Student Employment

001: Introduction

Student Employment Policy & Procedure Manual
Section 100: Introductory Material
Effective: 03/01/1997
Revised: 10/10/2013

 

The Student Employment Manual provides information regarding employment of students on the Oregon State University (OSU) campus.  This manual is the authoritative reference for policies and procedures relating to on-campus student employment at OSU.  Please refer to Section 104 of this manual for resource information concerning work-study employment and OSU paid internships.

Oregon State University provides employment opportunities to students to assist them in the enhancement of their educational development and experience; to provide income opportunities as a part of a student’s total financial assistance program; and to create co-curricular experiences by which the student gains valuable work skills.

OSU considers student employees as students first and foremost.  Their employment as a student worker is secondary to their academic endeavors.  University employers of student workers are to be cognizant of the student’s academic pursuits and give consideration to the student’s academic activities and requirements when scheduling work shifts.

All student employees are at-will employees.  Student employment opportunities are to be determined by the workload requirements and availability of funds.  Student employment practices are to be conducted in compliance with applicable state and federal laws and university policies and procedures.

It is the responsibility of the supervisor or department/college head to review the information contained in this Student Employment Manual thoroughly to ensure that the student seeking employment is eligible for employment by meeting all applicable requirements.

Structure of the Manual

The Student Employment Manual is divided into sections.  To access a specific topic, find the section of interest in the Table of Contents and click on the appropriate link.

Questions regarding the policies and guidelines cited in this manual or other corrections, changes, or suggestions should be sent via email to the HR Solutions unit in the Office of Human Resources at: employee.relations@oregonstate.edu.

This manual is for administrative and informational use only and is not intended to be interpreted as a contract between the University and any employee.  In the event of an inconsistency or conflict, applicable law and the State Board of Higher Education rules supersede University policies.  The University’s policies and guidelines supersede college, department or unit policies, procedures and guidelines.

The University reserves the right to add, amend or revoke any of the contained rules, policies, regulations and instructions, or incorporate additional ones, with or without notice, as determined necessary.

002: Definitions

Student Employment Policy & Procedure Manual
Section 100: Introductory Material
Effective: 08/01/2005
Revised: 10/10/2013

  • I
  • J
  • K
  • L
  • M
  • N
  • O
  • P
  • U
  • V
  • W
  • X
  • Y
  • Z

A

At-will Employees

Student employees at Oregon State University are at-will employees.  At-will employees are individuals for whom the employment relationship may be terminated at-the-will of either the employee or the supervisor/employer.  At-will employees may be separated from employment at any time and for any reason unless a law, rule or policy prevents the termination of employment. 

B

C

Complaint Process

A student employee complaint may be filed with the Office of Human Resources regarding the act, omission, application or interpretation of the policies and procedures outlined in this policy manual.

D

E

End of Term

The end of term is defined by the academic calendar

Student employment eligibility is aligned with the term in which the student meets all eligibility requirements and may not extend into the next term or into the break between terms.

F

Federal Work-Study Student Employee (FWS)

Federal Work-Study is a Federal aid program administered by the OSU Office of Financial Aid and Scholarships.  Employment regulations and guidelines for FWS student employment may differ from those for regular-student employment.  Contact the OSU Office of Financial Aid and Scholarships or go to the Federal Work-Study website for assistance.

FICA (Federal Insurance Contributions Act)

A Federal Law that establishes Social Security and Medicare Tax for employers and employees; directs the employer to deduct the employee’s portion from their paycheck; and, directs the employer's contribution percentage of the tax to be paid.

FLSA (Fair Labor Standards Act) Non-Exempt Employee

Employees who because of their salary or duties, are not exempted from the FLSA requirements; therefore, may qualify for overtime compensation.

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G

Graduate Student

1.) A student who is enrolled in a program of study beyond the baccalaureate or post baccalaureate level, leading to an advanced degree (note: post baccalaureate is not the same as graduate level);

2.) or a student who holds a baccalaureate degree from an accredited college or university and has been admitted to the University and a major department or program to work toward a graduate degree or graduate certificate.

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H I J K L M

N

Non Degree-Seeking Graduate Student

A holder of a baccalaureate degree from an accredited college or university who does not wish to pursue a post baccalaureate degree, a graduate degree, a graduate certificate, or a professional degree may be classified as a non-degree seeking graduate student.

Non-System Student Employee

A student who is enrolled in high school, community college, or a non-Oregon University System institution or a student who is participating in an employment program through Work Unlimited is categorized as a non-system student employee.  Hours worked are recorded and paid through the OSU payroll system.  Wages earned by a non-system student employee are subject to Public Employee Retirement System (PERS) contributions on behalf of the student per PERS rules. 

