CENTRAL MICHIGAN UNIVERSITY
STUDENT EMPLOYMENT HANDBOOK
EFFECTIVE MARCH 2000
UPDATED
05/14/2009
Student Employment Services Supervisors' Handbook
INTRODUCTION
This handbook is for supervisors of student employees at Central Michigan University. The information is designed to acquaint supervisors with many of the policies and procedures relating to employment, compensation, and employment practices for student employees.
Student Employment Services policies are subject to revision due to changes in University policies or Federal and State regulations.
This handbook supersedes and replaces all previous handbooks.
For more detailed information on topics covered in the handbook, please contact:
Student Employment Services
206 Bovee University Center
Ph: 989.774.3881
Fax: 989.774.4480
Web Site: http://www.hrs.cmich.edu
|
Table of Contents |
||
|
Affirmative Action
Work-Related
Injuries
|
Classification
Programs |
Hiring Event
Compensation
Determination of Wage Rate Payroll Procedures
How Students are
Paid
|
GENERAL INFORMATION AND POLICIES
Central Michigan University’s Affirmative Action Policy provides equal treatment and opportunity to all persons in an environment which appreciates and respects the diversity of the community it serves without regard to race, color, national origin, religion, sex, age, height, weight, marital status, disability, veteran status, or sexual orientation, except where such a distinction is required by law.
This statement reflects compliance with Title VI and VII of the Civil Rights Act of 1964; Title IX of the Education Amendment Act of 1972; and Sections 503 and 504 of the Rehabilitation Act of 1973.
Central Michigan University, in compliance with the Age Discrimination in Employment Act of 1967, Executive Orders 11246 and 11375, and Section 402 of the Vietnam Readjustment Act of 1974, does not discriminate against any employees or applicants for employment on the basis of age or because they are disabled veterans or veterans of the Vietnam era. This nondiscrimination policy covers admission, access and treatment in programs and activities, and application for and treatment in employment.
Central Michigan University also complies with the Americans with Disabilities Act (ADA) of 1990, which prohibits discrimination against qualified individuals with disabilities.
Inquiries or concerns may be addressed to the Affirmative Action Office or Student Employment Services.
CMU EMPLOYMENT COMMITMENT TO STUDENTS
CMU is committed to use University General Student Assistance (GSA) funds primarily to provide employment opportunities for CMU students. Central Michigan University students will have the first opportunity to apply for all available GSA positions. In the event there are no available and qualified CMU students to fill a student position, high school students may be considered for employment (See Employment Eligibility).
Central Michigan University respects and honors the right of each person to terminate his or her employment at any time and for any reason, and because students are "at will" employees, the University retains the same right in terminating the employment of a student at any time.
On campus student employment jobs are meant to assist students with their financial needs and provide hands-on work experience that will compliment their educational training.
The use of a Counseling Form is encouraged to help correct or improve job-related performance. If a department has a disciplinary termination of an employee, they should contact the Student Employment Office.
If discharge is necessary, supervisors are responsible for completing a Termination Notice and forwarding it to Student Employment Services. All University property such as keys, uniforms, and tools must be returned to supervisors before final paychecks are issued. Passwords and access to technology resources must be cancelled.
Requests involving verification of wages or length of service should be forwarded to Student Employment Services for handling. Employment or personal recommendations from departments are permissible provided the student employee has signed an authorization to release information. Provide only information that can be substantiated. Any questions or concerns should be directed to Student Employment Services for clarification.
NEPOTISM-FAMILY EMPLOYMENT POLICY
The CMU Board of Trustees has established that members of an immediate family may work in the same department at the University provided:
A complete description of the CMU Nepotism Policy can be found at Human Resources Policies and Programs.
Student employees should give at least two week’s notice to their employer when resigning from a University job. All University property such as keys, uniforms, and tools must be returned to employers before final paychecks are released. Passwords and access to technology resources must be cancelled.
