UPPS No. 07.07.03, Student Employment Procedures

Revised: 10/20/2004

Student Employment Procedures UPPS No. 07.07.03
Issue No. 7
Effective Date: 4/21/2004
Review: July 1 E3Y

*01. POLICY STATEMENTS

01.01 This UPPS provides an organized procedure whereby: (a) students seeking part-time employment; and (b) the respective departments and offices of Texas State University-San Marcos seeking part-time student employees will receive maximum benefits from the Student Employment Program.

01.02 Specific objectives of the Student Employment Policy are:

a. To provide a service to both the student and the employing University department by providing a central contact point for students seeking part-time employment and departments or offices seeking part-time employees.

b. To expand available part-time job opportunities for students on and off campus.

c. To ensure compliance with federal (Equal Employment Opportunity and Affirmative Action programs), state and university regulations, policies, and guidelines.

d. To complement and maximize the educational program or vocational goals of the student.

e. To assure that Texas State’s graduate student employment policies are competitive for recruiting at the state or national level.

02. DEFINITIONS

02.01 Student Employee titles and descriptions:

a. Graduate Teaching Assistants /Doctoral Teaching Assistants are employed by an academic department, paid from faculty salaries and reported as the "teacher of record" for an organized class. According to SACS regulations, they must have earned 18 graduate semester hours in their teaching discipline, report directly to a faculty member and be evaluated regularly. Additional Texas State requirements include enrollment in at least 9 SCH in a graduate degree program (except for the final semester of enrollment), must be a degree-seeking candidate and must maintain a 3.0 Texas State grade point average. Any exceptions must be approved by the Dean of the Graduate College.

Graduate Teaching Assistants /Doctoral Teaching Assistants receive a teaching contract for a semester or academic year basis, are paid on a monthly basis, appointed via an RBC, must be enrolled in a graduate level program as a condition of their employment and are exempt from Fair Labor Standards Act (FLSA). The student will be eligible for insurance benefits when employed at least half-time (20 hours per week) for a minimum period of 4 1/2 months.

b. Graduate Instructional Assistants /Doctoral Instructional Assistants are employed by an academic department, paid from faculty salaries, but are not reported as the "Teacher of Record". Graduate Instructional Assistants/Doctoral Instructional Assistants are responsible for a specific group of students and assign some portion of these same students' grades. Additional Texas State requirements include enrollment in at least nine (9) SCH in a graduate degree program (except for the final semester of enrollment), must be a degree-seeking candidate and must maintain a 3.0 Texas State grade point average. Any exceptions must be approved by the Dean of the Graduate College and Vice President for Academic Affairs.

Graduate Instructional Assistants/Doctoral Instructional Assistants are normally contracted by the Dean of the Graduate College on a semester, academic year or annual basis for the primary job of teaching, paid on a monthly basis, appointed via an RBC, must be enrolled in a graduate level program as a condition of their employment and are exempt from FLSA. The student will be eligible for insurance benefits when employed at least half-time (20 hours per week) for a minimum period of 4 1/2 months.

c. Graduate Research Assistants/Doctoral Research Assistants are employed by any department or office of the University and paid from classified salaries. The work performed must be of a technical or professional level. Additional Texas State requirements include enrollment in at least 9 SCH hours in a graduate degree program (except for the final semester of enrollment), must be a degree-seeking candidate and must maintain a 3.0 Texas State grade point average. Any exceptions must be approved by the Dean of the Graduate College and the appropriate vice president.

Graduate Research Assistants/Doctoral Research Assistants are employed on a semester, academic year, annual basis or the duration of a research project or any portion thereof, and paid on a monthly basis. They are appointed via an RBC, must be enrolled in a related graduate program as a condition of their employment and are not exempt from FLSA. The student will be eligible for insurance benefits when employed at least half-time (20 hours per week) for a minimum period of 4 1/2 months.

d. Undergraduate Instructional Assistants are employed by an academic department and paid from faculty salaries, but are not reported as the "Teacher of Record". Undergraduate Instructional Assistants are responsible for a specific group of students and assign some portion of these same students' grades. Additional Texas State requirements include enrollment in 6 SCH in an undergraduate degree program (except for the final semester of enrollment), be classified as an undergraduate student and be teaching labs. They will be appointed via a Student Appointment Form (Attachment III) through Career Services and will be paid semi-monthly via a student time report through the Payroll Office.

e. Any student not meeting the criteria for the positions listed in a. - c. above will be paid semi-monthly at an hourly rate and will be appointed by a Student Appointment Form (Attachment III) through Career Services to one of the following titles:

1) Student Worker I - Few special skills and little or no previous training or work experience is required for many Grade Level I jobs. A minimum amount of training is necessary to prepare the employee, however, some Grade Level I positions may require some previous training, experience, or knowledge, as well as some mechanical ability, manual dexterity, or mental activity. The work performed is generally supervised; however, these employees may act as supervisors of other students. The work may involve physical exertion or unpleasant conditions.

