes are made.

The Student Employment Advisory Committee was organized in the Fall of 1978 in order to advise the Office of Financial Aid/Student Employment on student employment policies and procedures. The Committee also acts as an appeal body in the area of student employment as needed through the Grievance Policy for Student Employees. Any student, employer, or potential employer with concerns about policies and/or procedures is encouraged to meet with the Committee. The Committee is composed of one faculty member, one staff member, and three students (all selected by their respective governing bodies). In addition, the Director of Personnel and the Student Employment Coordinator within the Office of Financial Aid/Student Employment are also members. The Committee may appoint ex-officio members as needed. Presently, the Director of Financial Aid/Student Employment and the Director of Affirmative Action are ex-officio members.

 

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Principles of Student Employment

The following principles of student employment have been organized as a result of:

• Generally accepted practices at the University,
• State and Federal work study programs that provide much needed assistance to the University's students,
• The position that a student employed by the University should be treated equitably, regardless of the source of funding

Those principles that are specifically prescribed by regulations are indicated below:

The primary purpose of the University's student employment system is to provide needed financial assistance to University of Colorado students.

• The University will make an effort to respond to the employment needs of students to enhance educational or career objectives.
• Compensation for students shall reflect a wage rate commensurate with the duties and responsibilities of the position. Student employees of the University are not eligible for fringe benefits.
• Discrimination for or against any person because of race, creed, color, sex, national origin or ancestry, age, political or religious affiliation, organizational membership, physical or mental impairment where accommodation can reasonably be made, is prohibited.
• Student employment at the University supplements rather than supplants other employment. Student employees cannot be used to displace regular, non-student employees.

 

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Student Employment Office Information

Employment of students at the University of Colorado at Colorado Springs is coordinated by the Office of Financial Aid/Student Employment. The Office serves students seeking part time and non-degree required full time jobs, on and off-campus, during the academic year, as well as the summer.

Office of Financial Aid and Student Employment Cragmor Hall, Room 201 Phone: (719) 255 3460 Toll Free:1-800-990-UCCS (8227) Fax: (719) 255-3650 Office hours: Monday: 8am-7pm Tuesday-Friday: 8am-5pm

All UCCS departments and off-campus work study contractors are required to adhere to the following procedures which have been outlined for the employment of hourly students, whether they be work study or non work study.

Note: Off campus employers periodically list job openings with the Student Employment Office. Since off-campus non-work study employment opportunities are not under the jurisdiction of UCCS, the University assumes no obligation for verification of job standards, continued employment or affirmative action procedures.

 

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Affirmative Action & Equal Opportunity Policy

The University of Colorado at Colorado Springs follows a policy of equal opportunity in education and employment. In pursuance of this policy, no Colorado Springs campus department, unit, discipline, or employee shall discriminate against an individual or group on the basis of race, color, religion, sex, age, national origin, individual handicap or veteran status. This policy applies to all areas of the University affecting present and prospective students and employees.

The institution's educational programs, activities, and services offered to students and employees are administered on a non-discriminatory basis subject to provisions of Titles VI and VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, and Sec 504 of the Rehabilitation Act of 1973.

A UCCS Equal Opportunity/Affirmative Action Program has been established to implement this policy. For information about these provisions on equity, discrimination, or fairness, consult the Director of Affirmative Action who will advise individuals of existing internal and external complaint procedures. Contact the Office of Affirmative Action for more information or assistance in Room 322, Main Hall or call 255-3359.

 

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Sexual Harassment Policy

The University of Colorado at Colorado Springs (UCCS) is a collegial academic community whose mission requires an open learning and working environment for students, faculty, staff and others. An open learning and working environment is one which values and protects individual dignity and the integrity of human relationships. UCCS educational process is based upon mutual trust, freedom of inquiry, freedom of expression and the absence of intimidation and exploitation.

As a place of work and study, UCCS must be free of inappropriate and disrespectful conduct, communication of a sexual nature, sexual harassment, and all forms of sexual intimidation and exploitation. All students, faculty, and staff must be assured that UCCS will take whatever action may be necessary to prevent, correct and discipline behavior which violates this policy.

Students, staff and faculty who desire information, have questions about procedures, or feel that they have been sexually harassed are encouraged to seek advice and counsel from a member of the Committee on Sexual Harassment. The person inquiring shall be given information on sexual harassment generally, on the campus policy and procedures specifically, and on the availability of and time lines for recourse to external agencies. Written materials may be borrowed by contacting the Affirmative Action Office.

Additional information about sexual harassment, as well as copies of the complete Campus Sexual Harassment Policy and a list of members currently serving on the Committee on Sexual Harassment are available at any of the following offices: Affirmative Action, Student Life, Student Government, Personnel, the Women's Information Center, the UCCS Library Circulation Desk and the Student Information Desk in the University Center, and off the CU-The Springs World Wide Web Page (http://www.uccs.edu).

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Definitions

Temporary Odd Job

Hourly, on campus non-work study employment which is intermittent or on-call, e.g., catering or moving, or which lasts for a short duration (one or two pay periods.)

