Policy and Procedure Statement 3.3.1
Student Employment
All student
employment processing for the Libraries is done through the Libraries Human
Resources Office.
Student employment is
of a part-time nature. Student pay rates and personnel policies are based
on this premise. Excluding summer term, periods between terms, regular
registration week and finals week, individuals on the student payroll cannot
work over 29 hours per week. No person may be simultaneously employed on
Labor, Salary, and Student Payrolls. However, a student may be
simultaneously employed on the Graduate Assistant and Student Payrolls as long
as his/her total hours worked do not to exceed 29 hours per week.
Procedure to hire
a student:
A student wanting
work in the Library may apply directly to the Library Human Resources Office
for a particular job and the Library may hire such student workers to fill job
vacancies.
Job vacancies that
cannot be filled by the Library Human Resources Office or the Student Employment
Office will be posted with the Student Employment Office listings.
Procedure to place
a student on Library Payroll
Each student must
complete the Section I of the Student Employment Application Form. The
form is available in the Library Human Resources Office. The Department
supervisor will complete Section II and send the student to the Library Human
Resources Office. Departments must be sure to
designate the correct Classification and Pay Scale for the particular job.
The student completes
a W-4 form and Employment Eligibility Verification, form I-9. These
forms along with the Student Employment Application, a copy of the
student’s social security card and driver’s license, or other
documentation required to accompany the I-9 form, are sent to the
University’s Student Employment Office.
Amended W-4 forms are
submitted directly to the Payroll Division.
Summer Session
An individual not
enrolled for summer may be considered a student employee if he/she has been
assigned a student number and will be enrolled fall semester.
Students who are to
continue working during the summer in the same job they held spring semester DO
NOT need to be reprocessed for employment
Student may work up
to 40 hours per week.
Students must be paid
time and one-half for all hours worked in excess of 40 hours per week.
Students who work for
more than one department should not be scheduled to work for more than a total
of 40 hours per week. When a student exceeds 40 hours, the last
department hiring the student is responsible for the excess hours and will pay
the time and one-half rate.
Semester Break
Students may be
employed and paid by the University on the Student Payroll during regular
breaks between semesters. A student may work more than 29 hours but not
more than 40 hours during regular semester breaks.
Subject to the
Director’s approval, students not enrolled during semesters or prior to
enrollment may be processed for employment on the regular hourly payroll.
Work Study Program
The College
Work-Study program provides federal subsidy on student wages. The
federal government pays 70%, the employing department
pays 30%. Responsibility for the allocation of these funds
rests with the Office of Financial Aid. Once a student has earned
his allocated Work-Study amount the campus employer assumes responsibility for
100% of the student’s wages, if the student is still eligible to
work. The number of hours that a Work-Study employee may work is
set by the Office of Financial Aid at MSU and must be in compliance with the
Federal Law.
Hiring
International Students
To be eligible for
on-campus employment, International students must be pursuing a full course of
study. A full course of study is defined as 12 credits at the
undergraduate level, 9 credits at the master’s level, and 6 credits at
the doctoral level.
Eligible students may
be employed during the academic year up to 20 hours per week
Eligible students may be employed during the summer up to 40 hours, whether
enrolled or not enrolled.
Additional
information about International students may be found online at http://isp.msu.edu/oiss/ .
Changing Job
Classification or Status
Changes in job
classification or status must be reported on the Request for Student Employment
Change of Status to the Library Human Resources Office prior to a student
working at the higher level. The form must be submitted by the
Monday before the end of any pay period. The Library Human Resources
Office will make these changes using a Student Employee Change of Status form.
The form is to be used for the following:
·
New
account number(s) under which the student is to paid
·
Name
change
·
Changes
in grade level or title
·
Rate
change
Injuries on the
job - see Statement 3.1.3.
Unemployment
Compensation
Students enrolled and
regularly attending classes at
Students not enrolled
in course work, employed for a summer, or during a similar non-enrollment
period, are in covered employment. More information is available in the Manual of Business
Procedures .
Requests for
References
Requests for
employment verifications, employee references, and other inquiries by
off-campus sources should be referred to the Student Employment Office
disposition. Individual departments should not respond directly to an
off-campus inquiry.
Retention of
Records
The Library Human
Resources Office will keep the Student Employment Application until the student
is terminated. Section IV of the Application should then be completed by
the student’s supervisor, and returned to HR, who in turn will send the
form to the University’s Student Employment Office.