2) Student Worker II - Previous training or experience, independent judgment and considerable mental activity are generally required for Grade Level II jobs. Some college education or comparable experience is often necessary. The work may include responsibility for the safety of persons or property. Employees may act as supervisors of students in lower grade levels.

3) Student Worker III - Jobs in Grade Level III require a high degree of mental activity and independent judgment. The work performed involves decision-making and often requires the supervision of other student employees. The work may involve an important function of a departmental operation.

f. The source of funding for the payment of the student employee's wages dictates the job title to be used from among the following:

1) Work Study Graduate Student Employee

2) Work Study Undergraduate Student Employee

3) Work Study On-Campus Community Service Graduate Student Employee

4) Work Study On-Campus Community Service Undergraduate Student Employee

5) Work Study Off-Campus Community Service Graduate Student Employee

6) Work Study Off-Campus Community Service Undergraduate Student Employee

7) Texas College Work Study Graduate Student Employee

8) Texas College Work Study Undergraduate Student Employee

9) Regular Wage Graduate Student Employee (including graders)

10) Regular Wage Undergraduate Student Employee

11) Task – A one-time payment for work completed

12) Award – A bonus payment taken from operating budgets of departments and offices for exceptional work

03. PROCEDURES FOR HIRING A STUDENT EMPLOYEE

03.01 Appointment and related forms.

a. All paperwork for hiring student employees in Sections 02.01 a., b., and c. above is processed through the Faculty Records Office or the appropriate vice president in the case of Graduate Research Assistants.

b. All paperwork for hiring students employed in positions described in Sections 02.01 d. and e. above is processed through Career Services.

c. In all cases, graduate students cannot be appointed in a regular wage position if appointed via RBC.

03.02 Pay rates - each of the above job titles is to be paid in accordance with the pay schedule as shown in the University Pay Plan.

03.03 In all cases, the account manager/designee will decide who is hired in accordance with the qualifications and standards required for the position.

03.04 Regular wage undergraduate students must be enrolled for at least 6 semester credit hours in the fall and spring semesters unless the student is in the last semester of enrollment. During the summer sessions and mini session a regular wage undergraduate student is not required to be enrolled and may work a maximum of 40 hours per week with the stipulation they are enrolled in a minimum of 6 semester credit hours in the following fall semester. Exceptions will be addressed on an individual basis by the appropriate university vice president. Graduate students must be enrolled in at least 9 semester hours in the fall and spring semesters. Any exception must be approved by the Dean of the Graduate College.

03.05 Work study undergraduate students must always be enrolled for at least 6 semester credit hours in the fall and spring semesters in order to retain eligibility for work study funds. A total of 6 semester hours must be completed within the summer sessions and mini session to retain eligibility for work study funds. Graduate students must be enrolled in at least 9 semester hours in the fall and spring semesters. Any exception must be approved by the Dean of the Graduate College.

03.06 Eligible students are normally awarded Federal/State Work Study funds for the nine-month academic year (fall and spring semesters) or summer sessions. The period of the award, as well as the amount, is reflected on the student's Work Study Eligibility Letter, which must be presented to the employing department before the student begins work. One-half of the award is for the fall semester and one-half is for the spring semester, unless otherwise stated. Fall semester award balances can be transferred to the spring semester award. Summer Federal/State Work Study is a separate function and requires a new Work Study Eligibility Letter. Summer Federal/State Work Study is not available for students enrolled in less than six 6 hours in the combined summer sessions. Summer Session I balances can be transferred to Summer II.

04. ALLOWABLE WORK HOURS FOR A STUDENT EMPLOYEE

04.01 A student employee may be appointed for up to 40 hours per week during the summer and between semesters. If not enrolled for any of the summer sessions, he or she must be enrolled for the following fall semester.

