Policies and Procedures
This publication, intended for
both students and employers, is a reference document on student
employment policies and procedures, as provided under the umbrella
organization, the Career Center. Its information and guidelines
will help ensure that a student seeking employment on campus will
receive fair and equal treatment by providing students and staff
with current employment policies, roles and responsibilities. It
is the responsibility of supervisors to make sure that their student
employees are aware of the policies and procedures pertinent to
their employment. Anyone having questions about university student
employment procedures or particular situations is encouraged to
contact the Career Center.
Student Employment Philosophy
Roles and Responsibilities
Eligibility Criteria for Use of Career Center
Classification and Compensation
Recruitment and Hiring
Maintaining, Extending and Separating Employees
General Employment Information
More Student Employment Information
ER System Help for
Faculty, Staff and Employers
ER System Help
University of California Santa Cruz Student Employment Philosophy:
Student employment benefits the student and the University. Research shows that on-campus student employment between 10 and 20 hours per week contributes significantly to retention.* UC Santa Cruz maintains a program of employment that provides students with financial assistance, work experience, and service opportunities.
Meeting Educational Expenses
Students desiring to meet educational expenses through part-time employment are encouraged and assisted in locating employment opportunities. The Career Center offers career development training in the areas of job search and interview techniques. In addition to providing a financial resource, part-time student employment at UC Santa Cruz serves as an educational tool to increase a student’s job skills, enhance future career opportunities, and provide opportunities for recognition.
Complementing Academic Experience
Employment complements a student’s academic experience by providing skill development and networking opportunities relevant to the student’s major and/or career field of interest. It is the policy of the University to employ students part-time, and not interfere with students’ academic pursuits or displace full-time employment opportunities.
Meeting Professional Standards
The University’s student employment programs are subject to and will be administered in accordance with applicable Federal and State laws and statutes governing employment practices and strive to follow the professional standards of the National Student Employment Association.
* Pike, G. R., Kuh, G. D., & Massa-McKinley, R. (2009). First-Year Students’ Employment, Engagement, and Academic Achievement: Untangling the Relationship Between Work and Grades. NASPA Journal 45(4), pp. 560–582.
Cermak, K. & Filkins, J. (2007), On-Campus Employment as a Factor of Student Retention and Graduation, The Journal of Student Employment 11(1), pp. 10-14.
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Center is responsible for compliance with federal and University
regulations and guidelines relevant to student employment. The Student
Employment staff is available for campus-wide support on policies
and procedures, maintaining an up-to-date web site on Career Center/Student
Employment Policies and Procedures, and providing training on current,
new or revised programs or systems relating to student employment.
Resource Service Teams are the business entities responsible
for both student and staff payroll/personnel processes, time reporting
for all the units within their jurisdiction. Human Resource Service
Teams are responsible for assuring that the UC Payroll System (PPS)
transactions are prepared correctly and in compliance with human
resources and compensation guidelines.
Payroll/Accounting office monitors payroll time-reporting
actions and offers guidance on specific payroll problems. The Human
Resource Service Team holds primary responsibility for correctness
and appropriateness of payroll actions, with the Payroll Office
helping to identify and resolve specific issues. The Payroll Office
handles reversal of Defined Contribution Plan deductions, if it
has been incorrectly charged, upon authorization of the Career Center
Student Federal Insurance Contributions Act (FICA) Coordinator.
The Payroll Office maintains all employment documents such as W4,
Oath and I-9.
Financial Aid and Scholarship office works closely with
the Career Center in administering the Federal Work-Study Program,
in compliance with Federal guidelines. The FAO provides current
handbooks on the program, and determines work-study award allocations
based on students' FAFSA applications for financial aid. All changes
to the student's work-study limits throughout the year are updated
on-line by the Financial Aid Office and notifications are sent via
PAN (PPS notification sub-system) to the Human Resource Teams. Monthly
reports detailing total work-study earnings are also sent to the
Human Resource Service Teams.
HR Compensation office establishes student assistant
compensation and classification. They provide guidance on policy
interpretation associated with attendance and leave accrual and
Benefits office issues "Out of Compliance" reports
when the Employee Database coding for student benefits eligibility
is not consistent with the student program type or appointment duration.
Student holiday, sick leave and vacation policy is based on Staff
Human Resources guidelines for students, in accordance with their
program type, title code, appointment percentage and duration of
appointment. The Benefits Office handles reimbursement requests
for DCP (Retirement) savings when a student is separated from University
employment, and offers a "UCRS Distribution Kit for Non-Exempt
Student Employees" if appropriate.
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Criteria for Use of Career Center
Please see the Career Center
Services Access Chart for a complete breakdown of service eligibility.
Full use of student employment services of the Career Center is
limited to UCSC graduate and undergraduate students who are registered
for the current term. Off-campus part-time and summer job
listings are restricted to registered undergraduate students only.
Some restrictions also apply to graduate students
holding TA positions. Users of Career Center services must present
a valid UCSC student registration identification card.
The use of Career Center services during the summer months is limited
to any UCSC student who was registered or on approved leave of absence
during the previous spring quarter AND who intends to register for
the following fall quarter.
- New and Transfer Students
may use Career Center services and apply for on and off campus jobs 10 working days before the
beginning of the quarter to which they have been admitted.
- Students who
have Graduated are considered alumni
and may not apply for or continue in student jobs. An exception
is made for students graduating at the end of spring quarter who
may retain their current position through 09/30/XX, but may not
apply for new positions. For further information, see Extensions
- Students on Leave
- may continue in an existing student job for one quarter
only, plus summer, if they are returning the next quarter.
- If on leave during spring quarter only, and intending to
return in fall, may apply for new on-campus summer only jobs
through an exception process (contact Career Center).
- are not eligible for any other services (off-campus jobs,
internships or advising)
- must be paid from non work-study funds only and will be
subject to FICA deductions.
- Summer Session only students may
apply for on-campus summer only jobs by paying a $30 fee to the
Career Center. No other career services are available. More Information
- Graduate Student Employees
Graduate students holding 50% teaching assistant positions must
receive approval from the graduate department before any additional
appointments can be processed. The Graduate Dean requires a letter
requesting the exception from the student's department and/or
faculty adviser. The letter must give the details for the job
(amount of time involved), and how the additional work will affect
the student's progress to degree.