Procedures for processing resignations are handled in the same manner as terminations. Supervisors must complete a Termination Notice and send to Student Employment Services.
Hiring departments and student employees each have rights and responsibilities with regard to employment at Central Michigan University. Rights and responsibilities should be discussed when a student employee is hired and a statement of acceptance signed. A copy of the current "Rights and Responsibilities" document can be found in the menu. The hiring department should:
Central Michigan University is committed to maintaining an educational and working environment free of conduct, which degrades or oppresses individuals, including conduct that sexually humiliates individuals.
DEFINITION AND STATUTORY REFERENCE
Harassment on the basis of sex is discrimination in violation of Title VII of the Civil Rights Act of 1964, 42 U.S.C. Sec. 2000e and Title IX of the Educational Amendment of 1972, 20 U.S.C. Sec. 1681. In addition, sexual harassment by any individual may constitute assault, sexual assault, public lewdness, or indecent exposure under state law.
It is a violation of the University Policy for an employee, agent or student of the university to engage in sexual harassment, as defined in the Michigan Civil Rights Act as follows:
" …Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct
or communication of a sexual nature when:
Submission to such conduct or communication is made a condition either explicitly or implicitly to obtain employment, public accommodations, or public services, education or housing.
Submission to or rejection of such conduct or communication by an individual is used as a factor in decisions affecting such individual’s employment, public accommodations, or public services, education or housing.
Such conduct or communication has the purpose or effect of substantially interfering with an individual’s employment, public accommodations or public services, education, or housing, or creating an intimidating, hostile, or offensive employment, public accommodations, public services, educational, or housing environment."
RESPONSIBILITIES OF SUPERVISORS
Supervisors have a special responsibility for implementing the Sexual Harassment Policy. When supervisors observe behavior in areas they supervise that violates this policy, they have a responsibility to address the situation. If employees bring complaints to the attention of supervisors, it is a supervisors duty to inform those employees about their rights under this policy, provide them with direction about where to get assistance, attempt resolution, or contact the Affirmative Action Office for advice. The person in authority will take appropriate action. The supervisor should report all concerns, cases and complaints to the Affirmative Action Office even if there has been satisfactory resolution. Violation of this policy can result in discipline and/or dismissal for students. Violations should be reported to and discussed privately with an investigator in the Affirmative Action Office. Cases will be handled in a timely and confidential manner.
HOW A STUDENT CAN FILE A COMPLAINT OR FORMAL GRIEVANCE
Student employees who feel aggrieved because of sexual harassment have several ways to make their concerns known.
Students who feel comfortable doing so should directly inform the person engaging in sexually harassing conduct or communication, telling that person the conduct or communication is offensive and request that it stop.
If a student who feels aggrieved does not wish to communicate directly with the person whose conduct or communication is offensive or if direct communication by the student with that person does not work, the student may contact either the Affirmative Action Office or the Office of Student Life. Formal grievances of sexual harassment by students may be filed with the Affirmative Action Office and will be processed under the University’s Affirmative Action grievance procedure.
Supervisors must report all work-related injuries as soon as possible to the Workers’ Compensation Office at 774-7177. This number is available 24 hours a day. Even if the injury is minor and does not require medical treatment, it must be reported.
If the injured employee requires medical treatment, send them to the Central Occupational Medicine Program (COMP) on Three Leaves Drive in University Park or Ready Care adjacent to Central Michigan Community Hospital. Life threatening injuries should be treated at Central Michigan Community Hospital. Call 911 for ambulance assistance.
If the employee chooses to seek treatment with their own physician, inform them that they will be responsible for any expenses incurred within the first ten (10) days following the injury.
If the injured employee has been exposed to a possible blood borne pathogen, send them to University Health Services for follow-up care during regular business hours.
The Workers’ Compensation Office will inform supervisors if an employee has been taken off work, the expected date they can return to work, or if they are able to work within specific restrictions.
