A guide on policies, procedures, and best practices for employing and supervising Student Employees.

THE CONTENT OF THIS PROCEDURAL GUIDEBOOK ARE GUIDELINES ONLY. STUDENT EMPLOYMENT, DIVISION OF CAREER SERVICES RESERVES THE RIGHT TO MODIFY OR CHANGE PROCEDURES AND GUIDELINES AT ANY TIME WITHOUT NOTICE. 

 

  • Welcome and Introduction

    Welcome Message

    As a supervisor of student employees, you are a valuable member of the University of West Georgia and a contributor to the success of our student population. We rely heavily on student employees to help provide fast and efficient services to the many students and community members we serve. We hope you enjoy your experience supervising UWG students and that you have an opportunity to develop the work habits, skills, and contacts that will serve our students will into their future career. This guidebook is designed to help supervisors of students understand the policies, procedures, and best practices for supervising student employees. The information included is important for the student employees’ successful transition into the UWG campus employment culture and provide a better understanding of what is expected of them as employees. We hope that you find this guide helpful. Please read it thoroughly, and refer to it often.

     

    How to Use the Student Employee Handbook

    In order to achieve the University of West Georgia’s goals, it is important for supervisors of student employees to understand his/her role. This guidebook will acquaint you with the policies, regulations, best practices, and pay that apply to supervising student employees. 

    Please read this guidebook carefully and keep it handy for future reference. One of your first responsibilities as a supervisor of a student employee is to become familiar with its contents. This guidebook is only a summary of our policies, so please review it and contact Student Employment or the Human Resources Department if you have any questions. All information contained in this handbook is subject to change at any time at the discretion of UWG with or without notice.

     

    The Student Employment office is a division of Career Services. Departments that require assistance should call 678-839-6431 or email studentemployment@westga.edu

     Additional Contact Information:

    Financial Aid
    3rd Floor, Parker Hall 
    678-839-6421 

    Human Resources/Payroll
    1st Floor, Aycock Hall
    678-839-6403 

    Student Employment
    3rd Floor Row Hall, West Wing
    678-839-6431

     

    Student Employment: Introduction

    Student Employment at the University of West Georgia is a free resource to UWG students seeking part-time employment to help pay cost associated with their higher education. Student Employment posts jobs online for both on-campus and off-campus employment, including work-study and non-work study positions. We strive to provide students with the opportunity to gain experience, explore career options, and to fund their education. This procedural guidebook has been designed specifically to cover policies and procedures pertinent to UWG student employees. If you have any questions about any employment policy or procedure, please contact Student Employment at 678-839-6431 or studentemployment@westga.edu


     

    Mission Statement 

    The mission of Student Employment, Division of Career Services at the University of West Georgia is to provide our students with the comprehensive resources needed to attain their professional career goals. Through collaboration with campus, employer and community partnerships, we help students and alumni by facilitating career development through career counseling, student employment, experiential learning and the job search process. We aim to educate and empower our students to be proactive in their lifetime academic and career success.  

    Student Employment Program Objectives

    The Student Employment Program has the following objectives:

    1. To provide a broad range of job opportunities which provide leadership, transferable skills, and personal growth for student employees.
    2. To provide students with employment opportunities in jobs that are vital to the operation of the University.
    3. To foster student professional development through a variety of employment experiences.

    The purpose of the Student Employment Center at UWG is two-fold:

    • to provide quality student work and leadership opportunities, and
    • to educate students about the benefits of accessing these opportunities.

    These goals are accomplished:

    • by emphasizing paraprofessionalism (several of our on-campus positions are paraprofessional);
    • by offering a diverse choice of opportunities;
    • by helping supervisors to understand their role as educators;
    • by underlying the philosophical goals of the student work program, which place the needs of the student first.



    Principles of Student Employment

    The University of West Georgia is committed to assisting as many students as possible by providing both on- and off-campus employment opportunities based on the following:

    • Student work experience enhances the educational development and growth of students by providing work-related learning experiences.
    • Student work experience provides professional or practical training in the major areas of student academic pursuits.
    • Student work experience is a vital part of the financial aid program and provides assistance to students who might not otherwise be able to attend or afford college.

     

    Services and Responsibilities of Student Employment

    The Student Employment Center has been designated with the responsibility of administering the student employment program at the University of West Georgia.

    Services provided by Student Employment include:

    • maintaining a centralized listing of all on- and off-campus student work opportunities.
    • actively developing quality on–and off–campus work experiences for students.
    • advising and assisting supervisors of student employees.

     
    Administrative Responsibilities include:

    • administering the Student Employment Policies and Procedures.
    • reviewing job duties and responsibilities with hiring authorities for the purpose of determining proper classification
    • determining the eligibility of students seeking on–campus or off–campus work experience.
    • referring work study students to positions that complements their academic or career goals.
    • assuring that the work experience program provides meaningful and equal opportunity for all, regardless of race, religion, color, national origin, marital status, sex, age, physical ability, sexual orientation, Vietnam era or disabled veteran status.
  • The Supervisor's Role and Responsibilities

    Student Employment understands that office structures vary and that the following responsibilities may fall in different places throughout your department. Supervisors need to make sure that all resources and information are available to the student.

    Expectations
    Make position and employment expectations clear in writing.

    Establish Policies
    Establish internal policies and communicate them to the student employees to ensure that all employees understand the office rules.

    Training
    Train students to successfully carry out the duties and responsibilities of their job and supply any other information they may need (i.e. line of authority, where and how to report absences, breaks, schedule changes, etc.)

    Inform
    Keep students informed of any changes in procedure, scheduling, or working conditions.

    Coordinate Work Schedule
    Work with student employees to ensure school and work schedules complement each other. If you set the work schedules, allow time before/during/after work for students to eat, arrive at next class on time, etc.

    Report Hours
    See that each student’s work hours are reported accurately and on time. Monitor the work study allocation for each work student you employ to prevent overpayment.

    Assignments
    Be prepared for students’ daily arrival and have work tasks ready.

    Consistency
    Treat all student employees with the same respect and have the same expectations of everyone.

    Discipline 
    Correct inappropriate behavior as soon as possible Explain why the behavior was inappropriate or incorrect and how to remedy the situation. Try to resolve any problems pertaining to job performance or working relations at the time of the incident.

    Develop Good Relationships
    Develop a good supervisor/student relationship among student employees. This is not a “friendly” or “parental” relationship, but a professional association intended to foster mutual trust, respect, and a genuine interest in meeting the goals of the student, department, and the University.

  • Request for Verification of Employment

    It is the responsibility of the University of West Georgia (UWG) to protect the privacy of its employees. As a service to employees, the Department of Human Resources will furnish, upon written request of third parties outside of the University, an employee’s dates of employment at the University and his or her title or position. In instances when payroll information is request (e.g., salary information for the purpose of obtaining a loan or assistance), the requesting party will be advised that this information will only be made available with the written consent of the employee.The Family Educational Rights and Privacy act (FERPA) restricts the release of certain information about UWG students to individuals outside the university without a signed consent by the student. This includes some information that would be normally given in a work reference for student employees. Supervisors cannot release information about student employment without a specific release.

     
    Departments should not provide verifications of employment for student employees but forward any request they receive to:

    Office of Human Resources
    Aycock Hall, Room 112
    1601 Maple St Carrollton, GA 30118
    Phone: 678-839-6403
    Fax: 678-839-6425

    Human Resources can provide information regarding gross earnings but we encourage you to access your pay statements and information from ADP. 

  • Eligibility and Enrollment Requirements

    In order to be eligible for on-campus student employment, students must meet the following minimum criteria:

    1. Students must have a cumulative 2.0 GPA
    2. Students must be admitted to the University of West Georgia and enrolled in six hours or more. Once a student has graduated they can no longer work as a student employee. 
    3. Students must not be holding another classification, such as “Temporary Laborer” or “Graduate Assistant”.
    4. Student must not be working more than twenty hours per week in all jobs combined.

    *Exceptions can be made for one (1) semester for students who need less than six credit hours to graduate by submitting a written request for review to studentemployment@westga.edu prior to the student working.

    Employment During the Summer


    Student Assistants

    To be considered for an on-campus summer job, a student must be enrolled a minimum of 6 credit hours during the course of the summer (May, June, or July). 

    Students that are not taking classes in the summer but are enrolled in classes for the upcoming fall semester can be converted to temporary staff. 

    Federal Work-Study (FWS) Student Assistants

    Students who have award amounts remaining for Federal Work-Study (FWS) are able to work during the summer (through the end of June) earning their FWS award without being enrolled in classes for the summer. However, the students must be enrolled in the upcoming fall semester. Students that have a FWS Award for the upcoming academic year can begin working in July earning their FWS Award as long as they are registered for classes for the upcoming fall semester. The student's eligibility to work during the summer is also contingent on funding availability. Students that are not taking classes in the summer but are enrolled in classes for the upcoming fall semester can be converted to temporary staff. 



    Employment at time of Graduation

    Once a student graduates they are no longer eligible for further employment as a student employee with the University, unless you have been accepted as a full-time student in a University of West Georgia graduate program for the following semester. Students are prohibited from working any hours past the last day of the semester for which they graduate.



    Employment of Minors

    Students under the age of 18 you will be required to obtain a work permit to work at the University of West Georgia. The employment of all persons under the age of 18 years shall be in compliance with the regulations of the U.S. Department of Labor.

