Policy Approval Authority | President |
Responsible Division | Human Resources Services |
Responsible Officer(s) | Chief Human Resources Officer |
Contact Person | John Acardo |
Primary Audience |
Faculty
Staff Student |
Status | Active |
Last Review Date | 10-01-2005 |
Policy Category/Categories |
Human Resources / Employment
|
This policy provides information related to Student Employment policies, procedures, supervisor responsibilities, and student responsibilities.
In accordance with the Illinois Civil Service Statute and Rules (Chapter VI, Section 250.70) and University Policies, a student must meet the following criteria to be considered for hire as a student employee:
A student may be hired as a student worker for the fall and spring semester if:
If the student employee does not meet the minimum GPA requirement, refer to the Academic Probation section of this policy.
A student may be hired as a student worker for the summer semester if:
Note:
International Students on a visa must, in accordance with INS regulations, be enrolled for a minimum of 12 hours during the fall and spring semesters to qualify for student employment and are subject to the same GPA requirements as non-international students Graduate students are required to maintain 9 credit hours. International students are not required to attend summer session and may work 20 hours during the summer.
Student employees may generally work a maximum of 20 hours per week, while classes are in session. The Academic Advising Dean may decrease the 20 hour per week maximum for those students not in good academic standing, refer to the Academic Probation section of this policy. The 20 hour per week maximum may be increased by the Student Employment office, if an Excess Hour Permit has been completed and approved, refer to the Excess Hour section of this policy.
During vacation periods while the university is open, students may work up to 25 hours a week. For the summer semester, those students taking 3 semester hours or more are subject to the 20 hours per week limitation, unless an Excess Hour Permit has been filed and approved, refer to the Excess Hour section of this policy. All other students meeting summer eligibility requirements may work 25 hours per week.
If a student is working more than one on-campus job, the student must schedule work so that the total hours combined are less than or equal to the 20 hours allotted. The same holds true during vacation periods: the total number of hours for all positions cannot exceed 20.
The maximum number of hours that an international student may work is 20 hours a week, including during vacation periods. If more than one department employs the student, the student will need to ensure that the total number of work hours does not exceed 20.
During the summer semester, an international student may work up to 25 hours per week as long as they are not enrolled for the semester. If the student is enrolled, the 20-hour limitation is enforced.
University regulations prohibit overtime hours for students, except in emergency situations. Any hours over 7.5 in one day or 37.5 in one week are considered overtime hours worked. Student employees are considered non-exempt under the Fair Labor Standards Act (FLSA) and may not be scheduled to work or be paid overtime. If a student employee inadvertently works over 37.5 hours in one week, the student must be compensated at the rate of one and one-half times the regular rate.
If an emergency situation arises and overtime occurs, the Student Employment Office will need a memorandum explaining the nature of the emergency.
Undergraduate, postgraduate or law students with a minimum GPA of 2.5 and Graduate students with a minimum GPA of 3.0 may receive permission to work a maximum of 25 hours per week. Supervisors must submit the Excess Hours Permit form, found on the Human Resource Services (HRS) website (www.hr.niu.edu). The form will need to be submitted to the Student Employment Office prior to the student working excess hours. Students, even after the excess hour permit has been issued, are not to be employed more than 7.5 hours in any one day, except in emergencies.
If an emergency arises, please justify the overtime by submitting an email to the Student Employment Office explaining the nature of the emergency.
When classes are not in session students may work 25 hours per week without obtaining an Excess Hours Permit.
Students are not permitted to work flex-hours during the summer.
Student Employees should be provided one 15-minute break period for every continuous four-hour work period. The 15-minute break period should be preceded and followed by work. Students are not allowed to accumulate break periods nor can break periods be shortened to cover a student arriving late or leaving early. Break periods should be scheduled at the discretion of the student’s supervisor.
If a student works a normal 7.5-hour day (8:00 to 4:30) they are entitled to a one-hour lunch break without pay. If a student works for an 8-hour period of time (8:30 to 4:30 or 8:00 to 4:00) they are entitled to a 30-minute lunch break without pay.