If an employee suffers an injury that is not work related, the department has the discretion to require a doctor’s statement of release before allowing the employee to return to work.
ACADEMIC YEAR
During the academic year, there is no limit on the number of hours per week that a student may work (international students may work only 20 per week during the academic year). We encourage departments to use caution before scheduling students to work full-time. Students are here primarily to complete their degree program and often work to help cover the associated expenses. The need for some students to be employed for a greater number of hours should not compromise their progress toward the fulfillment of his/her degree requirements. Students normally should not be assigned to regular staff positions or assigned to work overtime, particularly where these issues are covered by a collective bargaining agreement. If you have questions about whether the work you plan to assign to a student could cause problems, please contact Employee Relations at 989.774.6447.
NON-ENROLLMENT PERIODS
During periods of non-enrollment (summer, spring break, semester break), students may work up to forty hours a week. This includes international students.
HOLIDAYS
Student employees required to work on a holiday will be paid at their regular rate of pay. Students not required to work on a holiday will not be paid for the holiday.
MEAL BREAKS
Student employees who are working for more than six hours at a time should be provided a minimum of one-half hour unpaid meal break around the normal meal period.
REST BREAKS
Student employees shall normally be entitled to a rest period of not more than fifteen minutes for each consecutive 4 hours worked. Rest periods should be taken at a time and in a manner that does not interfere with the efficiency of the work unit. The rest period is intended to be a break preceded and followed by an extended work period. It may not be used to cover the employee’s late arrival at work or early departure, nor may it be regarded as cumulative if not taken.
OTHER
Students will not be paid for time they do not work.
OVERTIME
Student employees must be paid at one and one half times their hourly rate for every hour worked in excess of forty (40) hours in a week. It is rare that student employees would be required to work overtime.
GENERAL EMPLOYMENT INFORMATION
CMU students are eligible for on-campus employment in a GSA and/or CWS position if they meet the following criteria. High school students are eligible for GSA employment only.
|
ACADEMIC YEAR |
SUMMER |
||
CMU Students |
High School Students |
CMU Students |
High School Students |
|
Maintain half-time enrollment at CMU: Six credit hours as an undergraduate, five as a graduate student. |
At least 16 years of age. |
Is a continuing student. |
At least 16 years of age. |
|
International students must maintain full-time enrollment at CMU: Twelve credit hours as an undergraduate, nine as a graduate student. |
Have a completed work permit if under age 18 (renewed annually) on file with Student Employment Services. |
OR Are accepted in a degree program at CMU to begin in the summer or upcoming Fall term. |
Still in high school or in the summer immediately following high school graduation. |
|
Maintain satisfactory academic progress (work study employees only.)* |
Have a completed work permit if under age 18 (renewed annually) on file with Student Employment Services. |
||
*This federal regulation states that students must show progress toward the completion of degree requirements to retain eligibility for all forms of federal financial aid.
ADDITIONAL REQUIREMENTS – HIGH SCHOOL STUDENTS
Youths 18 or older may perform any job, whether hazardous or not, up to forty (40) hours per week during the academic year and forty (40) hours per week in the summer, in accordance with minimum wage and overtime requirements.
Youths 16 and 17 years old may perform any non-hazardous job up to forty eight hours (school and work combined) per week during the academic year and forty (40) hours per week in the summer in accordance with minimum wage and overtime requirements.
Other restrictions for youths 16 and 17 years old include:
Must not drive a motor vehicle as part of the job.
If riding in a truck, must be in the cab, not in the rear of the truck.
Cannot operate power driven machines (i.e. hoisting apparatus, bakery machines, metal forming, punching and shearing machines).