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O

Overtime

Student employees may be eligible for overtime when hours worked are in excess of 40 hours in a work week (Sunday through Saturday).

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P Q R

S

Student

A student is an individual who is academically enrolled and whose primary efforts are directed toward obtaining a high school diploma or college degree. 

System Student Employee

A student who is enrolled at OSU or another Oregon University System institution is categorized as a system student employee.  Hours worked are recorded and paid through the OSU payroll system.  Wages earned by a system student worker are exempt from Public Employee Retirement System (PERS) contributions.

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T

Term Break

The period of time between the end of one term and the beginning of the next term when there are no classes or exams is defined as a Term Break.

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U V W X Y Z

004: Frequently Asked Questions

Student Employment Policy & Procedure Manual
Section 100: Introductory Material
Effective: 08/01/2005
Revised: 10/10/2013

Answers to Student Employment Frequently Asked Questions (FAQs) are available on the Office of Human Resources Student Employment website.

005: Resource Links

Student Employment Policy & Procedure Manual
All Sections
Effective: 03/01/1997
Revised: 10/10/2013

 

General Student Employment Questions

           your department’s assigned Business Center Human Resources.

Administration of the Student Employment Policy or Procedure Program

            Office of Human Resources- HR Solutions.

            employee.relations@oregonstate.edu

Student Payroll Processing, including International Student Employees

           Payroll Office

           paymaster@oregonstate.edu

           or your department’s assigned Business Center Human Resources.

Federal Work-Study Payroll Processing

           Payroll Office

           paymaster@oregonstate.edu

Federal Work-Study Program

           Office of Financial Aid and Scholarships

           financial.aid@oregonstate.edu

International Student Employment

           Office of International Students and Advising

           isas.advisor@oregonstate.edu

Beaver JobNet- Posting Requirements

           your department’s assigned Business Center Human Resources

 Beaver JobNet- Technical Support

           Career Services

           career.services@oregonstate.edu

Internships

           Career Services

           career.services@oregonstate.edu

100: Applicability

Student Employment Policy & Procedure Manual
Section 100: Applicability
Effective: 03/01/1997
Revised: 10/10/2013

 

The policies and guidelines contained in this manual, as well as the rules, laws and policies referenced herein, are applicable to all Oregon State University employees and students who accept employment with OSU.

200: Equal Opportunity, Affirmative Action, and American’s with Disabilities

Student Employment Policy & Procedure Manual
Section 200: Equal Opportunity, Affirmative Action, and American’s with Disabilities
Effective: 03/01/1997
Revised: 10/10/2013

 

The Office of Equity and Inclusion is responsible for the establishment and oversight of policies and procedures that support the University's affirmative action and equal opportunity efforts. Oregon State University, as an institution of higher education and as a community of scholars, is committed to the elimination of discrimination and harassment; the provision of equal opportunity in education and employment; and prohibition of discrimination on the basis of disability.

It is the intent of the University that all members of the community, employees and students, share the responsibility for making equal employment opportunity, affirmative action, and support of persons with disabilities dynamic aspects of University life.

Students and student employees who believe they have experienced employment discrimination due to a disability should contact the Office of Equity and Inclusion.

Supervisors are encouraged to contact the Office of Equity and Inclusion for guidance in determining if and how reasonable accommodations are to be made for a disabled student employee.

300: Student Job Postings and Recruitment

Student Employment Policy & Procedure Manual
Section 300: Student Job Postings and Recruitment
Effective: 03/01/1997
Revised: 10/10/2013

 

NEW!  All student jobs will be required to be posted in PeopleAdmin.  The description of work must denote whether the position has assigned duties requiring a motor vehicle and/or criminal history check.  Contact your assigned Business Center Human Resources team with your questions.

 

Oregon State University promotes fair, equal and nondiscriminatory access to employment opportunities for all interested students.  Public posting of student job vacancies ensures broader access to a wider range of potential applicants and is in line with the University’s policy on nondiscrimination and equal opportunity. Resources are available on the Student Employment website to assist you in understanding and following ethical and legal standards in student hiring and developing an effective job description for posting your student job vacancy.

The University’s online system for posting student jobs is Beaver JobNet.  Beaver JobNet provides a central database of student jobs, including on-campus and Federal Work-Study employment opportunities for students.  Though the technical management of posting student positions on Beaver JobNet is administered by Career Services, questions regarding postings should first go to the employing department’s assigned Business Center.  Business Center Human Resources will process all posting and interface with Career Services to resolve technical concerns.

Various types of student employment require different posting requirements.  Please refer to the Student Employment website or talk with your designated Business Center for a complete list of posting requirements. 