Regular part-time and full time

Work for a given number of hours per week in a regular off-campus employment position not university affiliated. Full-time is defined as working 40 hours per week, and part-time is working less than 40 hours per week.

Work Study (Need-based)

A program in which hourly pay is subsidized in part by Federal and State funds. Most work study is part of the financial aid program, and a student must apply and qualify for financial aid to receive need-based work study. No-need work study is not based on need. It is awarded on a computerized random selection basis. The employer will pay 26 percent of the work study earnings for the current award year and thereafter. Off-campus work study employers also pay an additional 2 percent for Worker's Compensation Insurance and a 7% administrative/handling fee.

Work Study (No-need)

No-need work study may be granted to undergraduate students attending half time (6 credit hours) or more. It is only awarded once a year, prior to the fall semester, by a computerized random selection.

On-Campus Hourly (student hourly)

Hourly non-work study on campus employment.

Employer

An employer is an on-campus department or off-campus company. Employer is used rather than referring to both each time.

Employee

An employee, as used in these polices, is a work study, or no-need work study student, or an on or off-campus hourly student. Employee is used to reference all types of student employees.

PDW

Personal Data Worksheet - generated by Student Employment Office gives pertinent information to the Personnel Office, i.e. student name, Social Security Number, hourly wage, employer number, etc., so the student can be paid.

JDW

Job Data Worksheet - completed by department at the hiring of a student employee to set-up the parameters (i.e. wage, speed type) for that job. Submitted to Student Employment office no later than the first day of work for the student.

TRR

Time Report Roster - generated by the Personnel Office after receiving the JDW. The TRR is sent to employers to fill out number of hours the student worked and is signed by the employer authorizing payment of wages. Employer then codes hours worked onto PSHR system on a bi-weekly basis.

SEAN'S Place

Student Employee Assistance Network System (SEAN's) is a computerized listing of current job openings, both on and off-campus. You may access SEAN's place from the Student Employment pages off of the UCCS Financial Aid/Student Employment homepage or click here to go to SEAN's Place.

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Qualifications

Need-Based Work Study

To qualify for participation in the need based work study program, students must document financial need by completing the appropriate financial aid application through the Office of Financial Aid/Student Employment. For more information on how to apply for aid, click the "Financial Aid Advisor" option within the "Quick Navigation" drop menu. Applications are available in January for the following Summer, Fall and Spring terms. To qualify for work-study employment, a student must be currently enrolled in a degree program (classified) and be at least a half-time student. Half time for undergraduates: 6 credit hours Fall/Spring and Summer. Graduate students must be taking a minimum of 3 credit hours during Fall/Spring and in Summer.

No-Need Work Study

No-need work study applications are available for a two week period, starting one week before fall classes begin. They are awarded by a computerized random selection process. No-need work study awards are for fall and spring only.

To qualify for participation in the no-need work study program, students must meet the following criteria:

1. Be eligible for resident tuition excluding those students who are granted resident tuition based upon military or Olympic status
2. Be undergraduates
3. Be accepted in a degree program
4. Be enrolled for a minimum of 6 credit hours
5. Be making satisfactory progress toward the completion of their degree

Additionally, new students with intentions of pursuing a course of study with the institution at the next available scheduled opportunity may pursue employment with the university one semester prior to enrollment. The student must provide the hiring authority with proof of acceptance by the institution to enroll or have enrollment confirmation for the next semester.

On-Campus Hourly Employment

To qualify for on-campus hourly employment, a student must be either currently enrolled in a degree program and taking at least one unit or an unclassified student who is taking a minimum of the below indicated credit hour requirements.

Unclassified Student Hourly Requirements

Enrolled in Both Fall and Spring undergrad = 6 grad = 3 Enrolled in Only Fall or Only Spring undergrad = 12 grad = 5 Summer undergrad = 6 credits grad = 3 credits

Summer Hourly Employment Enrollment Exception

For purposes of summer employment, a student may be employed without being enrolled if she or he was enrolled half-time in the spring semester (changed from full-time effective 5/28/00) and the student shows intent to return to UCCS the following fall semester. Non enrolled and some part-time student employees will participate in a retirement program. For more information click to go the "Benefits" section of the Student Employment Handbook.

Off-Campus Regular Employment

To qualify for off-campus non-work study employment, a student must be currently enrolled in one credit hour, or be accepted to the University for the following term.

A person on a faculty or staff appointment at the University at least one half time is not eligible for student employment.

International Students

International students in the United States with a Student Visa (ie. F1 Visa), may work on-campus non-work study a maximum of 20 hours per week while classes are in session. When classes are not in session, they may work on-campus non-work study up to 40 hours per week.

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Employment Applications

To apply for work study or non-work study employment, whether it is temporary, regular, part-time, full-time, on campus, off campus, or through the UCCS Student Employment Office access SEAN's Place via the UCCS WWW homepage at http://www.uccs.edu, or click here to access SEAN's Place Only UCCS students may access SEAN's Place.  The job listings and application process are strictly self-referral.

Students who are awarded need-based or non-need based work-study may apply for a work-study position three to four weeks prior to the beginning of each semester.  All work study jobs are listed in SEAN's Place.  Students are served on a first come, first served basis each day for counseling on job search needs in the Student Employment Office.