    You can visit the following sites for more information

    Internal: http://www.westga.edu/student-services/careerservices/student-employment/rules-and-regulations.php

    External: http://www.dol.gov/dol/topic/youthlabor/agerequirements.htm



    Satisfactory Academic Process for Federal Work Study

    Federal and State financial aid rules and regulations require students to maintain Satisfactory Academic Progress (SAP) in order to be eligible to earn their work study awards. This progress is assessed at the end of each semester as soon as grades are finalized. There are 3 types of violations:

    1. Grade Point Average
    2. Completion Rate
    3. Over hours

    The primary purpose of financial aid programs consists of helping students to successfully complete their degree or certificate programs. Students are required to meet satisfactory academic progress requirements while earning their degree or certificate programs to receive aid. Financial aid programs include grants, tuition and fee waivers, work study employment, need-based and non-need-based loans, and scholarship programs.  Failure to meet satisfactory academic progress requirements will result in financial aid probation or suspension. Although aid-suspended students may petition for financial aid reinstatement, reinstatement is not guaranteed.

    The Student Employment Office will notify employers if a student becomes ineligible to earn their award due to a violation of the SAP standards. Once notified, the student will either have to stop working for your department or will need to be set up as an hourly student and your department will be responsible for paying 100% of their hourly wage.

    Students can appeal their SAP status, if they had extenuating circumstances. If their financial aid eligibility is reinstated, we will notify you immediately so that they can resume earning their work study. For more information about Satisfactory Academic Progress, see SATISFACTORY ACADEMIC PROGRESS POLICY.

  • Student Employment: Introduction

    Student Employment at the University of West Georgia is a free resource to UWG students seeking part-time employment to help pay cost associated with their higher education. Student Employment posts jobs online for both on-campus and off-campus employment, including work-study and non-work study positions. We strive to provide students with the opportunity to gain experience, explore career options, and to fund their education. This procedural guidebook has been designed specifically to cover policies and procedures pertinent to UWG student employees. If you have any questions about any employment policy or procedure, please contact Student Employment at 678-839-6431 or studentemployment@westga.edu

    Mission Statement 

    The mission of Student Employment, Division of Career Services at the University of West Georgia is to provide our students with the comprehensive resources needed to attain their professional career goals. Through collaboration with campus, employer and community partnerships, we help students and alumni by facilitating career development through career counseling, student employment, experiential learning and the job search process. We aim to educate and empower our students to be proactive in their lifetime academic and career success.  

    Student Employment Program Objectives

    The Student Employment Program has the following objectives:

    1. To provide a broad range of job opportunities which provide leadership, transferable skills, and personal growth for student employees.
    2. To provide students with employment opportunities in jobs that are vital to the operation of the University.
    3. To foster student professional development through a variety of employment experiences.

    The purpose of the Student Employment Center at UWG is two-fold:

    • to provide quality student work and leadership opportunities, and 
    • to educate students about the benefits of accessing these opportunities.

    These goals are accomplished:

    • by emphasizing paraprofessionalism (several of our on-campus positions are paraprofessional);
    • by offering a diverse choice of opportunities;
    • by helping supervisors to understand their role as educators;
    • by underlying the philosophical goals of the student work program, which place the needs of the student first.

    Principles of Student Employment

    The University of West Georgia is committed to assisting as many students as possible by providing both on- and off-campus employment opportunities based on the following:

    • Student work experience enhances the educational development and growth of students by providing work-related learning experiences.
    • Student work experience provides professional or practical training in the major areas of student academic pursuits.
    • Student work experience is a vital part of the financial aid program and provides assistance to students who might not otherwise be able to attend or afford college.

    Services and Responsibilities of Student Employment

    The Student Employment Center has been designated with the responsibility of administering the student employment program at the University of West Georgia.

    Services provided by Student Employment include:

    • maintaining a centralized listing of all on- and off-campus student work opportunities.
    • actively developing quality on–and off–campus work experiences for students.
    • advising and assisting supervisors of student employees.

     Administrative Responsibilities include:

    • administering the Student Employment Policies and Procedures.
    • reviewing job duties and responsibilities with hiring authorities for the purpose of determining proper classification
    • determining the eligibility of students seeking on–campus or off–campus work experience.
    • referring work study students to positions that complements their academic or career goals.
    • assuring that the work experience program provides meaningful and equal opportunity for all, regardless of race, religion, color, national origin, marital status, sex, age, physical ability, sexual orientation, Vietnam era or disabled veteran status.

    Definition of a Student Employee

    A student employee is a part-time temporary employee whose primary purpose for being at the University of West Georgia is the achievement of a degree or certification. During the summer semester, an individual may be a student employee if s/he is taking classes during any session for the summer (May, June, or July). There are two categories in which a student can be classified: Undergraduate and Graduate. Student employees are considered at-will employees, and their employment is interim or temporary and incidental to the pursuit of a degree or certification. Student employees may be terminated at any time, without right to appeal.


    Federal Work Study (West Community Student Engagement Program)                                                                                                                                                     

    Federal Work Study (FWS) is not a scholarship, but a chance to earn money for college. Please note that the University of West Georgia (UWG) does not guarantee that any student who qualifies for the Federal Work Study Program will be given a job. Federal Work Study (FWS) positions have a few differences from Student Assistant Positions. Federal Work Study Positions are federally funded; meaning paychecks are paid from government money. Students earn money on an hourly basis until they have earned the amount they were awarded. It is the responsibility of the student to keep track of earnings. Once a student earns their allotment, they must stop working, or be switched to a Student Assistant status. To apply for FWS jobs students must be awarded Federal Work Study through Financial Aid and also be enrolled in classes. FWS positions can be on- campus positions or off- campus positions, such as America Reads, America Counts, and Community Service. 

    General Characteristics of Student Employees 

    • The primary and first concern of a student employee is academics.
    • Students are generally struggling with issues related to:
      • Autonomy from parents
      • Relationships with peers
      • Independence and self-management skills
      • Academic performance
      • Financial burdens
      • Integration and acceptance of a workable value system
      • Career and life direction

     

    The Supervisor’s Role and Responsibilities

    Student Employment understands that office structures vary and that the following responsibilities may fall in different places throughout your department. Supervisors need to make sure that all resources and information are available to the student.

    Expectations

    Make position and employment expectations clear in writing.

    Establish Policies

    Establish internal policies and communicate them to the student employees to ensure that all employees understand the office rules.

    Training

    Train students to successfully carry out the duties and responsibilities of their job and supply any other information they may need (i.e. line of authority, where and how to report absences, breaks, schedule changes, etc.)

    Inform

    Keep students informed of any changes in procedure, scheduling, or working conditions.


    Coordinate Work Schedule

    Work with student employees to ensure school and work schedules complement each other. If you set the work schedules, allow time before/during/after work for students to eat, arrive at next class on time, etc.

    Report Hours

    See that each student’s work hours are reported accurately and on time. Monitor the work study allocation for each work student you employ to prevent overpayment.


    Assignments

    Be prepared for students’ daily arrival and have work tasks ready.


    Consistency

    Treat all student employees with the same respect and have the same expectations of everyone.


    Discipline 

    Correct inappropriate behavior as soon as possible. Explain why the behavior was inappropriate or incorrect and how to remedy the situation. Try to resolve any problems pertaining to job performance or working relations at the time of the incident.


    Develop Good Relationships

    Develop a good supervisor/student relationship among student employees. This is not a “friendly” or “parental” relationship, but a professional association intended to foster mutual trust, respect, and a genuine interest in meeting the goals of the student, department, and the University.


    Supervisor’s Responsibilities

    The Student Employment office understands that office structures vary. Ensure that all resources and information is available to the student giving them the tools needed to succeed. 

    • Make the expectations clear. 
    • Establish office policies and ensure the student understands them.
    • Train the student to carry out duties and responsibilities. Everyone has different learning styles, but an example of ensuring the student knows how to perform a duty is as follows:
      • Show the student how to perform the duty while he/she takes notes
      • Let the student perform the function as you watch to ensure he/she understands
    • Communicate any change in office procedures. 
    • Coordinate work schedules to complement school schedule. Allow time for student to eat and arrive/leave class on time. Discuss dates UWG and your organization are closed. Keep midterms and final exams in mind. The student may need to take some time off to study. If possible, please be flexible in allowing study time for exams. If a student fails too many classes, he/she could fall on academic probation causing the student to be ineligible to work.
      • If all paperwork, orientation, and training is completed, the first day a student can work for fall semester is the first Monday in September after Labor Day. The last day for fall semester is the day before fall graduation (generally the second Friday in December). 
      • For spring semester, the first day will be in January with the start of UWG classes until the end of spring semester, which is toward the end of April.
    • Time sheets are processed bi-weekly. A time sheet will not be processed unless the supervisor has signed off that the student did work the hours stated on the time sheet. All signed time sheets are due by 1:00 pm every other Friday. Please be aware that students are allowed to turn in time sheets early to accommodate holidays and closings. In the every you will not be available to sign the time sheet, please advise the student of the next authorized individual. 
  • Definition of Student Employee / Types of Positions

    Definition of a Student Employee                                                                           

    A student employee is a part-time temporary employee whose primary purpose for being at the University of West Georgia is the achievement of a degree or certification. During the summer semester, an individual may be a student employee if s/he is taking classes during any session for the summer (May, June, or July). There are two categories in which a student can be classified: Undergraduate and Graduate. They are explained below.

    Undergraduate:                                                                                             

    Undergraduate students are considered Student Assistants. They can perform many jobs within your office such as clerical support, web development, etc.

    Graduate:                

    Graduate Research Assistant (GRAs), Graduate Teaching Assistants (GTAs), and Graduate Assistants (GAs)

    GRAs and GTAs are typically hired by the graduate schools to perform assistantships that are related with the student’s degree. Graduate Assistants can be hired to perform tasks within your department such as clerical support, web development, etc.                                                                                      

    Student employees are considered at-will employees, and their employment is interim or temporary and incidental to the pursuit of a degree or certification. Student employees may be terminated at any time, without right to appeal.

     

    Temporary Labor

    During the summer break students that are not taking classes at any point during the summer break (May, June, or July) but are enrolled in the upcoming fall semester will need to be converted to temporary labor. Temporary Labor is a “Temporary/Non Benefited Status”, which is subject to re-approval each 90 days for a period not to exceed 12 months of continuous employment. Upon completion of 12 months employment, a service break of 30 consecutive calendar days must be met to be eligible for further employment. 

