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.