OSU STU EMP 104-03: International Students - On the Job

104-03a   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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104-03b   Student Work Performance Summary  

1. Students represent the largest employee group at OSU.  They 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 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 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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104-03c   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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104-03d   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 give 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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104-03e   Pay Rates & Job Categories 

To determine which job category, pay range, and pay rate to use, 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.  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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104-03f   Work Schedule Limitations 

The Academic Year

A regular student employee’s job is considered to be interim or incidental to academic pursuits.  The student employee is limited to 20 hours a week during the enrollment period.  Federal regulations allow international students holding a J-1 or F-1 visa to work on campus a maximum of 20 hours per week during the academic year.  If a student has more than one on-campus job, total hours cannot exceed 20 hours in any given week during the academic year.  International students on a J-1 visa must obtain written authorization from their Program Sponsor prior to beginning employment.  A state system student who works 20 hours per week or less while classes are in session is exempt from FICA deductions.

Term Breaks

Eligible regular student employees may work full time (40 hours per week) or more during a term break.  Time worked over 40 hours per week must be paid as overtime.  Federal regulations allow international students holding a J-1 or F-1 visa to work on campus full time during university vacations.  Work schedules during term breaks should be arranged by mutual agreement between the employing department and the student before the break.  Students who work more than 20 hours per week are subject to FICA (Social Security) tax and other payroll deductions or payments. See Section 200: Payment of Student Employees in the Payroll (PAY) Policy & Procedure Manual for information regarding FICA exemptions.

Summer Months

Regular student employees working during the summer months must have been eligible for employment during the previous spring term as either a high school or college student, and expect to enroll fall term as a student. 

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.

Eligible students may work full time (40 hours per week) during the summer if they are not attending classes.  Time worked over 40 hours per week must be paid as overtime.  Students attending classes during Summer Session are limited to 20 hours of work per week during the time classes are in session and full time the rest of the summer.

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104-03g   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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104-03h   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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