Policies and Guidelines
The Student Employment Program is a valuable component of the educational experience at Duquesne University. Students who work in the program have the opportunity to earn money towards the cost of the education while making a contribution as an employee. Student Aides play an important role by providing service in such areas as the Library, the Living Learning Centers, the Science and Computer labs and in many of the offices around campus. Off-campus non-profit organizations, such as the Rehabilitation Institute, and the YMCA, offer students the chance to gain experience while giving back valuable services to surrounding communities. The services performed by student aides range from basic skilled, routine functions to highly skilled, pre-professional tasks.
Job priority is given to students in need of financial assistance as determined by the Financial Aid Office. Placement of students to open positions and administration of the University's personnel practices are the responsibility of the Office of Human Resource Management.
The number of job opportunities is dependent upon available budget. This budget is supported by University funds and off-set by Federal College Work-Study funds. The University participates in this program staffing positions on and off-campus. Because of the limited number of jobs, guarantees of employment cannot be made. Every effort is made, however, to provide as many students as possible the opportunity to interview for open positions.
Any full-time student enrolled at Duquesne University may apply for on-campus opportunities. Priority for interviews is granted to students in greatest need of financial assistance as evaluated by the Financial Aid Office. Students determined to be financially eligible receive College Work-Study as part of their Financial Aid package.
Students who do not meet the financial qualifications of college work-study may apply for limited opportunities in the program. The nature of these opportunities is basically temporary such as working during registration or ushering basketball games.
A student's placement and retention in the program are dependent upon any of the following: financial need, job availability, skills and hours required to fill a position, agreement that the student can hold only one job on-campus, satisfactory job performance and continuous enrollment as full-time students of the University.
Applications for on and off-campus student job opportunities are available in the Office of Human Resource Management. Applications are kept active for the academic year/summer period in which they are received.
College work-study eligible students are sent application instructions and job information prior to the start of the academic year via their Duquesne email address. An initial interview period is conducted at the onset of the school year. Students are advised of the interview dates and application deadlines. Interviews are assigned by mail for candidates whose application materials are received by the assigned deadline. Following the start of the academic year, students can learn of on and off campus openings by visiting the office or reviewing the posting of student jobs via the University Computer Network. More information concerning computer access is available through Computing and Technology Services (CTS).
Student employees may continue in their jobs into the summer or the next academic year provided the position is available, their performance in the job is satisfactory and they are awarded college work-study. The Academic Year and the Summer are independent work periods and require separate college work-study applications for the respective work-periods. Although it is not necessary for the student to interview again in order to return to his/her position, it is required that the student re-apply for the college work-study with the Financial Aid Office each academic year and summer period. Prior to the student's return to campus s/he will receive a confirmation of re-employment which will note the student's payroll information and start date. Returning aides cannot begin working until authorization is received and confirmed to the supervisor by the Office of Human Resource Management. Authorization to begin working will not occur before a student's college work-study award is confirmed.
STUDENT AIDE RIGHTS AND OBLIGATIONS
A student aide is responsible for demonstrating good work habits, which include dependability, punctuality, courtesy, and responsibility. A student aide is expected to conduct himself/herself professionally and to complete assigned duties in an effective manner.
Besides payroll records for accounting purpose, personnel records on all student aides are maintained to track a student's work history in the program. All activity is recorded in the student file. These records may be used for future referral in the Student Employment Program and may be used for credit and/or employment verification for outside organizations. Student aides may review their personnel file upon written request. A student's employment status in the University is considered part-time, seasonal. Therefore, they are not entitled to receive fringe benefits such as paid holidays, sick leave or medical insurance.
The Financial Aid Office determines the eligibility of students to work and issues a college work-study award letter. The earnings limit stated in the award letter, referred to as the "clearance amount", is the sum a student may earn in wages without affecting other forms of financial aid. Because student wages are linked to financial aid, their earnings are monitored to avoid exceeding the amount of their clearance. Earnings in excess of the clearance amount may restrict other forms of aid and/or may result in termination of the student from the position.
Under supervision, a student aide may work an average of 13 hours per week in shifts of three or four consecutive hours. A weekly average of less than 12 hours is not permitted unless the job is of such a nature that 12 or more hours are not necessary In addition, work shifts of less than two hours are not normally acceptable. Student aides are not permitted to take work home. There are no budgetary or financial aid provisions for overtime.
