Office of Human Resource Management

The policies and procedures herein pertain to all student hires whether funded through university work-study, grants or institutional funds.

We hope that the information contained herein will be helpful to those involved in the student employment process. Our office is open from 8:00 a.m. to 5:00 p.m. weekdays to assist you with your employment needs. Please contact the Office of Human Resource Management at (305) 626-3622 with your questions, concerns and comments. Our staff is ready to assist you

Student Employment Policy

The University may employ students to fill specific needs during each term. To be eligible for on-campus employment, students must pursue a full course of study. A full course of study is defined as 12 undergraduate credits during the fall and spring terms. Students are allowed to work a maximum of 20 hours a week during the fall and spring terms. Students can work up to 40 hours a week during vacation and semester breaks. Students who are not enrolled during the summer may work provided they have proof of enrollment for the fall semester. Student work schedules must not interfere with their class schedule.

The procedures outlined in the Student Employment Handbook must be followed when employing students.

Florida Memorial University is an equal employment opportunity employer and prohibits discrimination against employees or applicants on the basis of age, color, gender, height, marital status, veteran status, national origin, race, and religion. Discrimination in employment against a qualified individual with a disability is prohibited under Americans with Disabilities Act.

Discrimination is prohibited in all of the following areas: recruitment, hiring, promotions, demotions, transfers, layoffs, terminations, selection for training and educational assistance, rates of pay, and other forms of compensation and conditions of employment.

The Americans With Disabilities Act (ADA) prohibits discrimination in employment practices against a qualified person based on disability. The ADA, effective July 26, 1992, requires employers to consider a person with a disability who satisfies the requisite skill, experience and education, and who can, with or without accommodations, perform the essential functions of the job.

An employer is required to ensure that the application process does not serve to screen out persons with disabilities. This includes the interview, during which an employer may ask if an applicant can perform the essential functions of the job and how. Job posting must include the essential functions of the job. Rejecting an applicant because reasonable accommodations will have to be made is prohibited.

The ADA does not interfere with an employer’s right to hire the best-qualified applicant; it only requires that all applicants be considered equally, without regard to disabilities. Under the ADA, an employer is required to make “reasonable accommodations” for a qualified individual with a disability, unless the accommodation would impose an undue hardship on the employer.

The Florida Right to Know Law mandates an employer’s obligation to inform employees of the toxic substances to which they are exposed in the work place, and to provide training in safe handling practices and emergency procedures. Student employees who are or who could potentially be exposed to hazardous chemicals must be informed of their rights under the law and of the specific safety procedures necessary to work with these materials.

Florida Memorial University is committed to maintaining a respectful work environment free from Sexual Harassment of all employees. In support of this commitment and in accordance with applicable laws, the University prohibits sexual and other unlawful harassment and discrimination in the workplace. This policy applies to all aspects of the employment relationship and includes any verbal, physical, and visual harassment, solicitation of sexual favors, unwelcome sexual advances and creating or maintaining an intimidating or hostile work environment.

Examples of unlawful sexual harassment include, but are not limited to unwelcome sexual advances, request for sexual favors and other verbal, visual or physical conduct of a sexual nature where:

1. submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment or academic decision;

2. submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting such individual ; or

3. such conduct has the purpose or effect of unreasonably interfering with an individuals work or academic performance or creating an intimidating, hostile, or offensive working, living or academic environment.

Employees who feel they have been discriminated against or harassed by a co-worker, supervisor or agent of the University, should immediately report the facts of the incident(s), without fear of reprisal, to management or to Human Resources.

Workers’ Compensation protects any student who is employed by the University and receives a Florida Memorial University paycheck.

Workers’ Compensation Insurance covers accidents involving FMU student employees if an injury occurs while the employee is carrying out assigned duties. This protection extends to travel in a privately owned vehicle, only when the travel is directly related to the employee’s job (excludes travel to and from work).

Student employees injured on the job must report the injury to their supervisor immediately. Supervisors must complete a Report of Injury Form (Appendix 1) and submit it to the Office of Human Resource Management within 24 hours of the incident. If the student requires medical attention the Human Resource staff will instruct them where to go for medical care. Failure to report an injury within 24 hours may result in a loss of benefit.

Departments who wish to reimburse students for business travel may do so by reporting the mileage on a FMU Expense Report. Students will be reimbursed based on the University’s standard mileage allowance.

If a student is using his/her auto to perform travel on behalf of the University, the vehicle must be insured for automobile liability coverage. If the student spends more than 20% of her or his time engaged in business travel, a driver’s license verification is mandatory. In order to accomplish this, a photocopy of the student’s driver’s license must be sent to the Office of Human Resource Management. Only after a student’s driving record has been verified will permission be granted to allow the student to use his/her auto to perform business travel.