400: Employment and Supervision of Immediate Family Members (Nepotism)

Student Employment Policy & Procedure Manual
Section 400: Employment and Supervision of Immediate Family Members (Nepotism)
Effective: 03/01/1997
Revised: 10/10/2013

It is against the policy of Oregon State University for University employers and supervisors to employ or supervise immediate family members, including student employees.  For more information, refer to the University policy Employment and Supervision of Immediate Family Members or contact the Office of Human Resources.

500: Employment Eligibility Requirements

Student Employment Policy & Procedure Manual
Section 500: Employment Eligibility Requirements
Effective: 03/01/1997
Revised: 10/10/2013

501: Minimum Age Requirement

Student Employment Policy & Procedure Manual
Section 500: Employment Eligibility Requirements
Effective: 03/01/1997
Revised: 04/02/2013

 

The minimum age of requirement for student employment is 14 years of age, with the exception of farm labor.  However, students under the age of 18 years are restricted in work hours and duties.  If you are considering employing a student under the age of 18 years of age, please contact the Office of Human Resources at employee.relations@oregonstate.edu.

502: International Student Visa Status

Student Employment Policy & Procedure Manual
Section 500: Employment Eligibility Requirements
Effective: 03/01/1997
Revised: 10/10/2013

An international student’s employment eligibility is regulated by the Federal government and based on the visa type he or she holds.  A non-immigrant who is permitted to engage in employment may do so only after receiving authorization.  Any unauthorized employment of a non-immigrant constitutes a failure of the non-immigrant to maintain appropriate and approved visa status.  Students holding a visa are encouraged to seek counsel from an International Student Advising and Services (ISAS) student advisor.  Colleges/Departments employing international students, or business centers receiving documents from a non-immigrant, are asked to contact ISAS to ensure that a student’s visa status permits her or him to be eligible for employment and that any action taken will not jeopardize the student’s visa status.  

503: Federal Work-Study

Student Employment Policy & Procedure Manual
Section 500: Employment Eligibility Requirements
Effective: 03/01/1997
Revised: 10/10/2013

 

Employment regulations and guidelines, including minimum enrollment requirements, for Federal work-study student employment differ from those for regular student employment.  Go to the Federal Work-Study website or contact the OSU Office of Financial Aid and Scholarships for more information or assistance if you are interested in hiring a student who has received Federal work-study financial assistance.

504: Background Checks

Student Employment Policy & Procedure Manual
Section 500: Employment Eligibility Requirements
Effective: 03/01/1997
Revised: 10/10/2013

 

Criminal History Checks

Student employees with critical or security-sensitive duties in designated access types must successfully complete a criminal history check prior to placement. Please refer to the Criminal History Check Crosswalk for access types and corresponding duty examples. Student employee position descriptions must include all duties that are, or could be, assigned to the student employee. Supervisors may not assign new critical or security-sensitive duties in a new access type without initiating a position description update through Human Resources; new duties may necessitate a new criminal history check.

New criminal history checks may be conducted every 24 months following the date of hire, initial service date or position assignment for student employees providing service in a University-sponsored Youth Program.

All student employees whose position descriptions are designated as critical or security-sensitive are required to notify the Assistant Vice President or the Associate Director of the Office of Human Resources to self-report convictions if they are convicted of a crime relevant to the determination of fitness as identified in OAR 576-055-0060.

A Criminal History Check Disclosure Notice and Release Authorization [insert link to release] must be completed and returned to the Office of Human Resources (contact information is listed on the signature page) to begin the criminal history check process.

Satisfactory completion of a criminal history check is considered a minimum qualification for a critical or security-sensitive position. No applicant with critical or security-sensitive duties may begin employment until the criminal history check process is complete.

 

Motor Vehicle Checks

Student employees with driving as an essential function of their position must successfully complete a motor vehicle check prior to placement. Student employee position descriptions must include the driving duties that are assigned to the student employee. Supervisors may not assign new driving duties without initiating a position description update through the Office of Human Resources.

Driving history submission instructions [insert link to directions] – unless you would rather have them spelled out here as follows: This position requires driving a University vehicle, or a personal vehicle, on behalf of the University. The incumbent is required to possess and maintain a valid driver's license in their state of residence. Please obtain your non-employment driving record/history from the issuing state's DMV for the past 24 months (this may include multiple states if the applicant has held a driver’s license in multiple states in the past 24 months) and either submit an electronic copy to DPSCHC@oregonstate.edu, or fax a copy to 541.737.7771 Attn: Michele Spaulding (most DMV offices will fax directly if requested) or submit a hard copy to: Office of Human Resources  Attn: Michele Spaulding.

