OSU STU EMP 103-03: Work Study Student Employment - On the Job

103-03a   Orientation

New employees should receive an orientation from their new employer, which should consist of at least the following:

1. Work site location
2. Scheduling of work hours and days
3. Line(s) of reporting / responsibility
4. Introduction to other employees
5. Minimum work standards and expectations
6. Time reporting and payroll procedures
7. Grievance procedure overview
8. Training itinerary specific to the tasks to be performed
9. Work Performance Summary procedure and timing
10. Job Description in writing
11. Work site Safety

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103-03b   Student Work Performance Summary

1. Students represent the largest employee group at OSU.  Student employees are valued equally with other employees, and their development is a highly important part of their work experience.  To promote the development of student work skills, feedback is necessary from the supervisor.  The work performance summary process provides for a standard platform to record and present observations and information about employee performance, skills attained or improved, areas to improve upon, and expectations or desires of the employee for his/her development.
2. Summaries should occur at regular intervals established between the employer and employee during the Orientation.  Summaries should be done in a timely manner to provide the best result for the effort, and to express the value the employer places on the student worker.
3. Retention of Records:  Student Employee Summaries are to be retained by the employer in compliance with OAR 166-475-0095.   See the Student Employee Personnel Record section on the Archives website for specific retention periods.
4. Example of Student Work Performance Summary, click here.

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103-03c   Expectations

1.  Student's

1. When beginning your job, you should discuss with your employer any expectations you might have about the position and what benefit you will obtain from it.  Things to consider are; office culture skills, general “how to be an employee” skills, skills specific to the job type, any other skill you might wish to learn while employed here.
2. Other expectations may include: a safe work environment, fair and equal treatment, appropriate advance notice of scheduling changes or changes in employer needs, constructive feedback on job performance and guidance on being successful in your position.

2.  Employer’s

1. Your employer will have expectations of employees, and should make those clear during the orientation.  They may include such things as; being to work on time and when scheduled, appropriate dress / attire for the job, proper conduct on the job, advanced notification of requested schedule changes, feedback about how the job is going and any needs you may have.
2. There may be other specific expectations related to the position; these should be made known and clear to you at Orientation and/or during training.

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103-03d   Job Description

The job description should be a written document that defines the job title, the employing department, the basic responsibilities of the position, and pay grade information.  The employer will provide the employee a copy of the job description at the time of employment.  The job description sets the basis for work performance summaries.

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103-03e   Pay Rates & Job Categories

When employers are determining which job category, pay range, and pay rate to use, they consider the type and relative complexity of the work to be performed, the level of responsibility to be assigned, and the employment history of the student.  Supervisors strive to match the job to the most appropriate category.  See STU EMP-Ex2: Student Job Titles & Descriptions and Student Pay Rate Guidelines (pdf format), which provide job categories and pay ranges.  These guidelines are updated and issued periodically by Human Resources.

Payment of rates higher than those included in the guidelines must be approved in advance by the Office of Human Resources.  Approval requests will be considered for exceptional cases.

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103-03f   Work Schedule Limitations

The Academic Year

Work-study students and student employees are limited to 20 work hours per week, and 8 hours per day during any term.

Term Breaks

Eligible work-study student employees may work up to but not more than 40 hours per week, 8 hours per day between terms as long as they:

• are enrolled at least half-time for the next subsequent term
  
  AND
  
  
• have not earned their entire work-study eligibility.

Work schedules during term breaks should be arranged by mutual agreement between the employing department and the student before the break.   See Section 200: Payment of Student Employees in the Payroll (PAY) Policy and Procedures Manual for information regarding FICA exemption.

Summer Months

Undergraduate work-study student employees may work a maximum of 20 hours per week, 8 hours per day during summer term if they have work-study eligibility and if they:

• have been awarded work-study funding for summer
  
  AND
  
  
• are enrolled at least half-time or more for summer term. 

Work-study students may begin working on July 1 of the academic year, but not before, and may work during the summer sessions for which they are enrolled.  Students working prior to July 1 must be paid from department resources rather than work-study funding.

Students who have received their baccalaureate degrees in the spring and who plan to enter graduate school in the fall may be employed as student workers during the summer if they are officially admitted to the Graduate School.

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103-03g   Time and Attendance Reporting

Student workers are responsible for submitting time cards.

All supervisors of student employees are required to ensure that a cumulative record of hours worked and paid is maintained.  Regular and overtime hours worked are to be recorded.  This data is required to support and calculate the student’s monthly pay.

The minimum retention period for this record is two years unless a funding agency specifies a longer retention period.  It is not unusual for agency auditors to request this time and attendance information. 

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103-03h   Pay Dates / Pay Checks

Student work periods are from the 16th of one month through the 15th of the following month.  Payday is the last working day of the month.

The first time an automatic deposit is processed, a paycheck is issued and sent to the department.  Thereafter, the money is deposited to the appropriate account and the pay stub is delivered to the department.  Checks are picked up at either the payroll office window or a department designated by the student employee. 

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