Campus Student Employment Handbook
Sweet Briar College participates in the Federal Work-Study Program and runs an institutional work program, Sweet Briar Campus Employment, through Campus Student Employment within the Career Services Center. The Federal Work-Study Program is open only to students who qualify for need-based assistance. Through this program, the federal government pays up to 80% of the student's salary. The Coordinator of Campus Student Employment works closely with the students who qualify for financial aid and who are awarded campus jobs. Once these students are placed, other students may be selected to participate. The federal work study guidelines and requirements are used for most procedures. Campus student employment is part time temporary employment for the academic year. The last day a student can be REQUIRED to work under the payroll terms of Campus Student Employment for an academic year is the last day of classes for the term. Students and supervisors must arrange any employment after COMMENCEMENT with the SBC Department of Human Resources.
Code of VA: Unemployment Compensation (Section 9): Chapter 2 Definitions (60.2-200 through 60.2-231); 60.2, 219, ("Services not included in term 'employment.' ") #9. Service performed in the employ of a school, college or university, if such service is performed by a student who is enrolled and is regularly attending classes at such school, college or university.")
Jobs are awarded first to qualified students who demonstrate financial need. To demonstrate financial need, students must apply for financial aid prior to each academic year. Information on application procedures and rules are provided by the Financial Aid Office in January of the preceding school year. Students who are eligible for financial aid and are awarded a campus job will be sent a job application by FAO, which must be returned promptly (see Sample A). Students who do not qualify for financial aid but who wish to work, must complete an application and have their names placed on a waiting list. Students will be selected from the waiting list for jobs not filled by students with financial aid job awards.
A student wishing to return to a previous position is required to fill out the CSE for that position before the beginning of each academic year.
Student applications received after the 15th of the month may not have their time sheet processed until the following month.
Undergraduate students enrolled for at least half time (6.0 hours) are eligible for financial aid and campus student employment. Graduate and fifth (5th) year students must apply for employment through the Sweet Briar College Human Resources Department.
All Sweet Briar departments and offices are eligible to hire student workers. The number of students hired depends on the department's need for workers and its student payroll budget.
Information is sent to supervisors and department heads in March requesting the job description, job classification and wage rate for all positions for the following academic year.
In April supervisors and department heads are sent the Campus Student Employment Application for the following year. Supervisors are asked to encourage their current student employees to complete the application form for the next year and turn it in to the coordinator of Campus Student Employment. The supervisor should notify the Coordinator of Campus Student Employment and email all the names of the students rehired and the number of open positions.
The employer is encouraged to interview the student. Each Department will be sent a Job Assignment Letter for each student hired. The Job Assignment Letter is the official authorization that the student has completed the required CSE application, federal I9 and W4 and state W4.
Students are encouraged to find their own campus jobs by contacting the departments in which they want to work, and by listing their department preferences on the Financial Aid Office job application. To assist students in the job selection process, descriptions of all jobs are available on the Job Descriptions page found on the Campus Student Employment web site. Employers are encouraged to contact and request specific students whom they know are qualified for their open positions.
The Financial Aid Office sends all eligible students job applications which detail information on the student's skills and previous job experience. A student may indicate her job preference on this application.
The employer is encouraged to interview the student to determine her qualifications and to provide explicit instructions, preferably written, regarding her work schedule, rules, and tasks. Once a student is hired, the student and supervisor are sent a job assignment letter (see Sample C).
No student is permitted to work without authorization from the Coordinator of Campus Student Employment. The supervisor and student will receive a copy of the Job Assignment Letter (Sample C) as authorization. Students not previously employed at Sweet Briar College will not be issued a Job Assignment Letter until after the I-9 Employment Eligibility Verification Form (Sample D 1, 2, 3), the Federal W-4 Form Employee's Withholding Allowance Certificate (Sample E) and the Virginia Form VA-4 (Sample F) are completed and turned in to the Coordinator of Campus Student Employment.
Some students have special paid positions that are arranged outside of Campus Student Employment jobs classification and wage rate procedures.
These students are still required to follow the application and payroll procedures listed in this handbook. See Payroll Procedures.
All students will be paid at least federal minimum wage, $7.25 per hour as of July 24, 2009. Student positions will be classified as "I," "II," "III," or "IV" by the employing department and Campus Student Employment. The wage rate for each position will depend on:
The first year a student is in a position the wage will be the base pay rate for that level. Students who continue with the same position can be awarded a raise at the end of a term if their performance warrants the increase and the supervisor makes the request in writing to the Coordinator of Campus Student Employment one month prior to the requested change. The suggested wage increase for a year will be 10 cents per hour or 5 cents per hour for a term.