All student employees with driving as an essential function of their position are required to notify the Assistant Vice President or the Associate Director of the Office of Human Resources to self-report convictions (as per Voluntary and Compulsory Driver Standards OAR 125-155-0200) as per OAR 576-056-0000 et seq.

Satisfactory completion of a motor vehicle check is considered a minimum qualification for positions with driving as an essential function. No applicant with driving duties will begin employment until the motor vehicle check process is complete.

For additional information, please refer to the Office of Human Resources website Criminal History Check Policy or contact the HR Solutions unit at employee.relations@oregonstate.edu.

505: Graduate Student Status

Student Employment Policy & Procedure Manual
Section 500: Employment Eligibility Requirements
Effective: 03/01/1997
Revised: 10/10/2013

 

Graduate students may be eligible for regular student employment if they meet the eligibility requirements listed in the Minimum Credit Hour Enrollment Requirements, and they can work .49 FTE combined effort between a student job(s) and an assistantship.  Contact your assigned Business Center Human Resources for assistance.

506: Minimum Credit Hour Enrollment Requirements

Student Employment Policy & Procedure Manual
Section 500: Employment Eligibility Requirements
Effective: 03/01/1997
Revised: 10/15/2013

 

Students must be engaged in activities focused on obtaining a degree, or high school diploma, and meet the following minimum enrollment requirements for the applicable academic term or term break to be eligible for student employment.

When a student falls below the required enrolled credit hours during which they are employed, he/she loses eligibility for employment as a student employee and must cease work as a student employee.  Contact your assigned Business Center Human Resources to make the employment category correction.

 

Fall, Winter, and Spring Terms (Regular Terms) Minimum Enrollment Requirements

A student is eligible to be employed during a regular term employment for no more than 20 work hours per week provided he/she meets ALL of the following criteria:

  • Must be enrolled in a high school, community college, or university;
  • Must be engaged in academic coursework and activities that are directed at obtaining a degree (as opposed to coursework taken for personal interest or enrichment); and
  • Must meet the applicable minimal enrollment standards below to be considered by the educational institution she/he is attending as a diploma or degree-seeking student:

 

STUDENT STATUS 
MINIMUM ENROLLMENT*

High school student

Regularly enrolled in a high school or participating in a home schooling program

PLEASE FLAG PAPERWORK FOR STUDENTS UNDER 18 YEARS OF AGE

Undergraduate and post baccalaureate student*

6 credit hours per term

Undergraduate international student

12 credit hours per term**

Graduate student officially admitted to Graduate School (not an international student)

3 credit hours per term

Graduate student officially admitted to Graduate School and who is also an international student

9 credit hours per term**

* Enrollment in courses registered through Extended Campus may count toward student eligibility status provided they are shown to be appropriate to the student’s planned and continuing course of study to obtain a degree or high school diploma.

**International students may be allowed to carry fewer hours than specified above and still be considered “full-time” by the United States Citizenship and Immigration Services (USCIS).  Exceptions to full-time enrollment are approved on a case-by-case basis by International Student Advising & Services. 

 

Summer Session Minimum Enrollment Requirements

U.S. Citizen and Resident Alien Students:  One of the following enrollment requirements must be met for student employment during Summer Session:

  • Must have attended a qualifying learning institution during the prior Spring term and intend to enroll as a degree seeking student at a qualifying learning institution for the upcoming Fall term.

                  OR

  • Must be enrolled in Summer Session for at least 3 credit hours with the intent to enroll in Fall term for at least 6 credit hours as a regular, degree seeking undergraduate student (unless the student can show she/he is graduating at the end of Summer Session) or 3 credit hours as a graduate student for Fall term.

International Student:  International students must have continuously attended a qualifying learning institution full-time for the past 3 terms (unless newly admitted during the current academic year) or are attending summer session classes and intend to enroll for at least 12 credit hours for the upcoming Fall term (unless approved for a reduced course load through International Student Advising and Services).  Reduced course load approval letters are provided to the student and must be provided to human resources for verification.

Baccalaureate to Graduate School Students:  Students who have received their baccalaureate degrees at the end of Spring term and who plan to enter graduate school the subsequent Fall term, may be employed as student employees during the following Summer Session if they have been officially admitted to the Graduate School.

Non-System Students:  Non-system students employed during the summer must have attended a qualifying learning institution during Spring Term and intend to enroll at a qualifying learning institution for the upcoming Fall term as a degree or diploma seeking student.

 

Term Breaks

To be eligible for student employment during breaks between terms, a student must have been eligible for student employment the term just prior to the break and must expect to meet eligibility requirements for student employment during the term following the break.