- University of California Alumni
may have access to various Career Center services by purchasing
a Career Center Access card for an annual fee. This card entitles
alumni to career advising, job fair participation, and access
to the SlugQuest system.
Alumni are not permitted to hold jobs in student titles. Please
see our Alumni page for more
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Students ineligible to use Career Center Services are those
(Note: Some services are available by paying a fee or are extended
through summer, see above)
- Have terminated their student-status (have withdrawn or graduated).
See information above regarding access for alumni.
- Are barred or disqualified from student status
- Are not registered and only enrolled through University Extension
or Summer Session.
Persons interested in obtaining an on-campus job after termination
of their student status, and not covered by a policy above, should
apply for employment opportunities on-line at jobs.ucsc.edu.
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Employee Casual-Restricted Status
The terms and conditions of student assistant positions are governed
by Personnel Policies for Staff Members (PPSM) and student employees
are designated as Professional and Support Staff (PSS) with Casual/Restricted
- Student assistants normally work less than fifty percent, except
for quarter breaks or during the summer, during which time the
student may work up to full-time.
- Student assistant positions are reserved for registered undergraduate
and graduate students of the University of California, Santa Cruz.
- The appointment is temporary.
- Working hours are irregular.
- Work is secondary to the student's academic and student life.
- Work schedules are flexible enough to support the academic
program of the student.
- As distinguished from regular staff positions, student assistant
positions have less-complex responsibilities, require fewer skills,
less knowledge, experience and training; continuing responsibility
and/or on-going accountability for the work performed. Incumbents
work less independently and exercise judgment less often and must
be directly supervised.
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Classification Series Concept
Positions in the student assistant series are assigned duties
in a variety of jobs ranging from routine to advanced and/or specialized,
which usually require the use of manual, clerical, advising, public
contact, and/or analytical skills. The series consists of three
levels with the distinctions between levels based on the relative
degree of difficulty inherent in duties performed. Please see the
student compensation web page for detailed information.
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The classification determination is a flexible one whereby Human
Resource Service Teams have authority to determine/suggest the classification
of Assistant II and III and IV positions. The final approval for
the classification/compensation is given by the Career Center when
the Employee Request (ER) is submitted. The internal checklist in
Assistant Classification Guide may be used as a tool for determining
the classification of a student position. Human Resource Service
Teams may choose to modify this form with unit specific considerations,
as well. The checklist may be retained in the employee file or centrally
within the Human Resource Service Teams for reference in classifying
future positions. Please see also student
assistant job listings for examples of Assistant II, III, and
IV jobs on the Career Center web site.
As an aid in the creation of new ERs, Human Resource Service Teams
and hiring supervisors with ER system logins have universal access
to ERs created by all other Human Resource Service Teams, and may
save and modify an existing ER as their own ER creation.
If the position does not fit the majority of the criteria at each
level, the Human Resource Service Team may consult with the Career
Center regarding the appropriate classification or indicate on the
Employee Request (ER) that they wish the Career Center to determine
the classification. When the Career Center classifies a position,
Human Resource Service Teams are encouraged to record that information,
e.g., on the checklist, for future reference when classifying similar
positions. Human Resource Service Teams are encouraged to determine
the classification level for replacement or similar positions.
Student Assistant II, III and IV pay rates are ranged according
to the pay schedule (see below) for a given academic year. Students
are normally hired at the minimum pay rate of the range for a given
classification. However, Human Resource Teams will have the flexibility
to recruit above the minimum pay rate. Recruitment and/or retention
issues are the primary consideration for posting of positions with
above minimum pay rates. Consistency in pay rates is strongly encouraged
for future hires for like/similar positions within Human Resource
If the pay rate exceeds 10% of the minimum pay
rate, there must be a justification statement included in the "Notes
for Career Center" section of the ER. (The assumption is that
there will not be many requests for salary rates exceeding 10% of
the minimum; such requests will be approved by the Career Center
based on existing or known criteria/circumstances, e.g. higher summer
pay rates due to retention issues, etc.)
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Current Salary Range for Student Assistant Series (effective 1/1/2008)
| Assistant IV
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Movement through the Salary Range
All three Student Assistant classification levels allow for unit
funded movement through the salary range, whereby the Human Resource
Service Team may grant increases up to 25% in a single fiscal year
based on either merit performance or "unit specific" considerations
- assumption of greater independence
- difficulty retaining incumbents
- extensive/significant experience related to the requirements
of the position
- performance recognition (merit increase)
NOTE: Human Resource Service Teams have the option to adopt merit/performance
related salary adjustments and to establish their own internal criteria,
policies, procedures and forms.
The unit will fund such increases.
See Samples: Student
Employee Merit Recommendation Forms
Authority/Documentation for Pay Increase:
Increase within 25% of current pay - Human Resource
Service Teams have the authority to approve "Movement Through
the Range" increases for individual pay rate increases not
exceeding 25% of the student's current pay rate.
All such changes will require some form of supportive documentation
that initiates the action (e-mail or other written request from
the supervisor and/or performance evaluation) and action/budgetary
authorization according to Human Resource Service Team procedures.
Merit Increase - Documentation for performance-related
increases may be maintained by the Human Resource Service Teams.
A revised ER is not required.
Changed Duties: If the duties change, the student should be re-hired
under a new or modified ER to reflect the increased level of responsibility.
Increase above 25% of current pay - Any increase
exceeding 25% of the student's current pay rate require approval
by the Career Center. As above, no ER is required for merit increases,
however, if duties change, the existing ER must be modified and
approved by the Career Center.
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Procedure for Change in Classification
A job classification may be changed if the student assumes duties
of greater or lesser responsibility. Human Resource Service Teams
are delegated authority to classify/re-classify Assistant IIs and
IIIs based on their evaluation of the Student
Assistant Classification Guide. If the classification is unclear,
the Human Resource Service Team can request Career Center review
of the position. Students must be re-hired under the new ER whenever
job duties significantly change.
