Eligibility
Other than special circumstances, only full-time undergraduate students who have been granted a work award in their financial aid package are eligible for student employment work assignments. Should special circumstances arise, permission must be obtained from the Student Employment Office before a student without an employment award may begin work. Students enrolled in the High School Scholars Program are not eligible for work awards and therefore are not eligible to participate in the Student Employment Program.
Employment of Immediate Family Members
The university will not hire or transfer student employees into positions if they would directly or indirectly supervise or be supervised by immediate family members. For the purposes of this policy, immediate family members include, but are not limited to, parents, children, spouses, brothers and sisters, or in-laws.
Terms of Employment
A student employee serves only during the period for which he or she was hired. Generally, the term for student employment is for one academic year. Employment during any period creates no expectancy of future employment. Student employees may be appointed for any portion of the academic year or summer employment period.
Students are encouraged to work the total number of hours awarded in their financial aid package not to exceed 20 hours per week. If a student works in more than one position, the total hours for all positions per week may not exceed the total number of hours awarded in the financial aid package or 20 hours per week. When a student earns the total amount of the work awarded, they are no longer permitted to work through the Student Employment Office. Hours worked during break periods are not applied to the financial aid package.
Students may work up to 40 hours per week during break periods. Break periods are identified on the Student Payroll schedule and include winter, spring and summer. Wages earned during summer break may be subject to FICA taxes if the student is not enrolled for at least six (6) credit hours during each summer session.
Compensation
Wittenberg pays most of its student workers in accordance with the Ohio State minimum wage rate.. Student manager positions, lifeguards, tutors and nightguards are paid at a slightly higher rate. Hourly rates in positions with Wittenberg’s Off-Campus Community Partners vary depending on the organization and are often slightly higher than minimum wage.
Changing Jobs
Changes in employment are not permitted until after the second week of fall semester. Any and all consequences that arise as a result of a voluntary change by the student during this time are the responsibility of the student. Students wishing to change jobs due to personality or other conflicts with their supervisor or co-workers should contact the Student Employment Office.
Students employed due to special circumstances may not change jobs. Should the department that originally employed the student no longer require the services of the student, no other employment may be secured.
Hours of Work
The regular workweek for most on- and off- campus positions is 8 a.m. to 5 p.m. Monday through Friday. Some positions have varying hours as set by the supervisor due to the nature of the position. Your supervisor may need to change your schedule to meet the needs of the department.
It is the responsibility of the student to make arrangements with his or her supervisor for any time off or adjustments to the normal work schedule during exam week, Reading Day, or any other university sponsored events.
If a student is going to be absent or tardy, the student must notify his or her supervisor as soon as possible.
Payroll Process
Student workers complete electronic timesheets through the Witt Link Portal. Some students may be required to use a time clock, while others will manually record their hours. Students are responsible for submitting hours and electronically signing their timesheets. Supervisors must electronically approve hours according to the payroll schedule. Hours not submitted by the deadline must be turned in on a paper timesheet and delivered to the Student Employment Office by the supervisor. Additionally, you may not be paid on time for these hours. The Wage and Hour Division has accepted the practice of rounding off an employee’s worktime to the nearest quarter (15 minutes) of an hour, so all hours recorded will be paid to the nearest quarter hour. For example, students leaving at 4:05 p.m. will be paid until 4 p.m.; dismissal at 4:09 will be paid as if the student were present until 4:15.
Students access electronic timesheets through the Witt Link Portal by selecting the “Time Entry Form”. Choose the appropriate pay period and enter hours for each day worked during the pay period. You should enter and save hours as they are worked. Hours must be submitted no later than noon on the second working day of the month. More detailed instructions for accessing and completing these timesheets can be found on the Student Employment web page. From here, choose the “Web Time Entry tutorial”.
Copies of the payroll schedule are available in the Student Employment Office and on the Student Employment web page.
Questions or issues concerning pay discrepancies should be directed to the Student Employment Office. Students are responsible for notifying the Student Employment Office on a timely basis of any changes in personal status, enrollment or contact information.
Overtime
As per the overtime laws of the State of Ohio and the United States, an employer must pay each nonexempt employee overtime in the amount of one-and-one-half times the employee’s regular rate for hours worked more than 40 hours a workweek. Students generally working during the academic year are not permitted to work in access of 20 hours per week, and therefore are not eligible for overtime. However, during break periods, students may work up to 40 hours per week and may be requested under certain circumstances to work additional hours, which could make them eligible for overtime. Overtime is paid for hours worked in excess of 40 hours per week. Overtime is not paid for hours worked in excess of eight hours per day. The supervisor must authorize all overtime work by the student in advance. Likewise, the supervisor is expected to give the student advance notice of the need to work overtime whenever possible.
Community Partnership Program
Students working for a member in the Off-Campus Community Partnership Program may utilize the Transportation Office on campus for transportation to and from the employer. Students should contact the Transportation Office, Recitation Hall Annex Room 14, extension 7446, as soon as possible to schedule their transportation. Travel time to and from the off-campus location is not considered hours worked and should not be recorded on the student time card.
The university expects student-workers to uphold the standards of conduct that are fundamental to the values of the university and to work according to the highest ethical standards. As a university student employee, you have a responsibility to respect and to support the university and co-workers. Student-workers are expected to interact with faculty, staff, students, guests and residents of the Springfield community in a manner that positively reflects the university’s effort to create an environment of respect.
Disciplinary Process
Wittenberg University is an “at will” employer, and at any time can chose to discontinue a student’s employment. In most cases, the formal disciplinary process will be followed. Depending on the nature of the offense, an office may choose to terminate the student immediately before the student has received any other form of discipline.
Should the need arise to address disciplinary matters, supervisors should follow the disciplinary process outlined below:
Verbal Reprimand: On the first violation of a rule or regulation, a verbal reprimand is normally sufficient to correct the problem. A copy of this will be placed in the student’s employment file.
Written Reprimand: When a verbal reprimand has not been effective or if the seriousness of the offense demands stronger disciplinary action, then the student may receive a written reprimand. A copy of the written reprimand will be placed in the student’s employment file.
Suspension: When a reprimand is insufficient, suspension without pay may be imposed. The university has sole discretion to determine the length of the suspension.
Termination: In serious cases, the university may choose to terminate the student rather than impose a reprimand or suspension. A student who has been terminated from employment may not be eligible to work through Student Employment for the remainder of the semester with possible exclusion for the remainder of the academic year. Additionally, the student may be subject to sanctions outside the realm of Student Employment.
The following list represents the types of activities that may result in discipline. It is not intended to be comprehensive.
Confidentiality
During a student’s employment, he or she may be working with confidential information such as alumni lists, payroll information, details of university income and expenditures, student records, etc.
Students are expected to protect this information by safeguarding it when in use, filing it properly when not in use, and discussing it only with those who legitimately need to know.
Student employees are expected to use the university’s computing resources in an ethical manner with special attention to legal uses of licensed software, protection of confidential information and legitimate access to and use of valid data.
Although the university does not have a formal dress code, students are expected to maintain a professional appearance. Specific dress codes may be determined by your supervisor to best meet the requirements of the work area.
Telephone
Personal calls should be limited to emergencies or essential personal business and should be kept brief. Use of cell phones, e-mail, or instant messaging is not appropriate during work hours.
Study Time/Homework
From the moment a student arrives until the moment he or she leaves, the student is at work. It is the student’s responsibility to check with his or her supervisor for additional work assignments. A Federal College Work Study Award does not mean that the student is paid to study on the job. All work awards – Wittenberg Student Employment, Federal College Work Study Award, and Wittenberg No-Need Student Employment – are designed to assist students in paying for educational expenses and to provide students with work experience in their field of study. Students are expected to remain busy during his or her scheduled shift. In some circumstances, if there is not sufficient work to keep the students busy, students may request or be asked to leave early. Conversely, there may be times when students are asked to work more than the normally scheduled hours. In either case, students will be paid for hours worked. Please keep in mind that students are not permitted to work in excess of their work award or 20 hours per week during the academic year.
Substance Abuse
The university recognizes drug/alcohol dependence as an illness and major health problem. Any student who reports to work while under the influence of illicit drugs or substances will be subject to university disciplinary procedure and/or referral. Please refer to the Substance Abuse Policy in the Manual for Hourly Staff for further details.
Complaints Regarding Sexual Harassment
Policy Statement – Sexual harassment undermines the mission of the university and threatens the careers, educational experience and well being of students, faculty, staff and visitors to the campus. Therefore, it is the policy and goal of Wittenberg University that all students, faculty, staff and guests be free from sexual harassment and sexual misconduct. Although founded on and guided by the laws of the United States and of the State of Ohio, the university’s policy against sexual harassment and misconduct is not limited by these laws. The policy is an expression of the academic, residential and professional standards of the Wittenberg community. The university reserves the right to investigate circumstances that may involve harassment in situations where no complaint, formal or informal, has been filed.
Any complaints regarding sexual harassment by another Wittenberg employee will be handled under the Policies and Procedures Concerning Sexual Harassment of Students, Faculty and Staff.
Declared University Closing
This policy is applicable to unique, one-time closings such as inclement weather or acts of God that generally are not longer than one day. The determination of a declared university closing versus other types of closings is at the sole discretion of the university.
Students who are scheduled to work are required to contact their supervisor to see if they should report to work that day. Students who do not have to report to work are expected to make up the hours lost as they would do in the event of illness or any other time a conflict causes them to miss work.
Work-Related Injury
Student employees are covered by the State of Ohio Worker’s Compensation Act and are eligible to receive benefits compensating them for injuries sustained in the course of employment. If injured while working, the student employee must notify the supervisor and the Office of Human Resources. If the injury requires immediate emergency treatment, the student should seek treatment immediately then follow up with an injury report.
Procedures and Required Paperwork:
Securing A Job
All available positions are posted on the Student Employment Web page. . Returning students may exercise this option to secure a position during the academic year or to obtain a position for the upcoming academic year.
Training
All students will be provided a training session that covers workplace etiquette, customer service and behaviors that contribute to a positive work environment. Students may be required to attend additional specific departmental training as well.
Required Forms
All required forms are available on the Student Employment Web site or by calling or coming to the Student Employment Office.
Students are not permitted to begin working until all forms have been completed.
The Student Employment Contract
Students are required to sign a Student Employment Contract for each position held at the university. The Student Employment Contract must be completed annually, each time a student changes jobs, as well as any time a student works for the university during break periods. The student completes the top section of the contract, and the department completes the bottom section. The completed contract should be returned to the Student Employment Office.
Department of Justice Employment Eligibility Verification (I-9)
The I-9 requires two forms of identification (e.g., passport, driver’s license, social security card, and birth certificate). This form is required only once during the four years.
Federal Form W-4
State of Ohio – Department of Tax Form
Campus-based students should use their campus mailing address instead of the permanent home address used on all other forms.
Form 8233
International students are required to complete the Form 8233 and Blue Supporting Statement.
International Students (Non-Resident Aliens) may be exempt from U.S. income tax, under certain conditions, and tax exemptions provided by treaty arrangements between the United States and certain countries.
The completion of these forms is essential to your employment.
PAYMENT CAN NOT BE MADE UNTIL ALL PAPERWORK HAS BEEN COMPLETED.