     

    Types of Positions

     

    Student Assistant

    Who is eligible: Undergraduates and Graduates Students 

    A Student Assistant (SA) is a part-time employee who is currently enrolled at University of West Georgia (UWG) with a minimum of six credit hours, with the primary goal of achieving a degree. Student Assistant Positions are jobs located on campus. These jobs can range from clerical to landscaping positions.  

     

    Federal Work Study (West Community Student Engagement Program)                                                                                                                                                       

    Who is eligible: Undergraduate and Graduate Students     

    Federal Work Study (FWS) is not a scholarship, but a chance to earn money for college. Please note that the University of West Georgia (UWG) does not guarantee that any student who qualifies for the Federal Work Study Program will be given a job. Federal Work Study (FWS) positions have a few differences from Student Assistant Positions. Federal Work Study Positions are federally funded; meaning paychecks are paid from government money. Students earn money on an hourly basis until they have earned the amount they were awarded. It is the responsibility of the student to keep track of earnings. Once a student earns their allotment, they must stop working, or be switched to a Student Assistant status. To apply for FWS jobs you must be awarded Federal Work Study through Financial Aid and also be enrolled in classes. FWS positions can be on- campus positions or off- campus positions, such as America Reads, America Counts, and Community Service. 

    For more information please visit our West Community Student Engagement Program Section.

     

    Student Research Assistant Positions

    Who is eligible: Undergraduate and Graduate Students 

    The Student Research Assistant Program (SRAP) is funded by the University of West Georgia Foundation. SRAP enables faculty and staff to employ undergraduates to assist in research or other college-related work. SRAP encourages students to participate in research and other educational opportunities anchored to their chosen fields of study in order to enhance their learning experience, improve their quality of life, advance their academic research skills, and promote the University of West Georgia. The program will also help diminish the attrition rates among underclassmen at the University of West Georgia while accomplishing at least one of the following goals: Contribute in some significant way to the quality of life on campus. Advance some recognized academic or research project. Promote the institution and enhance its reputation.

    For questions and opportunities in the SRAP program please contact Stacey Rowland by phone at 678-839-0628 or by email atsrowland@westga.edu.

     

    Graduate Assistant/Graduate Research Assistant/ Teaching Assistant

    Who is Eligible: Graduate Students 

    The University of West Georgia provides a number of Graduate Assistantships, Graduate Research Assistant and Teaching Assistantships for our students.  These assistantships offer valuable professional development opportunities in various programs and departments within the university for our degree-seeking students through supervised work experiences.  Assistantships support the research, teaching, and service responsibilities of the University and help students pay for their graduate training.  Therefore, graduate assistants must maintain satisfactory academic progress and performance and successfully complete the assigned research, teaching, or other responsibilities.          

     

    Off-Campus Employment         

    Off Campus Positions are jobs located in Carrollton and surrounding areas. The University of West Georgia Student Employment Office acts only as a Referral Service for off-campus, non-UWG positions and makes no particular recommendations regarding employers. Since off-campus, non-work study employment opportunities are not under the jurisdiction of UWG, the University assumes no obligation for verification of job standards, continued employment or affirmative action procedures.

     

    Other On-Campus Employment               

    The Food/Dining Services at The University of West Georgia are independently managed, have their own policies, and do their own hiring. You can visit www.aramark.com or WolfWorks for available positions. 

  • International Students

    International students on an F-1 visa enrolled at UWG for a full course of study and making satisfactory academic progress are eligible to work on campus. 

    F-1 Visa Restrictions:

    Students may only work

    • in campus positions
    • 20 hours per week during periods of enrollment 
    • 40 hours per week during periods of non-enrollment (summer and academic breaks)

    Failure to comply with F-1 visa restrictions and UWG institutional policies could result in immediate dismissal from campus positions or more seriously, sanctions by the United States Citizenship and Immigrations Services (USCIS).  Additional information concerning F-1 employment regulations may be obtained by contacting the UWG International Services and Programs Office.

     All International Students that have been offered a job on campus will have to first get a job offer letter from the hiring department.. 

    This letter must be on University Letterhead and should contain the following information:

    • Student's Name
    • The department they will be working for and a brief description of what they will be doing
    • The start date (this needs to be an exact date, not just "spring semester") (it is recommended that you make the start date 10-14 days out to allow time for processing the Social Security Number Application)
    • The number of hours per week they will be working (per immigration regulations they cannot work more than 20 hours per week)
    • The contact information of their direct supervisor (name, phone number and email address)
    • Departments can also utilize the approved  Student Employment Job Offer Form. 

    Once the student has the letter, they are to go to International Services and Programs (ISP) in Row Hall to receive assistance in completing the social security application. ISP will schedule a time with the student to take them to the Social Security Office to apply for their number. Please note, once a student applies for their Social Security Number, it generally takes 7-10 days for the student to receive their number.

    Once the student receives their Social Security Number they need to return to ISP and then they will be directed to Human Resources (HR) in Aycock Hall to complete their new hire paperwork.Once the new hire paperwork is completed with HR, the student will receive a Work Authorization Form to return to their supervisor stating that the student can begin work. 

    International Students CANNOT begin work without having a Social Security Number. International Students that already have a Social Security Number may go straight to HR to complete your their new hire paperwork. For more information regarding employing international students please visit: http://www.westga.edu/admissions/isap/f1-student-campus-employment.php

     
  • Federal Work-Study

    Tracking Federal Work Study

    Departments should utilize a spreadsheet to help track federal work-study funds remaining for their department and their student employees. Student Employment has provided a template that can be found by visiting the forms page or by clicking the following link: FEDERAL WORK STUDY DEPARTMENTAL TRACKING SPREADSHEET FY15-16.

    By updating this information each pay-period departments will better monitor the spending of federal work-study award for your area as well as ensure that your student employees do not over spend their award amounts.

    Federal Work-Study Budgets

    Federal Work-Study awards for non-auxiliary and auxiliary departments are determined by the Office of Financial Aid and the Student Employment Work Committee. Federal Work-Study awards are based on:

    • Previous department spending levels
    • Utilization percentage of approved student positions
    • Available funds each fiscal year
    • Number of positions approved for each department
  • Periods of Employment

    Student Appointment Begin/End Dates are posted online.

    Visit: http://www.westga.edu/student-services/careerservices/student-employment/hiring-process.php  to see the most recent periods of employment.

    *Please note that the dates for student job appointments are the same, whether the student is federal work study or hourly.

  • Posting Jobs / Applications

    Posting Jobs

    Once the department determines their hiring needs, they then may then contact Student Employment to have their job posted. All student employment positions must be posted with Student Employment. All positions are posted a minimum of ten business days.

    Follow this link for additional information on how to post positions and guidelines for posting:

    http://www.westga.edu/student-services/careerservices/student-employment/hiring-process.php

    All on-campus job openings are listed with Student Employment with our online job boards (PeopleAdmin - Wolf Works).

    Portal to Post On-Campus Positions

    To ensure equal opportunity for all eligible student applicants, all open, on-campus student assistant positions must be posted on PeopleAdmin.

    Job Descriptions 

    Job descriptions are an important and beneficial first step in the hiring process. Properly prepared, a job description sets the tone and lays the foundation for the student’s employment experience. 

    The job description:

    • Assists in the constructive and objective development of the interview.
    • Allows you and the student to determine if he or she meets the qualifications for the job. 
    • Provides a format for training and teaching job specifics.
    • Serves as a focal point for the evaluation of a student’s performance.

    It is mandatory to maintain current job descriptions for all student employee positions. Job description must include the following information:

    • Job Title, Department, Supervisor
    • Time/Hours desired
    • Wage Scale
    • Job Summary (basic job functions)
    • Essential Job Functions (specific job duties)
    • Minimum Qualifications to Perform Work Duties
    • Course work required, if applicable
    • Abilities Required

    In describing the work performed, action verbs help to differentiate between various levels of responsibility. The following represent a list of possible action verbs: designs; exhibits; audits; coordinates; collects; advises; assists; improves; establishes; expands; tutors; drafts; maintains; edits; researches; reviews; answers; refers; organizes; inputs To help with this requirement the Position Description Form can be found on the student employment website at http://www.westga.edu/student-services/careerservices/student-employment/forms-and-documents.php

    You can also view Developing Effective Job Descriptions at: 

    http://www.westga.edu/studentemployment/Effective_Job_descriptions.pdf 

    Applications

    The PeopleAdmin application provides a consistent method for supervisors to review all interested applicants and for the student to provide an initial overview of his/her skills and abilities. 

    Applications include:

    • General information (i.e., name, address, phone number, and availability to work)
    • Prior Work History
    • Hours Available to Work
    • Class Schedule
    • Skills & Abilities
    • Certifications
    • Disclaimer
  • The Interview / Selection Process

    Once the job posting has expired departments can begin contacting applicants for interviews. Student Employment recommends that you interview a minimum of three candidates for each of your vacant positions. As a courtesy once a candidate is selected to fill a vacant position an email should be sent to the non-selected candidates thanking them for their time. 

    Interviewing

    Mastering job interview skills is a major step in a student’s progress toward becoming an able and self-assured participant in the world of work. The process of applying for a position and discussing his/her own qualifications and skills gives the student experience and confidence, which will assist in obtaining summer and post-graduate employment. The main purpose of the interview is to determine if the student is capable of filling your employment needs. It also allows the student the opportunity to determine whether he or she feels qualified and comfortable with the position.

    During the interview, both parties should come to an understanding of the expectations and style of the other person. Information can be gained that is not only vital to assigning the student to a particular position, but also instrumental in determining future training and supervisory needs.

    Interviews are a significant part of the hiring process. The interview is used to determine if the applicant’s skills, abilities and interest are a good match with your specific departmental needs. If is also an opportunity for the supervisor to gain information not provided in the application (and resume).