COLLEGE WORK STUDY – FEDERAL/MICHIGAN (CWS)
Federal and Michigan work study is awarded to CMU students based on financial need. To qualify, students need to complete the Free Application for Federal Student Aid (renewal application required annually) and demonstrate financial need. In addition, students must maintain at least half-time enrollment (6 credit hours for undergraduate students and 5 credit hours for graduate students) during the Fall and Spring terms, and maintain satisfactory progress toward the completion of the first undergraduate or graduate degree at CMU. A student must be able to document Michigan residency to qualify for Michigan work study.
GENERAL STUDENT ASSISTANCE (GSA)
GSA is an employment program funded from departmental budgets; funding levels may vary as department needs change. GSA is open to all CMU students regardless of financial need; the only requirement is half-time enrollment during the Fall and Spring terms. GSA positions are also open to high school students.
COLLEGE WORK STUDY – FEDERAL/MICHIGAN (CWS)
The Federal and State governments provide annual funding to be used toward the College Work Study program. Student wages are paid in part from government monies and from a required match of University monies.
Each fiscal year, departments are allocated College Work Study money to be used exclusively for work study positions. The department’s expenditures cannot exceed the budget amount without permission from the Vice President or Dean of the unit. Funds may only be used to pay work study wages and any unused funds cannot be carried forward to the next fiscal year.
The University has adopted a classification system for student employees based on job duties and minimum skill level. Student Employment Services will review all job descriptions and assign a pay level as follows:
Pay Level Description
S-1 Entry level, routine tasks, direct supervision required, minimal/ developing skills.
Examples include but are not limited to: Junior Clerical, Student Cook, Painter, Student Assistant, Stockroom Worker.S-2 Expanded responsibilities, less direct supervision, developed skills.
Examples include but are not limited to: Senior Clerical, Research Assistant, Technical Assistant, Supply Technician, Crew LeaderS-3 Specialized, well-developed skills, little to no direct supervision.
Examples include but are not limited to: Activity Coordinator, Building Supervisor, Facility Manager, Computer Technician, Lifeguard, Sports Camp Coach
Any new student position (not a new hire in an existing position) in a department requires the completion of a New Position Description Form by the hiring department. Student Employment Services will evaluate all job descriptions and assign a pay level based on job duties and minimum skill level. Supervisors should not promise a specific wage rate until notified of the position’s pay level.
The performance review program is a communication tool, designed to motivate employees to achieve higher levels of performance. It should provide the necessary supervisory feedback to identify areas to be improved as well as reinforce those activities that meet or exceed department standards.
Supervisors are encouraged to evaluate the performance of their student employees on an annual basis. This tool provides a basis to determine if a merit increase is appropriate. A copy of a sample Performance Evaluation is included on the Student Employment website. Supervisors may develop an evaluation form that is more relevant to jobs performed in a specific department; a copy of these forms must be sent to Student Employment Services for review before being used.
A copy of all evaluations must be sent to Student Employment Services to be retained as part of the student’s permanent employment record.
Departments may seek job candidates by listing a job vacancy with Student Employment Services or through direct contact with the candidate. As eligible students express interest in a position, they will be referred to the hiring department. Each department will interview and make hiring decisions for their unit. A copy of the current Vacant Student Position form is on the Menu.
Vacancy notifications should be submitted when a department has a vacant student position.
Please notify Student Employment Services when a vacancy has been filled. The notification may be by phone, e-mail, or FAX.
HIRING PROCEDURE
1. After a candidate has been selected for the vacant position, notification must be given to Student Employment Services. This is done by submitting the Student Hire Form for each prospective student employee.
2. Student Employment Services will determine if the student meets the University criteria for student employment eligibility, and will determine if the student is eligible for the specific work program the department has requested. Student employees must maintain at least half-time enrollment to qualify as student employees and be exempt from social security taxes (FICA). Note: students need not be enrolled during summer to be considered student employees, however students not enrolled a minimum of half time will have FICA removed.NOTE: A student employee must be requested for employment once each academic year and again for the summer months.
