Student Employment Manual
The following classifications are assigned based on the information provided on the Job Description Survey Form. These guidelines will help to ensure equity and uniformity in student employment across the campus. Please keep in mind that positions with similar ratings will be assigned the same classification level.
1: Routine clerical duties or unskilled labor. Minimal amount of skills required. Tasks are assigned and monitored by supervisor. Does not work extensively with confidential information. No supervisory responsibilities.
2: Requires specialized and/or computer skills, usually garnered through previous employment experience. Some tasks may be assigned, but student use moderate to high degree of judgment on what tasks need to be completed. Initiative important. Works occasionally with confidential information. May have supervisory responsibility over other students.
3: High level, complex position requiring independent thinking and decision-making skills as well as highly specialized skills. Previous experience is a must. Some tasks are assigned, but majority of tasks are self-directed. A high-degree of confidentiality may be required. May have supervisory responsibility over other students.
X: One-time jobs usually specialized in nature. Pay is usually structured as a flat rate.
There are no stepped pay increases with in each classification level. Students at a given level must be paid within that range for that level. Students moving from a higher level to a lower level in different departments do not have to start at the minimum amount for that level, although they may earn less than they did at the higher level.
Students do not automatically receive a pay increase for longevity. The Student Employment Office must approve pay increases. Decisions to increase pay are based on student performance evaluations and the requirements of the job. The Student Employment Office has the final authority with regard to classifying positions and approving pay increases.
Bentley University does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation or any other characteristic protected by law in compliance with Title VII of the Civil Rights Act of 1964.
The University is committed to offering a quality education to students of all races and economic backgrounds. Diverse student populations enrich one's educational experience, by providing the opportunity to interact with students from different states, countries, races, cultures, religions and interests.
Bentley University is committed to providing an environment that supports respect for individual and academic freedom. Harassment is defined as the use of derogatory comments or act(s) directed towards an individual(s) sex, sexual orientation, race, color, religion, nationality, ethnicity, disability status, age or other verbal and/or physical conduct designed to: humiliate or intimidate an individual, or impede/interfere with work performance, academic status or college life. Harassment of any kind towards a student, faculty or staff member at Bentley University undermines the basic principles of the community and is not acceptable behavior within the University. Any individual who engages in such behavior shall be subject to disciplinary action, including termination or expulsion.
Bentley University retains the right and responsibility to expect each employee to report to work and perform his or her duties in a manner that will not jeopardize the health and safety of co-workers or students. Anyone working while under the influence of alcohol or illegal drugs, or who possesses or consumes alcohol or illegal drugs on the job or in the workplace is subject to University disciplinary action, up to and including dismissal from the University. Any illegal substances found on the job will be turned over to the appropriate law enforcement agency.
Federal Work Study is awarded to a Bentley University student as part of their financial aid package. In order to participate in this program, a student must submit a complete financial aid application to the Office of Financial Assistance in accordance with published deadlines. Student Federal Work Study eligibility is based on financial need as determined by the Office of Financial Assistance using the Federal Methodology.
The Federal Work Study Program is a federally subsidized financial aid program. The federal government pays 75% of a student's wage and the University pays the remaining 25%. As a federal program, FWS is governed by a series of federal regulations. Income earned through FWS reduces the student's total income on the financial aid application when determining student contribution for financial assistance in the next aid year. Students who earn more than their allotted FWS award will be required to report the excess earnings as taxable income on their financial aid application.
The Bentley Work Program (BWP) is funded by Bentley University. Students must apply for BWP through the SEO. Financial need does not determine eligibility for the Program, but income gained through BWP may affect a student's future financial aid. During the beginning three weeks of the fall semester, the SEO attempts to assist FWS students first in locating on-campus positions since FWS is based on financial need.
This program is open to any Bentley student regardless of financial need and is not part of a financial aid award. Off-campus placement provides the opportunity for students to work in the Waltham and Greater Boston areas and gain experience in their field of study while earning additional income for educational expenses.
Companies participating in off-campus placement year-round post jobs using College Helpers.These positions vary in experience and pay rate. On average, off-campus jobs pay approximately $8.00-$15.00 per hour and may require 10-20 hours per week.