    Interview questions should be open-ended (questions which require more than a “yes” or “no” answer) and will provide the applicant an opportunity to talk about him/herself. All interviewing questions must relate to the job description and cannot pertain to age, gender, religious affiliation, ethnicity, sexual orientation, marital status, transportation, GPA, class status, or extracurricular activities.

    It is important to communicate with all applicants before, during, and after the interview process.  If you have decided not to interview a particular applicant, notify the student that they are no longer being considered for the position.  The same is true for interviewed applicants who were not hired. 

    For more information on the interview/selection process please visit:http://www.westga.edu/studentemployment/The_Interview-Selection_Process.pdf 

    Supervisors/departments should refer to the Interview/Selection Process Guide which can be found on the Student Employment Website.

  • Hiring A Student Employee / Hiring Guidelines

    Once You Offer a Student a Job

    (Please refer to the Hiring and Onboarding a Student Employee Guide)

    Once a department has identified their selected candidate they can offer the student the position. The department should utilize the Student Employment Job Offer Form. The student will be able to take the form to Human Resources in Aycock Hall to complete their New Hire Paperwork and/or update any paperwork and Conditions of Employment. The following actions are required of all employees as a condition of employment:

    • Work Authorization Form
    • Condition of Employment Form
    • Personal Data Sheet
    • Federal and State Withholding Forms
    • USG Security Questionnaire
    • Employment Right-to-Know Acknowledgement and Training
    • Social Security (Not Covered) Form
    • Employment Eligibility Verification (Form I-9)
    • Students must provide two (2) forms of original identification (no copies) for the I-9 form             
    • Must present item from List A or an item from List B AND List C  
    • 20 Hours Rule Student Employment Agreement
    • Statement of Confidentiality
    • Georgia Defined Contribution Plan
    • Direct Deposit Authorization
    • Students must provide their banking information on an official bank document
    • Must include Account and Routing Numbers
    • Registration for ADP 

    Once the student has completed all required paperwork with Human Resources the student will need to:

    • Return the completed Work Authorization Form to the hiring department so that the supervisor will know that the student visited Human Resources and completed all new hire paperwork.
    • Get your hire/start date from the supervisor.

     

    Pre-Employment Screening

    Select student employment positions do require pre-employment screening. This process currently consist of a background check.

    Departments/Organizations may require a skills proficiency demonstration based on the assigned position, department, and job requirements.

     

    Background Investigation

    Background checks will be conducted on student assistants who hold the following responsibilities:

    • Key access to University-owned residence and/or other facilities
    • Direct responsibility for the safety and security of students; or the safety and security of personal or University property
    • Direct access to, or responsibility for, cash or cash equivalent, or University property disbursements or receipts
    • Direct access to, and/or responsibility for, protected, personal, or other sensitive data

    Employment is contingent on the completion of a criminal background check.

    Positions requiring a background check investigation will include, at a minimum, the following:

    • A state and federal criminal history check covering a minimum of seven (7) years
    • A nationwide sex offender search
    • A social security number check

    Offers of employment are conditional, pending the result of a state and federal criminal history check covering a minimum of seven (7) years. Positions of trust are those that involve interaction with children, after-hours access to facilities, and access to financial resources that have been otherwise identified by the hiring official to require a more extensive background investigation.

     

    Work Authorization

    The Student Employee Supervisor is responsible to verify that one of the two following employment processes have been completed before the student begins working: 

    1. New Student Hires: As new hires are entered in ADP, an email will be sent by Payroll to the student (if the email was provided on the application) and the supervisor notifying them that the student can now register and giving them the student employee ID number. Supervisor must verify registration is completed by their student assistant.
    2. Existing Students: As additional jobs are entered, an email will be sent by Payroll to the student and all of the corresponding supervisors notifying them that the student has an additional job and payroll transfers must be initiated to charge the new job. This email will list the position numbers and the approver names and employee IDs. 

    Please note the Student Assistant Supervisor (as identified on the “Top Sheet” hiring form) must verify that student employees have completed the initial hiring procedures. Consequences for allowing a student to work before employment forms are completed include the following:  

    • The student is not officially employed.  
    • The student is not covered by worker’s compensation.  
    • Off-cycle checks may not be requested.  
    • The student’s paycheck for hours worked before the receipt and processing will be considerably delayed.

    The University of West Georgia utilizes E-Verify, an online employment eligibility verification system operated jointly by the Department of Homeland Security and the Social Security Administration, in our employment process. In a continuing effort to operate in compliance with the Immigration Reform and Control Act (IRCA) which legally mandates that U.S. employers verify employment eligibility status of newly-hired employees and make it unlawful for employers to knowingly hire or continue to employ unauthorized workers, following procedures require adherence:

    1. All newly hired student assistant must complete their payroll information ON OR BEFORE THE FIRST DAY OF EMPLOYMENT. This will allow Human Resources to complete employment eligibility (E-Verify) within the time set by the Department of Homeland Security.
    2. When a department hires a student assistant who has previously worked on campus but doe NOT have an active payroll account, the student will be requested to complete a Work Authorization Form in addition to a new Form I-9.
  • Orientation / Training / Professional Development

    First Day on the Job with your Student Employee

    Beginning a new job can be exciting and overwhelming for your new student employee. It is your responsibility as the supervisor to make sure the student is provided everything they need to succeed in their position. Departments should have their own orientation that they go over with their student employees within the first few days of their employment. Here are some items that should be covered at a minimum:

    • Mandatory Compliance Training through CourseDen (https://westga.view.usg.edu ) (Risk (Management, Vehicle Risk & Safety, Ethics, and Right to Know)
    • Student Employees are entered within two weeks of their start date and they should complete this training during work hours.
    • Students need to complete this training within 90 days of employment or the department will have to terminate them.
    • New Student Employee Orientation Registration and Attendance
    • Request a work email address for the student employee
    • Supervisor should email ITS servicedesk@westga.edu to request a work email address (westga.edu) for student employees.
    • Usually the email address will match the student’s current email address but will have the initials/abbreviation of your department added to the beginning and end with westga.edu
      •  Ex: John Smith is hired to work in Career Services. John’s school email jsmith1@my.westga.edu but their new email for student employment purposes will be car-jsmith1@westga.edu. This is where you should send and receive all work related emails to your student employee.
    • Staff Introductions
    • Departmental Training, Policies & Procedures
      • Work Schedule, Phone Usage, and Use of Department Equipment 
      • Attendance (Calling Out, Requesting Time Off, etc)
      • FERPA & Confidentiality Policy Acknowledgements
      • Pledging at Work
      • Departmental Dress Code
      • Communication Skills

    Orientation Training and Professional Development

    A thorough and well-planned orientation allows the student to become familiar with the activities of the workplace and to more quickly feel like an integral part of the staff. 

    Student Employment Conducted: New Student Training

    Student Employment provides a basic orientation for all new student employees. All new student employees should attend no later than 90 days after their hire date. Departments that have ten or more new hires can request for this orientation to be held in their department. For more details please visit: http://www.westga.edu/student-services/careerservices/student-employment/student-employee-orientation.php 

    Departmental Orientation

    Departments are expected to have orientation and training for all student employees that is specific to their department.  The orientation session should include but not limitd to:  

    • Departmental policies
    • Departmental procedures
    • Staff introductions
    • Departmental tours
    • Safety information 
    • Scheduling
    • Overview and signing of the job description

    You should also encouraged your students to go over the Student Employment Procedural Guidebook. 

    Compliance Training

    New Student Employee Mandatory Student Training

    1. Risk Management
    2. Vehicle Risk & Safety
    3. Sexual Misconduct
    4. Right to Know
    5. Ethics

    Training should include training for the particular job (i.e. telephone etiquette for a position where the employee will be answering the telephone). Training should include clear and written job expectations. Student employees need to be aware of the requirements for the position.

    Student to Exceptional Employee (S.E.E.) Training

    The S.E.E. Training and Development Program gives students the chance to attend free, one-hour workshops on a variety of topics related to employment and work/life balance. In addition to the valuable knowledge and transferable skills that students will also have the following benefits:

    • By completing the requirements, students will earn a new honor to list on their resume - the Student to Exceptional Employee Certification.
    • Students completing the requirements for Advanced Certification, will receive a letter from the Director of Career Services, acknowledging your participation in the program.
    • Students that complete the requirements for Expert Certification will receive an additional letter from the Vice President for Student Affairs and Enrollment Management.
    • Student who achieve S.E.E. Certification will be recognized during National Student Employee Appreciation Week held each April

    For more information about S.E.E. Training and to see list of workshops please visit: http://www.westga.edu/student-services/careerservices/student-employment/student-exceptional-employee.php

  • Student Employment Policies

    Volunteering in a Department

    Students who have earned all of their federal work-study award are not allowed by law to volunteer in a position that normally receives monetary compensation.   

     

    Displacement of Employed Workers

    On-campus student employee positions, regardless of funding source (e.g., departmental operating funds, grant funds, or work study) must not displace classified staff employee positions or impair existing contracts for services. Hiring officials within each department are responsible for ensuring that student employees do not supplant, displace, or replace classified staff positions.

     

    Working for a Relative 

    The Student Employment Office does not recommend the hiring of students in a department or agency where an immediate family member is employed. An immediate family member is defined, inclusively, as: spouse, parent, child, grandchild, grandparent, brother, sister, 8 stepparent, stepchild, mother in-law, father in-law, son in-law, daughter in-law, brother in-law and sister in-law. 