Sample Job Descriptions:
Students are paid monthly according to the schedule of dates listed on the Student Payroll Schedule. Students are paid for the actual hours worked, to the nearest tenth of an hour. Students are reminded that it is an Honor Code violation to report more hours than they actually work, or to falsify their Time Records in any other way.
Students should never record hours on their time sheet until they have actually completed the hours. To deliberately submit a time sheet with anticipated hours recorded would be considered a falsified time sheet and could result in the person signing the sheet facing disciplinary action.
To be paid, the student must have:
Student applications received after the 15th of the month may not have the time sheet processed until the following month.
Students must cash or deposit their pay checks within 60 days of receiving them or they will become void. Direct deposit is availiable to all students.
To earn $1,000 in the 30-week school year, a student must work an average of 4.6 hours per week at the minimum wage of $7.25 per hour. The student and her supervisor should agree on the exact number of hours to be worked at the initial job interview. Students who cannot be given enough hours to earn the amount authorized by the Financial Aid Office or Campus Student Employment should see the Coordinator of Campus Student Employment, within Career Services, immediately.
The student's job is intended to provide a set amount of earnings, generally $1,000 per year. The job assignment letter contains this information.
Students should multiply their hourly wage by the number of assigned hours per week, and multiply that result by 30, to determine whether they will be able to earn the full amount of their Financial Aid Office authorization.
Students who need to earn more than their job award should see the Coordinator of Campus Student Employment, within the Career Services Center. If there are no other needy students seeking work, the supervisor agrees to the increase in hours, and the student is eligible to earn more, the award amount will be increased and a new job assignment letter will be sent to the student and supervisor.
Students must obtain permission from Campus Student Employment before accepting additional employment above the amount of their job awards.
Students who are on financial aid and who have earned most of their job award will normally receive a job for the next year, as long as the student re-applies for financial aid by the deadline and still has financial need for the job.
All students should complete a job application in April for the following year.
It is recommended that a student should not work more than 20 hours per week on any single job or multiple jobs during a term nor more than 40 hours per week during a break. Campus student employees are not allowed to work overtime.
The last day a student can be required to work under the payroll terms of Campus Student Employment for an academic year is the last day of classes for the term. Students and supervisors must arrange any employment after COMMENCEMENT with the SBC Department of Human Resources.
A student may terminate their employment by giving her employer two weeks written notice. She should discuss this with her supervisor first.
A student's supervisor may terminate her employment if she does not fulfill her responsibilities as described in this handbook. The supervisor should evaluate her work using the Student Employee Evaluation Form (http://www.ccl.sbc.edu/csc/cseforms.html).
Students who are terminated by their supervisor must be given written notice using the Student Employee Evaluation Form. A copy of this form must also be immediately sent to the Coordinator of Campus Student Employment.
It is the student employee's responsibility to:
Department heads have overall supervisory responsibility for student employees. The department head hires, terminates, and reviews student employees and signs student Time Records. Where practicality requires it, a department head may assign another person in the department to be the student's immediate supervisor.
Whether the supervisor is the department head or someone else, the supervisor's responsibilities are to:
In dealing with students whose performance is substandard, supervisors or department heads should proceed as follows:
The responsibilities of Campus Student Employment, within the Career Services Center, are to:
As positions become available, the Coordinator of Campus Student Employment will notify students by posting announcements on the list serves for the Class of 2011 and the Class of 2012, Class of 2013 and the Class of 2014. Campus Student Employment will post any requests for temporary workers. (The individual college employee, not the College pays baby-sitting wages.)
The responsibilities of the Financial Aid Office are to:
It is desirable that complaints or disputes arising from a student's employment be satisfactorily resolved by the student employee and her supervisor/department head. If the issue cannot be settled, the following procedures must be followed:
The committee is responsible for interpreting the application of current College policies and procedures, and does not have the right to formulate or change College policies and procedures. The majority decision of the committee shall be final and binding in all its determinations.
All accidents are to be reported to your supervisor immediately. Medical expenses will be considered when proper forms are completed prior to treatment and in accordance with the Workers' Compensation laws of the Commonwealth of Virginia. For WORK RELATED INJURIES, medical services may be obtained only from one of the medical facilities listed below. It is imperative that all accidents and injuries to be reported to the Human Resources Assistant at extension 6506. Fax all information to Human Resources at 381-6486 to expedite your claim if you are seeking medical treatment off campus and/or miss regularly scheduled work. Forms are available at the Human Resources Web Site. (Do Not Contact the Coordinator of Campus Student Employment in Career Services for information)
For more information on Virginia Worker's Compensation Commissions, please visit the following website: VWCC
Medical expenses will be considered when this form is completed prior to treatment and in accordance with the Workers' Compensation laws of the State of Virginia. For WORK RELATED INJURIES, medical services may be obtained only from one of these medical facilities. Only the following physicians are to be used by Sweet Briar College employees for worker's compensation accidents or injuries: