OVERVIEW OF STUDENT EMPLOYMENT SERVICES (SES)

More than 4500 students work on campus at BGSU each year. For many of them, campus employment provides opportunities for development and practice of BGSU’s core values: respect for one another, cooperation, intellectual and spiritual growth, creative imaginings, and pride in a job well done.

Campus employment is essential not only as a means of financial assistance and work skill development for students of BGSU, but also is a service necessary to the operation of the University. Student employees are an integral part of nearly all University operations, departments, and offices. BGSU recognizes all student employees as valuable human resources. For students, the experience of working on campus can be a significant factor in the preparation for future careers. Student employees are expected to learn skills in areas such as interpersonal communication, time management, and personal responsibility.

The University is committed to the professional growth and development of its student employees. As a supervisor of student employees, you have an opportunity and a responsibility to set an example for our students and for the students that follow. We hope that the information contained in this handbook will aid you in this important task.

Student Employment Services Goals & Message to Employers
Student Employment Services has set the following goals:

• To provide a centralized source of employment information, assistance, training, and professional development to both students and employers;
• To establish and administer student employment policies and procedures which advance the basic goals of the University;
• To maintain student employee records in compliance with federal, state, and institutional regulation and policy;
• To support the Payroll Office by assisting with payroll processing;
• To reaffirm the University’s commitment to provide equal employment opportunities to all eligible BGSU students.

Message to Employers
If you employ BGSU students, you are one of more than 200 offices and departments on campus that hires student employees. Student Employment Services policies and procedures are established to ensure compliance with federal, state, and institutional laws and regulations as well as payroll deadlines. Employers found to be in violation of established policies may find their hiring privileges curtailed or suspended.

Student Employment Categories
All student employment positions at BGSU fall into one of two categories: Federal Work Study (FWS) and Regular Employment. Any eligible BGSU student may work at a job labeled as regular employment. Only students who qualify for and are awarded FWS eligibility can be paid from FWS funds.

Federal Work Study (FWS)
Federal Work Study is a federally funded, need-based student aid program. Students who file a Free Application for Federal Student Aid (FAFSA), demonstrate financial need, and are awarded Federal Work Study eligibility by BGSU's office of Student Financial Aid can work as part of the Federal Work Study program. Students are notified of their eligibility in an award notification issued by Student Financial Aid. A federal grant pays 75% of the student's wages while the employing department pays the remaining 25%. (America Reads tutors are the exception; they are paid with 100% FWS funds.) Departments receiving FWS funding are notified each June. Annual department allocations are effective from July 1 through June 30.

Regular Employment
Any BGSU student who meets enrollment requirements may work as a regular student employee. Departments hiring students for regular employment are charged for 100% of the student's wages.
The table below summarizes the primary differences between Federal Work Study and Regular Employment:

FEDERAL WORK STUDY OVERVIEW

Student Eligibility for FWS

To be paid as a student employee with FWS funds, the student must demonstrate financial need and receive an offer of FWS eligibility from Student Financial Aid. To qualify for the FWS funding, students must:

1. Complete the Free Application for Federal Student Aid (FAFSA). This form is available at Student Financial Aid (231 Administration Building), high schools, public libraries, and on the Internet at www.bgsu.eu/offices/sfa. Processing the paper version of the FAFSA can take up to five weeks, while filing the electronic version can take as little as one week.
2. Have received notification from Student Financial Aid. The award notification lists aid sources, one of which may be FWS eligibility. If FWS is part of the student's package, an FWS earnings limit will be listed on the award notification. The FWS earnings limit represents the maximum the student can earn employed as an FWS student. For most students, the FWS limit is usually $2000, and depending on the student's eligibility and other aid, could be adjusted.
3. Apply for FWS job vacancies as listed by Student Employment Services.
4. Be hired by an FWS-funded department.

Department FWS Allocation

BGSU receives an annual allocation of FWS funds from the U.S. Department of Education. From this pool, the FWS administrator in Student Financial Aid determines department allocations. To participate as an FWS employer, departments must contribute 25% of the FWS student employee's wages from their own operating budgets. FWS covers 75% of the wages paid to eligible student employees. Department allocation letters are distributed in late June for the fiscal year that begins July 1.

Employers’ Frequently Asked Questions about Federal Work Study (FWS)

How can I tell if a student is FWS eligible? Ask the student. Student Financial Aid sends each student applicant an award notification (letter or via MyBGSU). Student Financial Aid and Student Employment Services can also verify a student's FWS award limit. Do not ask the student to share her award notification with you, because your request could be considered an invasion of privacy.

Can a student's FWS eligibility change? Yes. Student financial aid eligibility and FWS can change during the academic year, for a number of reasons. Students are notified by Student Financial Aid any time eligibility changes. Employers are NOT notified directly when eligibility changes. If a student runs out of FWS, or otherwise loses eligibility, you will be notified that the student's status has been changed to regular employment, and 100% of their wages are charged to your department operating budget from that point forward.

What if a student's aid package does not include FWS? Depending on the student's situation, Student Financial Aid may be able to add FWS to the student's package by reducing Federal Subsidized Loan. Refer students to contact a financial aid staff member for options regarding their financial aid package.

Is it possible to increase a student's FWS earnings limit? Yes, depending on the student's financial need and award package. If a student has remaining financial need, the FWS limit can be increased. In some cases, a student's loan eligibility can be converted to FWS eligibility at the student's request. In either case, the student should speak with a counselor in Student Financial Aid to request additional FWS.

Can a student have more than one FWS job at a time? Yes. Earnings from both jobs will count toward the student's FWS limit listed on the award notification.

Will students automatically be eligible again next year for FWS? Not automatically. Students must reapply each year for student financial aid. Students are encouraged to apply as early as January 1st for the following academic year.

