Student Employment Manual

Table of Contents

Introduction

Saint Xavier University provides part-time student employment through the Federal Work-Study Program (FWS) and Regular Student Employment. The main objective of the student employment program is to provide job opportunities for students that enable them to concentrate on studies, yet earn money for educational expenses. Our goal is to assist students in finding jobs that are related to their interests and leave school with valuable work experience. Student employment also offers students the opportunity to explore several areas of interest while in school.

Students cannot be discriminated against because of their race, color, sex, national or ethnic origin, religion, age or disability.

Illinois is an "at-will" employment state. Saint Xavier University is an "at-will" employer. Each student employee is an employee at will, which means the University can terminate employment at any time for any reason unless prohibited by law. It also means that student employees can terminate their own employment at any time, for any reason or no reason at all.

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Student Employment Information & Terms

Student Employee

A student employee is a student enrolled full-time (as defined by the current University catalog) who is employed by the University as a Federal Work Study (FWS) student or a Regular Student Employment (non-work study).

Enrollment Requirements

Students must be enrolled during the current semester as full-time students to be considered for and retain Federal Work-Study employment. If a student drops below full-time status, they may be considered for non-work study employment if departmental funds are available.

FICA Exemption

Student employees are exempt from paying FICA taxes provided the student maintains at least half-time status and is employed only part-time.

When hired by Saint Xavier University, students are considered student employees. They receive a regular paycheck every two weeks. Both Federal Work Study and Regular Student Employment earnings are taxable income; however, student employees do not pay FICA tax while working for the University. This provides an increase in earnings of 7.5% over off campus employment.

Federal Work Study

Federal Work-Study is a federally funded financial aid program designed to provide part-time employment for eligible students. FWS employment is part of student's financial aid package and cannot be awarded unless the student has submitted a Free Application for Federal Student Aid (FAFSA) and has demonstrated financial need.

Regular Student Employment

Regular student employment funding is available on a limited basis. Students are required to file a Free Application for Federal Student Aid (FAFSA), but do not have to demonstrate need.

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How To Get an On Campus Job

Step #1 Visit CougarJobs.com starting August 1, 2006.  Students will have their logon and passwords mailed to their SXU email account.  At CougarJobs.com students can view and apply for available positions online. 

Check to see if you have Federal Work-Study (FWS) on your financial aid letter or check with the Office of Financial Aid.

Federal Work Study Students: Please secure your employment during the first two weeks of class, after that student positions may be released to non-work study eligible students.

If you don't have FWS: Apply for Non-FWS positions on campus when they become available.

Steps #2 After receiving applications, hiring departments will contact qualifying students to set up an interview. Students should bring a copy of their class schedule to the interview.

Step #3 Interview for the job. Treat this as a professional job interview. Bring possible references and any possible past-experience information. 

Step #4 Getting hired (Congratulations!)

When you are a new hire to St. Xavier University: All student workers are required to submit Federal and State W-4 forms, as well as an I-9 form and accompanying documentation (U.S. Department of Justice Employment Eligibility Verification) to the payroll office prior to the start of employment. These forms may be obtained in the payroll office.

Step #5 if you don't get hired...Don't give up! There are a lot of students looking for campus employment and positions are limited. You may have to interview with several departments. Persistence pays off.

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Payroll Policies

  1. All students must have a W-4 form on file in the Payroll Office prior to employment. This form determines the amount withheld for taxes from a student's paycheck.
  2. All students must have an I-9 form on file in the Payroll Office prior to employment. This form determines a student's eligibility to work in the United States. The completion of this form requires either a valid passport, or a social security card and valid driver's license.
  3. It is the student's responsibility to accurately and honestly complete their time card and have their supervisor sign it in a timely manner. If the supervisor and the student do not sign the timecard, Employee Services will not accept it. If a student turns in multiple time cards, payments will be spread out over future paydays. One check will not be cut for turning in late timecards.
  4. In order to process student timecards, the following items must be completed:
    1. Student Name
    2. Department Name
    3. Department Number
    4. Correct Payroll Dates
    5. Time must be counted in 15-minute increments (.25, .50, etc.)
    6. Hours worked must be written as numbers
    7. Hours and Dollar amount must be totaled and written on the timecard
    8. The student worker and the supervisor must sign timecards

If the above information is not filled out, the student may not be paid until the next pay period.

  1. Paychecks may be picked up twice each month at the Payroll Office window outside Room N-102. Students employed in more than one position will receive one paycheck.