The following process should be followed when hiring new students. If you are hiring a returning student from the previous semester you do not need to go through this process. You must submit a new hire notice for the returning student.

· Determine how many hours per week you need assistance and how many students you will require.

International Students are eligible to work on-campus under all employment programs funded by Florida Memorial University. To be eligible for on-campus employment, international students must be valid in F-1 status, which includes pursuing a full course of study. A full course of study is defined as 12 undergraduate credits or 9 graduate credits during fall and spring semesters. International students who are not enrolled during the summer may work during the summer provided they have proof of enrollment for the fall semester.

Students in F-1 status may be employed on-campus during the academic year after verification of their employment eligibility with the International Student Advisor. Students in F-1 status are eligible for on-campus employment of up to 20 hours per week during fall and spring semesters and up to 40 hours per week during vacation and semester breaks. Students with J-1 status must obtain permission to work on-campus from their program sponsor. Students with J-2 status must apply to the Immigration and Naturalization Service to receive permission to work. Applications may be arranged with the International Student Advisor.

International students must have the form I-20 certified by the International Student Advisor in the Office of Admissions to be considered eligible for campus employment.

International students who wish to work on campus must file an application for a social security card with the Social Security Administration. If the student has applied for a social security card, the student can submit the receipt of application from the social security administration to the Office of Human Resource Management. The social security number must be printed on the receipt. International students are not allowed to work until the Office of Human Resource Management has been provided the social security card or a receipt from the Social Security Administration with the social security number printed on it. No Exceptions.

International students must bring the following original documents to the Office of Human Resource Management to be verified:

Every student position must have a written job description on file. This description should provide to the student the following information:

Each department will be supplied with a Student Position Description Manual. (This manual will be distributed under a separate cover.) The position descriptions have been prepared based on information submitted from each department. The supervisor must provide a copy of the position description to the student when hired. Position descriptions should be updated periodically as duties and responsibilities change. Please submit updated descriptions to the Office of Human Resource Management as needed.

Federal law requires that student employee’s fill out the W-4 and I-9. They should be completed PRIOR TO BEGINNING WORK. They must be completed in the Office of Human Resource Management. Students who have not filled out these forms will not receive a paycheck.

The pay week runs from Sunday through Saturday. Paychecks are distributed semi-monthly on the 15^th and 31^st of each month. A list of student pay periods can be found on the Student Employment Website.

Timesheets (Appendix 5) can be obtained from the secretary within each department. Timesheets should be completed daily and submitted to the department secretary for submission to HR as scheduled. The timesheet schedule can be found on the Student Employment Website. The deadline does change occasionally due to holidays. Please print a copy of the schedule for your use.

The supervisor is responsible for ensuring that the timesheets are submitted timely. The supervisor and student signature must appear in the appropriate places on the timesheet. Your signature indicates that you have verified the hours that are being submitted.

If time sheets have been properly signed and submitted to HR in accordance with the timesheet schedule, students can expect to receive their paychecks from the department secretary on payday.

Student positions fall into four pay levels based on the magnitude of characteristics of the job. The following characteristics are used to determine the level of pay:

Typical job duties include stuffing envelopes, answering the telephone, taking accurate messages, photocopying, filing, stocking shelves, running errands across campus, helping with special projects. Duties require no previous experience. Students usually work under the close supervision of a staff member or a student supervisor.

Positions in this category: Office Clerk, File Clerk, Bookstore Clerk, Scoreboard Operator, Shot Clock Operator, Bookstore Cashier/Clerk, Bookstore Merchandising Clerk, Bookstore Shipping/Receiving Clerk, Auxiliary Services Clerk, Mail Center Clerk, Copy Center Clerk,

Typical job duties include some of the duties in pay level 1 as well as operating office machines, typing correspondences, data entry and balancing financial report, assist professors, monitor labs, take statistics and cleaning vehicles.

These positions require skills or experience that may be developed through training. These positions require some degree of specialized knowledge or skill. These positions offer extensive on the job training; often the work is done with little or no supervision.

Positions in this category: Chapel Assistant, Office Assistant, Lab Monitor, Freshmen Year Experience Assistant, Fleet Assistant, Sound Technician Assistant, Athletic Statisticians, Weight Room Monitor, Library Assistant

Typical job duties require considerable proficiency in an area of specialized knowledge or skill.

They often require extensive computer knowledge, advance proficiency in a particular discipline, ability to mix chemicals in preparation for a lab, and/or advanced writing skills. These positions require the ability to work with little or no direct supervision. Confidentiality and responsibility tend to be very important.