Does a student need to be enrolled to earn FWS funds? Yes. The minimum enrollment requirements for FWS eligibility are six credit hours for undergraduate students and four credit hours for graduate students. If students drop below the minimum credit hour requirement, 100% of their earnings are charged to your operating budget from the point that they became ineligible.

How can I tell my department’s remaining FWS fund balance? FWS balances are maintained in FMS, and are accessible by running a report using the department’s Project ID(s).  Student Financial Aid posts FWS balances at a web site available to the designated department contact for FWS. For information on how to access your department’s FWS balance, contact Suzanne Fahrer, associate director of Student Financial Aid.

Will I be notified when my department FWS allocation is depleted? Yes. However, your department is expected to monitor your own FWS expenditures. Once you are notified that your FWS allocation is depleted, ALL of your FWS students will be switched to Regular Employment, and 100% of their wages will be charged to your operating budget from that point forward.

How can students find out how close they are to reaching their FWS limits? In addition to keeping a log of their earnings, students can also contact Student Financial Aid or Student Employment Services to determine their remaining FWS eligibility. Student Financial Aid will notify a student and the employing department when the student is within $300 their earnings limit.

What happens if we do not use the entire department FWS allocation? Student Financial Aid routinely monitors your department FWS spending during the year. If Student Financial Aid projects that you will not spend all your FWS allocation, your department allocation will be adjusted and excess funds will be allocated to other departments. A certain portion of the University's residual FWS funds can be carried forward into the University's FWS pool for the following fiscal year, but individual department funds are not carried over for the department.

Can my department request additional funds? Yes. Send a written request to FWS Administrator, Student Financial Aid, in 231 Administration Building. Include your rationale for the request, the number of student employees in your department, and an amount. Note: FWS regulations stipulate that FWS students cannot replace permanent employees. Request for additional funds will be considered on a funds-available basis.

VARIATIONS OF STUDENT EMPLOYMENT

Contract/Commission

Students working on commission or hired to work on a Bi-Weekly Compensation Form for a specified amount of time earn an agreed upon salary instead of an hourly wage. Such jobs are generally utilized in hiring students to perform research, work as resident advisors, and perform creative work, possibly at a site outside of the student's department office. Students in this category are paid bi-weekly. Like all Regular Employment positions, the department is charged for 100% of the students' wages. With limited exceptions, payment must average out to at least minimum wage (total amount divided by anticipated hours worked must equal at least $7.00 per hour, according to the state minimum wage, as of Jan. 1, 2008). According to Federal Work Study regulations, departments cannot use FWS funds to pay undergraduate students on a contractual basis.

Hold Status

Hold status allows departments to hire students on an as-needed basis. A hire/re-hire form must be completed to activate access to a students time card.  A Student Employment Services Change Form must be completed to de-activate access to a student’s time card.

Graduate Assistantships

Graduate assistant positions are not posted at Student Employment Services, but are offered on an individual basis by the employing department and the Graduate College. Eligible graduate students can use their Federal Work Study eligibility as a graduate assistant.

On-Campus Co-ops and Internships

Co-operative education (Co-op) and internship experiences are available to students working on and off campus. The staffs of the Cooperative Education and Internship Program and the College of Technology Co-op Office assist in the arrangement of co-ops and internships. Students can use their Federal Work Study eligibility to work at an on-campus co-op or internship as long as they meet other enrollment and eligibility requirements.

ENROLLMENT REQUIREMENTS AND RESTRICTIONS OF STUDENT EMPLOYMENT

Enrollment Requirements

The campus employment program is intended to provide part-time and seasonal employment for individuals whose primary purpose is to attend classes in pursuit of a degree or certificate at BGSU. However, guest students as well as high school students enrolled in the Post Secondary Educational Options Program (PSEOP) can work on campus as long as they continue to meet the enrollment requirements listed in the table below. Student employment positions are available ONLY to students who meet minimum enrollment requirements. Minimum enrollment to be considered a half-time student is 6 credit hours for undergraduate students and 4 credit hours for graduate students. For exceptions, see explanation immediately following the table below.

During summer: A continuing BGSU student seeking Regular Employment must be enrolled at least half time (undergraduate - 6, graduate - 4 credit hours) during the summer sessions or have been enrolled at the University for at least 6 undergraduate (or 4 graduate credit hours) during the preceding spring semester and must be registered for the subsequent fall semester. Minimum enrollment for FWS students during the summer sessions is 6 credits for undergraduates and 4 credits for graduate students. Summer session enrollment is calculated by adding the total credit hours enrolled for all summer sessions during the same summer.

Enrollment Exceptions: A student can be exempted from the minimum enrollment requirements under the following circumstances:

• She is in her final semester of classes, resulting in the completion of a degree or certificate at BGSU. To continue working on the student payroll when not enrolled for the minimum number of credits, the student must 1) have applied for graduation, and 2) provide Student Employment Services with documentation from her advisor or college office that will confirm that by completing her current courses she will complete all her degree requirements. The student will be allowed one “below hours” semester to work as a student employee.
• He is participating in a cooperative education experience, and is registered for TECH 289, 389, or 489, or CO-OP 050.
• He is participating in a for-credit internship that is a part of the student’s official academic program, and provides documentation to Student Employment Services.
• New students (freshmen, transfers, and graduate students) who are admitted for a fall semester may work as a student employee during the summer immediately preceding their anticipated fall enrollment as long as 1) their admissions records show enrollment approved for fall semester; 2) the student has registered for fall, or fully intends to register for at least 6 credit hours if an undergraduate, or at least 4 credit hours if a graduate student; 3) they are paid as Regular student employees. (Effective May 13, 2001.) Students with guest status, graduate non-degree, or any other enrollment status other than regularly admitted continuing cannot begin working until the semester (for which they enroll) begins.