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Job Posting, Referral, Listing

To provide all students with access to information regarding student employment opportunities, the following procedures have been established and are required of all hiring departments.

Job Posting

All current job openings are listed in a computerized program called SEAN's Place (Student Employment Assistance Network System). You may access SEAN's Place from your home, or any on-campus terminal that has internet access. This service is strictly self referral. To apply for any job, you must contact the employer directly. If you are hired through this service and want to be paid, you must come in to the Student Employment Office and complete paperwork. If you have any questions regarding SEAN's Place, please contact the Student Employment Office.  Directions to SEAN's Place are located in the appendix.  Link to SEAN's Place.

Referral

After consulting SEAN's Place, eligible students must apply for each specific position by contacting the department or company. (Instructions are in SEAN's Place in each job listing.) When a decision to hire a student is made all employers (except off campus regular) need to send the student in to the Student Employment Office and fill out a UCCS JDW, a Personal Data Worksheet, a W-4 Form, and a Direct Deposit Form. The procedures regarding student hiring (given on page 9) must be followed. When hiring a UCCS student, off-campus work study employers must follow the these same procedures plus they may include their own hiring procedures.

Listing a Job

Hourly Student Employment

All University employers are required to list hourly job vacancies with the Student Employment Office using a UCCS Job Order Request Form. Each vacancy must be listed for three (3) days before a student can be hired.

Work Study Student Employment

A UCCS Job Order Request Form will be sent to all employers prior to each semester, including summer, by the Student Employment Office. All employers need to fill out this form and return it to the Student Employment Office before the beginning of each semester. Each vacancy must be posted for three (3) days before a student can be hired.

Removing a Job

Phone the Job Locator line for job removal at 255-3454 or e-mail us at stuemp@uccs.edu.

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Hiring Procedures for Work Study and On-Campus Hourly

1. The on-campus employer must use the University Student Job Categories, Hourly Rate Chart, and the Department's respective compensation plan to determine job title and base rate of pay. Off-campus work study employers may select whatever job title and base rate of pay they deem appropriate.
   
   The selected job category must reflect the actual duties the student is to perform. It is recommended that new students be hired at the beginning rate of pay of the particular job category unless they have previous related job experience or class work.
2. The employer must complete the Job Order Request Form and submit it to the Student Employment Office. Referrals will be made to the employer based on the referral procedures.
3. The employer will conduct an interview with the student. A student who is not hired will be advised to continue their job search via SEAN's Place.
4. When a decision to hire is made, the student and employer must comply with the payroll procedures.
5. The employer is required to make the Student Employment Polices available to employees and follow the record keeping procedures.
6. Employer and the student will make a one semester commitment to each other.

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Student Payroll Procedures

The following information will be requested by the Student Employment Office:

Student Employment Job Data Worksheet (JDW)

After a decision to hire is made by an employer, the student and the employer must complete their respective sections of the UCCS Student Employment Job Data Worksheet (JDW). This form serves as a Student Certification and an Employer Certification. This form must be completed in permanent ink or completed "on line" then printed and signed. Unsigned forms cannot be processed.

The JDW must be completed and returned to the Student Employment Office before the student can be paid. This should be done no later than the student's 1st day of work!

W-4 Form

A W-4 Form is required for all new employees or for all previous employees who have been terminated from the payroll system. The completed W-4 form is attached to the Personal Data Worksheet (PDW) and submitted to the Personnel Office by the Student Employment Office.

Personal Data Worksheet (PDW)

A Personal Data Worksheet (PDW) is required for all new employees and former employees who are no longer active in the Payroll System. After the Personal Data Worksheet is complete and entered into the PSHR system, the PDW is sent to the Personnel Office along with the W-4 Form and Direct Deposit Form.

Direct Deposit

All student employees must participate in the Direct Deposit program; a Direct Deposit Application Form can be obtained at the Student Employment Office or click here. The completed form and a copy of the student's bank deposit slip are attached to the completed PDW and submitted to the Personnel Office by the Student Employment Office. Direct Deposit must be canceled by filling out the Direct Deposit Form.

Social Security Card (Personnel Office)

The University of Colorado requires that every employee provides his or her employer with their original social security card to comply with federal regulations. This requirement applies to all persons hired, including work study and non-work study hourly employees. All employees who are hired at UCCS after July 1, 1992 are required to show their original social security card to the Personnel Office. The Personnel office is located in Cragmor Hall, room 101. If the student employee does not have an original social security card, they may apply for a replacement card at the Social Security Office, 3628 Citadel Drive North, Colorado Springs (574-9279). Before the student can be processed, the student must present the original social security card or the receipt for the replacement social security card to the UCCS Personnel Office. No name change can be processed in the payroll system without a new social security card showing the new name.

I-9: Verification Of Eligibility For Employment (Personnel Office)

The Immigration Reform and Control Act requires that verification of employment eligibility be documented by the end of the third day of work. The Control Act applies to all persons hired, including work study and non-work study student hourly employees. All employees hired at UCCS after November 6, 1986, are required to provide documents to show that they are authorized to work. The necessary documentation must be taken to the UCCS Personnel Office, 101 Cragmor Hall, within 3 days after being hired. If the student is not sure whether they are authorized to work in the United States, please contact the UCCS Personnel Office, Cragmor Hall 101, 255-3372. Failure to provide the document(s) will result in termination of the student's employment.