     

    University of West Georgia Student Employment Policies

    The following policies are applicable to UWG Student Employees and can be found by referring to the UWG Employee Handbook which can be found by visiting: http://www.westga.edu/hr/ and clicking on “Employee Handbook” on the left hand side under Policies & Procedures:

    • Equal Opportunity Statement
    • Employment of Disabled Veterans of the Vietnam Era
    • Americans with Disabilities Act
    • Sexual Harassment Policy
    • Title IX of the Education Amendments of 1972
    • Discriminatory Harassment Policy and Non-Discrimination Policy Statement
    • Drug and Alcohol Policy and Disciplinary Actions
    • Conflict of Interest (Occupational & Political)
    • Possession of Weapons/Workplace Violence
    • Policy on Smoking

     

    Student Conduct Code

    All students and student supervisors should be familiar with the Student Conduct Code. If a student employee is found to be in violation of the Student Conduct Code, the supervisor and/or Student Employment Office may file a complaint. 

    For more information regarding the Student Conduct Code please visit: http://www.westga.edu/studentconduct/

    To report an Incident or Concern please visit: https://publicdocs.maxient.com/incidentreport.php?UnivofWestGeorgia

     

    Dress Code for Student Employees

    Students are expected to be appropriately attired for the position they hold; however, some departments may have a specific dress code to follow. The Student Employment Office has some established guidelines for student dress code. They are as follows:  

    • Shoes must be worn at all times. 
    • Everyone must wear shirts (including those working in Grounds, Maintenance and on Paint crews).  
    • If your department allows students to wear shorts, the shorts should be of appropriate length.  
    • Bathing suits, tube tops and halter-tops are not allowed. 

     

    Performing Duties Unrelated to Job Description

    Student employees may not perform work unrelated to their job description. Examples include: typing personal correspondence, working on projects for a supervisor’s non-college business, running personal errands, babysitting, checking personal e-mail, conducting personal Internet searches. This policy does not include the hiring of 

     

    Use of Office Equipment and Supplies

    Use of office equipment and supplies (i.e., computers, telephone, paper, stamps, envelopes, etc.) is not allowed during work time or after hours. Office supplies and equipment are to be used for the sole purpose of completing the assigned tasks of the student’s position. 

     

    Use of Electronic Mail (E-Mail)

    Students may not access their personal e-mail accounts while on paid work time.  Departments should contact ITS to request that their student employee receives a work email address (@westga.edu). Use of department e-mail accounts is limited to work related duties.

     

    Jury Duty

    The University of West Georgia supports student civic involvement.  If a student is summoned for jury duty and is required to report for duty, a leave of absence will be provided for the time actually served during the regularly scheduled hours.  The student’s schedule may be altered at the supervisor’s discretion to accommodate the conflict between jury duty and the student’s regular work shift.

    During the summer, if a student is hired to work full-time (40 hours per week), the student will receive his/her regular hourly rate of pay minus the amount of money received for jury duty.  At the end of the jury duty, the student must obtain a copy of the days served from the county.  The monetary compensation from the county must be submitted to the CSB/SJU Student Employment Office.  Hours served should be recorded as "Jury Duty" on the student’s time card.  If a student is hired to work less than full-time (less than 40 hours per week) in the summer, s/he does not receive her/his regular hourly rate of pay to serve on jury duty.  Work schedules may be altered to accommodate the student’s absence and the time missed to serve on jury. During the academic year, students hired to work part-time (less than 40 hours per week) do not receive their regular hourly rate of pay to serve on jury duty.  Work schedules may be altered to accommodate the student’s absence and to assist him/her in fulfilling his work award hours for the time missed to serve on jury.

     

    Work Schedule

    Scheduled Hours

    It is very important to work you’re agreed upon days and hours and to arrive promptly. Make sure to carefully review the section entitled “Total Maximum Weekly Hours” for restrictions related to your work schedule and weekly hours.

    Students should establish a work schedule with their supervisor that does not interfere with their classes and one to which they can commit. Students are prohibited from working during when they have a class scheduled. Even if the student’s class is canceled they are prohibited from working during those hours. 

    Attendance

    Student Employees are expected to adhere to his/her scheduled hours. The supervisor sets the work schedule according to your availability (determined by your class schedule). If the employee is unable to report to work as scheduled for any reason, the employee should promptly notify his/her supervisor. It is not sufficient to leave a message with a co-worker nor should the notification be made by a friend or family member except under emergency situations. Such notification should be made as far in advance as possible. Failure to give the appropriate notification may result in disciplinary action, up to and including termination. 

    Make sure to discuss with your supervisor the preferred procedure for calling out for that specific department. 

    Requesting Time Off

    If you need time off, you should arrange this with your manager in advance. If you are ill, you should notify your manager as early in the day as possible. Managers understand that school is your top priority, but they are also responsible for seeing that the work of the department gets done.

    If you are frequently absent or late, absent without notifying your department, or frequently requesting time off, you may be asked to leave your position. This could also have an impact on you obtaining employment with other University departments. Discuss with your manager if there are any specific procedures you should follow when you are going to be absent or tardy.

  • FERPA Guidelines

    The Family Education Rights and Privacy Act (FERPA) of 1974 as amended entitle students to review “official records, files, and date directly related” to the students which the university maintains. Students may also request a hearing regarding any alleged “inaccurate, misleading, or inappropriate” information. In most circumstances, the university will not release information from student’s records to third parties without their consent. An interpretation of the law is printed below, more detailed information can be found online with the Office of the Registrar.

    Note To Supervisors: Each student employee should have the FERPA policy reviewed with them and be required to complete the STATEMENT OF FERPA UNDERSTANDING. The completed form should be retained for your records. A student employee that violates this policy will be subject to disciplinary action, up to and including termination. 

    The following basic FERPA rule should be followed by UWG Student Employees:

    Rule #1: FERPA recognizes a person enrolled in postsecondary education as a “student” and provides that individual certain rights, regardless of age. Therefore, a parent does not have an inherent right to access his/her student’s educational records.

     Rule #2: Student employees may have access to education records for the sole purpose of performing their jobs professionally and responsibly. They have a responsibility to protect the confidentiality of education records in their possession, regardless of the medium in which the records are presented. 

    *  The same requirement and responsibilities for a school official also exists for student employees.

    * University offices hiring student employees should require each employee to sign a STATEMENT OF FERPA UNDERSTANDING, acknowledging that they fully understand that the intentional disclosure of information to any unauthorized person is a violation of both FERPA and University of West Georgia’s Confidentiality Policy. Disclosure of information could constitute just cause for disciplinary action including termination of employment regardless of whether criminal or civil penalties are imposed.

    Rule #3: Education records are considered confidential and may not be released, with the exception of unrestricted Directory Information. In some instances students may have restricted their directory information so it is the responsibility of the student workers to verify that Directory Information is not restricted before releasing it. The student ID photo is defined as confidential and should not be used or displayed in any public setting without the student’s permission. Class lists and student photos are confidential under university policy and federal law. A student employee that violates this policy will be subject to disciplinary action, up to and including termination.

    Student Employee Confidentiality Policy

    Student assistants are required to maintain UWG’s confidentiality policy. All student employees are required to abide by the policies governing review and release of student education records. The Family Education Rights and Privacy Act (FERPA) of 1974 mandates that information contained in a student’s education records must be kept confidential, including:  

    • Student’s Class Schedule
    • Academic Transcripts
    • Grade/GPA Information
    • Student ID number (SSN) – may not be given out or posted in any manner.  

    Supervisors: Each student employee should have the confidentiality policy reviewed with them and be required to complete the STUDENT EMPLOYEE ACKNOWLEDGEMENT OF CONFIDENTIALITY. Students complete a Confidentiality Agreement with their new hire paperwork but Student Employment recommends that you complete a form with them for your department. The completed form should be retained for your records.  

    Student Employee Confidentiality Policy: As a student employee, you understand and accept the following conditions and responsibilities of my employment at the University of West Georgia as a student employee:

    1. In the performance of my duties, I may have access to confidential information, which includes records of other students, faculty, or staff, business information, correspondence and reports. All of these types of information are considered confidential.
    2. I shall treat ALL information accessible to me in the performance of my duties as Confidential Information, regardless of its format (e.g.,electronic, paper, oral), unless and until advised otherwise by my supervisor
    3. I agree to not access Confidential Information unless I am authorized to do, and I agree to maintain the confidentiality and privacy of Confidential Information during and after my period of student employment with the University. I shall not, directly or indirectly, communicate, orally, in writing, or by e-mail, any Confidential Information to any unauthorized person, including, without limitation, other students, work colleagues, family members, etc.
    4. I may gain access to sensitive or confidential information and records that may be protected from disclosure by federal or state law. Examples include education records protected under the Family Educational Rights and Privacy Act of 1974 (FERPA). I understand that unauthorized disclosure of such Information can adversely impact the University, individual persons, or affiliated organizations.
    5. I shall use my access to Confidential Information for the sole purpose of performing my job duties. I shall not disclose information to ANYONE without prior authorization from my supervisor.
    6. I shall not permit myself or any other person to copy, reproduce, alter, delete, or enter any information other than what is required in the regular performance of my job duties.
    7. I am aware that any breach of this agreement, release of Confidential Information, or any abuse of my position, may result in disciplinary action through The University of West Georgia or otherwise, including possible termination of my position, prosecution through appropriate University judicial processes, expulsion from the University, and civil and criminal legal sanctions.
    8. The provisions contained in this agreement are considered condition of my participation in programs and employment offered by the University.A student employee that violates this policy will be subject to disciplinary action, up to and including termination.
  • Paying Your Student Employee
     

    Classification and Compensation (Job Descriptions and Rate of Pay)

    Compensation

    Student employees are paid no less than the State minimum wage, however the employer may choose to begin the student at a higher rate of pay within the appropriate range if the student has previous job experience or special qualifications for the job.

    The University of West Georgia uses three student assistant levels for all student employees. The general job descriptions for each of these levels can be found online by visiting: http://www.westga.edu/student-services/careerservices/student-employment/paying-student-employee.php. The pay rates for each job category is determined by the knowledge, training, skills, and level of responsibility and risk assigned to that category. Human Resources and the Student Employment Office will evaluate student positions based on the original position description submitted by a supervisor. 