In each of the four cases described, the student can be paid ONLY as a Regular Student employee.

To be paid on student payroll, individuals may not hold a concurrent administrative, classified, faculty, or temporary (served by an off-campus agency) staff position. Students who have graduated from the University, completed degree requirements, or have otherwise terminated their enrollment are no longer eligible to be paid from the student payroll.

Student Athletes
NCAA legislation permits a Division I student-athlete to earn employment income on or off campus during fall or spring semesters, providing that all student-athletes submit a Student-Athlete Employment form disclosing any jobs they may have on or off campus. It needs to be legitimate employment in which they are paid the going rate and they are given no extra benefits because they are athletes. The student-athletes are responsible to update this form when their employment changes. For additional information, contact Ryan Squire, Assistant Athletic Director for Compliance & Certification: rsquire@bgsu.edu or (419) 372-2401.

International Students
The U.S. Citizenship and Immigration Services (USCIS) limits international students with F-1 and J-1 visas to 20 hours work per week while school is in session. During official school break periods, students with F-1 and J-1 visas may work up to 40 hours per week [C.F.R. 2(f) (9) (i)]. For specific eligibility information, contact the Center for International Programs, or review the guidelines concerning Student Employment for International Students.

International Students and Enrollment from the Center for International Programs

International students have special rules for enrollment and limitations on their work hours. International students who have been given permission to work on campus are allowed to work up to 20 hours per week during the Fall and Spring semesters. During official University breaks and summer semester (which is considered a “vacation” period when international students are not required to take classes), they may work up to 40 hours per week. This limit has been set by the United States Citizenship and Immigration Services, not BGSU, or the Center for International Programs, and is not negotiable. It is the responsibility of the student to self-monitor his or her work schedule and schedule their work times within USCIS regulations. Student Employment Services monitors hours worked, and notifies the employer and the Center for International Programs when a student exceeds program limits. Continued non-compliance can have serious consequences for the student.

Graduate Assistants
Graduate students on assistantships are no longer limited to 20 hours of work or service while on contract as a graduate assistant. However, there are certain limits for international students.

The following table summarizes hour per week restrictions for both graduate assistants and international student employees.

Financial Aid Recipients
If the student receives Federal Work Study (FWS) as part of his/her financial aid package, the maximum earnings limit will be listed on the student's award notification. This figure is the limit of FWS the student may earn during the period indicated. If a student receives additional financial aid (including scholarships) during the year, Student Financial Aid may be obliged to adjust the student’s FWS earnings maximum.

Once a student has earned within $300 of the amount listed, Student Financial Aid will determine if the student is eligible for an increase in FWS eligibility. If not, once the student reaches the limit, he can no longer be paid FWS funds. When the student meets the FWS earnings maximum, 100% of his earnings will then be charged to the department unless the department chooses to terminate the student’s employment.

For budgeting and scheduling purposes, you should keep track of each student's monthly earnings. Student Financial Aid monitors all FWS earnings and notifies departments in writing when any of their students are within $300 of their earnings maximum.

HIRING STUDENT EMPLOYEES

The Hiring Process
Before a student can be hired into a particular position, a job description must be on file with Student Employment Services (SES). If a job description is not already on file, the hiring department must create a new position.

Creating a New Position
To establish a new position, a New Job Description Form is completed by the department and submitted to SES. The information provided on this form is used to establish the position as a valid position for the department, assign a Job Code and a Hiring Code for the position, and to document the base rate for the payroll system. Each new job description includes a short description of the job, the major job tasks, the skills required, a contact person, the hours required, the wage to be paid, and departmental information. Once SES approves the job, SES staff e-mails the employer with an assigned Job Code and a Hiring Code, which are required to complete the paper or electronic (eHire) hiring process. SES keeps an original copy of all job descriptions for each department, as well as a "Job Index Listing," a master list of each department's job titles, classifications, base wage rates, and codes required for hiring or changing the student’s status.

Determining Pay Rates
The hiring department recommends a pay rate of the job and indicates the pay rate on the "New Job Description" form. It may be helpful to check with other departments with similar jobs when setting pay rates to keep the rates competitive and to offer comparable compensation. You may also contact SES if you need recommendations for setting pay rates. The state minimum wage is $7.00 per hour as of Jan. 1, 2008.

Revising Pay Rates
Departments are encouraged to review and revise job descriptions and wage rates annually. To change the base rate for any position, note the change in rate on the department job index listing, sign and date the change, and then forward the job index listing to SES. SES staff will contact you to guide you in the next step of the process. Please note: when you change the base wage of a job, all students currently in that job are entitled to have their base rates changed. (They will also maintain all current longevity and merit raises.) Employers also have the option of changing individual students’ wages through promotion, merit, or longevity increases. Once changes are submitted to SES, every effort will be made to make the change effective for the next available pay period, or a future date specified by the employer.

Posting a Job
All student employment position postings for undergraduate and graduate students (with the exception of graduate assistantships and resident assistants) must be posted by SES for a minimum of two business days to ensure reasonable and equal access for all students to all on-campus student employment opportunities. Employers’ failure to comply could result in charges of discriminatory hiring practices and liability assessed to themselves, their departments, and the University. In addition to mandatory posting at SES, you can also advertise or post job vacancies elsewhere, e.g., in your department office, student listproc, class announcements, or the BGNews.