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After review by the Career Center, the job listing (ER) will be
posted for students under non-work-study listing, work-study listing
or both. If the Human Resource Team wishes to publicize its position
further at different colleges, divisions or student service units,
they are encouraged to do so.
Period of Job Posting
As student employees are temporary and part-time (Casual-Restricted),
recruitment is not held to the strict hiring guidelines of career
recruitment. However, in order to allow all interested students
to apply and to draw the largest applicant pool, hiring units are
encouraged to indicate a final filing (posting) date.
Please see the HR Fair
Hiring Guide and the Equal
Employment Opportunity/Affirmative Action Office web sites for
and Affirmative Action Policy
Non discrimination and affirmative action guidelines exist to ensure
that fair employment practices will be applied to all UCSC employees.
Campus employers are expected to recruit openly through the Career
Center to fill vacant and new student positions.
On campus student employment is a critical factor in student retention,
therefore campus employers are requested to give priority consideration
to the hiring of UCSC students for all temporary staff positions
requiring less than 20 hours of work per week during the academic
year and temporary positions during the summer months for 20 to
40 hours of work per week.
Please see the policies listed on the Equal
Employment Opportunity/Affirmative Action Policy page.
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Employment Best Practices
- Establish clear goals.
- Provide clear written expectations.
- Utilize active listening.
- Regularly schedule meetings.
- Provide student with the tools necessary for performing the
work assigned (training, materials, etc.)
- Give plenty of feedback. Let employees know if their work
is on or off track. Expect new workers to make some mistakes.
When performance is off track, assume first that the instructions
were not clear, and clarify expectations.
- Set a positive example of professional, polite and ethical
- Remember that student employees are students first.
- Show appreciation for exceptional work.
- Ask for student's input.
- Be an accessible supervisor.
- Be a continuous learner.
- Be a teacher.
- Encourage risk taking and decision-making.
- Communicate openly and honestly.
- Get to know your people. Offer a friendly greeting at the
beginning of each workday; talk to them occasionally about outside
interests. Let them know that you care about them as individuals.
- Don't ignore non-performance. As soon as you realize someone
is not doing the job, check to see what's happening. Let the
worker know that you expect performance.
- Remember that the most important intangible part of the work
climate is a healthy sense of self-esteem. When workers feel
good about themselves, about the company and the work they do,
it will be much easier to get cooperation from them.
- Follow-up. After assigning work, be sure it is being done
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for the Hiring and Interview Process
- Beginning the Hiring Process
- Plan ahead and hire students prior to peak work periods.
- Be clear about the job being offered. Know the job duties,
hours, who will supervise, etc.
- Read the applications carefully before the interviews.
- If you have questions regarding the hiring process, refer
to this manual. If you still need information, call the Career
Center prior to starting the hiring process.
- The Interview Process
- The interview is the most important part of the hiring
process. Treat the student applicant as if you were hiring
a regular career employee, as this person may become a part
of your work force.
- Be organized going into the interview to create a sense
of security and relaxation for the job applicant.
- Have a copy of the job description available for review
by the applicant.
- Before the interview, make a list of the job requirements
to use as criteria, and from which to develop interview questions.
- Introduce yourself and address the applicant by name.
- Let the applicant know how long the interview will last.
- Do not allow interruptions from telephone calls, knocks
on door, etc.
- Be enthusiastic and courteous during the interview.
- Evaluate the applicant objectively.
- It is expected that interviewers create a set of questions,
based on the job duties and qualifications, which all applicants
will be asked. Careful, written notes about applicant responses
will assist in making the correct hiring decisions.
- Questions asked in an interview should be relevant to the
job. Personal questions are inappropriate.
- Do not criticize an applicant during the interview. If,
for example, an applicant's appearance is not acceptable,
you may not provide a critique on this personal issue. However,
you may point out that the hiring unit has a dress code if
a dress code was advertised as part of the job description.
- Tell the applicant what the job requires, including a description
of office rules. You can explain rules about coming to work
on time and when work breaks are allowed, for example. Talk
with the students about wages and benefits.
- Have the applicant tell you how his or her experience relates
to the job. Many students have relevant unpaid or volunteer
experience that should be explored in the interview.
- Do not hesitate to encourage the applicant to respond to
a question in more detail.
- Silence is acceptable. Give the applicant time to think
before answering an interview question.
- Simultaneous Non-Work-Study and Work-Study Recruitment
Employing units may opt to post a job for both non-work-study
and work-study candidates simultaneously. In this case it is important
that during the interview process the candidates are interwoven
so that neither work-study nor non-work-study students are given
priority. No hiring decision should be made until all applications
have been reviewed and all potential candidates have been interviewed.
- Making a Decision
- Make a list of the advertised job requirements for the job
prior to the interview and evaluate each applicant against
the items on the list after each interview.
- Be prepared to explain selection criteria and why a particular
applicant was or was not hired.
- For candidates not selected for a position, there is a standard
email letter included in the supervisor's list of options
in the ER system. Supervisors are encouraged to send either
this generic letter or a personal email informing the candidate
that the job is already filled.
- Hiring Process
- Supervisor agrees to hire student and clicks the "Start
Hire" button at the bottom of the application in the ER
- Supervisor checks that all information is correct, especially
the account number.
- Supervisor verifies or changes start date, end date and estimated
hours per week.
- Supervisor clicks the "Complete Hire" button. The
student is now hired. Before clicking "Complete Hire",
you may cancel the hire action.
- Getting the student on Payroll
When the "Complete Hire" button is clicked, there are
basically two different scenarios:
- Student is already active in the payroll system (PPS) and
may start work as of the start date indicated. The Human Resource
Service Team will complete the PPS data entry.
- Student is NOT active in PPS. Student must come to the
Career Center with the required documents
to complete payroll signup. A "Blue
Card" will be issued to the student so the supervisor
can confirm they have completed the signup process. Student
may not start work before signup is completed.
- This may be a student's first job, so do not assume he or
she knows what to do without training and supervision.
- Supporting and training a student for a position will enhance
- Explain work-rules and regulations; what the employee's
rights are; when a longevity increase can be expected, etc.
- This may not be the student's only job; make the work hours
clear so scheduling conflicts do not arise.
