Student Employment

In any organization with many jobs and many people, different points of view will develop about a given situation. The following are suggestions for dealing with conflict:

• Address problems as they arise, not after they accumulate. Deal with minor concerns before they become major problems.
• Review job responsibilities, duties and expectations. Make sure they are clear to both the supervisor and the student.
• If repeated written warnings about poor work performance or other unacceptable behavior do not correct the problem, the supervisor should complete an evaluation form and officially confront the student about the issue. Specific instructions should be given on the changes that need to occur both in behavior and work performance and a date should be set for the next evaluation. If the situation improves within the specified period, the student may continue to work. If not, the student may be asked to leave the position. If a student supervisor would like assistance with this process, or has questions about implementing the stops involved with termination, they should contact the career center. (X66485 or career@calvin.edu)
• Avoid personalizing critical comments. Discussions regarding performance should be conducted in private.
• If assistance in resolving a conflict is required, supervisor and/or students may contact the student employment manager. If a student worker’s position is terminated, please notify the career center.

Clothing should be decent and appropriate for the particular position and be in good taste. The goal for all employees is to represent the university in the best possible light at all times.

There are 3 pay bands for student employees on campus that range from minimum wage to $16/hour. Supervisors can select a level based on the complexity of the role. Student employees can receive raises based on performance and if they are given additional responsibilities to merit the increased pay level.

The Calvin information technology department (CIT) provides computer, printing and telecommunications services to students, faculty and administrative office of the university. The vision is to promote information technologies at Calvin University which are appropriate to the academic and administrative needs of the university and which support members of the community.

Questions regarding computers or telecommunication services on campus may be directed to the CIT Helpdesk at 526.8555. Additional information about these services may be found on the CIT website.

International students who have been granted F-1 and J-1 student status may accept on-campus employment without prior approval of the U.S. Citizenship and Immigration Services. A student is eligible to work on-campus if they are maintaining a minimum 12 hour course load per semester (9 credit hours per semester for graduate students).

International students may work on campus for up to 20 hours per week when class is in session, and more than 20 hours per week during specific designated vacation periods as directed by various federal regulations. These designated periods coincide with the academic calendar (spring break, holiday break, summer, winter intensive if not enrolled).

Students who work more than 20 hours when the restrictions are in place will be given one warning during their time at Calvin. A second offense will result in the termination of their SEVIS record, in accordance with 8 CFR 214.2(f)(9)(i).

How does Calvin find out that students worked over 20 hours per week? The payroll office keeps close tabs on the working hours of each employee. Human Resources will communicate directly with your DSO to inform him or her that students have worked over the 20-hour limit.

Students and supervisors can consult the F-1 Work Restrictions Calendar to be published yearly by the DSO to see when the 20-hour limit is not in force.

Students may not be hired into positions where a relative directly supervises them. Relative is defined as: spouse, parent, grandparent, brother, sister, aunt, uncle, niece, nephew (or the spouse of any of these, or any other related person or non-related person who is part of the student’s household.) Employment of relatives in the same department or under the same supervisor is presumed to be unacceptable and may be authorized only with the prior written approval of the President.

New student employees are required to complete the online orientation (see link below) within their their first week of employment. The training will cover a variety of topics (i.e. student employee responsibilities, professionalism, workplace etiquette, student payroll, safety) and student employees will receive compensation for completing the training (must be worked out with his or her supervisor beforehand). The orientation lasts 30 minutes, requiring completion of an assessment at the end for training credit and compensation. A minimum score of 80% is necessary.

The orientation presentation can be found here.

The overtime policy of Calvin University is to staff all operations at a level that prevents regular overtime by employees. Vice Presidents may pre-authorize overtime during emergency situations. This decision must be communicated to the Human Resources office so they are aware of the situation. When pre-authorized and completely necessary overtime will be paid at time and one half for hours worked beyond 40 in any given week.

Student workers who have positions in multiple departments and work during breaks in classes may not work over 40 hours per week. For example, if a student is working for one department for 10 hours per week they may not work over 30 hours per week in their second position. It is the supervisor’s responsibility to coordinate work hours to avoid overtime. This policy applies to all student workers.

• If a student has a question about a specific pay slip, they should discuss the situation with their supervisor. If the issue remains unresolved, please contact payroll@calvin.edu. Students must have their pay directly deposited into a savings or checking account at the bank of their choice. If direct deposit information is not available a pay card will be issued for the employee.

Calvin University is committed to providing a safe and healthy work environment for all employees. To assist the university with this goal all workers are required to complete Safety Training. Upon hire, instructions for completing this training will be indicated.

Student workers may take one fifteen minute break for each shift of 4 hours or longer. When working a shift of 6-8 hours, students may take one 30 minute un-paid lunch break. Student supervisors are responsible for scheduling and regulating break time. Abuse of this policy could lead to disciplinary action.

Smoking is prohibited in all campus buildings. Those who choose to smoke must do so outside and dispose of trash appropriately. Student workers may use their break time to smoke in designated areas.