To post a job vacancy:

• A job description for the position must be on file at SES. (Each department liaison has a Job Index Listing, a list of all positions valid for the department.) If the job does not already exist, complete a New Job Description Form and submit it to SES.
• Complete and submit a Job Posting Request Form to SES. Make sure that the job title and base wage is exactly as on the department's job index listing.
• After verifying the job as valid for your department, SES will post the job, and notify you of the Job Posting and Hiring Codes. Every effort will be made to post your job vacancy within three business days. (Due to the volume of requests at the beginning of fall and spring semesters, it may take longer.) Job vacancies are posted on  WorkNet. If the posting form is incomplete, SES will return the Job Posting Form to you along with the reason it cannot be processed (e.g., the base wage does not match the job description on file). Once all information is complete and valid, the job vacancy will be posted.
• Students will have access to the job posting 24 hours a day, seven days a week via the Internet. Interested BGSU students will inquire about the vacancy by contacting the person listed or by following other instructions listed on the posting.
• You may request that the job posting be deactivated, or "pulled" after the two-day minimum. Once you have selected a candidate, contact SES (make sure you have the Job Posting Code number) and request that the posting be deactivated. Unless notified, the posting will expire from WorkNet after two months (approximately 60 calendar days). For example, if a job is posted April 15th, it will be inactivated on June 15th. If you need more than 60 calendar days to fill your vacancy, contact SES prior to the 60-day expiration. Employers have 30 days from the day a job vacancy is inactivated to hire a student into the position. After 30 days, the job must be re-posted.

Failure to follow the job posting procedure will delay the hiring (and paying) process. Repeated failure to follow the posting policies could result in the loss of your department Federal Work Study allocation and/or could jeopardize the department’s ability to hire student employees.

NEPOTISM
Applicants may not be hired for or promoted to positions in which they would supervise directly, indirectly (with one level between) or be subject to the immediate supervision by a member of her immediate family. This policy will be upheld regardless of the gender of the relatives involved or the classification or rank of the supervisor. Immediate family for student employment purposes is defined as spouse, mother, father, son, daughter, brother, sister, aunt, uncle, mother-in-law, father-in-law, sister-in-law, brother-in-law, grandparent, stepparent, and legal guardian or other person who stands in place of a parent. For additional information regarding the state of Ohio restrictions on nepotism or hiring family members, refer to the Ohio Ethics Commission document on-line.

Hiring the Student
Once you have made your hiring decision, offer the position to the selected candidate, and notify the other applicants (by telephone or e-mail) that you have filled the position. Notify Student Employment Services (SES) immediately so the job posting can be inactivated. When contacting SES, be prepared to report the Job Code for the position that was filled. Removing the job posting prevents additional students from viewing a position that is no longer available.

Before the student may begin working, you must receive clearance from SES. The first step in this process for employers is to complete either a Hire/Re-Hire Form for Hourly Student Employees or Bi-Weekly Compensation Form for Student Employees, depending on the job postings. Instructions for completing both forms are available online.

If students have not been paid from the student payroll before, they must be certified eligible to work in the United States by completing the U.S. Citizenship and Immigration Service’s I-9 form, fill out income tax withholding forms, and declare whether or not they wish to participate in the Public Employees' Retirement System (PERS). The I-9, tax withholding, and PERS forms do not have to be completed again if a student is hired for multiple campus jobs. Payroll has the authority to change the student’s PERS status based on enrollment guidelines. Student-initiated adjustments to tax withholding status should be made at the Payroll Office.

Employment Authorization (I-9 Form)
In accordance with the Immigration Act of 1986, all employees must present the appropriate documents for employment authorization and completion of the I-9 process. While various pieces of identification are allowed, most students choose to present a passport OR a photo identification card AND one of the following, according to the instructions on the I-9 form:

• Original or certified copy of birth certificate;
• Original Social Security card (not a laminated card)*;
• Alien registration card;
• Certificate of citizenship or naturalization.

*Effective January 1, 2005, international students must present either their Social Security card or a receipt of their application to obtain a Social Security card in addition to their passport or other I-9 documentation.

New Employee Forms
Employees new to the University must complete the following forms:

• I-9 form;
• Public Employee Retirement System (PERS) Exemption Form or PERS Membership Enrollment Form*;
• W-4 (federal tax withholding);
• IT-4 (state tax withholding); and
• DMA Form (1-page form)**.

*As of January 1, 2005, students who choose to enroll in PERS must also complete form SSA-1945, Statement Concerning Your Employment in a Job Not Covered by Social Security. Once the hire form is completed, the student should take it to SES, along with the required documents, in order to complete the hiring process. (Some departments are authorized to collect the forms and complete the I-9 on-site.)

**As of July 1, 2006, all new University employees are required to sign a Declaration Regarding Material Assistance/Non-assistance to a Terrorist Organization (DMA) form. For more information and to view the Terrorist Exclusion list, visit the Ohio Department of Public Safety, Division of Homeland Security web site. You will find a link to the 2-page DMA form as well as additional information.

International Students require additional forms and documents for on-campus employment. For specific eligibility information, contact the Center for International Programs or review the guidelines concerning Student Employment for International Students.

Students who have worked on the student payroll previously are not required to complete payroll forms again, unless their enrollment or tax status changes. To verify whether or not a student has been paid from the student payroll before, contact SES.

Clearing the Student to Work
Before the student will be "cleared" to work, SES must verify the student’s eligibility to work. The clearing process involves confirming the accuracy of the student's hire/re-hire form; completion of employment forms (Hire/Re-Hire form, I-9, tax withholding forms, etc.); verifying the Job Code and Hiring Codes; and verifying the student's FWS eligibility where applicable.

Once the student has been cleared to work, SES notifies the employer by updating the student’s eHire record, or by (for paper hires)fax. Clearance notices includes the student's name, ID number, employee record number, and if applicable, the student's FWS earnings limit (as of the day of the notice).