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Work Hours

  1. Full time (as defined by the Current University catalog) students are restricted to working no more than 15 hours per week when classes are in session. During school breaks or when classes are not in session, students may work up to 30 hours per week.
  2. If a student is employed in more than one position, work is limited to a maximum of 15 hours per week.
  3. Supervisors are responsible for ensuring that student employees do not work more than 15 hours per week.
  4. If a student works four consecutive hours, he/she is entitled to one 15-minute break within the four-hour period. If a student works six consecutive hours, he/she is entitled to two 15-minute breaks. Break periods cannot be used to arrive late or leave early.
  5. Student employees will not receive sick pay, vacation pay, or pay for hours that were not worked.
  6. Student employees are not allowed to work overtime.
  7. International students who are eligible for employment with an F-1 visa are limited to 15 hours per week and must be full-time students (as defined by the Current University catalog) in compliance with the Department of Immigration and Naturalization regulations. Other international students' employment eligibility will be pre-determined by their Visa status in accordance with federal regulations.

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Summer Employment

  1. Summer employment is available to students registered for the fall semester.
  2. May graduates are ineligible for summer student employment.
  3. August graduates may work until June 30.
  4. New students admitted and registered for the fall semester may be hired effective July 1.

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Job Classification and Wage Increase Information

Grade A

Position requires task oriented duties, routine work under close supervision. 1st year $6.50 hour 2nd Year $6.75 hour.

Grade B

Position requires some previous skills or experience, some judgement and initiative required. 1st year $7.03 hour 2nd year $7.28 hour.

Grade C

Position requires specific experience or skills, high level of proficiency, Self-supervision and complex assignments. 1st year $7.57 hour 2nd year $7.82 hour.

Grade D

Position requires technical or specific high level skills. Little or no supervision is required. May work with confidential information. May have responsibility for other student workers or is responsible for maintaining an area or laboratory. 1st year $8.12  hour 2nd year $8.37 hour.

Grade S

Position requires excellent communication skills, written and oral. Previous work related experience is helpful. Works with confidential information. 1st year $9.02 hour 2nd year $9.27 hour.

Cafe/Grounds 1st year $7.41 hour   2nd year $7.66 hour

Returning students to the same department are eligible for a .25 an hour increases after one year of employment.

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Student Responsibilities

  1. Apply for financial aid each year by the deadline (contact the Financial Aid Office for deadline dates)
  2. Maintain satisfactory academic progress
  3. Enroll at least half-time
  4. Do not work more than 15 hours per week.
  5. Do not work during scheduled class or exam periods.
  6. Notify your supervisor in advance if you will be absent from work.
  7. Give your supervisor two weeks notice before quitting your job.
  8. Report to work at the agreed upon time and ready to work. Student employees are not permitted to engage in reading, homework or other personal work/activities during a scheduled work period.
  9. Report to work dressed properly and have a positive attitude.

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Confidential Information

Saint Xavier University student employees sometimes have access to personal and confidential information. All Saint Xavier University business must be kept strictly confidential.

Under the Illinois Personnel Records Act, student employees may request, in writing, to review their own personnel file. If a student employee wishes to review his/her file, s/he should contact the Office of Employee Services to make arrangements to review her/his own file during regular business hours. Copies of information contained in a student employee's file will be provided to the student upon written request.

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Customer Service

The success of Saint Xavier University depends upon the quality of the relationships among Saint Xavier University staff, faculty, students and the general public. Here are several things student employees can do to help other students or campus visitors maintain a good impression of Saint Xavier University:

  1. Act competently and deal with students and visitors in a courteous and respectful manner
  2. Communicate pleasantly and respectfully with other staff and faculty at all times
  3. Follow up on questions promptly, provide professional replies to inquiries and requests, and perform all duties in an orderly manner
  4. Take great pride in the work performed 

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Disciplinary Actions

The University will strive to implement progressive discipline procedures for behavior or performance that is inappropriate but in the sole judgment of the University not serious enough to warrant termination.

Procedure
The supervisor's effort should be concentrated on preventing serious employee problems from occurring rather than on disciplining staff for misconduct.

  1. For example, an employee who engages in such behavior should first receive an oral warning from his/her supervisor. The supervisor should maintain a written record of the date and content of such oral warning, sending a copy to the Office of Employee Services and to the employee.
  2. For continued problems requiring further action beyond oral warnings, a formal written warning should be prepared and discussed with the employee. The warning should include a description of the problem, suggested courses of action, and the time period for resolutions. A copy of the disciplinary notice should be sent to the Office of Employee Services for inclusion in the employee's records and the employee shall be so advised.
  3. When deemed appropriate by the employee’s supervisor and/or the area Vice President, an employee may be subject to suspension after s/he has received an oral and written warning. A suspension is removal from the payroll, normally from one to three workdays. A decision to suspend may be made by the employee's supervisor and/or the area Vice President, without prior warning(s), if the conduct is sufficiently serious to warrant it.
  4. If an employee’s improper behavior or substandard performance continues after s/he has had a written warning or suspension, the employee is subject to termination. The decision to terminate is made by the employee supervisor and the area Vice President, in consultation with the Director of Employee Services.

