Student Employment Handbook - Employment Policies and Procedures

Address and Name Change Procedures

Address Changes
Students may update their address information in FlashLine. Students should click on the Student Tools tab, and then go to the Update Personal Information section.

Name Changes
Student employees requesting a name change must present legal documentation of their name change PLUS an original, unlaminated social security card, or notarized copy of the card, to the Registrar's Office, (108 Schwartz Center, or the appropriate Regional Campus representative) to permit a name change. According to the Social Security Administration, it is critical that your name and social security number (as shown on your card) match your employer's payroll records and year-end W2 forms.

Meal and Break Periods

Break periods are not legislated by state or federal law, or university policy. While most students work in areas where they are free to use restroom facilities at their convenience, if students are not able to take these breaks without coverage being provided, supervisors must arrange reasonable coverage.

A 30 minute unpaid meal break should be provided to students who work a shift of six or more consecutive hours.

Concurrent Employee Status Prohibited, Nepotism

Concurrent Employee Status Prohibited

• Students can NOT work as BOTH a University employee (classified or unclassified, full- or part-time) and a student employee at the same time.

Graduate Students As Student Employees

• Graduate students MAY work on campus as student employees, provided they maintain at least half-time enrollment (4 credit hours) during Fall and Spring semesters.
• A graduate student who has been awarded a full-time graduate assistantship MAY NOT accept any other paid university employment during the period of the appointment (with the exception of break periods).
• A graduate student who has been awarded a part-time graduate assistantship MAY accept a student employment position during the period of the assistantship and must adhere to the half-time enrollment policy.
• Further questions regarding graduate assistantship employment policies should be directed to the Office of the Provost, Academic Personnel (330-672-2220).

Nepotism

• There is no objection to the appointment of multiple members of families to University positions regardless of relationship so long as one family member is not in a position to influence a decision in favor of or against another. Any decisions involving possible direct benefit or detriment to the student employee shall be made by the Director of the Career Services Center, the appointing authority for student employment. Refer to the University Policy Register Rule 6-04.2.

Credit Hour Enrollment Requirement

To work on campus during Fall and Spring semesters, students must be enrolled and maintain at least half-time enrollment (6 credit hours for undergraduate students and 4 credit hours for graduate students). Students must maintain enrollment at the minimum required credit hours the entire period in which they are working for Fall and Spring semesters. Audited classes are not considered degree-granting credits and do not count towards the minimum credit hour requirement.

To work on campus between Fall and Spring semesters (winter break), students must have completed enrollment for the upcoming Spring semester, or have been enrolled in the previous Fall semester.

Summer employment requires enrollment in the following Fall semester unless the student is enrolled (half-time) for summer or graduating in August. Enrollment in summer is not required for August graduates, or students enrolled in the Fall, unless the student wishes to waive a contribution to OPERS.

Students who are graduating (both university and federal work-study funded) are permitted to work through the Saturday (work-week end date) of the week in which they are scheduled to graduate. Students pursuing post-undergraduate or graduate work immediately following graduation will be required to be enrolled in the 6 credit hour or 4 credit hour minimum required for employment on-campus. Students may be asked to verify their enrollment status.

Dropping Below the Credit Hour Enrollment Requirement
During Fall and Spring semesters, students who drop below half-time enrollment status will lose their eligibility for employment, will be terminated immediately, and will be required to contribute to OPERS and Medicare effective on the begin date for the two-week, payroll period in which the student's employment is terminated.

Disciplinary and Grievance Procedures for Student Employees

Disciplinary Procedures
Supervisors should share disciplinary procedures with students and communicate performance concerns early. First, give a verbal warning regarding the nature of the complaint(s) and the appropriate behavior expected. Second, provide a written warning for similar or more severe behavior. A third complaint may result in terminating the student's employment. The employing department will inform the student of the reasons for termination, supported by documentation, and the effective date of termination.

Grievance Procedures for Student Employees

• Each employing department must inform all student employees of the student employee grievance procedures.
• Generally, it is expected that a complaint can be resolved at the point at which it arises. This means that the student employee(s) and the immediate supervisor should attempt to settle the problem, with the right to appeal to a higher level exercised only after it is determined that mutual satisfaction cannot be reached. Consequently, every effort should be made to settle the grievance on the spot, on its merits, and with minimal delay.
• In initiating a complaint, and throughout the formal appeals process, students may seek the counsel of the Office of the Student Ombuds who will provide information, clarify procedures, and facilitate communication as requested.
• It is understood that some issues may involve one or more policies which, because of either the nature of the complaint or the status of the complaint, may be related to University offices which have separate responsibilities for such policies. For example, an allegation of discrimination or sexual harassment could be reviewed separately by the Office of Affirmative Action.
• There shall be no retaliation or abridgement of a student's rights resulting from the use of this policy.
• As necessary, a student may submit a written request for a reasonable amount of time off work to attend hearings or meetings established as part of the grievance process during business hours. This request must be approved in writing by the immediate supervisor to be acted upon.
• It is recommended that a student maintain copies of any correspondence generated in pursuing the grievance process.
• To facilitate an efficient grievance and appeals process, it is expected that a grievance be reviewed at the departmental level in a two-step process (maximum), by an immediate and next level supervisor (or designee), before being referred to the Career Services Center for a final decision. The next level supervisor may be defined as a department head, dean, director, or other University officer.
• Regional Campus student employee complaints filed at a Regional Campus are covered by University Policy Register Rule 8-01-6 of the Administrative Code.