Students are not eligible to work on campus until a valid hire form is received, and all required payroll paperwork is completed. If the problem is the student's hire/re-hire form, SES may “deny” the transaction through eHire, or return the form to you along with an explanation of the problem. Listed below are several reasons why there could be a delay in processing a student for employment:

1. The Job Code number has expired: Job Codes are valid for 30 days after the job notice is inactivated. Thirty days should give the student and employer sufficient time to complete the hiring and payroll forms and get them to SES. After 30 days, the job must be re-posted before a student can be hired into the position.
2. The Job Code number does not exist or is incorrect: Check to see if you recorded the job notice number correctly on the Hire/Re-Hire form.
3. The Hire/Hiring Code is missing or is incorrect.
4. The student does not have FWS eligibility and therefore cannot be hired into an FWS-funded job. (This item pertains to the employer's request NOT to hire a student unless he has FWS eligibility.)
5. The student has not completed the required eligibility, tax, or PERS documents, or the student does not have the documents required to complete the I-9. If the student has never worked for BGSU on the student payroll, he or she must complete the new employee forms before he or she can begin working.
6. The hire/re-hire form (hourly or bi-weekly compensation) is missing data required to establish a payroll record for the student. Refer to the instructions on the back of the form for guidance, or contact SES.
7. The student has not yet presented the hire/re-hire form to SES.

After you have been notified that the student is cleared to work, SES will create the student’s job record in the payroll system. Depending on the volume of hiring activity, it could take 1 – 3 business days between being cleared to work and the creation of the student’s job record in the Payroll system. Creating the student’s record sets up the necessary accounting information so the student’s wages can be charged to the hiring department. The student’s eTime/Kronos time card should be available and accessible the business day after the hiring information is posted by SES.

HIRING FWS STUDENTS
When hiring FWS students, you must consider the students’ FWS eligibility limit, your department FWS allocation, the students’ hourly wage, and the number of FWS hours per week the students will be working.

1. Verify that the student is eligible for FWS. Eligible students receive award information from Student Financial Aid. The notification includes an FWS earnings limit. Because award notifications include information that is
   included under the Family Education and Right to Privacy Act (FERPA) you should not ask the student to show you his or her award notification. You can contact Student Financial Aid or Student Employment Services (SES) for verification. Upon hiring, SES codes the student's record so that the student’s wages are charged to your FWS budget and operating budget appropriately. (SES checks all students for FWS eligibility at the point of hire, provided the department provides the correct department FWS code on the hire/re-hire form.)
2. Determine the number of hours the student can work, based on the student's FWS limit and the hourly wage. Once the student's earnings exceed his/her FWS award limit, 100% of his/her wages will be charged to your operating budget. Note: If your department hires ONLY FWS-eligible students, and the policy is to discharge a student once his FWS eligibility is depleted, you should inform the student of your department policy before hiring and include a statement to the effect on the job posting request.
3. Carefully monitor your department's FWS spending by reviewing monthly budget reports or checking the FWS balance online. Once your department allocation is depleted, 100% of all of your FWS students' wages will be charged to your operating budget.

Student Status/Public Employee Retirement System of Ohio (PERS) and Medicare (FICA) Exemptions  
To be exempted from paying into PERS and Medicare, undergraduate student employees must maintain a minimum enrollment of at least 6 credit hours; graduate students must maintain a minimum enrollment of 4 graduate credits. If the student's enrollment drops below the required minimum number of hours, the student will no longer be exempt from paying into PERS and Medicare, and the Payroll Office will begin deducting PERS (9.5% of gross wages) and Medicare (1.45% of gross wages). The Payroll Office is responsible for monitoring enrollment for PERS and Medicare, time submitted, and tax withholding status. Questions about student exemptions should be directed to the Payroll Office at (419) 372-2201.

TRAINING OF STUDENT EMPLOYEES
For many students, their BGSU jobs may be their first formal job experience. One of the purposes of student employment is to teach students the skills necessary to succeed in the work force. Providing adequate orientation, including clear and reasonable expectations for performance, training, and constant feedback about performance, is essential, and is the responsibility of the student’s supervisor.

At minimum, employers should make sure that your student employees know the following:

• The expectations as to quality and quantity of work;
• The specific duties of the job;
• The required hours of work as well as break periods;
• The operational procedures and policies of your department;
• The expected duration of the employment;
• The beginning rate of pay and the potential for future increases;
• Dress code or uniform requirements;
• Procedures when a student is unable to work, or requests to be excused from working a scheduled work shift;
• Departmental policy for performance evaluation, promotion, and discipline;
• Emergency and inclement weather policies;
• Procedures for conflict resolution within your department.

SCHEDULING
Although BGSU does not limit the number of hours all students can work, certain groups, such as international students, are restricted based on statute. For more information or specific eligibility requirements, review the guidelines for Student Employment for International Students. SES recommends that students work no more than 20 hours per week during the fall and spring semesters and other periods of full-time enrollment. However, some eligible students need to, and can handle working more than 20 hours per week. Consider the student's academic workload when preparing work schedules. Most student employees enrolled for 12 to 18 credit hours a semester are able to work between 10 and 15 hours a week without their jobs interfering with their academic course work. While employment can be a valuable part of a student's educational experience, it's important to remember that academic work is the student's first priority. Students should never be encouraged or required to miss classes or forgo assignments to work. FWS students are prohibited from working during scheduled class time (unless the class is cancelled).

WORK BREAKS
Student Employment Services recommends that you allow a 15-minute paid work break for every four hours of continuous work. State law requires that individuals get a 15-minute paid break after working five hours. Students cannot substitute their breaks for the first or last 15 minutes of their work shift, nor may they accumulate breaks from one shift to the next. You are not required to provide students with an official paid meal break; however, departments may determine their own meal break policies as long as they are applied consistently to all student employees. Students who work an eight-hour shift should be encouraged to take a 30-minute meal/break period. Regardless of the department’s break policy, students should be allowed paid restroom breaks as needed.

