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.