600: Maximum Allowable Work Hours, Overtime and Volunteer Work

Student Employment Policy & Procedure Manual
Section 600: Maximum Allowable Work Hours, Overtime and Volunteer Work
Effective: 03/01/1997
Revised: 10/15/2013

 

The information provided in this section applies to non-work-study student employment.  Employment regulations and guidelines for Federal work-study student employment, including maximum allowable work hours, differ from those for regular student employment.  Go to the Federal Work-Study website or contact the OSU Office of Financial Aid and Scholarships for more information or assistance.

To determine the total hours for a student employee per week, combine the total work hours scheduled for each on-campus job held by the student employee.  Please note, some student employees hold more than one job at the University.  Scheduled work hours for all jobs combined must not exceed the maximum allowable hours of 20 hours.

 

Regular Terms

Undergraduate and post baccalaureate student

Enrolled in 6 credit hours or more

Maximum of .49 FTE or 20 hours per week

Undergraduate international student

Enrolled in 12 credit hours or more

Maximum of .49 FTE or 20 hours per week

Graduate student enrolled in 3 credit hours or more

Maximum of .49 FTE or 20 hours per week

Graduate student who is also an international student enrolled in 9 credit hours or more

Maximum of .49 FTE or 20 hours per week

High school student

Maximum of 20 hours per week 

 

Summer Session

Students attending classes during Summer Session are limited to the hours noted below during the time classes are in session. 

Eligible undergraduate and post baccalaureate student enrolled in 3 credit hours or more

Maximum of .49 FTE or 20  hours per week

Eligible undergraduate international student

enrolled in 12 credit hours or more

Maximum of .49 FTE or 20  hours per week

Eligible graduate student enrolled in 5 credit hours or more

Maximum of .49 FTE or 20  hours per week

Eligible graduate student who is also an international student enrolled in 9 credit hours or more

Maximum of .49 FTE or 20  hours per week

All eligible students who are not attending classes, including high school students

Maximum of 40 hours per week 

Eligible students, as defined in Section 600, who are not attending classes during Summer Session may work full-time (40 hours per week).

 

Term Breaks

All eligible students may work full-time (40 hours) during breaks, such as spring or winter break, and between the last class at the end of a term, through the start of classes in the next term.

Overtime

Student positions are non-exempt under the Fair Labor Standards Act (FLSA) and, therefore, hours worked in excess of 40 hours in one week must be paid as overtime.  Overtime is earned only when an employee exceeds 40 hours in a workweek.

If a student works over 40 hours in a workweek, they must be paid the standard overtime rate of one and one-half times their regular hourly rate of pay.

In determining if overtime payment is applicable, the student employee’s hours worked in a work week include the combined total of all hours worked in all positions held by the student employee at the University for that work week.

Volunteer Work

University employers and supervisors are prohibited from accepting volunteer hours from a paid employee, including a student employee, except in very unique situations and under very narrow circumstances. 

An employer or supervisor cannot request, suggest, coerce or otherwise solicit a student employee to perform volunteer work.  Nor can a student employee receive any real or implied, present or future reward or penalty for volunteering or not volunteering to perform work.  Additionally, a student may not receive any promise, expectation or receipt of compensation, grades, enrollment in classes, promise of participation in any activity, or any future employment as a result of volunteer hours. 

Volunteer hours cannot be treated as a pre-requisite to anything, including an offer of employment.

If you have questions or concerns, or believe you have a situation that qualifies as a legitimate volunteer opportunity, contact the Office of Human Resources at employee.relations@oregonstate.edu.

700: Job Categories and Pay Rates

Student Employment Policy & Procedure Manual
Section 700: Job Categories and Pay Rates
Effective: 04/02/2013
Revised: 10/10/2013

 

A student employee position must fall within the University’s established job categories and compensation rates.  To obtain this information, go to Student Employment Job Categories and Compensation Rates on the Office of Human Resources website.  For assistance in determining the appropriate job category/title and pay rate, please contact the HR Solutions unit of the Office of Human Resources at employee.relations@oregonstate.edu.

800: Workplace Expectations and Conduct

Student Employment Policy & Procedure Manual
Section 800: Workplace Expectations and Conduct
Effective: 04/02/2013
Revised: 10/10/2013

801: Payroll and Timesheet Processing

Student Employment Policy & Procedure Manual
Section 800: Workplace Expectations and Conduct
Effective: 04/02/2013
Revised: 10/10/2013

 

Pay Periods and Payday

OSU processes payroll on a monthly basis.  Payday is the last workday of each month for all pay and employee types. 