Example: A student enrolled in the fall semester, but not the spring semester, may not be hired as a student employee for the spring semester unless the student re-enrolls. A student enrolled in the spring semester may be hired as a student worker during the summer if the student plans to enroll in the following fall semester. Students who were not enrolled in the spring semester may not be hired as a student worker during the summer unless they enroll in one of the summer sessions.

04.02 Excluding the graduate assistant positions, the number of hours a student employee may work is limited to an average of 25 hours per week or less during the fall and spring semesters. Hours worked in excess of 25 per week must be approved by the appropriate university vice president. International students on F-1 and J-1 visas are limited to an average of 20 hours per week. Violations will jeopardize the student’s visa status.

04.03 During school vacations (when classes are not in session), student employees including international students can work a maximum of 40 hours per week if otherwise eligible and with the stipulation they are enrolled in a minimum of 6 semester credit hours for undergraduate students and 9 semester credit hours for graduate students in the following fall semester.

05. ACCOUNT MANAGER/DESIGNEE RESPONSIBILITIES FOR POSITIONS APPOINTED BY STUDENT APPOINTMENT FORMS

05.01 Account managers/designees having a student employee vacancy can inform Career Services through written notification by completing the appropriate part-time/on-campus student employee request form (either regular wage or work study request form - Attachment I or Attachment II).

Account managers/designees may attend training sessions offered by Career Services on procedures to post student employee vacancies on the Career Services website. Contact Career Services for information about training.

05.02 If a student worked the previous semester, then that student may be rehired in the same job working for the same office without completing a new Student Appointment Form (Attachment III). However, if the student has not been paid from an account for at least 90 days and is "rehired", the account manager/designee must complete the Student Appointment Form (Attachment III), check "rehire", and send the completed form to Career Services for processing. Also, if an office decides to change a student's initial hourly wage rate, account number, job status such as work study to regular wage, the account manager/designee must complete a new Student Appointment Form (Attachment III), check "hourly wage change" and forward to Career Services for processing.

05.03 The account manager/designee will interview applicants for the position to be filled. He or she will then select and hire the applicant who meets the qualifications and standards required for the job to be performed.

05.04 For all student employee appointments, the account manager/designee must forward a Student Appointment Form (Attachment III), a completed Employment Eligibility Verification (Form I-9), Employee's Withholding Exemption Certificate (Form W-4), acknowledgement form (Attachment IV), and proof of selective service registration for male U.S. citizens and male aliens living in the U.S., who are 18 to 25 and any other required paperwork to Career Services.

The Bureau of Citizenship and Immigration Services requires the Form I-9 be completed and certified within 3 days of start date.

05.05 If the student is to be paid from Federal/State Work Study funds, the "Work Study Eligibility Letter" will be completed and returned immediately to the Financial Aid Office and the appointment form will be completed and sent to Career Services.

05.06 The account manager/designee shall determine the level of position for which a student is hired. The account manager/designee will also establish the hourly rate at which the student is to be paid, based on the student's prior experience and/or degree of skill or training.

05.07 A student will not be paid until all required paperwork has been processed through Career Services. It is the account manager/designee’s responsibility to make sure all of the required paperwork is completed and submitted to Career Services.

05.08 The account manager/designee will be responsible for ensuring that sufficient student wage funds are available in the departmental budget to pay student employees hired on "regular student wages". For students hired on the Work-Study Program, the account manager will budget funds for the appropriate percentage of matching funds, as designated annually by President's Cabinet, for budget accounts X-3000 and above.

05.09 If a student has multiple jobs, the last hiring office will be responsible for the payment of any overtime earned by the student regardless of the job that caused the overtime. It is the account manager/designee’s responsibility to ask if a student is working elsewhere on campus or another state agency.

05.10 The account manager/designee will complete and return to Career Services a "Student Termination Form" (Attachment V) whenever a student either voluntarily resigns or is terminated.

06. ACCOUNT MANAGER/DESIGNEE RESPONSIBILITIES FOR GRADUATE ASSISTANT POSITIONS APPOINTED BY RBC (REQUEST FOR BUDGET CHANGE)

06.01 The account manager/designee may determine the need for Graduate Assistants and may work with the appropriate vice president for position approvals. Appropriate titles are determined based on the criteria in Section 02.01 (a. - c.).

