Student Employment
Effective January 2007
Responsible University Officer: Vice President for Human Resources
Responsible Office: Office of Human Resources
Table of Contents
Policy Statement
The University has established a system of student employment as defined in
this policy. Student employees are those individuals registered for classes
who hold employment in non-academic student positions and undergraduate academic
teaching and research assistant positions. All qualified University students
are accorded fair and equal opportunity to enter and continue in University
employment on the basis of eligibility and qualifications.
Provisions and Terms
Section I. Administration of Student Employment.
Subd. 1. Student Employment Administrator.
Each campus shall designate a person to be responsible for student employment
who shall discharge all duties imposed by the policies and rules for the government
of student employment. Within this policy, this position shall be referred to
as the Student Employment Administrator.
Subd. 2. Student Employment Policies and Procedures.
The Vice President for Human Resources shall be responsible for revising student
employment policies and procedures. Such policies and procedures shall be made
available online for students and supervisors/responsible administrators employing
students.
Subd. 3. Policy Violation.
It is in violation of student employment policy, to (1) refuse to hire a student;
(2) maintain a system of employment that unreasonably excludes students from
employment; or (3) discriminate against a student with respect to hire, employment
terms, promotion, or privileges of employment. A person in the University of
Minnesota service may not encourage or compel, or attempt to encourage or compel,
any action forbidden by the University.
Section II. Student Employment Advisory Committee.
A Student Employment Advisory Committee (SEAC) shall be established on each
campus. This committee is composed of a small number of representatives including
students, individuals from units that hire student employees, and the campus
Student Employment Administrator. SEAC shall advise the Vice President of Human
Resources on student employment policy, work rules, and compensation governing
student employment on each campus.
Section III. Discrimination.
Discrimination on the basis of race, color, creed, religion, national origin,
sex, age, marital status, disability, public assistance status, veteran status
or sexual orientation is prohibited under the Board of Regents (Board) Policy:
Diversity, Equal Employment Opportunity, and Affirmative Action.
Section IV. Eligibility for Student Employment.
Subd. 1. Registration Requirements.
Student enrollment is a prerequisite for gaining, and a condition of continuing,
a student employment appointment in a University position. A student must be
enrolled for a minimum number of credits in order to be eligible for appointment
to a student employment position. Refer to Appendix A: Student Employment Work
Rules for specific information.
Subd. 2. Loss of Eligibility.
Students who graduate, leave school, or who fail to meet registration requirements
shall lose eligibility for student employment. Student employees who lose student
employment eligibility shall be immediately terminated from student employment.
Section V. Student Employment Opportunity Priority.
All University jobs of 29 hours or less per week are to be posted as a student
position. University of Minnesota students have first priority for any vacant
University position of 29 hours or less per week. The campus student employment
administrator or delegate may waive this requirement using UM 1524: Request for Waiver to Hire a Non-Student Employee (pdf) when it appears that University students
are not available to fill a position.
Section VI. Student Employee Classification.
Student employee appointments fall within one broadbanded student classification
under one of eleven student employment job families. Refer to the generic
job description database for a complete description of all student job classifications.
Section VII. Salary.
Subd.1. Salary Program.
The University seeks to maintain student employee salaries that are both internally
and externally competitive, as well as fairly administered, in order to attract
and retain student employees. Salary ranges are determined by the supervisor/responsible
administrator with minimum rate and guidelines established by the Office of
Human Resources.
Subd. 2. Salary Range or Rate.
There is one broad salary range for all non-academic student employees with
a set minimum rate determined for each campus. The Twin Cities campus and each
of the coordinate campuses may be positioned under the same or separate compensation
plans. The maximum pay rate is open to the discretion of the employing department.
Refer to Average
Student Wages for salary information.
Subd. 3. Undergraduate Academic Teaching and Research Assistant Positions.
Compensation for undergraduate teaching and research assistant positions is
provided through a recommended multiple step rate schedule. Refer to Academic
Salary Floors – [current fiscal year] for specific information.
Subd. 4. Discretionary Increases.
Each campus, college or administrative unit may establish employee eligibility
criteria for one or more of the following optional, discretionary wage increases:
a) recurring increases within the salary range; and b) achievement awards in
the form of one-time lump sum payments. Refer to Pay Plans [Current Year] –
Non-Academic (Undergraduate) Students Twin Cities, or for other campuses, the appropriate
campus employment office for additional information.
Section VIII. Probationary Employment Period.