TIME OFF POLICIES
Student employees are paid wages ONLY for time actually worked. There is no provision for vacation pay, holiday pay, sick pay, or other leave time except in the case of a severe weather closing. Student employees are covered, however,
under Ohio Worker's Compensation in the event of a work-related injury or illness.

Sick/Emergency Leave
Student employees are not entitled to sick pay. Students who are ill or have an emergency arise should call their supervisors prior to their scheduled shift. Should the student's illness persist for an extended period of time, you may need to evaluate the student's situation and make the necessary arrangements. BGSU's Student Health Service does not provide notes excusing students who miss class or work.

Student employees are covered under Ohio Worker's Compensation in the event of a work-related injury or illness.

In the event of illness or emergency, student employees should NOT be required to arrange for a substitute to assume their work shift.

If the student is absent due to uncontrollable circumstances and is unable to notify you, allow the student to explain her situation when he or she returns to work. If the student does not have a justifiable reason for her absence, or continues to miss work without proper notification, she is subject to the appropriate disciplinary action based on your written office policy.

Vacation
Student employees are not entitled to vacation pay. It is advisable that you establish a policy for students to request time off from work in advance, where possible. Students are not required to work during regularly scheduled break periods (spring break, fall break, semester break, Thanksgiving, summer sessions, etc.) unless the job posting and/or description specifically stated that it is part of the job.

Maternity/Paternity Leave
Student employees are not entitled to be paid while on maternity or paternity leave. Discuss with the student whether or not you will be able to keep the position open while he or she is on leave. If the student is leaving for maternity reasons, you may require her to provide a physician's medical release as a condition of her return to work.

Voting
Students are urged to make provisions to vote on their own time. However, if their class and work schedules make it inconvenient, you should allow up to one hour of unpaid release time, authorized at your discretion.

Military Leave
Students are not entitled to military leave pay. If a student is called for active military duty, assess the situation on an individual basis and make arrangements with the student. Every effort should be made to offer the student a comparable position upon return from military duties.

Jury Duty
If summoned, student employees are not automatically exempted from jury duty. If required to appear, students may or may not be chosen to serve on a jury. Depending on the jury (municipal or county), jurors are paid a per diem by the court. Trials are of short duration, and every effort should be made to accommodate students' work and class schedules. Student employees cannot be paid BGSU wages for time served on jury duty.

Severe Weather
If University classes are canceled due to severe weather, students are not required to work their regular work shifts, unless they are designated as an "essential" employee and carry an identification card indicating their essential status. If the student is unable to make it to work (e.g., his vehicle will not start or roads are impassible), he should contact his supervisor as soon as possible. Each employer should establish a severe weather policy and means of contacting students in the event the University is closed. Note: During severe weather, departments should not maintain separate attendance expectations for students who live on and off campus.

Legal Holidays
Student employees are not required to work on  legal holidays and official University holidays , and are not entitled to special holiday pay. However, many University departments do remain open on certain holidays, and consequently you may need to schedule students to work. To the extent possible, you must notify the student in advance when he or she is scheduled to work on a legal or University holiday and make sure that the posted job description includes language to that effect. The student has the option to decline to work on designated holidays. Students who choose to work on legal or University holidays are paid their normal hourly rate.

Religious Observances or Holidays
If a student requests time off in advance for a religious holiday or observance, you must accommodate the student's right to observe the holiday. Students should not be penalized for missing work for their religious observances, but cannot be paid for time missed to attend religious observances.

TIME SHEETS
Completing Electronic “eTime” Sheets

FAQ's for eTime
eTime for students: glossary of terms

Completing Paper Time Sheets

• Refer to the payroll schedule for time card approval dates and paydays.

REPORTING TIME WORKED PRIOR TO ACCESS TO eTIME/KRONOS
If a student is authorized to begin working, but does not yet have a time card in eTime/Kronos, he or she can record in punches and out punches on paper until an electronic time sheet is created. Then the employer can record time worked for the previous Sunday –Saturday period before signing off the following Monday morning. If the student has hours to report for a time period that is not available in eTime/Kronos, the employee should contact Payroll (419-372-2201) for instructions. Employers should NOT modify time cards by adding time that the student did NOT work in order to compensate for work performed prior to when an electronic time card was available.

Payroll Procedures and Issues

Issuing Paychecks
Paychecks are issued bi-weekly for all student jobs, according to the Student Employment Services Pay Schedule. Paycheck options are available to student employees.

Direct Deposit
Student employees can have their paychecks deposited directly into either their checking or savings accounts by filling out a direct deposit form at Student Employment Services, the Payroll Office, or the Office of the Bursar. Students who want their checks deposited directly into checking accounts must attach a printed deposit slip or voided check to the direct deposit form.

Students who use direct deposit will no longer receive a paper check stub; instead, they will access their paycheck details on line using PeopleSoft via MyBGSU. Once activated, direct deposit remains in effect until the student notifies the office of Payroll Accounting.

Pick Up
Checks are available for pick-up on the scheduled payday at the Office of the Bursar on the first floor of the Administration Building during regular University hours. Students working at BGSU Firelands can pick up their paychecks at the receptionist's desk in the East Building. Students must present valid BGSU identification cards to pick up their paychecks. The Office of the Bursar will hold a paycheck for up to two weeks. After two weeks, the check will be returned to the Payroll Office at 322 Administration Building.

Payroll Deduction
Students have the option of having all or a set amount of their paycheck transferred to their bursar account each payday. Students arrange for payroll deduction at the Office of the Bursar.