While off-campus and BWP positions are not part of a financial aid award, income gained through these programs may affect a student's financial aid eligibility. Non-FWS income earned by a student is assessed when he/she applies for financial aid the following year. The more non-FWS income the student earns, the larger the amount they are expected contribute towards their education the following year. Therefore, eligibility for other financial assistance programs may be decreased.
Effective in August 2007, DHS will allow those on correct visas to work while applying for their Social Security Number. Once a student is hired, he/she will need to obtain an employment offer from their supervisor and bring it with them to the Social Security office along with a completed SSN application. The student will then get a receipt of the application from the SS office and can bring that to the SEO to begin working. The student is then responsible to bring that SS card to the SEO once they receive it, which typically can take from 4-6 weeks.
Supervisors should post their summer positions by mid-April to ensure visibility of their job opportunity. Students who are interested in working on-campus during the summer months may access jobs using S.E.A.S. (SEO online application system) Summer employment is funded through the Bentley Work Program (BWP). Authorization Forms must be completed for everyone working during the summer, even if the student held the same job during the academic year.
Students may work up to 40 hours per week during the summer months. Students are not eligible for overtime pay and should not exceed the 40-hour limit. Like the academic year, lunches, and vacation time are not paid for student employees working for the summer.
Payroll continues on a bi-weekly schedule. Unlike the academic year, students are not exempt from Social Security taxes during the summer months.
The Summer Housing Credit program was eliminated in 2002. The new Summer Compensation Structure is as follows:
- Students working 20 or more hours per week will receive a premium of $4.50 in addition to their regular pay rate.
- Students working less than 20 hours per week will receive a premium of $2.25 in addition to their regular pay rate.
- Students will be charged for their housing through their student account, and they will be responsible for paying this charge with their summer wages.
In order to receive Federal Work Study funds, Bentley University must adhere to federal regulations regarding student employment eligibility, financial aid awards and general employment practices. Additionally, the University maintains its own policies regarding fair hiring practices, job classifications, satisfactory academic progress and class-load. It is the responsibility of the SEO to ensure that all federal and institutional practices are adequately and fairly administered by all departments that employ students through the work programs. Failure to adhere to federal and institutional guidelines may jeopardize Bentley University's participation in FWS and BWP.
- In order to participate in any of the Student Employment Programs, a student must be currently enrolled at Bentley University.
- Students who are not taking a minimum of six credits (2 classes) during the academic year, on academic suspension, on a leave of absence and/or earning less than a 2.0 GPA are not eligible for FWS.
- Full-time students are not eligible for full or part-time employment through the Human Resource Department at Bentley University.
- College policy prohibits students who are relatives of Bentley employees to work in a supervisory/subordinate role within the same department. Students should not be in a position where undue influence, directly or indirectly, is exerted regarding continued employment, promotion, compensation, or any other personnel action of that relative.
- When classes are in session, undergraduates and graduates may not work more than 20 hours per week. An undergraduate student can appeal this regulation with Jane Ellis, Associate Dean of Academic Services. Graduate students should refer appeals to George Thompson, Assistant Dean/Director, Graduate Student and Academic Services.
- International Students must not work more than 20 hours per week when classes are in session due to DHS visa restrictions.
- Students may not work in excess of 40 hours per week when classes are not in session, as student employees are not eligible for over-time pay.
In order to begin working, student employees must have a signed Authorization Form and completed W-4. All students working on-campus must also comply with federal regulations established by the Immigration and Control Act of 1986. This Act requires that documentation be provided to verify an employee's identity and eligibility to work in the United States when completing the INS I-9 form. Students will not be paid until they have finished the I-9 clearance process through the SEO. In addition, Payroll requires a Social Security number in order to process payment. Students must obtain a number at the Office of Social Security Administration, keeping in mind that it may take up to 6 weeks, resulting in a delay of pay.
S.E.A.S. was launched in the Fall 2007. This allows both supervisors to post jobs and allows students to apply for on-campus positions through Banner web. By mid-April, summer positions are typically posted. Supervisors will also start to post available positions for Fall starting in May after they have discussed rehiring opportunities for current student workers. This will allow students who have Federal Work study as part of their financial aid award to start their job search for the academic year during the summer months before they move back to campus.
Once Federal Work Study students have had an opportunity to secure employment, students who wish to work on-campus through the Bentley Work Program (BWP) can secure employment from the remaining available listings. However, any BWP student who is being re-hired to the same department can continue in that job starting at the beginning of the school year, regardless of the FWS restrictions.
