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Student Employment Policies & Procedures "Your Gateway to Success" Once you have been issued an email address you will be able to access our on-line database to see all full-time, part-time, work-study, babysitting and internship opportunities that have been sent in from employers on a local and national level. These postings are continuously updated and can be viewed on a 24/7 basis. It’s all on-line and available anytime at https://www.myinterfase.com/salve/student/ Your information is safe on our database and cannot be viewed by the public. If you have any problems or concerns, please feel free to call Darlene Fletcher, Student Employment Specialist at (401) 341-2405. This manual is designed to provide students and supervisors with an outline of the program. Any questions should be directed to Darlene Fletcher, W-S Coordinator, Career Development (401) 341-2405 or email at fletched@salve.edu Career Development Staff Julie Ward, Interim Director, ext. 2275 REMINDER!! If you are an R.A. (Resident Assistant) you are not allowed a work-study position! General Information
Students Supervisors Work-Study Student Responsibilities Work-Study Supervisor Responsibilities GENERAL INFORMATION Student Eligibility All work study positions, including any off-campus opportunities, are handled directly by the Career Development Office. Once you have been issued an email address you will be able to access our on-line database (Salve Regina Gateway) to see all full-time, part-time, work-study, babysitting and internship opportunities that have been sent in from employers on a local and national level. These postings are continuously updated and can be viewed on a 24/7 basis. It’s all on-line and available anytime at https://www.myinterfase.com/salve/student/. You may also access the many Career Events that are open to the students. You no longer have to look for flyers or posters for this information. It’s all on-line and available from any computer with internet access at https://www.myinterfase.com/salve/student/. You can upload your resume and cover letter and maintain them in MS Word and PDF formats. No more fumbling for disks or worrying that your hard drive might crash. It’s all on-line and available anytime at https://www.myinterfase.com/salve/student/. Your information is submitted by you and can not be viewed by the public. If you have any problems or concerns, please feel free to call Darlene Fletcher, Work-Study Coordinator at (401) 341-2405. Pay rates Hourly pay rates are at state minimum wage for on-campus positions and slightly higher for off-campus positions (for which you must qualify). STUDENTS Student employment is a very important part of your learning experience while here at Salve Regina University. Opportunities include on-campus and off-campus Work-Study positions. An up-to-date compilation of part-time, full-time and on and off-campus opportunities are kept on the Salve Regina Gateway, 24/7 accessible database. On-Campus Positions A list of all available work-study positions will be available on the first day of classes in September on-line at http://myinterfase.com/salve/student . Remember, these jobs fill up quickly. Once hired, there is paperwork that needs to be completed, even if you are a rehire, so you need to return to Career Development. Off-Campus Agencies If you are qualified, there are also a number of off-campus work-study positions available. Stop by Career Development to find out if you are qualified and to pick up a list of these agencies. The RIPTA Trolley and busses are available at no charge as transportation to these places. Paperwork If you are a first time Work-Study student, you are required to complete the following PRIOR to your first hour/day of work:
If you have worked in the Work-Study program before, all you need is a Work Authorization Form or Rehire Form (these will be completed by your Supervisor). Government paperwork from the previous year(s) can be updated for accuracy. NOTE: REMEMBER----YOU ARE NOT ALLOWED TO BEGIN WORK UNTIL ALL YOUR PAPERWORK IS COMPLETE. International Students To be eligible for an on-campus position you must first stop by Career Development and pick up a letter addressed to the Social Security Administration stating that we plan to employ you on campus. This letter will begin the process of application for a Social Security card. You should bring your passport or original birth certificate and any document given to you by the Immigration and Naturalization Service (INS). Original documents only, no photocopies. Examples: Alien Registration Receipt Card (Form I-151 or I-551) or Form I-94. You must apply in person. Getting Paid Once all your paperwork is complete, the supervisor will get a time sheet from Payroll with your name on it. At the end of the pay period, your time sheet should be brought to Payroll, Ochre Court, for processing (a payroll schedule can be obtained at Career Development). You will get paid ELECTRONICALLY. You will receive your pay via direct deposit and will no longer receive an actual (paper) pay check or voucher. The Payroll office will provide your pay information through iPay statements. Direct deposit is strongly encouraged. All direct deposit banking information, as well as all other required forms for work-study, must be complete before you can be paid. Direct Deposit forms are available in Career Development. When you pick up your first (and only) pay voucher (you will need this to register for iPay) which will be available in Career Development, you will receive detailed instructions from Payroll on how to access your iPay statement 24 hours a day 7 days a week once all your paperwork is complete. These statements will update with each payroll. YOU WILL NOT BE ALLOWED TO BEGIN WORK UNTIL ALL PAPERWORK IS COMPLETE. Summer Employment The process for summer employment begins in February. You must pick up a blank application at Career Development and return it by the posted date. You will NOT be eligible for summer employment unless there is an application on file in Career Development. Applications then go through an approval process. Approved names are then put on a list, which is then sent to Supervisors who have been authorized for summer students. All approved students will be given a list of departments authorized for summer help along with your acceptance letter. Students should then apply on-line as during the fiscal year. ALL summer positions must be filled by mid-April. The same guidelines for paperwork in the fiscal year apply to summer employment. The Summer Program generally runs from mid May to mid August. Only students approved for the Summer Program will have access to the Summer Work-Study positions. Summer openings are limited, so apply early. Summer Employment includes on-campus housing. Students are not eligible for the Summer Work-Study Program if they have a judicial record. SUPERVISORS All Supervisors should make every effort to ensure a productive and enriching experience. Students should be aware of the expectations and responsibilities at the time of hire. Emphasis should be placed on cooperation, dependability and attitude. Proper working conditions and training must be provided. Supervisors must maintain accurate records for time sheet preparation and attempt to be as flexible as possible