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Driver's License & Driving Record

Student Employees whose work requires operation of a motor vehicle must present and maintain a valid driver's license and a driving record acceptable to our insurer. Such staff will be asked to submit a copy of his/her driver’s license to Saint Xavier University from time to time. Any changes in student employees driving record must be reported to the Office of Employee Services immediately. Failure to do so may result in disciplinary action, including possible dismissal.

Student employee's who operate a University motor vehicle requiring a Commercial Driver's License (CDL) must present and maintain a valid CDL and possess a driving record acceptable to our insurer. Additionally, CDL holders who operate a vehicle on behalf of the University will be required to participate in the University’s drug and alcohol-testing program, operated in compliance with Department of Transportation regulations.

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Grievances

The University maintains a grievance procedure to promote the orderly resolution of problems arising out of employment.

  1. The grievance procedure applies to all student employees except that it should not be used to resolve questions concerning the terms and conditions of written employment contracts between the University and its employees.
  2. Any student employee who wishes to dispute any action taken by the University arising out of the employee’s employment by the University must follow the steps set forth in this grievance procedure. Failure to do so will constitute a waiver of any opportunity to challenge the disputed action.

Procedure

  1. The employee must discuss the grievance with the employee’s supervisor within one week of the time that the employee has knowledge of the act, which is the basis for the grievance. In claims of sexual harassment or other claims against a supervisor, the employee may file a grievance directly with the Director of Employee Services without first filing a grievance with the supervisor.
  2. The supervisor shall have two working days in which to provide a written response to the employee.
  3. If the employee is not satisfied with the answer of the supervisor, the employee shall have three working days from the supervisor’s response to present the grievance in writing to the Director of Employee Services with a copy to the employee’s supervisor. This written grievance must include a statement of the grievance, the facts upon which it is based, and the remedy or corrective action sought.
  4. The Director of Employee Services will respond to the grievance in writing within three working days.
  5. If the employee is not satisfied with the decision by the Director of Employee Services, the employee may appeal the decision to the President of the University. Such an appeal must be in writing and must be delivered to the Office of the President within three working days of the employee’s receipt of the Director of Employee Services decision.
  6. The President may decide the appeal himself or refer the appeal to a three-member committee of University officials knowledgeable in employee relations and impartial to the case.
  7. If an appeal committee is appointed, the committee will conduct whatever investigation it deems appropriate and make a recommendation directly to the President within three working days of the completion of its investigation. The President may accept or reject the recommendation of the committee. The President’s decision will be communicated both to the employee and to the employee’s supervisor.
  8. All time limits may be extended solely by agreement of the parties in writing.

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Probationary Period

  1. When a student employee is hired, the Office of Employee Services will set forth the conditions of employment, including rate of pay and methods of performance evaluation.
  2. The first 30 days of employment at Saint Xavier University will be considered a Probationary Period.
  3. The University can release a student employee at any time during the Probationary Period. Student employees may not use the grievance procedure with regard to termination during the Probationary Period.
  4. At the end of the Probationary Period, the supervisor will discuss job performance with the student employee.
  5. In the event of a promotion or change in duties and responsibilities, the 30 days following such promotion or change in duties and responsibilities will be considered a probationary period and a performance review will be conducted at the conclusion of that period.
  6. Completion of the Probationary period does not guarantee continued employment for any specified period of time, nor does it require that a student employee be discharged only for "cause."

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Smoking

Saint Xavier University does not permit smoking in campus buildings except in places specifically designated as smoking areas. Such areas will be clearly designated with appropriate signs.

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Drug Free Workplace

With the full cooperation with the federal government, it is Saint Xavier University's policy to have a drug-free workplace. The unlawful manufacture, distribution, dispensation, possession or use of a controlled substance, mind-altering chemical, depressant, stimulant, or alcohol is strictly prohibited "on premises." "On premises" includes any work site, vehicle, or office which is owned, serviced or used by the University, or a client of the University and includes employee-owned vehicles on the property of the University or of any client of the University. Violation of this policy will result in immediate discharge.