Students should access available openings via S.E.A.S. through Banner web through their Finance Tab. Students will then receive notices via email whether or not a supervisor would like to interview them, offer a position or if they feel that the applicant is not the right fit at the time of application. Once the student has accepted the job offer, an electronic authorization form is generated. Soon after that payroll will have information to activate their time sheet. Students who have never worked on campus will need to fill out the W-4, and M-4. The student must also complete an I-9 in the presence of an SEO representative. Original identification is also needed to be present when filling out the I9. A list of acceptable documents for the I9 can be found on our web site under the Forms link.
Once a position has been filled, supervisors should log into their job page to request the posting to be taken down from the web.
If a supervisor needs student employees during the course of a semester, the supervisor should update the job for web posting via the supervisor job page.
Supervisors should try to make their hiring decisions quickly. It is important to notify a student as soon as possible as to whether or not they have been hired. After a student has been offered a position, they should log into S.E.A.S. to accept the job offer as soon as possible so that they can get their check in a timely manner.
**Please be aware that any missing or incorrect information on the Authorization Form will cause a delay in processing the paperwork for student paychecks. Additionally, a student hired without going through the S.E.A.S. process will not have a record with the SEO and should not be working without authorization from our office.
Many supervisors confess that they do not conduct expert interviews because they forget to ask questions that they think of long after the student is hired. Students also regret that they do not find out what the job entails before accepting it. It is always good practice to set the ground-rules and expectations from both sides in the interview process.
Everyone has their own style for interviews, but for a supervisor's planning purposes and success in supervising, communication from the supervisor and understanding on the part of the student of all rules and expectations is necessary.
The following is a list of questions that may be asked at an interview. These are sample questions, however, they can be useful in finding out a student's background and skills, which will help determine if they are a good match for a hiring department's job requirements. Students should keep in mind that other questions may be asked of them.
- What interests you most about this job?
- What type of work experience have you had?
- What was the most, or least interesting job you have ever had? Why?
- What kind of people do you find it most difficult to deal with?
- Do you have any special accomplishments/achievements that you could share with me?
- Do you prefer to work with others, or alone?
Not all responses are required to be work-related. A special accomplishment could entail traveling cross-country over the summer, or good customer service skills may come from mediating sibling disputes. Supervisors who ask open-ended questions find that those work best when hiring a student employee. Students should remember to express themselves freely, in a professional manner, dress appropriately, ask questions about the job, and most importantly to just be themselves!
As final hiring decisions are made, it is important that supervisors clarify the responsibilities both they and the student will have. This will ensure the student employment program works effectively in your department.
- Guarantee that the student
does not work more than 20 hours per week during the times when classes are in session, 40 hours per week when classes are not in session, or
at any time when he/she has a scheduled class.
- Set ground rules up front regarding scheduling and planning for schedule changes.
- Be clear about job responsibilities and expectations of the student.
- Provide training, instruction and supervision needed by the student.
- Monitor student's weekly hours in relation to their work award.
- Affirm that student employees understand the importance of maintaining confidentiality about student information.
- Certify that hours submitted to payroll are accurate and that students are not paid for time that they do not work (i.e.: vacations, holidays, lunch breaks).
- Approve bi-weekly time sheets.
- Comply with established conduct for the employing department.
- Report promptly for work as scheduled.
- Notify supervisor in advance if re-arranging regularly scheduled hours.
- Maintain confidentiality regarding sensitive information.
- Document accurate hours worked.
- Take a 20-minute break if working more than 4 continuous hours.
- Refrain from conducting personal business on the job.
- Monitor earnings in relation to work award.
- Dress appropriately for a work environment.
Massachusetts state law states that all employees who work more than six hours are required to receive a thirty-minute unpaid break, this does apply to student employees. Student employees can not waive their right to take a break.
Before a student can be placed or paid for a position, a job description must be on file in the SEO. If a supervisor has a need for creating a new position, they can do so through their Supervisor job page. Once this is completed, it is electronically submitted to the SEO and the job will be classified. This insures consistency in student employment jobs from department to department.
A position may be reclassified upward or downward if a significant change in duties or responsibilities occurs. A department may initiate a request for reclassification by submitting a request to the SEO along with the new job description, or at the discretion of the Student Employment Office.