1. Any student employee of the University who has a complaint relative to employment shall discuss the complaint with the immediate supervisor within three working days (excluding weekend days and holidays) from the date of the incident. Should a group of student employees within a department have a grievance that crosses supervisory lines, but is confined to a single department, the department head or designee will assume the role of the immediate supervisor in the first step of the grievance procedure.
2. The student employee, if the complaint is not resolved orally, must prepare a signed written statement outlining the nature of the grievance as well as a suggested solution, and present it to the immediate supervisor. This statement must be delivered within three working days of the attempted oral resolution.
3. The immediate supervisor, within three working days after receiving the written complaint, shall review the complaint and submit a signed, written response to the student employee proposing a resolution, along with information regarding the next level of appeal. The immediate supervisor shall forward copies of all documentation to the next level supervisor (or designee).
4. The student, if the resolution is unsatisfactory, will inform the next level supervisor (or designee) in writing within three working days.
5. The next level supervisor (or designee), within three working days, shall review the grievance and the recommendation of the immediate supervisor and provide a written decision to the student with copies to the immediate supervisor and to the Career Services Center, Grievance Review Staff. The written decision will also advise the student of the right to appeal, the time period allowed for submitting an appeal (within three working days), and the appeal procedure.

1. The student, within three working days of the receipt of the decision, may submit a written appeal to the Career Services Center, Grievance Review Staff. The written appeal must outline the nature of the incident, any attempts to resolve the matter with the supervisor, and provide all additional supporting documentation pertinent to the issue.
2. The Career Services Center, Grievance Review Staff shall review all of the information for completeness and request any additional information from the student or employing department to ensure a thorough review of the facts and clarity of the issue. Within three working days of the receipt of the written appeal, a final decision concerning the grievance will be submitted in writing to the student. The decision by the Career Services Center, Grievance Review Staff is final.

Maximum Work Hours & Overtime

• Student employees may be employed by more than one Kent State department; however, supervisors should advocate that a student's primary responsibility is to be academically successful.
• During the semester, students may not work more than 32 hours per week in one department. In addition, students are not permitted to work during the scheduled time of a class in which they are enrolled.
• In the instance that a student's work hours exceed 40 hours in any one work week, the overtime rate of one and one-half times the basic hourly rate of that position will be calculated based on the federal and state guidelines (including the Fair Labor Standards Act - FLSA). It is critical that employers communicate frequently with student employees to monitor the total number of hours the student is working, especially those students working in multiple positions and/or in several departments.
• International student employees must comply with work-hour limits set by the U.S. Citizenship and Immigration Services (USCIS).
• Federal Work-Study student employees should also monitor work hours relative to their earnings limit and contact Student Financial Aid with any questions.

Motor Vehicle Operator Policy

University Policy Register  Rule 5-12-501 states that university employees, including students, who are authorized to operate motor vehicles owned or leased by the university must have the validity of their operator licenses reviewed on an annual basis. Departments are required to submit motor vehicle operator license numbers to the Director of Public Safety using the Police Department's Employee Motor Vehicle Operator License Validation form. Contact the Public Safety Department at (330) 672-3111 for more information.

Use of Social Security Numbers for Student Employment

• The Career Services Center uses students' Social Security Numbers strictly for employment purposes. Kent State University is required by federal law to report income along with Social Security Numbers for all employees to whom compensation is paid.
• Employee Social Security Numbers are maintained and used consistent with university reporting requirements and procedures and are reported to federal and state agencies in formats required by law or for benefits purposes. The University is committed to maintaining the privacy and confidentiality of an individual's Social Security Number as mandated by law.

Workplace Safety and Injury Reporting

Maintaining a safe and healthy workplace is the responsibility of all on-campus employers. The Public Safety Department at Kent State assists university departments in achieving safe work environments and has prepared the Emergency Guide and Emergency Management Plan.

The Access, Safety and Security section of the Employee Resource Manual provides the following instructions in the event that an occupational injury or illness occurs as a result of employees performing normal job responsibilities:

1. The employee needs to seek appropriate medical attention for the injury or illness.
2. The employee should promptly report the injury or illness to their immediate supervisor.
3. The employee, and the employee's immediate supervisor, must complete the Employee Report of Injury or Occupational Illness form.
4. The supervisor should send the report to the Office of Environmental Health and Safety.
5. A Health Safety Officer from the Public Safety Department will conduct a follow-up report within several days to update information regarding the incident.
6. The incident report is NOT an application for a Workers' Compensation claim. The incident report serves to meet standards mandated by the Occupational Safety and Health Administration (OSHA). Questions regarding Workers' Compensation should be directed to the Human Resources office at 330-672-2901.