Student employees are paid on an hourly basis.  Pay is issued for the period from the 16th of the prior month through the 15th of the current month and identified as current month pay, paid on the last workday of the current month.   

For actual pay dates, refer to the OSU Payroll Calendar.

For assistance in locating a missing paycheck, please contact the business center affiliated with the employing unit.

 

Timesheet Processing

After a student employee is hired, the business center affiliated with the employing college or department will process the student employee’s monthly timesheets.  Timely and accurate pay is required by law.  Please ensure that timesheets, signed by the student employee and supervisor, are submitted to the appropriate business center in accordance with instructions from your business center and the monthly timeline outlined in the OSU Payroll Calendar.  Follow this business centers link to find the appropriate business center.

802: Break Periods and Leave

Student Employment Policy & Procedure Manual
Section 800: Workplace Expectations and Conduct
Effective: 04/02/2013
Revised: 10/10/2013

 

Leave & Holidays

Student employees are not eligible to receive vacation or sick leave or holidays.

 

Rest Breaks

Paid rest breaks of at least 10 minutes must be provided during each four-hour work period or major part thereof. The rest break is to be taken approximately in the middle of each work segment. Rest breaks may not be added to a meal period or deducted from the beginning or end of the work period in order to reduce the length of the work period. Rest breaks may not be waived or used to adjust working hours.  There are narrow exemptions to the rest break requirements for part-time adult employees working alone in retail/service businesses.  Consult with the Office of Human Resources regarding questions about rest breaks for student employees.

 

Meal Periods

A meal period of not less than 30 minutes must be provided to FLSA non-exempt adult employees who work six or more hours in one work period. Ordinarily, employees are required to be relieved of all duties during the meal period. Under exceptional circumstances, however, the law allows an employee to perform duties during a meal period.  When that happens, the employer must pay the employee for the whole meal period. With the exception of certain tipped food and beverage service workers, meal periods may not be waived and may not be used to adjust working hours.

Consult with the Office of Human Resources to determine if you have an exceptional situation or if you have questions about meal breaks for student employees.

803: Workplace Safety and Injury Reporting

Student Employment Policy & Procedure Manual
Section 800: Workplace Expectations and Conduct
Effective: 04/02/2013
Revised: 10/10/2013

 

Workplace Safety

University supervisors and employees, including student employees, are responsible for reading and adhering to the standards and policies set forth in the University Safety Manual

Supervisors are directly responsible and accountable for the welfare of employees and students assigned to them and for the administration of health and safety regulations and University safety procedures within their areas of responsibility. 

Employees are responsible for continuously striving to develop habits and procedures that will reduce their exposure to potential injuries and to make safe performance of their work assignments an essential element of the work they perform. 

Supervisors are to provide safety training to new employees and refresher safety training at appropriate intervals of time, as appropriate, for the duties assigned.  If a student employee is to be assigned new duties, safety training is to be done before the employee commences with performing the new duties.

The Acknowledgement of Safety Rules review form has been developed by Environmental Health and Safety (EH&S) to document all safety training.  Supervisors are to complete this form with the employee for each type of training completed and send a copy of the form to EH&S.  For assistance or additional information, contact Environmental Health & Safety at: http://oregonstate.edu/ehs/safety-instructions.

 

Reporting On-The-Job-Injuries

University employees, including student employees, are required to report all accidents to their supervisors immediately, but not later than 24 hours after the accident.  Supervisors are to respond immediately, following instructions provided on the Office of Human Resources, Worker’s Compensation website.

Report all injuries on a Report of Accident form and send the form to the Office of Human Resources, Worker’s Compensation website.  If an injury to a student employee requires a physician's treatment or will result in lost work, a SAIF 801 claim form should also be completed and sent with the Report of Accident form. Supervisor’s instructions for completing the SAIF 801 claim form can be found at this link.

804: University Policies and Procedures

Student Employment Policy & Procedure Manual
Section 800: Workplace Expectations and Conduct
Effective: 04/02/2013
Revised: 10/102013

 

Student employees are subject to various University policies and procedures.  Some of these policies and procedures apply to all student employees and others are applicable based on the specific job duties assigned.  Supervisors and student employees are expected to seek out and become aware of the policies and procedures that are pertinent to student employment and employees. 

For additional policies and procedures, please go to the General Policies of the University or contact the Office of Human Resources at employee.relations@oregonstate.edu.

805: Confidentiality and Student Employment Records

Student Employment Policy & Procedure Manual
Section 800: Workplace Expectations and Conduct
Effective: 04/02/2013
Revised: 10/10/2013

 

Student Employment Information:  Access to student records, including a student’s employment records, is restricted by the provisions of the Federal Family Educational Rights and Privacy Act (FERPA) 34 CFR Part 99, Oregon Revised Statute 351.065, Oregon Administrative Rules 576-020-0005 - 576-020-0065, and Division 13, of the Oregon Administrative Rules. 