The SEO reserves the right to adjust the wage rate to maintain equity and to conform to the Student Employment Pay scale.
The SEO is responsible for ensuring that students are entered into the payroll system and that the information on the submitted on the Authorization Form is accurate. Supervisors are obligated to approve time sheets and submit them to the Payroll Office. Please be aware of the following information regarding record -keeping and payroll:
- The SEO suggests that the student and supervisor set up a permanent schedule for the semester. Supervisors should keep track of the time that the student begins and finishes work each day. This form of documentation will allow supervisors to verify the amount of hours the student has actually worked during the week.
- Every other week, the supervisor must approve a student payroll time sheet and submit it to the Payroll Office by 2:00, Tuesday of the pay week.
- Students are only allowed to work up to 20 hours per week during periods when classes are in session, and up to 40 hours per week when classes are not in session. Supervisors must not allow students to work in excess of these amounts. Student employees should not be paid overtime. The supervisors' need to monitor the total weekly hours.
- Paychecks are issued bi-weekly for hours worked the previous weeks. During the academic year pay periods, checks will be available at the Payroll Office, Rauch 008 on Friday.
- Students should plan on a two to three week delay from the time the
completed Authorization Form, W-4 and I-9 Forms are received by the SEO to when the first paycheck is issued to the student. The delay in payment is due to the large number of documents the Student Employment and Payroll Offices are processing.
Each departemnt who hires students pay them through their Student Employment budget, developed each year for the fall, spring, and summer semesters. Budgets allocated to each department dictate the number of students a supervisor can hire, thus it is recommended that supervisors track student earnings and compare them to the funds remaining on their budget statement. The Student Employment Office provides tools and information to both student employees and supervisors to properly budget this award based on working hours and pay scale. The SEO will also check student awards to prevent excessive earnings and notify the supervisor of the remaining FWS balance. The expectation is that students will only work enough hours during the agreed upon time period (one semester or all year) during the academic year to earn money within their FWS award limit. The supervisor may appeal to the SEO policy if an increase of a student's FWS award is justified. If a student's FWS award cannot be increased, then they should stop working. The SEO may be able to assist the Department with names of other students who have yet to have an opportunity to earn their FWS award. The supervisor should look at their budget and contact the SEO if they can afford to pay them through Bentley Work Program should they wish for the student to continue working. In making this decision, please keep in mind that 70% of your Student Employment budget is allotted for FWS and is also monitored by the SEO.
It is important for supervisors to pay close attention to student employee pay rates. There may be jobs within each department that fall under the same pay rate therefore it will be up to supervisors to determine a pay rate that is fair. Supervisors should take into consideration the job qualifications and responsibilities as well as the student's expertise in that particular job. Longevity alone is not a valid reason for a pay increase.
From time to time, there will be changes in a student's financial aid award. Often, a student obtains an outside scholarship or other assistance, making it necessary for the Office of Financial Assistance to adjust the student's work award. .
There are no automatic pay increases. A pay increase is merited if:
- a students responsibilities significantly increase (job description must be updated)
- additional duties are assigned (job description must be updated)
- a student's skill level has increased due to the amount of time spent in the department
If a student merits a pay increase a supervisor can submit a change form from the SEO. The change form must include the date that the new pay rate should begin and a performance evaluation. The SEO reserves the right to adjust the wage rate to maintain equity and to conform to the Student Employment Pay Scale.
Supervisors are encouraged to complete a performance evaluation for the students working for them. Evaluations are available on the SEO web site. The form is standardized and allows for both supervisor and student comments.
This evaluation becomes part of the student's permanent file and must be taken seriously by both parties. The information and comments written on the evaluation should not be a surprise to the student, but rather the culmination of a semester of effective supervision and constructive criticism. Supervisors need to allow enough time for preparation of the form and review with the student. Evaluation forms are to be signed by the student, indicating that they have seen the document.
This signature does not necessarily mean the student agrees with the appraisal, but indicates that they have seen it and have been given the opportunity to make comments.
Evaluations are designed to provide information on student employee's work performance. Please keep in mind that students count on this feedback and it is important that the supervisor respond. Ideally, supervisors will meet with each student to discuss assessments individually. Students should be allowed to read, comment on and sign his/her evaluation before it is returned to the SEO.