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to Commence Work Authorization
- Students New to the UCSC Payroll System:
It is the supervisor's responsibility to verify that its student
employees have completed the initial hire procedures at the Career
Center. The Clearance to Commence Work Authorization (blue card)
is issued to the newly hired student and must be given to the
supervisor before s/he begins work. Consequences for allowing
a student to work before employment forms are completed at the
Career Center include the following:
- The student is not officially employed.
- The student is not covered by worker's compensation.
- The employing unit is responsible for processing a damage
- The student's paycheck for hours worked before the signing
of UC employment forms will be considerably delayed.
- Re-hired Students:
If the student is "Inactive" or "Separated"
on the Employee Data-base, s/he must come to the Career Center
as "re-hire" to update any necessary employment forms
after which the Clearance to Commence Work Authorization will
- Students Currently Active on the UCSC Payroll System:
New jobs for "Continuing" employees (those already active
on PPS) are entered in PPS by the hiring Human Resource Service
Team. Every job must have an approved Employee Request (ER).
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Forms and Required Documents
- Employment Forms
The Career Center coordinates university employment for students
who are new or returning to the UCSC payroll system. It is the
policy of the University that all individuals must sign the State
Oath of Allegiance, (unless a non-citizen) and Patent Agreement
prior to commencing employment. Supervisors are responsible for
assuring that work is not performed prior to Career Center employment
authorization. The individual is not an employee of the University
until the Oath and the Patent Agreement are signed. If employment
forms are not completed before work commences, damage payment
forms will need to be completed by the Human Resource Service
Team, and the student's paycheck will be considerably delayed.
After employment and on-line entry is completed at the Career
Center, a Post Authorization Notification (PAN) will be sent to
the employing unit's Human Resource Service Team.
- I-9 Process
Under the Federal Department of Homeland Security, employers must
certify that anyone they hire is legally entitled to work in the
U.S. This law applies to EVERYONE, native-born U.S. citizens as
well as immigrants, foreign visitors, and naturalized citizens.
Whether a student intends to work on or off-campus (anywhere in
the US), s/he must provide documentation of eligibility to work
before s/he can be hired or re-hired. No one will be hired or
re-hired at UCSC for any position, including academic appointments,
without proof of identity and employment eligibility. To avoid
delays in hiring dates, late paychecks, etc., please see the list
documents needed to complete payroll signup at the Career
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Employee Request System (ER)
The on-line ER system integrates the recruitment, application and
hiring of all student positions in one unified on-line process.
The basic requirements of hiring are:
- All student hires must have an approved Employee Request (ER)
- All students must be hired through the ER system
- For complete steps for hiring students: creating/posting ERs,
reviewing submitted applications, and the authorization process,
please refer to the appropriate heading in the Help
system at the Employee
Request web site.
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The purpose of the Work-Study Program is to stimulate and promote
part-time employment of registered students who are eligible for
financial aid and are awarded a work-study allocation. The program
provides a variety of on and off-campus positions, and the goal
is to provide job experience in areas closely related to the student's
career or educational goals. The Federal government or other funding
sources supply a portion of work-study student salaries, and the
hiring unit pays the remaining balance. For more information on
the Work-Study Program, please visit the Financial
Aid and Scholarship Office web site.
Work Study Eligibility
The Financial Aid and Scholarship Office is responsible for determining
the financial need and eligibility for each student who applies
for financial aid. Nationally established guidelines determined
by federal and university policies are used to calculate eligibility.
Students who are eligible may be awarded aid through a variety of
programs including grants, loans, scholarships, and work-study.
A student must complete an application for financial aid in order
to be considered for a work-study award. A Free Application for
Federal Student Aid (FAFSA) or renewal application must be submitted
to the federal processor by the deadline in early March. In addition,
documents such as tax returns must be submitted to the Financial
Aid Office by the published deadline in early May. As funding permits,
late applicants are processed on a first-come, first-served basis
after all applications completed on time have been awarded.
Work-study is awarded for the academic year only. Due to limited
funds, summer work-study is not available. Work-study funds may be used during breaks within the academic year.
Types of Funding Sources
The two Work-Study programs used by the Financial Aid Office when
awarding aid are Federal and President's. Federal work-study is
funded federally, while the President's program uses University
funding. In the work-study program field (WSP) field on PPS, an
"F" designates Federal program; a "P" designates
The employing unit is charged for 40% of the student's earnings,
plus a 10% Financial Aid administrative surcharge. The student's
work-study allocation represents the gross earnings that the student
is eligible to earn with work-study funds, not the amount the employer
is charged. Once the student has earned all of the work-study allocated
to him or her, the unit has the option of changing the student employee
to non-work-study status and continuing to pay the entire wage from
its own non work-study funding sources.
Work-study funding is applicable only for gross hours worked and
may not cover bonuses, holiday pay, etc. Since students during the
academic year are normally employed less than 50%, they rarely would
accrue vacation, holiday or sick pay.
An Academic Information System (AIS) and an Employment Database
(EDB) interface manage work-study award limits in the Payroll/Personnel
System. Once work-study jobs are updated in the EDB and work-study
students are paid without a work-study limit, a '99999' default
work-study limit is established in the EDB. The AIS/EDB interface
will automatically see this 99999-default amount and then insert
the correct work-study amount in the EDB. All changes to the work-study
limit throughout the year are maintained by the interface or updated
by the Financial Aid and Scholarship Office.
The work-study award is placed at the employee level in the EDB
in one grand total. As work-study students add jobs and/or earn
work-study earnings, the total award is reduced until it is exhausted.
Students and multiple employing units will be responsible for tracking
earned work-study awards. There will be a report sent out to Human
Resource Service Teams each month by the Financial Aid and Scholarship
Office that details total work-study earnings.
Revision of Work-Study Eligibility Limits
If it becomes necessary to revise a work-study award due to a change
in financial circumstances or a student's request, a Post Authorization
Notification (PAN) will be sent by the Financial Aid and Scholarship
Office to the Human Resource Service Team. A Work-Study Award Report
is sent out to employers monthly, which also serves as official
notification of a change in award. Each subsequent award revision
supersedes prior notifications.
Types of Work-Study Jobs Available
- On-Campus: Most work-study jobs are on-campus and differ
from non-work-study jobs only in terms of the funding source and
the employment process.