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Personal Data Worksheet (PDW)

A Personal Data Worksheet (PDW) (received from and submitted to the Student Employment Office) will be processed for each student who is hired. The Office of Student Employment processes this form and sends it to the Personnel Office.

The original PDW is kept by the Personnel Office.

If the employer needs to change any information on the Job DataWorksheet (JDW), the corrected JDW needs to be sent to the Student Employment Office. Examples of information changes are: department account number, job class or hourly rate change due to a reclassification or a pay raise, termination, etc. For pay raises, the employer must follow the procedures outlined under Compensation. For a change of address, the student must complete an Address Change Form at the Student Employment Office and a new Personal Data Worksheet (PDW). The Student Employment Office will record the changes and forward the PDW to the Payroll Office. All employers must comply with this procedure in order for the student to be paid.

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Time Report Roster

The Time Report Roster (TRR) will be sent directly to the employer by the Personnel Office. Employers are responsible for entering TRR's onto the PSHR system and submitting original TRR's to the Personnel Office by 9:00 a.m. on the scheduled due date. TRRs must be filled out completely or they will not be processed. This includes pay end date, dept/org name & number, employee ID, name, speed type, position number, job code, title, hourly pay rate, and hours worked (as recorded on the sign-in/sign-out timesheet for that period). Questions regarding TRRs should be directed to the Personnel Office, 255-3372. To be processed, TRRs must have the signature of the employer. For each employee, the total number of hours must be entered on the TRR in the "Hours Worked" space. Only hours that fall within the proper pay period should be entered on the TRR. If one or more student employees miss turning in their hours on the department or company TRR, the late hours can be turned in the next pay period on the TRR.

Under normal circumstances, students may only be scheduled to work up to a maximum of 40 hours per week. If unusual, short term circumstances arise that necessitate work in excess of 40 hours per week, students may do so only with the pre-approval of the appropriate Supervisor and Dean/Director. This approval will need to be documented as part of the student's personnel file. All hours worked beyond 40 hours per week are considered overtime and are paid at the time and a half rate (1 1/2.)

The student cannot be paid unless all of the TRR procedures are followed.

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Off Campus Regular (Non Work Study) Employee

After a decision to hire is made, the employer will follow his or her company's payroll procedures. The employer or employee needs to notify the Student Employment Office that the job is filled and the name of the student hired, if applicable.

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Responsibilities

Employer

The primary responsibility of the employer is to provide adequate supervision and training for the student employees. Employers are asked to consider the students' class schedules, academic work loads, and individual needs in establishing regular work schedules. A supervisor must discuss the job description, expectations, and location with his students. Both employer and employee must sign a copy of the Job Description. It is the responsibility of the employer to set a departmental or company policy regarding time off for employees. This policy must be communicated to employees when they are hired. If the employer chooses to have a dress code for student employees, it must be consistent with the dress requirements for other members of the department. This dress code must be communicated to employees when they are hired.

Employers are responsible for the accuracy of time records. Employers approve hours worked when they sign the Time Report Roster. The supervisor must also sign the Certification Statement on the Sign In/Sign Out Form. Sign In/Sign Out Forms and Time Report Rosters are official records and are subject to audit. Work study employees may not work during their scheduled class periods. If class was canceled or the class ended early, the work study employee may work, but the circumstances need to be documented on the Sign In/Sign Out Form.

Employers are responsible to ensure payment to the student employee for all certified work hours. In the case of a work-study employee, please note that the work-study award amount is subject to change at any time throughout the semester. Consequently, it behooves the employer to check the student's award amount every two weeks on the PSHR Work Study Panel and/or run a work-study report to see the student's current/up-to-date award amount - as well as to check the total amount earned against that award.

The supervisor is responsible for keeping the student's employment records.

Supervisor training resources are available from the student employment office.

Student Employee

The primary responsibilities of the student employee is to complete work as outlined in the Job Description and discussed with the employer. The work that student employees do is extremely important to the University. Students should be prepared to work and should not consider their jobs to be less important because they are filled by students. It is also the students' responsibilities to report promptly and regularly to their jobs. In cases of illness, emergency or unusual circumstances, student are responsible for notifying their employers that they will not be able to report for work.

Failure to notify the employer regarding time off due to illness or emergency may be grounds for termination. Exceptions may be allowed for unusual situations when the student employee absolutely can not contact the employer. Contact should be made as soon as possible. If the employer cannot be reached, the student may notify the Student Employment Office, who will contact the employer.

Student Employees must complete a Sign In/Sign Out Form that details the specific times they worked each day. This Sign in/Sign Out Form must be signed by the student employee. Work study students must also submit class schedules to their employers for each semester worked which includes the days and times that each class meets. Work study employees may not work during their scheduled class periods. If class was canceled or the class ended early, the work study employee may work, but the circumstances need to be documented on the Sign In/Sign Out Form.