    The pay rates for student employment positions should be determined by the knowledge, training, skills, and level of responsibility and risk assigned to that position. We recommend that departments use these as guides to write job descriptions that are specific to your department. Pay rates for student employment positions cannot be lower than $7.25 an hour (Federal Minimum Wage) and should not exceed $11.00 an hour.

    Human Resources and the Student Employment Office will evaluate student positions based on the original position description submitted by a supervisor. Students can view the classification and compensations information by visiting: http://www.westga.edu/student-services/careerservices/student-employment/paying-student-employee.php

    Student Employment is available to help you evaluate your student employment positions based on the job descriptions.

     

    Starting Pay

    In most cases, student employees will be hired at the minimum rate within the pay range for the appropriate job classification. The employer may choose to begin the student at a higher rate of pay within the appropriate range if the student has previous job experience or special qualification for the job. It is recommended that the employer have justification on file for exceptions to the base rate for starting wages.

     

    Types of Pay

    Hourly Pay Positions                                                                                           

    Most student employment positions are in this category. Work-study students must be paid on an hourly basis. In order to maintain equity and consistency in the student work experience programs, Student Classification and Compensation Guidelines have been established.

     

    On a Per Job Basis                                                                                              

    An agreed upon sum is paid in return for services rendered to the University when the assignment or project is completed. This may include a one-time assignment or a series of related assignments or projects.

     

    Salaried Positions: Non-Uniform                                                                             

    The rate of compensation is based on a monthly amount. Currently, only Resident Assistant positions are salaried. The rationale for determining salary rates must either be on file in Human Resources or with Student Employment. 

    *Special Notes regarding students receiving salaries or stipends: Students paid through salaried positions or are receiving stipends must adhere to all University of West Georgia Policies.  This includes the 20 hours worked per week maximum.  Additionally, supervisors are responsible for tracking student work hours each week in order to ensure compliance with University policy. If a student receiving a salary or stipend is employed in more than one student position, the total number of hours worked per week MAY NOT exceed 20 hours per week.

     

    Wage Increases

    Wage increases are dependent on the budget of the department. It is the sole discretion of the hiring department when and if a student employee will receive an increase in pay. Departments should put a set process in place and apply it to all student employees. Common Practice is to offer an increase in a student employee’s hourly rate each academic year that they return. Increases can also be issued by increasing their job duties and level of responsibility that would then change the category of their position.

     

    Holiday and Overtime Pay

    As temporary employees, student employees are not paid for holidays unless worked.  They are paid at their regular wage rate. No overtime is permitted. Student employees are not eligible to work overtime-over 40-hours per week.

  • Payroll Procedures and Processes
     

    Supervisors must approve student’s e-time according to the payroll schedule. If the supervisor is unable to approve a student’s e-time on the due date, arrangements should be made for another authorized staff person, who is able to verify the hours worked, to approve the time in the supervisor’s absence. At no time is a student authorized to sign for payment of hours. 

    Electronic Time Sheets (Electronic Time Keeping System) - ADP

    The University of West Georgia’s payroll team is comprised of trusted professionals dedicated to serving the University community. Their mission in payroll services is to prepare all University payrolls accurately and in a timely manner. They strive to ensure University compliance with all governmental regulations and to provide exceptional customer service that is aligned with the high standards promoted by the University.

    Student Employment realizes that there can be numerous questions in regards to various payroll processes and policies. We hope that this section of the policies and procedures will help answer any question you may have in regards to payroll policies and procedures.

    If you have any questions, comments, or concerns regarding payroll services, please contact:

    Payroll Services (Hours; Monday - Friday 8:00 a.m. to 5:00 p.m.) 1601 Maple Street, 300 Aycock Hall, Carrollton, GA 30118 

    E-Mail: payroll@westga.edu Phone: 678-839-6403 Fax: 678-839-6425 http://www.westga.edu/hr/mission-and-goals.php

    All student employees are required to clock in and out using ADP to track their hours worked. A complete User 

    Guides for how to use ADP can be found by visiting:http://www.westga.edu/hr/user-guides.php

    Direct Links Are Listed Below:                                                                                      

     

    Paper Time Sheet                                                                                                    

    Federal Work Student Employees who work at an off-campus organizations are required to clock in and out at their organization using ADP and maintain a paper time sheet as well. Student Employees will be provided the time sheet once they are assigned to an organization. Time sheets are due to Student Employment the Friday that payroll ends by 1:00pm, unless otherwise noted, and must be signed by your supervisor at the organization for which you are working. 

     

    Submission of Accurate Hours Worked

    Any student who is found to be falsifying their hours worked will be terminated immediately and not able to work a student employment position for the remainder of the academic year.

     

    Problems with Paycheck

    If a student has any issues with their paycheck they must first speak to their supervisor who approves their time in ADP.  For more detailed information regarding the payroll process students can visit: http://www.westga.edu/hr/payroll-procedures-and-processes.php

     

    Pay Schedule

    Timecards/e-time hours are due in accordance to the payroll schedule. It is the student’s responsibility to submit their e-time hours to their supervisors in accordance with the payroll schedule. For departments using paper timecards, the department usually turns in the timecards for student employees.  All payroll forms and employment contracts must be completed before any payment of earnings will be processed. Late time cards will not be processed until the following pay period. Student Employees are hourly paid employees. The pay period is Saturday through Friday and paychecks are distributed bi-weekly. Please refer to the Biweekly Payroll Schedule which can be found by visiting http://www.westga.edu/hr/payroll-schedules.php.



    Paychecks

    In accordance with the Board of Regents policy 7.5.1.1 all employees will be required to enroll in direct deposit. If you believe that you are unable to participate in this payment method, request an exemption by completing and submitting an exemption request the Shared Services Center, otherwise the use of a pay card will be required. Once enrolled in direct deposit, employees are required to remain enrolled in direct deposit for the remainder of their employment. 

    Students should enroll in direct deposit by completing a Direct Deposit Authorization form when completing their new hire packet in Human Resources. Students should bring a voided check with them or provide their banking information (routing and account number) on their financial institution’s letterhead when completing the form.

    If you have any questions, please contact Human Resources at 678-839-6403

     

     

    Taxes and Withholdings

    All earnings are subject to statutory state and federal income tax regulations.  Students working on campus and enrolled in at least 6 credit hours during the academic year are exempt from Social Security and Medicare taxes. Summer earnings are subject to FICA/Medicare tax.  The student will pay the employee share of 7.65% and the department is charged the employer share of 7.65%.  International students are not subject to FICA/Medicare taxes. Every student employed by University of West Georgia is required to complete a W-4 Federal Tax Withholding Form, and a Georgia State Tax Withholding Form. Students May Not Begin Working Until This Process Is Completed. Once you are on the University of West Georgia payroll, you do not have to file new forms while you continue as a University of West Georgia student unless you wish to make a change- either in exemptions*, name or address - or you are an international student. International students ONLY are required to complete new tax forms each calendar year.

    An exemption certificate is good for the calendar year. Any employee who claims “exempt” from withholding is required to complete a new W-4 form by February 16th of each year to continue being exempt for the following year. Otherwise, her/her exemption will become single with 0. You will receive a W-2 Statement of Earning form by February 1st of the following year. This statement will be available to you electronically in ADP. International students should contact the payroll department for information regarding tax issues relating to them.

    If an undergraduate student is enrolled for 6 credit hours they will be exempt from FICA withholdings and will not have to contribute to the Teachers Retirement System of Georgia (TRS). The student FICA exception and TRS withholdings will not apply to students who are not enrolled in class during school breaks of more than 5 weeks (including summer breaks of more than 5 weeks). If a student employee does not meet the enrollment hours requirement, they will automatically be enrolled in the Georgia Defined Contribution Plan (GDCP) for temporary employees and subject to a 7.5% deduction and the 1.45% employer Medicare contribution. 

    To request a refund of your contributions towards the Teachers Retirement System of Georgia (TRS) students will need to fill out the Application for Refund Contributions – GDCP form and submit it to Human Resources. Please contact Human Resources with any questions at 678-839-6425.

  • Work Week / Hours / Number of Jobs Permitted
     

    Total Maximum Weekly Hours

    Student employees are not permitted to work more than 20 hours per week during the academic year and no more than 40 hours per week during the summer and semester breaks. International students are not permitted to work more than 20 hours per week during the academic year and no more than 40 hours per week during the summer and semester breaks. These hour restrictions must be followed regardless of the number of on-campus jobs held by the student.

    Overtime Pay

    Student employees are prohibited from working in excess of 40 hours in a work week. Students are only allowed to work over the 20 hour limitation during the summer and semester breaks. Violation of this policy can result in disciplinary action up to and including termination. 

    Total Maximum Yearly Hours

    Student employees may not exceed a total of 1,300 hours worked in a 12-consecutive month period. The 1,300 hours can be accumulated in any combination during the 12 month period. Student employees’ are not subject to the re-employment restriction requiring a break-in-service after 12-consecutive months of employment. International students in lawful F-1 and J-1 status who are enrolled full-time are eligible to work for an institution but must not work more than 20 hours per week in accordance with visa restrictions and must ensure compliance with Federal Work Study requirements. For more information regarding the 1300 Hour Rule and how to track the hours please visit the Student Employment Website: 1300 Hour Rule.

    1300 RULE - ACA HOURS REPORT

    Supervisors should run the a Student Employee ACA Hours Report department report a minimum of once a month. The report will only include students who report directly to the supervisor running the report.  If your department needs a report with student employees who also work in other areas, please request this report from that specific supervisor. Supervisors are responsible for reviewing the information on the Student Employment ACA Hours Report to monitor hours worked for all students reporting to them to help ensure that students are not violating or in danger of violating the 1300 Hour Rule.  