A student aide is paid only for the time actually worked. However, at a time appointed by the supervisor, the student may be permitted a paid fifteen minute break, during any shift of four consecutive hours. A student aide may request a reduction of hours or other adjustment in his/her work schedule during examination periods. While departments are asked to be flexible and cooperative with student schedules during exam periods there are offices that provide necessary services for which departments may not be as accommodating as others. Such departments include the living learning centers, the library and other security type functions. Unexcused or prolonged absence are grounds for dismissal.
The 13 hour/week maximum for the academic year applies during any week in which one or more classes or examination days may occur.* A student aide may be employed full-time during any vacation period extending over one full week. If scheduled to work, the student should follow the hours per week schedule of the regular staff including lunch periods.
* Federal statutes dictate that students can only work a certain amount of hours and earn a limited amount of money in order to remain exempt from paying the FICA/MEDI taxes.
Student aides may work up to a maximum of 35 hours/week during the summer period. The daily work schedule is not to exceed the University's prescribed 7 hour work day and students are required to take at least a half hour unpaid lunch period. Student aides are not permitted to earn compensatory time.
A student accepting a summer job must agree to work the entire summer or any part of it during which the job must be filled. The supervisor may approve a two-week vacation without pay if the student was an aide in the preceding school year, or a one week unpaid vacation if s/he is a new student aide. If attending summer school and carrying six (6) or more credits a session, a student may work no more than an average of fifteen hours per week while classes are in session.
REPORTING HOURS AND PAY
A pay period spans two (2) weeks. Hours worked by a student aide during this period are to be reported on the Student Employment Program Time Record. The student is required to sign in and out for each shift of work. This biweekly form must be signed by the supervisor. The supervisor is to report the hours to the Payroll department by the prescribed deadline. Hours reported late cannot be paid until the following payday. Unpaid breaks are not included in the total daily hours of work.
Student aides are paid according to the published biweekly pay schedule for the University. Pay checks for students working on-campus are available through the student's supervisor. Paychecks for off-campus work-study students are available through the Office Of Human Resource Management. Unclaimed paychecks will be mailed to the owner.
RESIGNATION / TERMINATION OF EMPLOYMENT
A student aide who wishes to terminate employment should give the supervisor a two-week written notice with a copy provided to the Office of Human Resource Management for the personnel file. Future employment in the program may be affected if a student terminates without adequate notice.
A student aide whose college work-study award is rescinded must terminate his/her employment in the program as eligibility is determined by the Financial Aid Office is a pre-requisite.
To transfer within an employment period, a student aide has two options. The first option is to resign the current position giving the supervisor a two-week written notice. The Office of Human Resource Management must be consulted for assistance in seeking another position. However, no guarantee that immediate placement to another position can be made. The second option is for the student to make an appointment with the office to discuss their intention to transfer and possible openings in the program. At the time a new offer of employment is confirmed, the student would give a two-week written notice to the supervisor.
A student aide who is involved in an accident while working for the University should notify their supervisor immediately (within 24 hours). If medical assistance is needed, the student will initially be directed to Health Services or another appropriate medical facility, depending on the severity of the injury. If follow-up medical care is needed, the Risk Manager will assist and direct the student aide in obtaining such care. Duquesne will pay for all reasonable medical treatment associated with the injury and according to the University policy. The Supervisor is required to file a "Supervisor's Accident Investigation Report" with the Office of Risk Management after the incident occurs, even if no medical assistance is required.
The design of the program is to assist students in the development of good work habits and to encourage students to perform well in an employment situation. There are times when a student's performance or conduct on the job may require the application of disciplinary measures which could include verbal or written warnings, suspension and/or termination. The intent of the disciplinary process is to improve employee performance or eliminate misconduct. Supervisors must first contact the Student Employment Manager in the Office of Human Resource Management before issuing any formal discipline to student employees. A supervisor has the responsibility to educate an employee concerning policy, procedures, and job expectations. When infractions occur, supervisors must be willing to discuss the situation. Whether a student is warned, suspended, or dismissed will depend on the severity of the infraction. Any concerns that a student may have in the disciplinary process should be addressed to the Program Coordinator. Any employment concerns that a student may have while working at Duquesne University should be addressed to the Office of Human Resource Management.
A new student aide must complete the appropriate tax forms and the I-9 form BEFORE s/he may begin working. These forms are required in advance of any pay date. Should the required forms be submitted on a pay date they will be accepted for processing for the NEXT pay day. As specific deadlines apply to the payroll process, please coordinate the timely completion of these forms with the Office of Human Resource Management.