Additionally, in the case of a work-study employee, the student should notify the employer immediately of any changes made to their award amount and discuss with the employer, what, if any, changes will result in their work schedule as a result of the award change.

Student employee training resources are available from the student employment office.

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Compensation

Breaks/Lunch

Students are permitted a 15 minute paid break during every four consecutive hours of work. This is in accordance with University policy. If student employees work more than five consecutive hours in a day, they should be provided with a minimum 1/2 hour unpaid meal break. If the student and the supervisor agree, the 15 minute break can be combined with 15 minutes without pay for the 1/2 hour meal break.

Jury Duty

In accordance with the Code of Colorado Regulations, students are paid their actual hourly rate for any normally scheduled work that occurs during the first three days of jury duty. Employers pay 100 percent of the jury duty pay and turn in the hours on the regular pay cycle -- documenting in the file what hours were during jury duty. Federal or State work study dollars are not used to pay for jury duty. Hours paid for jury duty should be recorded on a separate/additional line in time entry with an earn type of SJD (Student Jury Duty).

Sign In/Sign Out Forms

All employees, except off-campus regular employees, must enter the precise hours that they work each day on a Sign In/Sign Out Form. This Sign In/Sign Out Form must be signed by employees to verify that they actually worked the hours noted and by the supervisor to confirm that the student should be paid for the hours worked. If a time clock is used to record time in/time out for the employee, have the employee and the supervisor sign the Sign In/Sign Out Form and attach it to the time card.

On-Campus Work Study and Hourly Employees

In order to receive a paycheck, every student employee must fill out a Student Employment JDW, W-4 Form, and a PDW, as stated in the Student Payroll Procedures section.

The UCCS Job Category Table, in conjunction with the department's office compensation plan, will be used to determine the hourly rate. (Call the Student Employment Office for a current copy, or click here.) If the employer enters the wrong hourly rate on the JDW, the Student Employment Office will make the appropriate correction to the JDW and forward it to the Personnel Office. Under normal circumstances, this range will be adjusted annually each fall semester based upon the University's annual salary adjustment for classified employees. If the State Salary Survey implementation is delayed, the adjustment of the UCCS Job Category Table will also be delayed. UCCS student employees must earn between the Federal minimum wage and a maximum of $18.00 per hour, inclusive.

It is recommended that employers hire new student employees at the base rate (minimum) unless the student employee can show previous related experience.

A $0.25, $0.50, etc., increase may be given at the employer's discretion for any of the following reasons: previous experience or class work, proficiency on the job, longevity on the job, increased work responsibilities, managerial or supervisory responsibilities.

A student's wages must be within the designated pay range for his or her job class (including the minimum and maximum). UCCS discourages Additional Pay/One Time Pay amounts for student employees, all pay should be processed through a student's ordinary payroll appointment. Any requests for additional pay will be required to include an hourly rate to support the minimum wage requirement. The UCCS Human Resources Office will be responsible for verifying that all wages meet these minimum wage requirements.

Each employer will develop an individual compensation plan for hiring and promoting student employees ( see sample on web). This plan will insure that all student employees within a given department will be treated equally and not arbitrarily. The Student Employment Office will be available to help develop or review any plan at the employer's request.

Continuing or Former UCCS Student Employees

Each employer will have the prerogative to pay continuing UCCS student employees an hourly rate the employer feels is appropriate, as long as it falls within the pay range; is at one of the steps for the appropriate job category, and is in accordance with the Department's Compensation Plan. However, it is strongly recommended that student employees who continue to be employed by a particular department will not suffer a reduction in pay. If budgetary restrictions cause a reduction in pay, all students who work for a particular department must be treated equally and not arbitrarily.

It is the employer's prerogative to pay an hourly rate the employer feels is appropriate to students who return to employment at UCCS after an absence, as long as the previously stated guidelines are followed.

To change job responsibilities, and give the student a raise, the employer must submit a new Departmental Job Description Agreement, mutually agreed to in writing and signed by both employer and employee. This data will be entered into the employee's records. The new hourly rate and job category number must be entered on the JDW by the employer. The JDW and a copy of the evaluation that supports the raise must be submitted to the Student Employment Office. The Student Employment Office will forward this information to the Personnel Office.

If the employer gives the student a longevity or merit increase, a new job description is not needed. However, an evaluation supporting the raise will be entered into the employee's records. The new hourly rate must be entered on the JDW by the employer. The JDW, job description, and a copy of the evaluation that supports the raise must be submitted to the Student Employment Office. The Student Employment Office will process/enter this information and forward originals to the Personnel Office.

Off-Campus Work study

In order to receive a paycheck, every work study employee must fill out a UCCS Student Employment JDW, a Personal Data Worksheet, a W-4 Form, and a Direct Deposit Form as stated in Student Payroll Procedures, page 10. Off Campus work study employers must pay at least the Federal minimum wage and a maximum of $18.00 per hour. Raises and promotions are at the employer's discretion.

To change job responsibilities, and give the student a raise, the employer must submit a new Departmental Job Description Agreement, mutually agreed to in writing and signed by both employer and employee. This data will be entered into the employee's records. The new hourly rate must be entered on the JDW by the employer. The JDW job description and a copy of the evaluation that supports the raise must be submitted to the Student Employment Office. The Student Employment Office will process/enter this information and forward originals to the Personnel Office.

