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FREQUENTLY ASKED QUESTIONS FOR SUPERVISORS OF STUDENT EMPLOYEES
Q. Can students have both college work-study and miscellaneous employment?
A. Yes, however the Office of Student Employment
does not recommend this. Departments are responsible for monitoring.
Students cannot work more than 40 hours a week.
Q. What is UROP?
A. Undergraduate Research Opportunity Program
(UROP) is not based on need. Students awarded UROP can have this included
with college work-study award, or it will be reported as income. Individual
departments award UROP. It is usually a $1000 stipend; Social Security
is withheld.
Departments granting UROPs who wish to find out
if the recipient is college work-study eligible should direct these
students to the Student Assistance Center, 21 Solon Campus Center.
Q. Can students have more than one college
work-study position?
A. Yes, however, the total work-study award must
be split between the two departments, and the student must receive a
second work referral. Students cannot work more than 40 hours a week
between the two departments, and the two departments should be in contact
with each other. Students should be directed to the Student Assistance
Center, 21 Solon Campus Center.
Q. Where do students pick up their paychecks?
A. From their respective departments. However,
students have been encouraged to do direct deposit. They should view
this on http://hrss.umn.edu/ ("My
One Stop").
Q. What are the work limitations for the
student employees?
A. Federal and State regulations state that college
work-study students may never work more than 40 hours per week. Institutional
Policy states that student employees may never work more than 40 hours
per week.
Federal and State regulations as well as Institutional
Policy state that students cannot work during scheduled class period,
we recommend that hiring departments ask students to bring a copy of
their course registration when setting up their work schedule.
Q. If a student is unable to work during
a scheduled time, who is responsible to find a replacement?
A. The supervisor.
Q. How long does a job have to be posted?
A. Jobs must be posted for three days for each
position, or five applicants, whichever comes first. Postings may be
waived in a rehire situation only if the former employee returns to
the same job and department within the same semester of enrollment.
Other requests for waivers should be directed
to the Director of Student Employment.
Q. What do you do if a student loses his
or her paycheck?
A. Contact your payroll representative.
Q. If we want to hire a student for a special
project not involving many hours, what's the best procedure?
A. The best procedure is to hire the individual
as a Temporary/Casual appointment using
job code 0001 (Part-time less than 35%)..
Q. How long are the work referrals issued?
A. Work Referrals are generally issued for a
two-week period. If the permit is older than two weeks, please check
with the Office of Students Financial Aid before signing to make sure
student still has an award.
Q. Why would the work-study award be adjusted?
A. A student's college work-study award may be
adjusted for a number of reasons:
- Student drops credits. Example: student indicated
he or she would be taking 12 credits, and ends up taking 11. Budget
would be adjusted from full-time attendance to three-quarter-time
attendance. This adjustment may cause a reduction in college work-study
and/or other aid.
- Student decides he or she will not be attending
for the full academic year. Again, budget would be adjusted based
on the number of semesters attended, which may lead to a reduction
in college work-study and/or other aid.
- Student receives an outside scholarship that
was not originally reported.
- Student becomes academically ineligible.
- Student requests it.
- Department requests it.
- In all cases, both the student and department
are notified of any changes in the original awards.
Q. How are salary ranges determined?
A. The hiring authority decides salary ranges
with guidelines by UMD Department of Human Resources and Equal Opportunity and Student Employment.
This allows flexibility to establish position pay rate within job families;
transfer control and accountability to hiring authority and provide
maximum flexibility in giving salary increases to recognize merit, market
or other compensable factors.
Q. How should student employees be treated?
A. Explain clearly (preferably in writing to each
student employee the work to be done, the standards of performance,
and other criteria of acceptable employment such as punctuality, absence,
dress, etc.
Provide them with regular performance reviews/feedback,
classify work responsibilities appropriately. Have knowledge of the
policies and procedures governing student employees. Provide copy of
work rules.
Q. How is overtime compensated?
A. Overtime is the time worked in excess of 40
hours per workweek .
Q. Are student employees eligible for military
leave pay?
A. EXCEPT for College Work-Study employees, student
employees shall be granted a paid leave of absence for required service
in the National Guard or Military reserve up to a maximum of 15 workdays
in a calendar year. Paid military leave shall cover only those hours
the student employee is regularly scheduled to work or, should hours
be scheduled irregularly, the average number of hours the student has
worked per week for the 10 weeks preceding the leave of absence.
Note: Federal and State college work-study regulations
do not permit payment for time not actually worked. Students employed
under the College Work-Study Program must, however, be granted an unpaid
leave of absence for military service described in the above paragraph,
up to, but not beyond the period of financial aid eligibility within
the fiscal year.
Q. How do we handle Absence Without Leave for
student employees?
A. When a student employee is absent from work
without authorization, such absence shall be grounds for disciplinary
action. A student employee absent without authorization for three consecutive
work days on which the employee is scheduled to work shall be considered
as having resigned.
However, a person may subsequently apply for a
retroactive leave of absence to cover the unauthorized time off. The
supervisor may grant such a request.
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