    Twenty (20) Hour Appeal

    During the academic year, the maximum number of hours a student can work per week is 20. There are some circumstances during peak periods within the department when additional hours may be required. In these cases, the Supervisor must complete and submit the Student Employment Twenty Hour Appeal Form. The form must be submitted a minimum of five business days BEFORE the student works over 20 hours. The form should be completed in as much detail as possible, and can be found online on the Student Employment Website under the On Campus Departments Section under forms. The Student Employment Advisory Board will then review this appeal and once approved or denied, the supervisor would be notified. The purpose of the 20 Hour Appeal is to assist the department in times of great need and should never be requested to give a student more hours because they “need” them or “can work” them.  This form is to be completed and submitted by supervisors ONLY and should not exceed 2 consecutive pay periods per semester. Departments that submit a 20 Hour Appeal form for the same student more than twice a semester or found to be in violation of the 20 Hour Work Hours Policy will be asked to review their staffing needs and hire additional student employees. Student Employees who work more than 20 hours in a week without prior approval from the Student Employment Advisory Board will receive disciplinary action up to and including termination. 

    Number of Jobs Permitted - Multiple Positions

    A student employee may have a maximum of two positions within the University at the same time. FWS students cannot have more than one FWS position at a time but can be employed in a FWS position and a Student Assistant (SA) position. If a student chooses to work more than one position, the student is responsible for informing the supervisor of the other job and the student is responsible for assuring that the maximum hour (20 per week) limitations are not exceeded. 

    Calculating Total Maximum Weekly Hours

    Student Employees are limited to working a maximum of 20 hours a week. The week used to define permitted hourly maximums is a calendar week running from Saturday to Friday. You should separately keep track of weekly hours based on this work week to ensure compliance with these rules. You are able to review your total hours for a particular range of dates within the University’s electronic timekeeping system (ADP), making it simple to keep track of your weekly hours. Instructions on how to do this are on the Human Resources Page under ADP. Click on the link for User Guides for instructions (http://www.westga.edu/hr/user-guides.php).

    Note to supervisors: Any student who believes that they are being asked by their department to work more than the maximum weekly hours set forth above are encouraged notify his or her manager, the head of his or her department, or Student Employment immediately. 

  • Student Employee Break Policy
     

    Paid and Unpaid

    Consistent with Federal Law, any employee, including student employees, who work four consecutive hours are allowed a 15-minute break with pay. Any student employee who works more than six consecutive hours must take a minimum 30-minute lunch break without pay. If a student employee works a full eight-hour day, he/she is entitled to two separate 15-minute breaks with pay and a 30-minute unpaid lunch break. Break periods may not be used to cover late arrivals or early departures from work, and they may not be accumulated. Supervisors have the authority to determine when breaks may be taken to ensure that work assignments are completed and office/stations are covered appropriately.

    Examples:

    • Work a shift of four hours or more: must take a 15-minute break with pay
    • Work a shift of six hours or more: must take a 15-minute break with pay and must take a 30-minute unpaid lunch
    • Work a shift of eight hours or more: must take (2) 15-minute breaks with pay and a 30-minute unpaid lunch

    Student Employment recommends that student employees do not exceed eight (8) hours a day. Some students may need to take a 60-minute unpaid lunch. 

    During unpaid breaks, students must be relieved of all duties, perform no work whatsoever, and must take an “uninterrupted” break. If you fail to do so, you will risk disciplinary action up to and including dismissal from employment. Any student who believes s/he is not being permitted to take the unpaid breaks noted above should notify his or her manager, the head of his or her department, or the Office of Student Employment immediately.

    Please note, students must clock out for their 30-minute unpaid lunch. 

  • Emergency Treatment / Worker's Compensation
     
    In the event of a serious or life threatening emergency, call 911 for immediate assistance. If the situation is not an emergency, University Police may be contacted. If You Are Injured On The Job - Workers Compensation All employees of the University of West Georgia are covered under the provisions of the Worker’s Compensation Act. This act provides protection in the event of an injury, illness, or death that arises out of the course and scope of employment for the University. When an on-the-job injury or illness occurs, the employee must notify his/her supervisor and fill out a FROI (First Report of Injury) form immediately. The supervisor is responsible for forwarding the FROI to the Risk Management/Environmental Safety and Health Department. If medical attention is required, treatment must be coordinated through the University's; insurer. However, in the case of emergency, immediate treatment should be obtained from the nearest hospital emergency room. If emergency services are required, first contact the University Police at (678)839-6000. 

    When an employee returns to work, it is the responsibility of the supervisor to inform Risk Management/Environmental Health & Safety immediately.

    For more information and the First Report of Injury Form (FROI) please visit Campus Planning & Facilities.

  • Student Employee Records
     

    The Department of Human Resources maintains for each employee a personnel file that contains vital employment information. To ensure that personnel records are up-to date, it is the employee’s responsibility to promptly notify Human Resources in writing of any changes in name, home address, marital status, number of dependents, telephone number, and person to notify in case of emergency.

    It is recommended that each hiring department have a student employment file for their student employee where you can maintain disciplinary actions, request off and other documents accumulated during the student’s employment in your department.

    Access to Employee Records

    Access to employee records is subject to state statutes on personnel records. The University of West Georgia is a public university and is therefore subject to the Georgia Open Records Act, which means that employee information can be made available upon request. 

    Updating Information

    In order to respond to possible emergencies and to provide employees with important notices relating to their employment, it is important that the University have current and accurate records. Accordingly, it is the employee’s responsibility to keep the ADP profile current (address, telephone number, marital status, number of dependents, etc).

    Duty to Report Criminal Charges/Determinations

    Criminal Charges

    Any Student Employee of the University of West Georgia who is charged with a crime (other than a minor traffic offense and/or local ordinance violation) are required to report having been charged to his or her supervisor  within 3 days of becoming aware of such charge. The employee shall report the crime(s) he or she has been charged with, and provide documentation of the charges upon request. Within 3 days of receiving notice from the employee, the supervisor will contact Student Employment so a determination can be made as to what action, if any, is immediately warranted.

    Criminal Determinations

    Within 3 days of the employee receiving a disposition of the criminal charges, he or she is required to notify the supervisor and provide documentation of the disposition. Within 3 days of receiving notice from the employee, the supervisor must contact Student Employment so a determination can be made as to what action, if any, is warranted. Failure to report under this policy may result in disciplinary action, including termination of employment. 

    Employee Health and Safety

    The prevention of accidents and the promotion of safety are the responsibility of everyone in the University community, including Student Employees. Student Employees should be alert to and report any unsafe practices and conditions that may present an imminent danger to individuals or property. Student Employees should report these type of conditions to their immediate supervisor or to the Risk Management Office. Risk Management provides support to the University in all areas of environmental and chemical safety, including chemical and other hazardous waste removal and radiation safety. If there are any concerns with fire safety, worker’s compensation, accident prevention and property and liability insurance, employees are encouraged to contact the Department of Risk Management and Environmental Health and Safety for these services.

  • Student Employee Performance and Conduct

    Job Responsibilities and Work Performance

    Once a student begins work, the supervisor should discuss what is expected. Each department has the right to set standards for its student employees. Department managers may ask a student to leave a position if the student does not meet job responsibilities.

    Supervisors should clearly define the job responsibilities, including: how student employees are expected to interact with other department staff; how to respond to outside requests for information; what the department policy is regarding absence or tardiness, including who you should call; when and how to submit hours worked to ensure timely payment. Moreover, some departments, such as Public Safety, may also require you to comply with student employment policies and procedures that are additional to the policies and procedures set forth in this handbook.

    *Visit the Student Employment Training “Student to Exceptional Employee (SEE)” page for training materials to help your student employee get started in their student employment position.

     

    Performance Policy

    The University of West Georgia supports a consistent, continuous and communicated performance management process. Student Employment recommends that that departments conduct a formal, written performance evaluation prior to the end of each semester. The performance evaluation must include an evaluation of the employee’s capability, productivity, efficiency, initiative, and potential for departmental and institutional development. When considering merit-based raises for student employees, merit-based compensation should be based upon the performance as measured by the performance evaluation instrument. 

    Recommended Student Employee Performance Appraisal and Student Employee Performance Appraisal Instructions.

    Supervisors should provide student employees with a job description, related performance expectations, and a copy of the evaluation instrument (Student Employee Performance Appraisal).The job description should be reviewed with the employee to ensure that it accurately reflects current responsibilities and expectations.

     

    Performance Evaluations

    UWG Student Employment has established a performance evaluation form for student employees. This evaluation can be used in making decisions to dismiss a student, promote a student, and re-hire a student for the following semester and/or academic year. The job performance of each Student Employee should be conducted at a minimum of once an academic year although an evaluation each semester is recommended.

    For more information regarding the Performance Evaluation for Student Employees please visit http://www.westga.edu/student-services/careerservices/student-employment/student-employee-evaluations.php.

    Performance evaluations can be a valuable tool in communicating expectations to employees and receiving feedback. Evaluations are a necessary and important part of the employment experience; however, often times, student employees are overlooked in this process. It is important for student employees to experience the evaluation process, so that they might learn from it and be able to modify their future performance if necessary. Evaluations are not meant to reprimand a student whose performance is lacking. They serve as an excellent opportunity to recognize outstanding employees for a job well done and to help motivate students that are below expectation. The evaluation form may also be used to identify certain areas where student employees excel and areas where they might be able to improve. Due to the high turnover of student workers, it is recommended that student employees be evaluated at least once a semester. The evaluation will be based on the principal responsibilities of the student and then six core behaviors. The Performance Appraisal form and process can be found on the Student Employment Website. The student employee and supervisor should meet to discuss the student’s job performance. A copy of the completed evaluation should be kept in the student’s file for future reference and a copy should be given to the student for his/her personal records. In addition to providing funds to meet education expenses, student employment can be a profitable learning experience. 

    The student should be:

    • learning basic employee responsibilities;
    • developing a professional attitude toward work;
    • gaining job skills which will be important in future.