- Off-Campus: An off-campus employer must be non-profit,
non-religious and non-political. They must contract with the University
through the work-study coordinator at the Career Center. A student
may initiate a conversation with a qualifying employer to encourage
them to participate in the work-study program. The Financial Aid
and Scholarship Office will act as the Human Resource Service
Team for all off-campus work-study positions.
Continuing Work-study students
When students are returning to work in fall, the student MUST
be re-hired as work-study through the ER system. The start date
for a work-study appointment is the start date specified on the
ER hire record. In no case shall a student be set up as work-study
in PPS unless there is a corresponding work-study hire in the ER
Work-study eligibility is contingent upon the student employee making
satisfactory academic progress and being a currently registered
student. Any student who is barred from enrollment, withdraws, takes
a leave of absence, or is not registered loses eligibility for all
financial aid including work-study. If a student is notified that
s/he has been barred from enrollment and is appealing the decision,
it is NOT advisable that the student continue to work. If the appeal
is denied and the student has worked, the employer will be responsible
for 100% of those earnings. Work-study employees may work up to
the effective date of withdrawal.
Termination of Work-Study
It is the responsibility of the employing unit to keep accurate
records of work-study earnings and remove students from work-study
payroll status when allocations are exhausted. Any earnings in excess
of work-study allocations will be automatically charged to the unit
for 100% of earnings.
A "Notice of Termination of Work-Study" will be sent to
those units that have not complied with the above procedures and
responsibilities when their employees earn more than their award.
The department should then immediately take the employee off of
work-study status. The employee will not be paid from work-study
funds after this Notice of Termination is issued. The employing
unit will transfer any work-study earnings in excess of the award
to its non-work-study payroll account.
It is recommended that at the time of the initial interview for
the work-study position, the employer make it clear to the student
whether his or her services will be retained once the work-study
funds are depleted (i.e. converted to non-work study).
Classification and Wage Rates for Work-Study Students
Classifications and wage rates are established in accordance with
the UCSC Class Specifications. See: Student Assistant
Classification Series Concept.
Work-Study and Benefits
As UCSC casual/restricted employees, work-study employees are eligible
to accrue sick leave and holiday pay when they work over 50% of
the hours of the month. PPSM policies apply to work-study employees,
as well as non-work-study employees. However, if a student works
more than 20 hours per week for one month or longer and qualifies
for these benefits, the employing unit must pay 100% of those benefits.
(Call the Career Center or the Payroll Office for information should
this situation occur.) The Work-Study Program will not pay for any
time other than hours actually worked, (although a 15 minute rest
period may be granted for each work period of three continuous hours
or more, not to exceed two rest periods per day). See: Student
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Work-study funds will be used on a first come, first served basis when there are multiple jobs. Funds will be split among all work-study jobs until they are exhausted. Employers will be notified
via email when a student is hired into an additional work-study job. A student may have the option of working with their supervisor to convert any job from work-study to non work-study.
Re-allocation of Funds by Student
Students are NOT able to designate specific amounts of their award to specific jobs.
Unused Work-Study Allocations
Unused work-study allocations cannot be carried over from one academic
year to the next. By student request, approved by the Financial
Aid and Scholarship Office, a work-study award or a portion of it
may be converted to loan.
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Maintaining of Employment Status for Student Casual/Restricted
Student employee appointments have a unique configuration. The
appointment line on the EDB is typically set to 10/31/xx and the
distribution end date for non-work-study jobs is 6/30/xx. (For work-study
positions, the distribution end-date is the last day of the academic
year, as work-study funding does not apply beyond the academic year.)
This sustained appointment configuration greatly streamlines the
employment procedure, enabling students who may not be working for
your department next year (but who intend to work somewhere else
on campus) to remain active in the employee data-base (EDB) over
the summer months.
Any student employee who is a registered student in the spring
quarter and who will be a regularly registered student in the ensuing
fall quarter is eligible to be extended through the summer and the
next fiscal year. Persons not eligible for extension are those students
who will not be returning as registered students in the fall quarter.
Because Student Casual Restricted positions automatically end at
the end of the academic or fiscal year, campus units must formally
extend the appointment of those students who will continue to work
over the summer or who will return to work in the same position
in the fall quarter. Student employees should be extended only if
there is reasonable certainty that the student will return to the
same unit and job in the fall. In fall, they will need to provide
only address changes, check disposition, or W-4 changes in order
to update their EDB (Employment Database) record.
Policy for Employees Graduating in Spring:
Staff, upon the request of the appropriate unit supervisor,
may extend a student who is graduating at the END of the academic
year, for up to three months during the summer.
The criteria for extending graduating students are as follows:
- Extensions under this policy may begin at the end of the school
year and may remain in effect through September 30 only.
- Extension requests beyond September 30 must be submitted to
Staff Human Resources for review and approval. (Student status
will terminate after September 30.)
- Graduating seniors must be employed during the spring term,
and may be extended in an existing position only.
Extending Non Work-Study Students
To extend a non-work-study appointment, the Human Resource Service
Team will enter a new 10/31/XX end date (for the following fiscal
year), and a new future distribution is entered beginning on the
appropriate day of the following fall quarter and ending 6/30/XX.
If the student is continuing to work through the summer and into
the next year at the same pay rate and percentage, simply extend
the distribution end date to 6/30 of the next fiscal year.
Remember to inform your extended students that they have been continued
into the next year. Many students do not understand the casual/restricted
extension process, and will not know what to do when they return
Extending Work-Study Employees Over the Summer
The employment period for the Work-Study Program is from the first
day of the fall quarter through the last day of the spring quarter.
There is no work-study during summer. Employers can continue to
employ students from one academic year to the next by extending
an appointment/distribution as non-work-study. Units will be responsible
for 100% of the student's wages.
Extension for Students with Full Time Summer Work
Human Resource Service Teams must update student EDB records to
extend those students who will work in summer maintenance or custodial
crews, or for Summer Conference Office. If the student adding a
full-time (100%) summer position through 9/30/xx has other position(s)
which are extendible through the following year the other positions
will need to be ended for the summer months (to avoid exceeding
100% on the EDB). Those other positions may be set up with a future
appointment beginning 10/1/xx in the coming fall quarter. This temporary
interruption is not considered a break in service and will not require
a recruitment action.
