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

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  • 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