All student employment information is considered confidential.  Employment records relating to a person who is employed as a result of his/her student status is protected.  No student employment records or information shall be released without the written consent of the student and the permission of the appropriate University Records Custodian for student records and the University Records Custodian for employee records.  The University Records Custodians and their associated responsibilities are outlined in the OSU Acceptable Use of University Information Policy and the OSU Information Security Manual.

All requests for information related to a student’s employment at Oregon State University are to be forwarded to the Office of Human Resources.

Student Exposure to Protected, Sensitive or Confidential University Records:  Student employees may, in the course of their assigned duties, be exposed to protected, confidential or sensitive information and data about other students or faculty and staff members.  Student employees are expected to know and understand the University’s rules and policies governing the use and protection of such information and data.  A student employee shall not disclose information about a student, faculty or staff member to anyone inside or outside of the University, except for their immediate supervisor or a person designated by their immediate supervisor to receive said information. 

Supervisors are expected to instruct and mentor their student employees regarding the appropriate use and protection of such data.  Student employees are expected to know and understand University policies regarding information security. 

Employees, including student employees, who violate the University’s policies on use and protection of protected, sensitive or confidential information, or misuse of systems that contain and process such information, may be subject to disciplinary actions, up to and including termination, and criminal and civil penalties.

900: Job Performance and Separation from Employment

Student Employment Policy & Procedure Manual
Section 900: Job Performance and Separation from Employment
Effective: 04/02/2013
Revised: 10/10/2013

901: Performance Evaluation

Student Employment Policy & Procedure Manual
Section 900: Job Performance and Separation from Employment
Effective: 04/02/2013
Revised: 10/10/2013

 

While a performance evaluation is not required, supervisors are strongly encouraged to provide a student employee an assessment of her or his performance as an effective tool for assisting the student in their work performance and professional growth. 

A supervisor should take every opportunity to provide positive feedback to a student employee to let them know that they are performing well and to reinforce appropriate work ethic and behavior.  If the employee is performing in a manner that is less than satisfactory in a specific area or overall, the supervisor should speak to the student and provide clear expectations regarding what is considered acceptable performance in the identified area(s).  The supervisor should consider whether or not the student employee was properly trained or needs additional training.  This is to be done prior to a formal evaluation in order to provide the student employee an opportunity to modify or change work performance to meet the department’s standards.  Written notice to a student employee regarding the need for performance improvement is recommended.

If you would like assistance in developing a performance appraisal form or would like to discuss performance management matters, contact the Office of Human Resources at employee.relations@oregonstate.edu

902: Corrective Action

Student Employment Policy & Procedure Manual
Section 900: Job Performance and Separation from Employment
Effective: 04/02/2013
Revised: 10/10/2013

 

Student employment is considered temporary employment and many jobs are short in duration.  The intent of the performance improvement process is to assist the student employee to perform satisfactorily or excel during the period of employment. Helping the student fully understand the needs of the job is a fundamental requirement of the supervisor. When talking with the student about performance feedback, listen to why the student is not able to perform adequately.  Provide the tools and training necessary to perform the job or to enhance job performance and skills.

If coaching to success is not effective or does not produce the intended results, contact the Office of Human Resources, Employee Relations section for advice and counsel.  Prior to removing an employee due to performance issues, you must first seek assistance from the Office of Human Resources.

Guidance in taking corrective action is available from the HR Solutions unit of the Office of Human Resources.  You may contact employee.relations@oregonstate.edu.

903: Separation from Employment

Student Employment Policy & Procedure Manual
Section 900: Job Performance and Separation from Employment
Effective: 04/02/2013
Revised: 10/10/2013

 

A student employee or a supervisor may end the student’s employment at any time and for any reason.  Student employment at the University is at-will employment, meaning that the employment relationship may be terminated at-the-will of either party unless a law, rule or policy prevents the separation.

As good practice, if the student employee is being terminated due to lack of acceptable performance, the supervisor should notify the Office of Human Resources, Employee Relations section prior to informing the employee. The student employee should be provided with an opportunity to correct the performance and succeed.  Clear reasons should be given for the termination and the student should be provided with the opportunity to discuss the termination with the supervisor.

Resignation or termination may be given verbally: however, students and supervisors are strongly encouraged to provide such notice in writing so as to eliminate confusion or misunderstanding.  