with schedules, the primary focus being on educational objectives. On-Campus All on-campus departments must submit annual budget requests to the Business Office and indicate the amount of funding needed for student employment. The number of students each department can employ should be determined by the department budget. (Students can be employed up to 10 hours per week, 20 per pay period). Bi-weekly reports will be sent from Career Development to keep departments informed of budget usage/balance. The budget applies to the fiscal year July 1 – June 30, therefore, this should be taken into consideration when hiring for summer. Off-Campus Any non-profit, non-political agency may employ Federal Work-Study students. Any agency interested in employing students should contact Darlene Fletcher at Career Development (401) 341-2405, for details. If the agency is eligible, a College Work-Study Agreement and Job Description Form will be sent to the Agency. Additional paperwork may be necessary. Time sheets will be sent from Payroll when a student is hired. Merit Increases Students are entitled to merit increases if they maintain satisfactory job performance and return to the same or similar position in the same department.The merit increase is 50 cents per hour.The supervisor must submit a justification memo via email to the Student Employment Specialist to briefly explain the reason for the increase. Hiring Procedures No student will be allowed to begin work until ALL paperwork is complete. Fiscal Year—A memo will be sent via email to all supervisors mid-August requesting that you upload your job opportunities into our database at www.myinterfase.com/salve/employer. These jobs will be available on-line for the first day of classes. Students will apply on-line for these jobs and their applications will be forwarded to you. If you hire or rehire a student, please complete a Work Authorization Form, which can be found in the Document Library for on-campus supervisors and at www.salve.edu/wkstudy for off-campus supervisors. The student may have additional forms to complete additional paperwork before a student may begin to work. Once the student completes all paperwork, the supervisor will receive an auto-generated message stating the student is now cleared to begin work and will receive a timesheet from the Payroll office. Make copies of the timesheet as necessary. Timesheets are due in the Payroll office on the dates specified on the Payroll Schedule (copies can be obtained from Career Development or Payroll). Summer Program – Applications for the Summer Program begin in February. ALL interested students MUST have an application on file in Career Development by the posted deadline to be eligible. Any student without an application on file will NOT be considered. After students have completed the approval process, the names of all approved students will be sent to departments authorized for summer assistance. Students will be sent a list of authorized departments with their letter of approval and told to go to the on-line database at www.myinterfase.com/salve/student to apply for Summer Only positions, (only students approved for summer work-study will have access to these jobs). Authorized departments will be sent a list of University approved students and must select from this list. An approved student may work in the program and live on or off campus. The students must work a 35 – 40 hour week to remain on campus. Students may not be eligible for the Summer Work-Study Program if they have a judicial record. A supervisor may not advise a student that he or she has been hired for the summer until all necessary approvals are received. Breaks and Unpaid Time Work-Study students are paid on an hours-worked basis. Hourly paid student workers should not be paid for any time they do not work. Supervisors should not record holidays, sick days, lunch or break periods as hours worked. Students who work on holidays do not receive holiday pay. Students working 6 or more consecutive hours are required to take a half-hour unpaid break. Confidentiality The Family Education Rights and Privacy Act (FERPA) is a federal law, enacted in 1974, that guarantees the confidentiality of student records. It is important for supervisors to familiarize themselves with some of the basic provisions of FERPA and communicate this information to their student worker(s) to ensure that they do not violate federal law. FERPA violations may result in disciplinary action including, but not limited to, the loss of a student’s job. Supervisors must stress to students the confidentiality issues that might come up while working. Student workers must understand that any student information they obtain on the job must remain in the workplace. Students must not, under any circumstance, release information to anyone unless their position specifically requires them to do so. In addition, students may not acquire records information that is not relevant to their job. Orienting the Student An informal orientation may help your student worker(s) to adjust to the department and the job. It is recommended that the supervisor set aside time to orient the student(s) to the department on his/her first day of work to discuss the following topics, as well as any other topics you feel are appropriate to address during the student’s orientation:
Terminations Poor performance or misconduct Supervisors may terminate a student due to poor attendance, lack of skills, or other reasons. In most cases, supervisors should discuss the performance issue(s) with the student and allow the student a time frame that is reasonable to improve his or her work performance before deciding to terminate him/her. We also recommend a written notification that reviews the specific problem(s). If the student fails to improve, the supervisor may go ahead with the termination. Whenever possible, the supervisor should give the student 1 or 2 weeks before termination takes effect. Immediate termination of a student is expected for gross misconduct; examples include, but are not limited to, timesheet fraud, violations of the University information technologies policies or harassment. This student should be referred directly to the Student Employment Specialist. Lack of available work It is possible that at times a department’s workload may change and fewer staff will be needed. As soon as this is determined, any effected student must be notified and referred to the Student Employment Specialist who will assist with an alternate position. The student should be informed that this termination is not a reflection on their work performance and they should be given ample time before the termination to secure another position. Termination paperwork The supervisor should send an email to the Student Employment Specialist with the reason(s) for termination to be kept in the student’s file. Work-Study Student Responsibilities College students are often new to the workforce and student employment provides a learning experience for them. However, you are expected to uphold certain standards and fulfill certain responsibilities as employees of the Salve Regina University Student Employment Program. Student workers are expected to:
Work-Study Supervisor Responsibilities Supervisors of student workers are expected to:
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