SPECIAL PAYROLL CIRCUMSTANCES
Overtime
Overtime is discouraged; however, students are entitled to overtime pay on the rare occasion that they work more than 40 hours in a workweek (Sunday through Saturday). Hours are accumulated for all jobs if a student is working more than one on-campus job (or in combination with a co-op assignment paid by BGSU). The student is responsible for notifying each department of other campus jobs. Overtime pay for student employees is 1.5 times their total hourly wage (base rate + any longevity + any merit raises for the department).

Requesting Student's Wages to Be Charged to a Different Budget
Complete a Student Employment Services Change Form to charge a student's earnings to a different budget. List both the old and new budget information on the form. All changes will be effective on the first day of the designated period, provided the date has not already passed. If the effective date has passed, the change will be made effective on the next available pay period.

If a Student Does Not Receive a Paycheck

• Verify that the student has been cleared to work by contacting Student Employment Services (SES). If the student was not authorized to begin working (for whatever reason), no paycheck will be created.
• If the student does not receive a scheduled paycheck due to a department error, Student Financial Aid can process an interest-free short-term loan for 80% of his/her expected gross wages. Before processing a payroll loan, the student and department must submit any outstanding paperwork. For more information regarding short term loans, contact the Student Financial Aid .
• If the student misplaces his paycheck, contact Payroll Accounting at (419) 372-2201 for assistance.

If a Student Is Paid Incorrectly

• Review the submitted time card history to determine if the hours were added correctly. If the error is in the student's time sheet, contact the Payroll Office.
• If the student's base pay is incorrect, contact Student Employment Services (419-372-2865). SES will correct the student's record in the payroll system, based on the date of the original transaction.
• Depending on the point in the payroll cycle when the adjustment was requested, a merit increase, promotion, or longevity is processed for the next available pay cycle.
• Merit increases and promotions are not made retroactively. Employers are encouraged to submit requests for pay increases at least two weeks prior to the beginning of the pay period for which they are requested.

If a Student Is Overpaid

• The Payroll Office will process a one-time deduction if the job will end soon or initiate a series of payroll deductions if there are several months to correct the error.
• The Payroll Office will contact the student prior to any adjustments or provide the student with a letter of explanation.

Implementing Pay Increases/Decreases
There are three ways students can earn an increase in their hourly wage: longevity, merit, and promotion.

1.Longevity (Was automatic – no longer effective after the July 1, 2005 payday)
A ten-cent per hour longevity increase was generated for each 800 hours of work the student completed at the University. These hours were accumulated among all of the student's on-campus hourly jobs, with the exception of co-op assignments. If a student was working at more than one job when a longevity increase took effect, both jobs received a ten-cent per hour increase.

2. Longevity (Initiated by Employer – effective with the July 15, 2005 payday)
Employers have the option to create a department or unit policy regarding the awarding of a longevity increase. Longevity raises are appropriate to reward students for their continued and loyal service, and should be applied consistently to all student employees within the department or unit.

• Longevity raises are job-specific, and can be department-specific with the supervisor’s recommendation:
• Longevity increases are limited to once each semester per job. The summer sessions together are considered one semester.
• The amount of the longevity increase is determined by the department and should be no less than $.10 and divisible by $.05.
• Once a longevity increase is given to a student for a particular job, it cannot be revoked or reduced without approval of SES.
• The longevity increase will go into effect with the pay period following SES' receipt of the recommendation, or for a future semester, as indicated on the change form. Retroactive adjustments will not be processed without a detailed explanation from the employer.
• Longevity increase recommendations must be considered without regard to race, sex, sexual orientation, national origin, religion, marital status, age, disability, or veteran status.
  

3.Merit (Initiated by Employer)
You may award merit increases to students based on the quality of their work performance. Consider students for a merit raise if they have demonstrated meritorious service, e.g. going beyond
what is expected for their position. Employers complete a Student Employment Services Hourly Change Form and submit it to SES to request a merit increase. The merit increase policy for student employees is as follows

• Merit increases are limited to once each semester per job. The summer sessions together are considered one semester.
• The amount of the merit increase is determined by the supervisor and should be no less than $.10 and divisible by $.05.
• Once a merit increase is given to a student for a particular job, it cannot be revoked or reduced without approval of SES.
• The merit increase will go into effect with the pay period following SES' receipt of the merit recommendation, or for a future semester, as indicated on the change form. Retroactive adjustments will not be processed without a detailed explanation from the employer.
• Merit increase recommendations must be considered without regard to race, sex, sexual orientation, national origin, religion, marital status, age, disability, or veteran status.
  

4. Promotion/Demotion
If you promote a student to a higher paying job with more responsibility (or demote a student to a lower paying position), you must complete a Student Employment Services Hourly Change Form and submit it to SES. The student's pay rate change should reflect his/her change in responsibility. Promotions (and demotions) are not retroactive. To promote a current student employee to another position in your department, complete and submit a change form; you do not have to post the job.

STUDENT EMPLOYEE JOB PERFORMANCE

Evaluating the Student's Job Performance
Supervisors are recommended to evaluate each student's job performance at least once each year, preferably before the end of the spring semester. However, you or the student can request an evaluation of performance at any time. You should evaluate a student's performance if:

• You promote or transfer the student into a new job;
• You give the student a merit raise;
• You terminate the student's job;
• The student resigns from his/her job;
• Your department's Federal Work Study appropriation or the student's FWS eligibility is exhausted and the job is terminated.

RESOLVING STUDENT JOB PERFORMANCE ISSUES
The key to handling job performance problems is to establish clear and concise job expectations and performance standards upon hiring. When a student employee is consistently tardy or absent or fails to perform specified tasks to your satisfaction, you have the right to terminate his/her employment. However, you must first attempt to discuss and settle the problem with the student. The student should be given the opportunity to improve her performance. In many cases, an honest discussion focused on expectations for job performance followed by the creation of a plan for improvement will have positive results. In all instances, you should document the employee's behavior and the steps you have taken to resolve the situation.