Warning! Be sure that a student holding two summer jobs
does not work more than 40 hours per week. This would require payment
of overtime, paid proportionately by the Human Resource Service
Changing from Non Work-Study to Work-Study Status
If a student already has the position and is simply changing from
non-work-study to work-study status, the student must be re-hired
in the ER system as work-study. Students cannot be paid out of work-study
funds unless there is a corresponding work-study hire with start
and end dates specified.
Extension Calendar Guidelines
The normal extension process begins in March, with the Human Resource
Service Teams gathering information from supervisors as to which
students will be returning. Human Resource Service Teams distribute
a report showing end dates of 6/30/xx as a data collection tool.
By the end of the June Monthly Arrears (MA) open period, students
working summer jobs should be extended on the Employee Data-base
through 9/30/xx. By the end of the July MA period, students who
will probably return should be extended through the following fiscal
year (through 10/31/xx)
It is extremely important when extending full-time (100%) summer
appointments into the coming academic year, that the appointment
is reduced to a normal (under 50%) percentage. Otherwise, derivation
into the UC Retirement System will automatically occur, a status,
which is very difficult to reverse.
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Appointments and Separation Guidelines
Inactive appointments ("hanging" appointments) without
distributions that remain on the database after the student has
ceased to work have no viability on the Employee database. Students
without active appointments should be separated so that they can
be re-hired to future positions.
Definition of terms:
Break in Service - any gap in employment status of one day or
more (e.g. appointment ends on 10/31/xx and new appointment begins
10/5/xx). If there is a break in service, the student must be formally
separated and re-hired.
Ending Appointment - giving an end date to an appointment
and distribution will cause the student to become 'Inactive' on
the Employee Database (EDB). Inactive students must be separated
before they can be re-hired for a different job.
Separation - ending (by home department action) all appointments
and separating student from the EDB via the "separation"
- Beginning in March:
- Human Resource Service Teams start thinking about extensions
and separations of registered students whose positions will
end on or before 6/30/XX.
- The Payroll department coordinates the distribution of the
Extend/Separate Report to Human Resource Service Teams, which
includes student employees with distributions ending 6/30/XX.
- Human Resource Service Teams collect from supervisors information
about students to be extended or separated and can use the
Extend/Separate Report as a data collection tool for extending
or separating student employees.
- By the end of June:
- Extend student employees whose positions extend through
the summer. Give these student employees first priority to
ensure they will list on the July time sheet.
- By the end of July:
- Extend through 6/30 of the following year any student employees
you are reasonably sure will return in the fall.
- Separate student employees you are positive are not returning
to the University (e.g. graduated, withdrawn, transferred,
- Leave "as is" any other student employees for
whom your unit is the only employer. In most instances this
will result in a "hanging" appointment (i.e. distribution
with 6/30/XX end date drops off; appointment with 10/31/XX
end date remains). Extension or separation action will be
taken in the fall as appropriate (see #4 and #5 below)
- Beginning in September:
- In coordination with supervisors, determine appropriate
action for student employees not previously extended or separated.
- By the end of October
- Extend any returning student. Assure there is no break
- Add any additional positions for "continuing"
status employees; assuring that there is no break in service.
Change the home department, if appropriate, communicating
as necessary with the Human Resource Service Team currently
recorded as home department.
- In December:
- The Career Center coordinates the distribution of the
Inactive Student Employee Report to Human Resource Service
Teams. This report will be run after the November purge (when
appointments with end dates of 10/31/XX become Inactive).
If Human Resource Service Teams are systematically separating
student employees who are inactive or not returning to work,
there should be very few (ideally zero) employees on this
- Home departments separate any employee who did not return
to unit and who has no current appointment with another unit;
- Students with inactive status and
- Students previously extended who did not return.
- By the end of December MA open period; separate any student
whose name appears on Inactive Student Employee Report.
- At UCSC, the current practice is to process a "mass
separation" in February for any students remaining on
the "Inactive Student Employee Report" who have
not already been separated.
The Separation Process
The student is formally separated from the Employee Database by
the Home Department Human Resource Service Team via the separation
bundle which includes a function for ending all active appointments,
and a function showing Last Day Worked, Separation Date and Reason
for Separation. The actual last day worked should be used, not the
appointment end date (which may be 10/31/xx). If the student is
actually leaving the University, s/he may be offered a "UCRS
Distribution Kit for Non-Exempt Student Employees’ provided
to Human Resource Service Teams by the Benefits Office.
Recording Sick Leave/Holiday Accruals
All holiday or sick leave accrued by the student employee must
be kept on record in case the student is later re-hired to another
unit on campus. The Human Resource Service Teams must communicate
with each other to ensure that all Attendance, Leave Use and Accrual
Records are maintained and transferred appropriately to the current
Human Resource Service Team. See: Student Benefits
for Reinstatement of Sick Leave details.
Distribution of DCP Accumulations
A student employee must be separated from the EDB before they can
request a distribution of any retirement funds (DCP) that may have
been withheld in accordance with FICA regulations. If a student
employee requests a distribution of DCP accumulations, they will
need to be made aware that UCOP will not process the disposition
should the student become an active UCSC employee again prior to
the disposition being processed.
Separation During the Academic Year
If the appointment end date has past, and an employee is represented
by only one Human Resource Service Team, it is appropriate to separate
the student, even if s/he is still eligible to work on campus. It
is also appropriate to process a separation action if it is known
that the student has graduated or left the University. When the
Human Resource Service Team simply ends an appointment, or the appointment
end date has passed, the student will change to "Inactive"
status. Any subsequent re-hire action will not be possible without
a retroactive separation action by the former Human Resource Service
Team home department. If the appointment and/or distribution has
"fallen off", a new appointment and/or distribution must
be created from history before the student can be separated. An
appointment that has a future end date will not become inactive,
even if there is no current distribution. Students who's appointment
end date has past, or have left the University, should be separated
as soon as possible for these reasons:
- Inactive students must be separated before any future re-hire
action can take place
- a clean, more accurate EDB
- student able to access DCP accumulations if leaving the University
- an opportunity to update address and W-4 information during
- cessation of sure pay (direct deposit)
- accuracy of Student FICA reports tracking student employee/registered
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The Home Department Concept
When two or more units employ a student in non-academic jobs, it
is the responsibility of the Human Resource Service Teams to communicate
with each other to decide which one will act as HOME Department.