Positions in this category: Research Assistant, Tutors, Resident Assistant, Science Lab Assistant, Phone Bank Assistant, Event Manager, Equipment Manager, Music Production Technician, Stock Clerk, Inventory Clerk

Consist of positions where students are supervising other students, responsible for the success of an entire program, and/or are responsible for ensuring the safety of other people.

These positions involve a high degree of training as well as extensive previous experience. Typically the student works without direct supervision.

Positions in this category: Program Counselors, Lab Managers, Audio Visual Technicians, Life Guard, Intramural Sports Official, Project Aides, USDA Food Monitor, Band Director, Choral Director, Program Coordinator

When job performance merits recognition, we recommend a raise of $.25 for period of two semesters in a department. One summer of full time employment is equivalent to two semesters.

Students are allowed to work up to 20 hours a week. Students who work more than 20 hours in a week will have Social Security taxes deducted from their paychecks. If a student works more than 40 hours in one week, the employing department is responsible for paying time and one-half for all hours above 40.

Students are expected to adhere to their established work schedule. The student and the supervisor must discuss deviations from the established work schedule in advance to ensure agreement. Work hours must not interfere with the student’s class schedule.

During the summer, a student may work if not enrolled, as long as the university has proof of enrollment for the next fall semester. Students can work up to 40 hours a week during the summer if they are not enrolled in classes.

Over time is paid once a student work over 40 hours a week. This is possible during the summer and semester breaks when students are working full time. No student is allowed to work over 40 hours a week without prior approval from his or her immediate supervisor.

In keeping with the non-exempt (hourly) employees, student employees working 7.5 hours a day may take a half-hour (non-paid) lunch break. Employees working 4 consecutive hours a day are entitled to a fifteen-minute, paid break. Breaks may not be taken at the beginning or end of the work period and are not cumulative. The supervisor determines when breaks are to be taken.

A student employee must notify the supervisor no later than the beginning of the scheduled work period when he/she is unable to work. In case of an extended absence, the anticipated duration should be reported to the supervisor as soon as possible. Students are expected to adhere to their work schedule. In cases where work interferes with a student’s academic responsibilities resulting in excessive tardiness or absences, it may be necessary to rearrange the work hours or dismiss the student from the job assignment.

Dress Code

Some departments require student employees to dress in a professional manner. This is the case primarily in service-oriented positions, in which students have frequent contact with individuals outside the university community.

Several departments on campus have dress requirements for safety reasons. Before students begin work please discuss the appropriate dress requirements for the position.

Confidentiality

Some positions require that students have access to other students’ record information. All university employees, including students must abide by the Family Education Rights and Privacy Act (FERPA) and other confidentiality provisions for state and federal law. Simplified the amendment states:

Employees are authorized to access only the student record information that is necessary to perform their job functions. Employees are not allowed to look at and/or communicate to others student record information other than what is necessary to perform their job functions.

Disciplinary Procedures

If and when disciplinary problems arise, a supervisor should use the following guidelines as they provide written documentation in the event of counteraction by the student.

1. Give the student a verbal warning, stating exactly what the unacceptable behavior was, and what needs to be done to correct the problem. Document the conversation.

2. The second time there is a problem (it does not have to be the same problem), give the student a written warning with the same format as the verbal warning. Send a copy of this letter to HR.

3. The third time there is a problem, you are free to terminate the student’s employment with your department. Give the student a written termination letter and forward a copy to HR.

Grievance Procedure

Most disagreements should be handled within departments between the student and the supervisor. In cases in which a student is uncomfortable talking with the immediate supervisor, alternative methods are listed below:

When the department structure allows (i.e., the student works for someone who is not senior staff or department chair), the student should discuss the problem with the person one step above the student’s supervisor. A student should go through the department hierarchy before taking the problem outside of the department.
If the disagreement is not resolved within the department, the student should address the matter with the Vice President of the Division.
When the student has address the issue with the Vice President and does not feel that the matter has been resolved, he/she should go to the HR department to discuss the problem with the Director. The Director will act as a mediator between the student and the supervisor to resolve the conflict.

Resignation

If a student finds it necessary to leave a campus job, we encourage at least one week’s notice. Students should submit a letter of resignation to their immediate supervisor with a copy to the office of Human Resource Management.

Introduction

Student Employment Policy

Discrimination is prohibited in all of the following areas: recruitment, hiring, promotions, demotions, transfers, layoffs, terminations, selection for training and educational assistance, rates of pay, and other forms of compensation and conditions of employment.

Dress Code

Confidentiality

Disciplinary Procedures

Grievance Procedure

Resignation