3. Student Employment Services will return a copy of the Hire Form to the hiring department with the Award section completed. Student Employment Services will also contact the hiring department if a student is not eligible for student employment.
4. The following information needs to be supplied on the Student Hire Form to accurately pay each student:5. First time University student employees must complete tax forms and an I-9 form in the Student Employment Services office. The student will need a picture ID and social security card to complete the I-9 form. Upon completion of the hire paperwork, the student will be given a signed Hire Authorization Card to return to the supervisor. After the supervisor receives the Hire Authorization Card the student is now eligible to start working. Supervisors must insure that this requirement is met. Any student employee who does not have the proper forms filled out will not be permitted to work until this is completed. Student Employment Services will notify supervisors of any students that have not met the requirements.
- - refers to the account number that should receive the wage expenses. Generally, GSA and wages are charged to the main department account number and work study wages are charged to the department work study account number.
Cost Center
- - determined by the department based on the pay level of the job. For a new hire, this rate will normally not exceed the mid-point of the pay range.
Rate of Pay
- - the first day of employment.
Begin Date
- End Date
- the last day of employment.
FROM DEPARTMENT
If the hiring department wishes to promote a student employee to a new position, change a student’s job duties sufficient to change the job or make changes to the Cost Center, written notification needs to be given to Student Employment Services where appropriate changes will be made to the student’s payroll records.
COMPENSATION
The student wage structure used by the University is based on experience and skill. A comparative evaluation is made of the duties and minimum skill levels for each position and Student Employment Services assigns the position to the appropriate pay level, based on the description of each level. Each pay level has a pay range within which all employees at that level are compensated. A copy of the current wage scale is included on the Menu.
Departments have the flexibility to set their own starting wages as long as they do not extend outside the wage scale. For starting wages outside the pay scale, the department must work with Student Employment Services and obtain the approval of senior management.
Departments may process in-grade adjustments using the Student Wage Adjustment form. All wage increases require senior management approval; the increase may be up to eight percent (8%) annually but may not exceed the maximum of the pay range. There will be no automatic adjustments based on longevity or applied across the board.
Senior management for these processes is defined as "managers or directors who report directly to a Vice President or President and Senior Officers."
CMU student employees normally do not have Social Security taxes (FICA) withheld from their pay. During the academic year, student employees are exempt from FICA withholding if they are enrolled half-time (six credit hours for undergraduate students, five credit hours for graduate students).
To be exempt from FICA withholding during the summer, citizen students must be enrolled at least half time. International students will not have FICA withheld no matter what their enrollment status.
High school students will have FICA withheld regardless of the number of hours they work.
PAYROLL PROCEDURES
Most student employees are paid on a bi-weekly basis. The exceptions are graduate teaching assistants who also have student jobs. These employees will be paid on the semi-monthly payroll. No student will be placed on the payroll without proper clearance from and paperwork filed with Student Employment Services.
Student employees are paid an hourly wage rate and are paid only for hours worked.
Time sheets must be completed to record students’ actual work hours. Time is recorded to the nearest quarter (1/4) hour. The student employee and their supervisor must sign time sheets. Student work hours must not conflict with class schedules.
Timesheets must be received in the Payroll Office by noon on Monday following the end of a pay period.
COLLEGE WORK STUDY - FEDERAL/MICHIGAN (CWS)
CWS student employees are assigned a specific amount to earn based on their financial aid award. The hiring department should assign a specific number of hours which will allow the student to earn their full work study award.
GENERAL STUDENT ASSISTANCE (GSA)
GSA employees are assigned a maximum amount to earn based on available funds in the hiring department.
Student Employment Homepage
Page last updated: May 14, 2009
Athletics
Locations
Jobs
News
Events
Alumni
Association
Give to CMU
Why CMU?
Visit
Admissions
Academic Programs
Research
Copyright © Central Michigan University, Mount
Pleasant, Mich. 48859 | Phone 989-774-4000 |
Privacy Policy