The following guidelines may determine which employer will act as
the home Human Resource Service Team.
- The unit in which the person was first employed will act automatically
as the home department.
- If two or more units hired the person at the same time, the
unit in which the person will work the greatest number of hours
per month will act as the home department.
- In the event the person begins working for two or more units
on the same date and for the same percentage of time, the home
department will be determined as follows:
- The earliest time or date of the unit's Employee Request
Form would establish the home department, or, if not determinable,
- The Career Center will assign the home department.
Once the Home Department has been identified, that Human Resource
Service Team is responsible for:
- Maintaining Time and Attendance records on total hours its
student employee has worked in each of his or her jobs in other
departments. It is the responsibility of the home department to
ensure that the person is credited with sick leave, holiday (or
in rare cases vacation pay) when appropriate, and that these leaves
are taken and then recorded by all the student's employing units.
Sick leave and holiday pay for work-study students must be compensated
100% with non-work-study funds. See Multiple
Part-time Appointments chart.
- Separating the student when that action is deemed appropriate.
- Receiving and maintaining student FICA reports to be reviewed
and investigated if there are questions on a student's FICA exempt/non-exempt
- Granting alternate access to another Human Resource Service
Team. When an additional job is added for a student, the new employing
unit will need access to the EDB in order to complete the on-line
entry for the new position. In an email request, the employing
unit should provide the following information:
- name of employee and student or employee ID
- Home department code to be added
- information about the position being added, including title,
percentage of time, begin and end dates of appointment
When an additional job is added for a student, it is important
for the Human Resource Service Teams to communicate with each other
to determine whether the student is retaining the position with
the original unit. If not, that position should be ended (appointment
and distributions ended), and the home department changed to the
new hiring unit.
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Critical positions are those requiring a credit report, verification
of certificate, license or degree, and/or fingerprinting. These
- cafe/coffee shop worker
- residential assistant
- student custodian
- student lifeguard
- **Child care workers (see below)
Procedures for Initial Hiring to Student Positions Defined as
Via the electronic ER system check the “FINGERPRINTING REQUIRED”
The Career Center “Employment Forms Specialist” will
provide the forms necessary for fingerprinting and/or background
checks. The student fills out their portion, then the forms Specialist
sends the forms to the appropriate Human Resource Service Team for
Human Resource Service Team fills out their section on the request
forms and forwards them to Mail Services.
Mail Services contact supervisor/student with appointment date and
Note: The same background check criteria apply to students
who are transferred, promoted or reclassified into critical positions.
General Information on Background Checks
Note: Results will go to Human Resources, which will inform
the hiring unit. Students hired with knowledge of the fingerprinting
requirement would be informed at the time of hiring that their employment
status is contingent upon results of the background check.
**Child Care program is exempt from the above process when they
hire students to care for children. They require Child Abuse Index
Check. They process their own background checks through the Department
of Social Services.
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The following benefit policies may be found in the University
Personnel Policies for Staff Members (PPSM).
Leave- PPSM #42
- PPSM #40-B
- PPSM #41
Note: Since student appointments are casual/restricted,
and rarely exceed 50% of full-time for longer than six months, a
student assistant title position will rarely accrue vacation.
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FICA (DCP/Medicare) or "Safe Harbor"
The IRS has clarified the exemption from FICA taxes available to
student employees published by the Internal Revenue Service on December
21, 2004, which modified the student FICA exception provided under
Internal Revenue Code (IRC) section 3121(b)(10). Detailed
FICA information from UCOP
A student employee (non-career) who is a U.S. citizen, permanent
resident or resident alien must be registered a minimum of half-time
(6 units for undergraduates and 5 units for graduate students at
UCSC) and have appointments totaling less than 80% for any
portion of the month to remain exempt from DCP/Medicare deductions.
During the academic year, a registered graduate student who has
advanced to Ph.D. candidacy is not subject to the unit requirement
but is subject to the less than 80% requirement.
Units taken through summer session do count in figuring exempt
status, however graduate student employees enrolled in the special
IFG summer session program will not be exempt from
DCP/Medicare charges during the summer, even if they have enough
units, in accordance with current IRS regulations.
DCP withholding and Medicare charges will not be required during
intercession and break periods.
September is typically an 'exempt' month due to the guidelines
stating that: "as long as the pay period (of a month or less)
falls partially within the term, the student is eligible for the
exemption." In early October while new quarter registration
is occurring, the "Fall Process" is run, setting the registered
units for student employees with a Student Status of 3 (undergraduate)
or 4 (graduate) to 99.9, until the AIS/EDB interface (see "Monthly
Reports" below) occurring after the registration deadline late
University student employees who do not meet the minimum unit requirement
will be subject to withholding in the same manner as other non-career
employees; that is, they will be required to contribute 7.5% of
their gross earnings to the Defined Contribution Plan (DCP), as
an alternative to Social Security contributions, and 1.45% to Medicare
(total FICA percentage will equal 8.95%).
FICA Status Codes: H/M = Harbor Medicare (Safe Harbor);
FICA Paycheck Example (H/M)
|Student's Gross Earnings
(Net earnings would be less any other withholding, taxes or deductions.)
Defined Contribution Plan (DCP)
For clarification, the DCP is a savings plan that allows participants
to accumulate tax-sheltered money for retirement. Each pay period,
7.5% of salary will be deposited automatically in the Defined Contribution
Plan and credited to an individual tax-sheltered account. The contributions
are made on a pre-tax basis, which means they are deducted from
salary before income taxes are calculated, so taxable income is
reduced. Income taxes on the DC Plan contributions, as well as any
earnings, are deferred (i.e., postponed) until the money is withdrawn.