Raises

The JDW, current job description, and a copy of the evaluation that supports the raise must be submitted to the Student Employment Office. The new hourly rate must be entered on the JDW by the employer. The Student Employment Office will process/enter this information and forward originals to the Human Resources Office.

Off-Campus Regular Employment

All off campus hourly jobs that are listed in SEAN's Place must pay at least minimum wage with the exception of child care in the home, waiter/waitress and commission positions. Since off-campus hourly employment opportunities are not under the jurisdiction of UCCS, the University assumes no obligation for the verification of job standards, continued employment or affirmative action procedures. Raises and promotions are at the employer's discretion.

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Special Regulations Relating to Work Study Employers and Employees

Need-based and no-need work study awards are made by the Financial Aid/Student Employment Office as part of the federal and state aid programs. Students must apply and qualify for need-based work study. No-need work study awards are made using a computerized random selection process.

Employers must carefully review budgets and work requirements so that students will be able to work sufficient hours to earn their entire awards within the semester.

Work study students may have only one work study job per semester. Work study students must submit class schedules to their employers for each semester worked which includes the days and times that each class meets. Work study student employees may not work during their scheduled class periods. If class was canceled or the class ended early, the work study student employee may work, but the circumstances need to be documented on the Sign In/Sign Out sheet.

Work study employees may receive academic credit for their work study job if the following conditions are met: 1) Arrangements have been made with an academic department. 2) The credit hours for the work study job must be in excess of the credit hours funded by the student's financial aid. 3) The student must consult with the student employment coordinator regarding academic credit for a work study job.

Supervisors must not permit work study employees to exceed allowable earnings without first checking with the Student Employment Office. The employer is responsible for payment of 100 percent of the amount beyond the work study award. If the student has no eligibility to work beyond the work study award amount and continues to work, the student may be required to repay a portion of her or his financial aid awards. Employers should check the PSHR work-study panel or run a work-study report every two weeks to see the student's current work award and paid amounts.

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Voluntarism

The Fair Labor Standards Act of 1938, as amended, prohibits employers (including colleges and universities) from accepting voluntary services from any paid employee. Consequently, all UCCS student employees (work study and non-work study) must be paid for all hours worked.

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Evaluation

Student employee evaluations are required at a minimum of once a year. In addition, an evaluation is required before a reclassification, hourly rate increase or termination. In addition, if an evaluation is requested by the student, the employer is required to furnish it. The evaluation can be used to provide guidance as to expectations of the job.

If the employer feels the employee is not fulfilling the requirements in the job description, an oral evaluation should be conducted with the employee. If satisfactory results are not obtained within a reasonable period of time, the employer may initiate termination procedures.

The standardized Student Employee Evaluation Form may be used by all employers. However, employers may use another evaluation instrument if they desire.

An evaluation must be signed by the supervisor, the department head, and the employee after it has been discussed by all parties. The signature of the student employee does not necessarily indicate agreement with the evaluation. A copy of the evaluation must be provided to the student. The student may submit a written rebuttal to areas of disagreement in the evaluation.

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Termination and Discipline Policy for Student Employees

Work Study

Either party may end the employment contract at the end of the semester with two weeks notice. A work study employee who quits her or his job during the semester may not get another work study job that semester. Employers may terminate employees for cause by following the termination procedures listed below.

On-Campus Hourly

On-campus hourly student employees may quit their job at any time during the semester with two weeks notice to their employer. Employers may terminate employees for cause by following the termination policies listed below. Either party may end the employment contract at the end of the semester with two weeks notice.

General Termination and Discipline Policies/Procedures

All Students may be terminated for cause, for such actions including, but not limited to: reluctance or failure to meet job requirements as listed in the job description, excessive use of the telephone for personal calls, excessive visiting with friends during working hours, failure to report for work, habitual tardiness, etc. Prior to termination, the following steps must be taken:

1. The inappropriate work behavior must be clearly demonstrated and documented in writing by the supervisor.
2. A formal meeting must be held to discuss the inappropriate behavior. The inappropriate behavior must be documented in writing. The student and supervisor must sign off that discussion of the inappropriate behavior has occurred. The student must be given a copy of this documentation. The student may submit a written rebuttal to the allegations.
3. A probationary period with time frames agreed upon by the supervisor and the employee will be established in writing.
4. At the end of the probationary period, the employee's work performance will be evaluated in writing using the Student Employee Evaluation Form. If the work behavior has not improved, the employee may be terminated. The specific cause for termination must be stated in the Comment Section of the evaluation. All relevant documents will be kept in the employer's personnel file for the student and a copy will be given to the student.