06.02 Graduate Teaching Assistants/Doctoral Teaching Assistants must submit a complete faculty applicant packet which consists of a faculty employment application, official transcripts from all degree granting institutions, a current vita or resume and 3 letters of recommendation. These documents, along with a Contracting of Temporary Faculty Form, an RBC, a completed Employment Eligibility Verification (Form I-9), Employees' Withholding Exemption Certificate (Form W-4), and any other required paperwork, are submitted for approval via the college dean and the Dean of the Graduate College before being forwarded to the Faculty Records office.

The Bureau of Citizenship & Immigration Services requires the Form I-9 be completed and certified within 3 days of start date. If a graduate student has had prior regular wage or work study student employment and is being appointed via RBC, a new employment eligibility verification (Form I-9) is required.

06.03 For all Graduate Instructional Assistant/Doctoral Instructional Assistant positions, the account manager/designee must forward the appointing RBC, a completed Employment Eligibility Verification (Form I-9), Employees' Withholding Exemption Certificate (Form W-4), and any other required paperwork via the college dean to the Dean of the Graduate College, who will forward to the Faculty Records Office as appropriate.

06.04 For Graduate Research Assistant/ Doctoral Research Assistant positions, the account manager/designee must forward the appointing RBC, a completed Employment Eligibility Verification (Form I-9), Employees' Withholding Exemption Certificate (Form W-4), and any other required paperwork to Human Resources/Faculty Records Office as appropriate. If a graduate student has had prior regular wage or work study student employment and is being appointed via RBC, a new Employment Eligibility Verification (Form I-9) is required.

The Bureau of Citizenship & Immigration Services requires the Form I-9 be completed and certified within 3 days of start date.

06.05 The account manager/designee will direct students eligible to receive insurance benefits to Human Resources -- preferably prior to their first day of employment but no later than the 30th day. The account manager/ designee will ensure that eligible students sign a Graduate Student Acknowledgment of Insurance Eligibility Form at the time of employment and forward it to Human Resources.

06.06 The account manager/designee will be responsible for ensuring that students are not appointed over 50 percent FTE without specific approval from the Dean of the Graduate College and the appropriate vice president. If the student is appointed in more than one account, the account manager/designee will ensure that the student is paid at the same pay step and in the same manner (via RBC) from all accounts.

06.07 The account manager/designee will be responsible for preparing the Employee Separation Form and Termination Checklist for all separating insurance-eligible Graduate Assistants (see UPPS No. 04.04.50).

07. TIME SHEETS AND PAY RESPONSIBILITIES

07.01 On a semi-monthly basis, the account manager/designee will prepare and submit Regular Wage Payroll Time Sheets, Undergraduate Instructional Assistants Payroll Time Sheets, Federal Work Study Payroll Time Sheets and Texas Work Study Payroll Time Sheets for each student employee. Blank time sheets are available from the Payroll Office. Time sheets must be submitted in accordance with the schedule outlined in a memorandum from the Payroll Office, which is distributed prior to September 1 of each year.

07.02 The Payroll Office will be responsible for processing student employee time sheets.

The Cashiers Office will distribute the paychecks to student employees or transmit to designated accounts through direct deposit.

07.03 The Director of Career Services will provide the President's Cabinet with an annual report reflecting student's name, division and hourly wage rate of those student employees paid on the October payroll at a rate higher than $8.00/hour.

NOTE: Any rate $8.01 or above must be approved by the appropriate university vice president.

08. NON-DISCRIMINATION

08.01 No person shall be excluded from participation in, denied the benefits of, or be subject to discrimination under, any program or activity sponsored or conducted by Texas State University-San Marcos on any basis prohibited by applicable law, including but not limited to race, color, national origin, religion, gender, sexual orientation or disability.

09. REVIEWERS OF THIS UPPS

09.01 Reviewers of this UPPS include the following:

Position Date

Mr. Curt Schafer July 1 E3Y

Director, Career Services

Mr. John McBride July 1 E3Y

Director, Human Resources

Ms. Cindy Kruckemeyer July 1 E3Y

Assistant Director of Accounting (Payroll)

Dr. Pat Cassidy July 1 E3Y

Faculty Contract Administrator

10. CERTIFICATION STATEMENT

This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.

Mr. Curt Schafer, Director, Career Services; senior reviewer of this UPPS

Dr. Greg Snodgrass, Assistant Vice President for Student Affairs

Dr. James D. Studer, Vice President for Student Affairs

Dr. Denise M. Trauth, President