As part of our policy, we are maintaining a drug-free awareness program to inform employees about: a) our policy of maintaining a drug-free workplace; b) the dangers of drug abuse in the workplace; c) drug counseling, rehabilitation and similar programs which are available in the community; and d) the fact that an employee may not only lose his/her job, but may also be sent to prison, for drug abuse violations.

For compliance with the federal law and as a continued condition of employment with the University, each employee must: a) comply with this policy of a drug-free workplace; and b) notify the University in writing of any criminal drug statute conviction for a violation occurring in a workplace no later than five calendar days after such conviction. Within ten days after receiving notice that an employee has been convicted of violating a criminal drug statute, the University is required to report that fact to any government agency with which we have a contract.

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Sexual Harassment Policy

I. Purpose

The purpose of this policy statement is to reaffirm the University's commitment to provide a positive and harassment-free environment for study and work, and to specify the procedures for appropriate action when allegations of sexual harassment are made.

II. Policy

Saint Xavier University is dedicated to the pursuit of academic excellence in a context of respect, caring, and justice. It is the policy of Saint Xavier University that all employees and students shall be able to work and learn in an environment free from sexual harassment. The University does not condone, nor will it tolerate, sexual harassment under any circumstances by any student, employee, vendor or contractor.

III. Definition

Sexual harassment consists of unwelcome sexual advances, requests for sexual favors, and other verbal, visual, and physical conduct of a sexual nature when any of the following criteria are met:

  1. Submission to or rejection of such conduct is made explicitly or implicitly a term or condition of status in a course, program, activity, academic evaluation or admission decision; or
  2. Submission to or rejection of such conduct is made explicitly or implicitly a term or condition of a person's employment, or is used as a basis for any employment decision affecting an individual; or
  3. Such conduct has the purpose or effect of substantially interfering with an individual's academic or work performance by creating an intimidating, hostile, or offensive environment.

Sexual harassment, as defined above, may include, but is not limited to

  1. Suggesting or demanding sexual involvement of another person;
  2. Unwelcome touching;
  3. Displaying sexually explicit objects, photographs or drawings (except when warranted for legitimate academic purposes); or
  4. Making graphic or suggestive comments, propositions, sexual gestures, obscene jokes, or demeaning sexual innuendos.

The University will not accept as a defense to a claim of sexual harassment that the alleged harasser did not intend to harass.

It is not harassment of any sort for those in positions of authority to enforce job performance, standards of conduct, and educational requirements in a fair and consistent manner.

IV. Administrative Procedures

An individual who believes that he or she has been subjected to sexual harassment, or who has witnessed harassment, should consider informing the offending party of the objectionable conduct and should swiftly seek counsel from the Director of Employee Services, a Vice President, or other designated advisor.

Anyone in a supervisory capacity who has reason to believe that sexual harassment may be occurring is required to report the conduct to one of the individuals named above; failure to report may subject the supervisor to discipline.

An individual wishing to make a complaint (complainant) should contact the Director of Employee Services or a Vice President as soon as possible after the incident or act which gave rise to the complaint. The complainant should describe the act(s) to be investigated (e.g., behavior, location, names, dates, times, circumstances, witnesses, other evidence). In the event that the complainant or the accused is a Vice President, the complainant should contact the President.

When prompted by a complaint, the Vice President (or his/her designee) for each of the parties involved, in consultation with the Director of Employee Services, shall:

  1. Promptly and impartially investigate the complaint by reasonable means, including but not limited to a conference with the complainant to discuss the complaint and, when appropriate, to explore options to resolve the matter;
  2. Take corrective action, if warranted;
  3. Inform the complainant and the person(s) accused of action(s) taken.

The complainant and/or the charged party may use existing grievance procedures to contest actions taken as a result of the complaint.

Confidentiality of the complainant and any person accused will be respected to the extent possible consistent with the University's legal obligations and with the necessity to investigate allegations of misconduct and to take corrective action.

A substantiated charge of sexual harassment against an employee or student Will subject the guilty party to disciplinary action, up to and including dismissal.

Reporting sexual harassment or participating in an investigation will not reflect adversely upon an individual's employment or academic status. Any party who retaliates against another for exercising provisions of this policy shall be subject to discipline, up to and including dismissal.

If an investigation results in a finding that the complainant falsely accused another of sexual harassment knowingly or in a malicious manner, the complainant will be subject to appropriate discipline, including the possibility of dismissal.

These procedures apply to internal complaints of sexual harassment. Different procedures may apply if an external administrative charge or civil lawsuit is filed.

Saint Xavier University reserves the right to amend this policy and its procedures.

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