Results should be fair, objective and direct. The evaluation should be used as a means for clarifying performance goals, motivating employees and reinforcing quality. All evaluations are kept in the student's file with the SEO. These records are confidential unless we receive a signed release form from the student. In cases where references are requested by a potential outside employer, it is the responsibility of the immediate supervisor to carry out the inquiry.
Despite screening, training and supervision, there are occasions when a student employee's performance may need to be addressed. Prior to termination, students must be informed that their work is less than satisfactory and that termination will occur unless their performance improves.
Mediation can be used if the circumstances warrant such. The SEO is available to serve as a liaison or intermediary during the disciplinary process.
Grounds for disciplinary action include, but are 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 scheduled work hours.
- Excessive use of laptop or computer for personal use, i.e. IM, Facebook, etc.
The SEO recommends that supervisors follow these guidelines when dealing with disciplinary problems:
- A verbal coaching/feedback to the student to help them understand what the problem is and how it can be corrected. It is very important to keep a written record of all events involving disciplinary issues.
- A first written warning stating exactly what the unacceptable behavior is, and what needs to be done to correct the problem. This written warning needs to be documented (see sample 1). The original letter should be sent to the SEO, the supervisor should keep a copy and make a copy for the student employee.
- A final written warning is then given if the same problem persists. This warning is in the same format as the first written warning. If it is not the same problem, the supervisor must start at the verbal coaching/feedback. The original letter should be sent to the SEO, the supervisor should keep a copy and make a copy for the student employee.
- Termination of the student's employment may then be taken with your department or other disciplinary actions may be warranted. The original letter should be sent to the SEO, the supervisor should keep a copy and make a copy for the student employee.
At times, situations may arise that require more severe and immediate action. Grounds for immediate dismissal include, but are not limited to:
- Falsifying time sheets
- Substance Abuse
- Disclosure or use of confidential information
- Harassment and/or threatening behavior
- Physical Assault
Additionally, students who feel as if they have been wrongfully discharged may appeal their case, in writing, to the SEO within 7 days of dismissal from said position.
If a student finds it necessary to leave a position, the SEO encourages at least one week's advance notice. When ending a position, the student must complete a Change Form and have it signed by the employing department. In all cases, a student must obtain, complete and return a Change Form before an additional Authorization Form can be given out for another position.
A situation may arise where a student's behavior may be a violation of his or her employment responsibilities and also a violation of University rules. Such situations could include: theft, falsifying time sheets, substance abuse, or harassing behavior. Employers should address these concerns with the SEO. The SEO will contact the Dean of Student Affairs to discuss if judicial action is warranted. If judicial action is taken, employers will be kept apprised of the progress.
Sample 1 - First Written Warning Letter
March 5, 2008
We have had numerous conversations regarding your behavior here at work and I have offered continuous feedback to you to help correct this behavior. For instance on January 30, I asked you to spend more time on work and less time socializing with your friends who stop by the office. You then missed work on March 3 without notifying me in advance. This is not acceptable behavior as we discussed prior to your employment. Because of this I am giving you a written warning.
In the future you are expected to:
- Report for scheduled hours on time.
- Work while on the job.
Should you not meet these expectations, we will move to the next step and issue you a final written warning. Following the final written warning, you may be subject to further disciplinary procedures, up to and including dismissal from employment at Bentley College. Should you have any questions about the decisions that have been made please ask now.
I _____________ acknowledge that I have read and received a copy of this warning.
Student Employee's Signature
Sample 2 - Final Written Warning Letter
March 30, 2008
You received a verbal written warning on March 3rd in which I asked you to spend more time on work and less time socializing with your friends who stop by the office. Since that date you have shown little interest in remedying the situation. Additionally, you have missed work on several previous occasions without notifying me and again last Monday March 17th. This is not acceptable behavior as we discussed prior to your employment.
To continue your employment, you must follow the established guidelines reiterated below:
- You must report for scheduled hours on time.
- You are expected to work while on the job.I am willing to review these guidelines with you. If you have any questions about what is expected of you, please let me know.
This is your final warning: if there is another infraction, you will receive further disciplinary actions up to and including termination.
I ___________acknowledge that I have read and received a copy of this warning.
Student Employee's Signature