Supervisors should advise student employees on department protocols regarding absences. A student worker should notify their respective supervisor no later than the beginning of the scheduled work time that they are unable to work.; If a student is going to be absent for a prolonged period of time, they must notify their supervisor as soon as they become aware of the absence.
Student employees are not eligible to receive the following employment benefits:
An undergraduate, postgraduate or law student is considered to be on academic probation if they have less than a 2.0 GPA. A graduate student is on academic probation if they have less than a 3.0 GPA. Student employment eligibility requirements indicate that a student must be in good academic standing to be employed. This requirement can be waived if permission is obtained from the student’s major college academic advisement office. Employment paperwork for students on academic probation will not be processed until permission is received.
To obtain this permission, the student needs to take the Academic Probation Permit, which can be found on the Human Resource website (www.hr.niu.edu) under Forms, to their major Academic Advising Dean for approval and signature. It is important that a maximum number of work hours per week be indicated on the form; the Student Employment Office will not accept “work at own risk”. Once the student meets with their respective major Academic Advising Dean, the student needs to submit the form to the Student Employment Office or to the hiring department, so that the hiring paperwork may be processed.
If the student is currently employed and goes on academic probation, the departments will be notified that the academic probation permit is required. It is the hiring department’s responsibility to notify the student of this requirement. If the form is not received within the specified time period, the student will be administratively terminated.
Students are permitted to hold more than one student job on campus. Effective 7-1-02 students are allowed to hold more than one work-study job during the academic year. Students cannot exceed a total of 20 hours for all positions held on campus. Departments should assist the students in the monitoring of these hours. To request that a student be allowed to work in excess of the 20-hour limit, the department must submit an Excess Hours Permit form. Refer to the Excess Hours section of this policy.
The Student Employment office does not have an established policy regarding probation periods for student employees.
The Illinois Campus Security Act (PA: 88-629) requires that public institutions of higher education identify security sensitive” positions and provide for criminal background investigations prior to employing individuals in those positions. In compliance with this act, certain positions require completion of a criminal background investigation prior to employment. No hiring paperwork will be processed without receipt of the security clearance and student employees are not permitted to work until clearance has been received.
The following types of positions are covered within the scope of the act and will therefore require that the individual occupying the position have a criminal background investigation prior to employment.
Human Resource Services (HRS) will maintain a list of “security sensitive” positions. Positions identified as “security sensitive” will normally require that a preponderance of responsibility is involved with one or more of the categories described above. The extent of the background investigation is limited to identity verification, valid criminal convictions, employment history, and the highest degree attained. Any information therefore obtained shall be considered only to the extent that such information is relevant to qualifications, fitness, or suitability. All potential applicants for “security sensitive” positions shall be notified that any offer of employment may be subject to a criminal background or other pre-employment investigation.
No offer of employment may be extended and accepted relating to a candidate selected for a “security sensitive” position until the background investigation is complete and the Associate Vice President for Administration & Human Resources, or designee, has approved the candidate’s qualification pertaining to this policy.
Student Evaluations are a tool for measuring a student employee’s performance as it relates to their duties. A copy of the Human Resource approved evaluation form can be found on the Human Resource Services (HRS) website (www.hr.niu.edu), under Forms. It is recommended that a department evaluate student employees:
When the evaluation process has been completed and signed by both the student and the supervisor, the original should be sent to the Student Employment Office. The evaluation will be kept in the student employment file for future job references.
Northern Illinois University (NIU)’s policy for the employment of relatives is the same for student employees as it is for all other university employees.
Employees are selected for employment and promotion without regard to relationship by blood or marriage in accordance with appropriate qualifications for the performance of specified duties. However, no individual shall initiate or participate in personnel decisions involving initial employment, retention, promotion, salary, leave of absence or other direct benefit to an individual employee who is a member of the same immediate family or immediate household. Immediate family includes an employee's spouse, parent, brother, sister, and child.
Illinois Civil Service Statute and Rules (Chapter VI, Section 250.70)
Board of Trustee Regulations
Illinois Campus Security Act (PA: 88-629)
Policy Library
815-753-5560
policy-library@niu.edu
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