If a student is not meeting expected performance standards, you are responsible for addressing your specific concerns with the student, initiating a conference, and recording the problem and results. Progressive discipline should be used where applicable, including verbal warning, written warning, and finally termination if the seriousness of the offense warrants it.

TERMINATING A STUDENT'S EMPLOYMENT
When a student's employment ends, you have the following options to communicate the job termination to Student Employment Services (SES). For students paid by the hour:

1. Complete a Student Employment Services Hourly Change Form and submit it to SES.
2. If you have a number of students to terminate, complete a Group Change Form and submit it to SES.

For students paid using a Bi-Weekly Compensation Form, complete a Student Bi-weekly Compensation Form-Addendum and forward it to Student Employment Services, 109 Saddlemire Student Services at Conklin North.

A student's employment typically ends one of four ways: resignation with notice, resignation without notice, involuntary termination with notice, and involuntary termination without notice. Once processed, a termination request will remove a students' time card from eTime/Kronos. Please note that terminations may take longer to process because they are not as high a priority as job postings and hire forms.

Resignation
Student employees may terminate their employment at their own discretion. Reasons for a student's resignation include:

• Course work overload
• Class scheduling conflicts
• Better job opportunity
• Co-op or internship opportunity
• Graduation
• Conflict with supervisor or co-workers
• Personal reasons

SES recommends students submit a letter of resignation or e-mail message at least two weeks (14 days or 10 working days) prior to his/her last day of employment. The letter should include the effective resignation date.

Involuntary Termination with Notice
Reasons for terminating a student's employment with two weeks' notice:

• Documented unacceptable performance of job duties
• Discontinuation of the job
• Lack of department funding
• Elimination of position due to office re-organization
• Scheduling conflicts
• Department Federal Work Study allocation exhausted
• Student reached FWS limit established by Student Financial Aid.

Prior to terminating a student's employment for unacceptable performance, you should have taken the appropriate steps to ensure that the student has been given reasonable time and opportunity to improve her work performance. Setting clear expectations, training, feedback sessions, job coaching, attendance patterns, and performance evaluations should all be documented. Disciplinary measures should be applied uniformly and in accordance with your department's policies.

Involuntary Termination without Notice
You have the right to terminate the student's employment without notice if he or she has been found in extreme violation of University policies, including the student code. Examples of extreme violation include, but are not limited to:

• Repeated documented unexcused absences
• Theft
• Time sheet/card falsification
• Violation of any serious infraction of the University Student Code
• Use of drugs or alcohol immediately prior to or during a scheduled work shift
• No effort to rectify a grievance you previously presented (you must be able to document this violation).

WORKER'S COMPENSATION POLICY
If a student employee is injured while performing official employment related duties, he or she is eligible for medical care expenses and loss of pay benefits. You and the employee are obliged to observe the following procedures if an accident occurs while the student is performing official employment related duties:

1. Depending on the severity of the injuries, you may request an emergency vehicle to take the student to the Wood County Hospital (419-354-8900). Students may seek assistance for non-severe injuries at the Student Health Service.
2. If the student's injury is not an emergency, he or she may still need to go to a doctor or hospital. Although it is recommended, the student does not have to be treated by a GatesMcDonald Health Plus network provider for the initial visit. If further treatment is necessary, he or she should be treated by a GatesMcDonald Health Plus network provider for the subsequent treatment. Call 1-800-642-PLUS to receive the name of a network provider. (All student employees are given the GatesMcDonald Health Plus worker's compensation identification card and are instructed to carry the card with them at all times. Contact Human Resources (419-372-8421) for further assistance if necessary.
3. You and the injured employee must complete an "Accident Report" form. Forms are available at Environmental Health and Safety, 103 College Park (419-372-2171). You, the employee, and any witnesses of the accident must sign this form and you must submit the form to Environmental Health and Safety within 48 hours of the accident. Delay in submitting the accident report may prolong processing of the student's claim. If the student receives medical treatment, you must also submit a copy of the physician's report. Environmental Health and Safety may conduct an investigation.

HANDICAP/REASONABLE ACCOMMODATION PROCEDURES
The Rehabilitation Act of 1973 (Section 504) and the Americans with Disabilities Act of 1990 provide that no otherwise qualified disabled individual shall receive unequal treatment or be discriminated against under any program or activity receiving federal financial assistance. This legislation applies to BGSU faculty, classified staff, administrative staff, and students. Questions regarding this legislation should be directed to the Office of Disability Services (419-372-8495) or Human Resources (419-372-8421).

Determining that an individual is disabled within the applicable federal or state law is only the first step to establishing whether he or she is protected under the law. Section 504 protects individuals who are “otherwise qualified.” This means that a handicapped employee must be able to perform the “essential functions” of his/her job with or without reasonable accommodation.

If a student employee has a physical or mental impairment that substantially limits one or more major life activities, has a record of such impairment, or is regarded as having such impairment, the student should take the following steps:

1. The student should speak with you and/or the Director (of the Office of Disability Services) to make you and them aware of the perceived disabling condition.
2. The student should meet with the Director, you, and any other appropriate personnel representatives to discuss employment concerns and clarify procedures.
3. The student must complete and review a job analysis form with you. With the student employee’s permission, correspondence will be sent to his/her attending physician requesting that the job analysis form be reviewed and an opinion provided on his/her ability to perform the job duties as outlined. The physician will also be asked to complete a physical capacity form and make comments. In some instances, an independent physician may be asked to perform these evaluations.
4. The student should schedule another meeting with you and the Director upon receipt of the physician’s responses to review, discuss, and determine what reasonable accommodations will be made that will permit the employee to perf