Every student position has a job description. On-campus jobs are assigned a pay band (range of wages) based on the skills required, responsibility, supervision of other students and experience. The human resources office will classify positions based on their job description. This will provide uniformity and equity between departments. A position’s classification can be reassessed if the requirements of the job change significantly. Following are descriptions for each pay band:

• LEVEL I: Generally routine, repetitive in nature and follow well-defined procedures. Written or oral instructions are provided. Usually little previous experience or specific skills are needed. Positions require some decision making and limited independent action and judgment. May involve physical exertion and less than pleasant conditions. This level could require previous training or equivalent work experience, some university course work, mechanical aptitude, or knowledge.

• LEVEL II: May solve problems not covered by instruction, pass information on to others, supervise or instruct other students. Moderately complex, varied and involves a substantial degree of responsibility and judgment. If given general instructions, student will be expected to prioritize work. Duties are complex and involve a high degree of responsibility and/or professionalism. Assignments may involve analysis, independent judgment and knowledge of the principles, practices and concepts of a professional field.

• LEVEL III: Limited to a small number of positions in a department or division, students in this level must demonstrate skills vital to the functioning of the department.

Students who are beginning work in an on-campus job typically will start at the first step of the pay band. In some cases, supervisors may decide that student’s qualifications, skills, or experience translate into a higher pay rate. A student may progress to a higher pay rate as they gain experience and responsibility.

When calculating and implementing student wages, careful attention must be given to departmental budgets as student wages may not exceed their line item maximum for that fiscal year.

Student supervisors are a vital link between administrators and student workers. This means supervisors must be committed to the task not only of completing their work in an efficient and effective way, but also making sure their student workers are following their example. Incorporating the following responsibilities into their work routine can enhance supervisory effectiveness:

• Set ground rules regarding schedules
• Be clear about job responsibilities and expectations. Outline the consequences for not complying with the rules.
• Communicate departmental goals.
• Provide training and instruction.
• Model good work habits such as punctuality, dependability, fairness, cooperation, honesty and efficiency.
• Develop long-range planning, assigning not only the task, but also the continuing responsibility for seeing it through to completion.
• Make sure students complete necessary paperwork in a timely manner.
• Certify that web-time hours submitted to payroll are accurate.
• Have an interview and hiring process documented so communication is smooth and professional and produces the desired result.

Students are eligible to work in the summer if they are enrolled in classes for the ensuing fall semester. Incoming freshmen cannot work on campus until they are registered for classes, which usually happens around early August. Students may not be included in the student payroll once they have graduated or if they are not registered for fall classes.

Supervisors should view each student as a person, not simply as a worker assigned to a task for several hours. Academic and family life, financial pressure and other problems cannot be divorced from worker status. Supervisors need to help students put concerns in their proper perspective so that they do not overshadow activities in the workplace. Supervisors need to listen to students and understand problems but must not neglect their supervisory duties. For many student employees, their supervisor bridges the gap between home, the classroom and the “real world.”

Student supervisors are also mentors. They should model excellent work ethics and point out areas where student could improve. Supervisors should be sympathetic to student’s requests, but need to assist student in balancing work performance and punctuality with busy schedules. Supervisors also need to understand their role of “watching and directing” as they oversee the work habits of their students.

Student appointments are temporary and they are paid on an hourly basis for actual hours worked. Student employees do not have vacation, sick leave, or holiday pay. Jury duty is not compensated and they are not covered by unemployment insurance. Student employees are, however, covered by workers’ compensation.

Students are required to electronically record their hours accurately and honestly. Supervisors are responsible for checking consistency between hours recorded and hours worked for a given pay period. Questions about hours recorded vs. hours worked should be discussed with the student before web-time entries are approved. Students and supervisors need to understand the seriousness of falsifying and signing incorrect time records which could result in disciplinary action or termination. This job aide will help with questions.

All student employees are expected to exercise due care in the use of Calvin property and to use such property only for authorized purposes. Negligence in the care and use of Calvin property may be considered cause for suspension and/or dismissal. Unauthorized removal of Calvin property from the premises or its conversion to personal use is considered cause for discipline.

• To remain eligible for student employment, you must be enrolled for at least 6 credits for domestic students, 12 credits for international students. 
• Working during scheduled class periods is not allowed.
• Limit work schedule to 30 hours per week (20 hours for international students) during academic terms. If working more than one position on campus, combined hours should not exceed 20 (international only) or 30 hours per week.

Students in F-1 or J-1 status are not permitted to work off-campus under any circumstances without prior application and authorization from the Department of Homeland Security. Any work prior to authorization is a violation of regulations and could subject one to deportation. Limited off-campus work opportunities are available as determined by immigration guidelines. Check with the International Student Advisor if you have questions about CPT (Curricular Practical Training) and OPT (Optional Practical Training) opportunities.

SOCIAL SECURITY A Social Security Number is a requirement for work in the United States. A representative from the Social Security Administration will be on the Calvin University campus once during the fall and spring semesters. Students may use this opportunity to apply for a Social Security Card if they have secured an on-campus job.

All questions regarding work eligibility for Canadian or International Students should be directed to the International Student Advisor. (x66897)