The money accumulated in the DC Plan is intended primarily for
use when an employee retires. When a student employee leaves University
service, the account balance may be withdrawn and rolled over into
another employer's 401(a) or 401(k) retirement plan (or an IRA)
to retain the tax-deferred status. Student employees may also choose
to cash out the account balance when they leave University service;
however they may have to pay federal and state penalty taxes (currently
amounting to 22%) in addition to federal/state income taxes (12.5%)
which would be due upon tax filing. Questions regarding DCP accumulations
can be directed to University of California, Office of the President
at 1-800-888-8267, extension 70651. Information for Safe Harbor participants. More information is also available
by logging into AtYopurService Online.
Monthly Interface and Reports
Twice each month before the MA (monthly arrears) and the MO (monthly)
payroll computes, maintenance reports are produced based on matching
identification data between the Academic Information System (AIS)
and the Employee Database (EDB). The match is made between the two
systems using social security number and birth date. The EDB will
correctly set the FICA codes to exempt (N/N) or non-exempt (H/M)
status, based on registered units in AIS and appointment percentage
in PPS. The Career Center FICA coordinator uses these reports to
investigate any questions regarding registered status or payroll
status, and also as an aid in determining whether or not to separate
employees who are inactive on the EDB. The Human Resource Service
Teams receive a summary of these investigations from the Career
Center and are asked to take any necessary corrective actions.
Possible Reasons for incorrect derivation of zero units:
- Discrepancy between the social security number on AIS and EDB.
If a social security number is input incorrectly into either the
AIS or the EDB, please report this to the Career Center. If the
EDB number is incorrect, the Accounting Office needs to be notified
so that social security records can be rectified. The Registrar
must make corrections if the AIS information is incorrect.
- Late Registration. If a student registers after the add/drop
deadline in any given quarter, the AIS/EDB will be run before
the course units are entered, and the student will appear to have
0 registered units.
- Students registered at another UC campus (status 6 or 7) have
not had their course units manually set by the Human Resource
Service Team, as required.
If a student feels s/he has been incorrectly charged DCP/Medicare,
s/he may request a refund. The Career Center FICA coordinator will
investigate the student's registered/employee status for the pay
period in question, and if the student has been incorrectly charged
an authorization will be sent to the Accounting Office Payroll Department
to issue a refund of the Retirement portion of the charges.
In order for a student to receive a refund of DCP funds that were
withheld in error, the Career Center must provide information from
the home department as to how the error occurred and how and when
it was corrected (i.e., incorrect DOB or SS#). This information
will be forwarded to the Payroll department for further investigation
and final approval.
If Human Resource Service Teams have reason to believe that a student
employee in 'Safe Harbor' is registered for the minimum course units,
please call the Student FICA Coordinator at the Career Center who
will investigate the matter and authorize a refund if appropriate.
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Undergraduate Student Employees
Although not a mandate, it is strongly recommended that student
employees carrying a full schedule of classes work fewer than 20
hours per week while school is in session. They are entitled to
work up to a maximum of 40 hours per week when school is not in
session, between quarters and during summer vacation. Students with
a full course load desiring to work more than 20 hours per week
while school is in session must seek approval from their college
provost. The provost must inform the Career Center in writing that
the student is in good academic standing and that an increased workload
is not expected to affect negatively the individual's academic performance.
Graduate Student Employees
Graduate students holding 50% Teaching Assistant positions must
receive approval from the Graduate Board before any additional appointments
can be processed. The Graduate Dean requires a letter requesting
the exception from the student's board and/or faculty adviser. The
letter must give the details for the job (amount of time involved),
and how the additional work will affect the student's progress to
Per Staff Personnel Policy 22-B.2: "A part-time employee may
be granted one 15-minute rest period for each work period of three
continuous hours or more not to exceed two rest periods per day."
The University is required by law to pay worker's medical expenses
and disability payments for on-the-job injuries. Contact your Human
Resource Service Team or Risk Management for further information
regarding Worker’s Compensation.
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If you have a problem or complaint about your employer, the Career
Center will try to help you informally resolve the issue and can
direct you on how to proceed with a formal complaint if the issue
is not immediately resolved. The Career Center contacts and other
offices that can assist you are listed below.
For all student employment issues, both on and off-campus, please contact the Career Center Director, Barbara Silverthorne,
through her assistant at (831) 459-4021, or directly at (831) 459-4590 firstname.lastname@example.org.
- Additional Resources:
- The Career Center director will review and process all complaints
related to the Career Center policies and procedures that are
submitted to the Career Center by both students and employers.
If an informal resolution cannot be reached, the Career Center
director will advise the individual(s) of their options and of
the available administrative resources.
- A student employee has the right to file a complaint with the
Career Center office and/or to utilize the campus grievance procedures
in the following situations:
- if the student employee has reason to believe that an employer
has not adhered to an established Student Employment policy
and/or procedure; or
- in the case of alleged violation of Title VIII or Title
IX regulations or of university policy precluding discrimination
based on sex, race, religion, national origin, age, or sexual
- Prior to contacting the Career Center director regarding a specific
complaint, it is recommended that the individual(s) filing the
complaint(s) first seek an informal in-house resolution to the
issue of concern. Persons who are unsure as to how to attempt
this informal in-house resolution should contact the Career Center
director immediately for advice. After informal efforts have been
exhausted and the complaint remains unresolved, it is then appropriate
to seek advice from the Career Center director on how to proceed.
- The Career Center director will hear all the facts. If it is
determined that there may have been a misapplication of university
policies or Career Center policies and/or procedures, the Career
Center director will attempt to facilitate an informal resolution.
- Information regarding applicable policies and procedures for
resolving complaints of discrimination and harassment and for
pursuing available remedies is available in the Personnel
Policies for Staff Members (PPSM)-Section 70.
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for Termination and Reduction in Time
Because of the student Casual/Restricted designation, student employees
may be terminated at any time without specifying a reason. Written notice shall not include a reason. Please
consult with your Human Resource Service Team.
- Student employees should be given as much notice as possible
before changing schedules or terminating employment.
- Employers should provide feedback to improve and/or correct
the conduct or performance of student employees.
- Employers should be fair and make sure all student employees
are treated consistently.
- The Career Center director is available to mediate employee/employer
- Employers should strive to work out any disciplinary issues
with their employees and dismissal should be used as a last resort.
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