There may be cases when immediate suspension, without following the above listed procedures, is necessary. The decision to immediately suspend an employee is the supervisor's. The supervisor must then review the decision to suspend the employee with the departmental head and provide a written response to the student employee within 3 days of the suspension stating that the student has been terminated (and reasons why) or that the employee is reinstated with whatever conditions may be required. Examples of situations where immediate suspension may be appropriate include:

• Physical or verbal abuse, threatening behavior
• Theft
• Falsely reporting time worked
• Being at work under the influence of alcohol and/or illegal substances
• Use of university equipment or supplies for personal gain
• Disclosure or use of confidential information for any reason

Before any termination occurs, it is required that the Student Employment Coordinator is consulted to help insure that the above procedures have been followed and a situation for termination confirmed.

If work requirements or funding in a department or agency decreases, student employees may be laid off. To prevent such layoffs, the Financial Aid/ Student Employment Office urges hiring organizations to review their work requirements and funding carefully before hiring.

If layoffs are necessary, they must be made utilizing a system that is equitable to all employees. Laid off student employees will have rehire rights only within the department from which the lay off occurred and only within the current semester. If future funding allows the affected department to hire additional student employees within the affected semester, laid off employees must be rehired (if they are qualified) before new employees are hired.

A supervisor who terminates a student's employment prior to the end of a semester is asked to refer the student to the Financial Aid/Student Employment Office for counseling and possible referral.

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Records

1. Departments must maintain a personnel file for all employees. This file will contain all employment material related to the individual and will be retained by the department for ten years following that student's termination of employment with the department. After five years, the file may be returned to the Student Employment Office for further processing.
2. The file contains:
   • Check-in procedures form (for initial hires)
   • The Job Description mutually agreed to and signed by the employer and employee
   • Departmental Sign In/Sign Out Forms that are signed by the student employee and the supervisor
   • Time Report Roster (TRR) copies for each pay period
   • At least the latest copy of the Job Data Worksheet (JDW)
   • Evaluations completed after the student has been employed for 12 months, to justify a raise or if the student employee has been terminated for cause.
   • Student class schedules for each semester worked (Work study students only)
   • Check-out form (upon employee separation/termination)
3. The student's file is open to the employer, the student and the Student Employment Office. No other party may obtain its release without written consent of the student.

   Temporary Employees (working one month or less)

   Signed Job Descriptions or evaluations are not required for temporary employees. However, all other records are required for temporary employees.

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Benefits

Student employees are not compensated for sick leave, vacation pay, or holiday pay. Students are paid no more, no less, than one hour's pay for each hour of work.

All student employees are covered by Worker's Compensation. All work related injuries should be reported to the UCCS Public Safety Office, 255 3111.

Student Retirement Plan

Effective Jan 1, 2006 all student employees who 1) meet the definition of a UCCS student employee, 2) are employed by UCCS, 3) and/or are not enrolled in at least the following minimum credit hours (not including continuing education classes) must participate in the Student Retirement Plan:

1. Undergraduate
   • Six (6) credit hours during the fall semester
   • Six (6) credit hours during the spring semester
   • Six (6) credit hours during the summer term
2. Graduate
   • Three (3) credit hours during the fall semester
   • Three (3) credit hours during the spring semester
   • Three (3) credit hours during the summer term

Additionally, student employees who normally work 40 hours (or more) per week must also participate in the Student Retirement Plan.The Student Retirement Plan requires a 7.5 percent contribution from the student employee. The employee and the employer each pay 1.45 percent of the student's gross wages for Meditax. If the student employee has an hourly appointment and is not enrolled in the minimum number of credit hours, the employer's contribution will come out of the employer's account, not the federal or state work study account.

If the student's credit load is less than the minimum (as stated above) or the student normally works 40 hrs/week or more, the student will need to come in to the Student Employment Office to fill out a TIAA/CREF Retirement Enrollment Form. This enrollment form must be completed and submitted to the Student Employment Office before the student's employment paperwork can be processed by the Personnel Office. Naturally, any delay in completing the enrollment form will cause a delay in the student getting paid.

See the Administrative Policy Statement on the Student Retirement Plan for more information/details at: http://www.cusys.edu/policies/policies/HR_StudentRetPlan.html.

See the Student Retirement Fact Sheet at https://www.cu.edu/pbs/benefits/downloads/student-ret-facts.pdf

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Grievance Policy for Student Employees

In order to move the grievance procedure along in a more timely fashion, the timeline requirements for this policy were changed/shortened effective 5/20/07

Please review the policy carefully and share it with all persons in your department who supervise student employees. Also share this policy with your student employees. It is essential that this policy is followed "to the letter" in student employee termination situations.

Purpose

The purpose of this grievance procedure is to provide a method for resolving employment related problems at the lowest possible level in the simplest, most direct manner. Grievances shall include, but are not limited to, such matters as employee-supervisor relationships, working conditions and hours, compensation, job classifications, job expectations, facilities and other work related issues.

Terminations necessitated by circumstances which are beyond control of the employer, such as (1) project completion (2) fiscal exigency (3) change in employee enrollment status and (4) elimination of positions due to technological advancement and/or change in the mode of operation, are generally not grievable.

Definition of a Student Employee

All undergraduate and graduate student hourly and work-study employees, who qualify and are authorized for employment as students, may utilize the Student Employee Grievance Procedure to resolve employment conflicts.