1000: Other Applicable Policies, Procedures and Guidelines

Student Employment Policy & Procedure Manual
Section 1000: Job Performance and Separation from Employment
Effective: 04/02/2013
Revised: 10/10/2013

 

For assistance in understanding the laws, rules, policies and procedures applicable to student employment, contact the Office of Human Resources at employee.relations@oregonstate.edu

Manual Revision Record (MRR)

Student Employment Policy & Procedure Manual
Section: Manual Revision Record
Effective: 06/13/2006

2005-2007 Revisions

Student Employment Policy & Procedure Manual
Section: Manual Revision Record
Effective: 06/13/2006

 

2007

Date Policy Summary of Change
9/10/2007 STU EMP 102-03b
STU EMP 103-03b
STU EMP 104-03b
STU EMP 202-03b
STU EMP 203-03b
STU EMP 204-03b

Added number 4, which is a link to Student Employee Exhibit 1 (Student Employee Work Performance Summary).

STU EMP 202-02

Under #2b, updated link to Student Employment Application.

Under #7.a.4, updated link to the U.S. Citizen Immigration Services web site.

STU EMP 302-02 Under $6, updated link to wages.
7/23/2007 STU EMP 501-06
STU EMP 101-06
STU EMP 201-06
STU EMP 301-06
STU EMP 500-03

Updated the policy title, purpose, background information, and policy (Student Employment Records and Academic Records).

Added new Exhibit, STU EMP-Ex10.

6/22/2007 STU EMP 101-07
STU EMP 101-08
STU EMP 201-07
STU EMP 201-08

STU EMP 301-07
STU EMP 301-08
STU EMP 501-04
STU EMP 501-05
Updated the link for the Sexual Harassment and Affirmative Action/Equal Employment Opportunity.

2006

Date Policy Summary of Change
8/10/2006 STU EMP 202-03f
Work Schedule Limitations
Updated the maximum number of hours graduate students may work and added information under the heading "Additional Duties."
6/13/2006 STU EMP 503-01
Posting A Job
Lowered the minimum number of days a student employment position is posted on the Beaver Recruiting web site.
STU EMP 510
Records Retention
Added this new topic to STU EMP manual.
STU EMP 520  Changed section number 510 to 520 to accommodate the addition of STU EMP 510: Records Retention.
5/05/2006 STU EMP 102-03f
STU EMP 202-03f
STU EMP 512-02
STU EMP 514-02
Updated the required number of credit hours needed to be taken by student employees and the corresponding number of permitted work hours.
1/06/2006 STU EMP (All Sections)
Grievance Process
Added contact information for the Student Advocate.

2005

Date Policy Summary of Change
12/15/2005 STU EMP-Ex9
Student Employment Application Form
Added STU EMP-Ex9 to manual.
12/01/2005 STU EMP 502-04
Hiring Checklist for Student Employment
Added requirement that student job postings will be for a minimum of 7 business days.

STUEMP 503-01
Posting a Job

Added
(1) requirement that student job postings will be for a minimum of 7 business days.

(2) Reserved positions are exempt from the minimum 7 day posting because they are not open for application.

8/31/2005

STUEMP-Ex8
Can I Reserve a Work Study Position for a Specific Student? (EEO Guidelines)

Added exhibit to manual.
8/01/2005 Entire Manual Revised entire contents of manual.

2008-2009 Revisions

Student Employment Policy & Procedure Manual
Section: Manual Revision Record
Effective: 06/13/2006

2009

Date Policy Summary of Change
05/13/2009 STU EMP 522-02

Updated title from Work Schedule Limitations - Work Study Student Employment to Work Schedule Limitations - Regular Student Employment.

2008

Date Policy Summary of Change
10/13/2008 STU EMP 202-03h

Removed FICA from 202-03h title.

STU EMP 102-03h

Removed FICA from 102-03h title.

8/19/2008 STU EMP 506-06

Replaced text in work schedule limitations regarding summer work.

5/28/2008 STU EMP 002

Updated definitions for Non-OUS Institution, Oregon University System (OUS), and OSHA.

2010-2013 Revisions

Student Employment Policy & Procedure Manual
Section: Manual Revision Record

2013

Date Policy Change
April Entire Manual Updated the entire content of the manual
April 25 600: Maximum Allowable Work Hours, Overtime and Volunteer Work In the chart for the Summer Session hours, the third row, changed credit hours from 5 to 3
May 2 Entire Manual Removed the entire manual while it is being edited.
October 10 Entire Manual Updated the entire content of the manual

2010

Date

Policy

Change

November 005 (All Sections): Student Employee Rights & Responsibilities
501-14: Student Rights & Responsibilites
Changed “includes, but is limited to” to read “includes, but is not limited to” in bullet #9.