    Key Points to a Good Evaluation Session:  

    • Set up a date and time to meet in advance. 
    • Meet with student in a private and confidential location. 
    • Meet in a relaxed atmosphere with no barriers in the room between the two of you.  
    • Keep the evaluation relaxed and let the student do 75% of the talking.  

    Points to remember when evaluating student employees

    • There should be no surprises. Do not bring up something that has not been mentioned before.
    • Get feedback from team members and supervisor.
    • Focus on learning and development. Focus on the means not just the ends.
    • Help employees celebrate his/her success and failure of learning by experience. Prepare people to take risks by creating a safe environment.
    • Collect information on projects and tasks as you go along; keep a file of achievements and accomplishments; do not wait until just before evaluation to do it or you will forget many things.
    • Manage by walking around. Get out and see what the employees are doing in their jobs and what really goes on.

     

    Discipline and Dismissal

    Student Employment is an “At Will” basis. This means that a student’s employment with the University may be terminated at any time with or without cause or advance notice by the student or the employing department. During the orientation include a discussion of offenses that require disciplinary action, and the procedure that will be followed if the offenses occur. Listed below are offenses that may require disciplinary action: 

    1. Tardiness
    2. Absences 
    3. Sloppy or unclean appearance 
    4. Carelessness or lack of attention 
    5. Impolite to fellow employees or public 

    Supervisors may add or delete from this list to suit his or her departmental requirements and needs. 

     

    Departments should utilize the Student Employee Performance Appraisal, and the Student Employee Disciplinary Action Form. Departments cannot be selective as to who they utilize disciplinary action for. If a department uses disciplinary action for one student they must utilize disciplinary action for all student employees.

    Progressive Discipline Process

    1. Verbal Counseling is issued for minor infractions.*
    2. Written Counseling is issued after previously issuing a Verbal Counseling, or for those infractions of a serious nature.*
    3. Final Written Counseling is issued if a Written Counseling has been issued within the last 12 months or for a first offense of an extreme serious nature.*
    4. Termination is issued if a Final Warning has been issued within the last 12 months or for those infractions of a serious nature.*

    *Use the Student Employee Disciplinary Action Form.

    Discharge is recommended for gross misconduct or after all progressive discipline procedures have been followed without significant and/or satisfactory improvement in behavior and/or performance.

     

    Minor Infractions                                                                                                   

    Student Employees must be responsible for his or her own behavior. Common sense, good judgment, cooperation, and appropriate personal behavior are part of the essential responsibilities of Student Employees at UWG. Though jobs may vary across the University, there are some common conducts that are unacceptable.                                                                          

    The following are examples of inappropriate behavior (this is a non-exhaustive list):                 

    • Excessive absenteeism or tardiness                                                     
    • Sleeping on the job  
    • Failure to maintain professional standards of conduct with clients and co-workers
    • Neglect of duty or failure or refusal to perform job-related duties and assignments

           

    Gross Misconduct             

    If dismissal is for gross misconduct, the employee must be dismissed immediately and no notice is required. This is a non-exhaustive definition of gross misconduct which includes:

    • willful or deliberate behavior by an employee that is inconsistent with the continuation of employment
    • falsification of employment or other records, including timesheets
    • sleeping while on duty
    • conduct that causes imminent and serious risk to
      • health or safety of a person; or the reputation, viability or profitability of the UWG operations
    • the employee, in the course of his/her employment, engaging in:
      •  theft, fraud, or assault
      •  the employee being intoxicated at work (defined as where the employee’s faculties are, through intoxicating liquor or un-prescribed drugs, so impaired that he or she is unfit to be entrusted with any duty he or she may be required to perform)
      • an employee refusing to carry out a lawful and reasonable instruction (insubordination) 

    If gross misconduct is the cause of the dismissal, the employee will be given the reason for the dismissal and be given a chance to explain his/her conduct to the supervisor making the decision to dismiss him/her. Dismissal actions must be approved by Student Employment. Factors in Determining Severity of Disciplinary Action The following list identifies some factors for managers to consider prior to imposing any disciplinary action:

    • Degree of severity of the infraction/offense
    • Student Employee’s length of service in student employment position
    • Provocation, if any, that may have led to the offense
    • Number of previous offenses
    • Previous warnings or other disciplinary action for previous offenses
    • Student Employee’s pattern of conduct
    • Fairness of past and present supervisory practices
    • Clearly communicated University and department rules
    • Consistently applied University and departmental rules
    • Appropriate penalties for similar offenses
    • Past practices of the department for handling similar offenses                                               

    Problems with a student’s performance should be discussed with the student. If the situation cannot be resolved at this level, contact the Student Employment Office.

     

    Responsibilities during the Disciplinary Process

    Manager’s Responsibility

    • Initiate discussion with employee that exhibits behavioral or performance issues
    • Initiate a plan of action to help restore the employee to an acceptable level of behavior, conduct and/or performance
    • Contact a Student Employment representative for guidelines on the process when necessary
    • Investigate and/or research, in a timely fashion, incidents in violation of University policies, procedures, rules and standards
    • Provide employee with an opportunity to present his/her version of the events in question
    • Explain to the employee the reason for any counseling and the consequences if improvements are not made
    • Provide written documentation for department file, employee records and Human Resources files, if applicable
    • Provide employee with continuous feedback on progress during the disciplinary process

    Employee’s Responsibility

    • Work cooperatively with the manager to develop a plan of action to restore behavior, conduct and/or performance to a satisfactory level
    • Contact the Office of Student Employment for additional guidelines if necessary
    • Provide clear and concise information regarding incidents or performance issues in question
    • Ask for clarification of issues or concerns that are unclear
    • Agree on a final plan of action to ensure success

     

    ANY STUDENT WORKERS WHO ARE DISMISSED FROM THEIR STUDENT EMPLOYMENT POSITIONS BASED ON VIOLATION OF POLICY, INSUBORDINATION, FRAUD, EXCESSIVE TARDINESS OR THE LIKE WILL BE PROHIBITED—AT A MINIMUM—FROM WORKING FOR ANY UNIVERSITY OF WEST GEORGIA DEPARTMENT FOR THE MINIMUM OF THE REMAINDER OF THAT SEMESTER. 

  • Termination Guidelines and Grievance Procedure
     

    Involuntary Termination

    Student Employees may be terminated at any time based upon failure to meet the conditions of employment. The University of West Georgia encourages all supervisors to follow the performance improvement process for student employees; however, there are certain offenses that warrant immediate termination. Those offenses should be discussed with employees by their supervisors. When notified of termination, the employee must return all University property that was issued for the purpose of their student employment position.

    Resignation

    Resignation is voluntary relinquishment of employment by an employee. An employee should submit written notification of termination a minimum of two weeks prior to his or her last day worked. Before leaving, the employee must return all University property that was issued for the purpose of their student employment position.

    Student employment at the University of West Georgia is terminable at the will of either the student or UWG. This means that the student may quit at any time, with or without notice, or with or without cause. However, students should be aware that quitting without giving their supervisor at least two weeks’ notice (not counting finals week) may result in the supervisor refusing to provide the student with an employment recommendation.

    The University of West Georgia may discharge a student employee at any time, with or without notice or with or without cause. No representative of University of West Georgia has any authority to make any contrary promise, unless in writing and signed by the President. Students who feel they have been asked to work more than the maximum allowable hours per week or discharged unfairly may address their concerns in writing to LaToya Scroggins Assistant Director, Student Employment. 3rd Floor, Row Hall West Wing or email lscroggi@westga.edu

  • Student Employee Recognition
     

    National Student Employment Week

    Each year colleges and universities across the country recognize the importance of the student work experience during National Student Employment Week. Student employment offers students career-enhancing opportunities, the ability to develop skills relevant in any career, and better preparation for the job market upon graduation.

    Of course, a primary motivation for most students is the need to help pay for their education. Many students are able to earn a significant portion of their college expenses, thus avoiding the debt burden so common with college graduates today. 

    At the University of West Georgia, student employees perform invaluable services with enthusiasm, dedication, and initiative. Indeed, our departments depend on the contributions of this reliable workforce for the efficient operation of the entire campus. It is appropriate to set aside a special week to draw the awareness of others, both on campus and off, to the contributions student workers make in the multitude of roles they fill.

    By celebrating this week, we hope to increase employer awareness of the services that student employees provide; increasing employer base and positions available for students, and providing open recognition for their outstanding work.

    Student Employee of the Year

    The Student Employee of the Year Program recognizes outstanding student employees who perform invaluable services with enthusiasm, dedication and initiative. Our faculty  and staff depend on the contributions of student employees. This reliable workforce contributes to the efficient operation of the entire campus. We aim to educate and empower our students to be proactive in their lifetime academic and career success.

  • Quick Reference Guide
     
    • Undergraduate and Graduate students in good standing are eligible to work until date degree is conferred. 
    • Must be at least half-time in matriculating program (6 credits for undergraduate students; 4 credits for graduate students) for non-federal work study positions. Once you graduate you may no longer work as a student employee. 
    • Must be full-time in matriculating program (12 credits for undergraduate students; 9 hours for graduate students) for federal work study positions. Once you graduate you may no longer work as a student employee. 
    • International students require additional paperwork and must maintain full-time student status. 
    • Students may not begin working until: all required employment paperwork is completed, including the federal Form I-9. HR will give you a form stating you are cleared to begin work. 
    • Student Pay Information, listing all deadlines and pay dates, is available online at http://www.westga.edu/hr/payroll-schedules.php
    • Academic Year weekly maximum hours are 20 hours. MAXIMUM of 40 hours is allowed during the summer and school breaks. OVERTIME IS PROHIBITED. 
    • Student cannot hold more than two positions on campus at a time. Only one position can be funded by Federal Work Study. 
    • Students who work more than 6 consecutive hours must take an unpaid, uninterrupted meal break as further detailed in the Student Employment Procedural Guidebook.