Facilitation

Information about the grievance procedure and forms may be obtained from the Student Employment Office. Questions about the proceedings should be directed to the Student Employment Coordinator or a designee who will facilitate the procedure. (A designee facilitator will only be used in the event that the Student Employment Coordinator is unavailable or a conflict of interest may be present. In those instances, the Director Of Affirmative Action will be the facilitator).

The facilitator will be responsible for: (1) explaining the procedure; (2) monitoring the processing of the grievance; (3) coordinating the grievance process; (4) arranging meetings; (5) assembling the board; (6) summoning witnesses; (7) maintaining the integrity of the original documents; and (8) other tasks that fall within the purview of facilitation. The facilitator cannot give advice or counsel to the grievant or employer.

Seeking counsel/advice is recommended for helping a grievant or employer in resolving a situation informally and/or in deciding whether to pursue the formal grievance procedure. The Executive Director of Student Support and Judicial Affairs is available for counsel/advice in these matters. Complaints of a discriminatory nature (e.g. race, color, religion, sex, age, national origin, individual handicap or veteran status) should be directed to the Director of Affirmative Action in the Affirmative Action Office.

Policies and Procedures

Student employees shall attempt to resolve grievances through informal discussion with their immediate supervisor. If the problem cannot be resolved through informal discussion, the employee may file for a formal grievance.

A grievance must be filed within 7 calendar days after the occurrence of the incident, or within 7 calendar days of the employee's reasonable knowledge of the action, or at any time if the grievance concerns a continuing situation rather than a single event or occurrence.

If a grievance is filed, it shall be processed in accordance with the Student Employment Grievance Procedure, except that time limits may be varied by mutual consent of the parties or due to scheduling conflicts. The time allotments begin the day after notification. Failure of the employee to proceed with a grievance in a timely manner will terminate the grievance. Failure by the employer to provide a timely response constitutes denial, and the employee may then proceed to the next level after confirmation with the facilitator. The grievance shall proceed through the following levels:

• Level 1 - Supervisory: The employee shall provide a copy of the grievance to the supervisor, unless the cause of the grievance occurs at a higher level, in which case the process shall commence at that level. The grievance shall state the employee's complaint and corrective action requested. The employee shall give the original form to the facilitator and retain a copy. A copy of the written response from the supervisor stating the decision shall be attached to the grievance complaint and returned directly to the employee within 2 working days after the date of filing. The supervisor will immediately forward the original document stating the decision to the facilitator and retain a copy. If the grievance is not resolved to the employee's satisfaction, then the employee may proceed to the next level.
  
  
• Level 2 - Department Head: Within 3 calendar days after the receipt of the decision at the supervisory level, the employee must inform the facilitator that he/she wishes to proceed to the departmental level. The facilitator will immediately present copies of the grievance documents to the department head or the designee in the absence of the department head, and schedule a meeting of the parties to the grievance within 3 working days. The meeting will be held at a neutral location selected by the facilitator. All parties to the grievance will have an opportunity to present their side of the issue and may introduce all relevant evidence. All written evidence will become part of the grievance file.
  
  Within 2 working days after the meeting, the department head will provide the employee with a written decision regarding the grievance. The original response must be sent to the facilitator, a copy should be kept by the department head and a copy must be delivered to the employee. If the grievance is not resolved to the satisfaction of the employee, the employee may proceed to the third and final level.
  
  
• Level 3 - Student Employee Grievance Board: Within 3 calendar days after the receipt of the decision at the departmental level, the employee must inform the facilitator if he/she wishes to proceed to the Student Employee Grievance Board. The facilitator shall schedule a hearing before the Board within 7 calendar days after notification of the employee's intention to proceed.
  
  The Board shall consist of seven individuals; all of whom constitute the Student Employment Advisory Committee (SEAC) (excluding the Student Employment Coordinator and the Director of Financial Aid/Student Employment). At least 5 of the 7 board members must be present to constitute a quorum. In the event that the Director of Affirmative Action is serving as the designee facilitator, the Director of Affirmative Action will not serve as a Board member for that proceeding and the quorum will be 5 of the remaining 6 Board members.

The hearing shall be conducted by the Human Resources Operations Manager. The facilitator will be responsible for assistance regarding procedural matters and requests for additional information. The Board shall hear all evidence presented by the parties, including the record of grievances from all previous levels.

The parties to the grievance may be advised but not represented by counsel at the hearing. Counsel may not speak on behalf of the parties. The Board shall have the authority to inquire about the grievance, request additional information and request personal appearance by other witnesses.

The Board shall render a written decision, including finding of facts, within 3 working days after the hearing.The decision of the Board shall be final. The Director of Financial Aid/Student Employment shall be responsible for implementing the decision with authority from the Vice Chancellor for Student Success.

Click here for a flowchart of the student employee grievance procedure.

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Administration of Student Employment Policies

The Student Employment Office will advise all employees and employers within 30 days after policy changes are made. These policy changes are not retroactive. They are effective from the date the employer receives notice of change.

The Chancellor of the University of Colorado at Colorado Springs has given the Director of Financial Aid/Student Employment the authority and the responsibility to implement and administer all student employment policies at UCCS. Federal and State Financial Aid Regulations and State Employment Policies are considered in establishing UCCS student employment policies.

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