A 260 work hour probationary period shall be served by every student employee
hired regardless of whether such employment occurs as an initial or new appointment,
including when moving to a new level within the same job family or when moving
to a new job family. 260 work hours shall be defined as consecutive hours worked
in a position within a department. Refer to Section XIII. Subd. 1. of this policy
for additional information.
In the case of a reclassification, no probationary period is required unless
requested in writing by the supervisor, and approved by the campus Student Employment
Administrator.
Section IX. Reclassification of Individual Positions.
When changes in the duties and responsibilities of individual positions occur
due to changes in organization, work, staffing requirements, or technology,
a reclassification is permitted with departmental approval. Departments must
document and keep a record of the reasons for the change in classification with
a copy sent to the Office of Human Resources, Compensation department. Reclassification
information is to be captured in the Human Resource Management System (HRMS)
database by entry of the classification change and the appropriate Action/Reason
code.
Section X. Performance Evaluation.
Subd. 1. Evaluation.
Supervisors are encouraged to rate the quality and quantity of their student
employee's work, typically during the probationary period, and subsequently
after that time period in accordance with departmental practice. The UM 1544
Student Employee Performance Evaluation form is available at http://process.umn.edu/groups/hr/documents/Form/1544p.pdf.
If an evaluation is completed, the supervisor is to meet with the student to
share the rating and discuss performance. Ongoing communication with student
employees about their performance is expected.
Subd. 2. Personnel File Record.
The written evaluation is to be filed in the student's departmental personnel
file. The student has the right to review any information in that file including
evaluations, comments made by supervisors and any others, and any letters relating
to work or performance ratings.
Section XI. Authorized Leaves of Absence.
Subd. 1. Unpaid Leaves of Absence.
Student employees are eligible for unpaid leaves of absence to include, but
not limited to: vacation, sick leave, bereavement leave, jury duty and military
leave.
- Vacation. Student employees may be absent from work without pay for reasons
of vacation as approved by the supervisor.
- Sick Leave. Student employees may be absent from work without pay for reasons
of employee sickness as approved by the supervisor.
- Bereavement Leave. Student employees may be absent from work without pay
for reasons of bereavement as approved by the supervisor.
- Jury Duty. Student employees shall be granted unpaid leaves of absence by
their supervisor for required jury duty.
- Military Leave. Student employees shall be granted an unpaid leave of absence
for required service in the National Guard or military reserve up to a maximum
of 15 work days in a calendar year.
Subd. 2. Paid Leaves of Absence.
Student employees are eligible for a paid leave of absence to vote in any state-wide
general election or state-wide primary election, or in any election to fill
a vacancy in the office of a United States senator or representative during
the morning of the election day. Paid leaves to vote shall cover only those
hours the employee is regularly scheduled to work and shall be reasonable in
relation to voting site location and distance. As federal and state Work-Study
regulations do not permit payment for hours not actually worked, work-study
students must be granted upon request an unpaid leave of absence to vote in
elections as described here.
Subd. 3. General Regulations.
Requests for leaves of absence shall be submitted in writing to the supervisor
for approval within a reasonable period of time prior to commencement of the
leave. In cases of illness or emergencies, the supervisor is to be notified
as soon as possible according to departmental procedures. All leaves of absence
of more than five regularly scheduled workdays must be documented by the department.
Subd. 4. Work-Study Employees.
Work-study employees are eligible for unpaid leaves of absence if the leave
is up to, but not beyond the period of financial aid eligibility within the
fiscal year. Federal and state work-study regulations specify that students
employed under the Work-Study Program may be paid only for actual hours worked.
Refer to Employer's Guide to Student Employment and Work-Study (pdf).
Section XIII. Discipline, Termination, and Protection from Retaliation.
Subd. 1. Termination of Appointment during Probationary Period.
If the supervisor determines during the probationary period that the student
employee's appointment will not be continued, the employee may be discharged
with a written notice of termination. Just cause is not required for termination
of a probationary appointment. It is strongly encouraged student employees are
given a performance appraisal mid-way through their probationary period. Such
termination cannot be grieved except under discrimination as defined under Section
III of this policy and related Board policy.
Subd. 2. Discipline.
Supervisors may only discipline student employees for just cause. Supervisors
shall maintain a record of disciplinary action. Disciplinary action shall become
effective upon the supervisor's communication of the action to the student employee.
A student employee may appeal any disciplinary action in accordance with Board
policy: Conflict Resolution Process for Employees (pdf).
Subd. 3. Termination.
The following rules shall apply:
- Student employees may be terminated from their position for just cause.
In such cases, the employee shall receive a written statement of reason for
termination. The termination may be appealed in accordance with Board policy:
Conflict Resolution Process for Employees.
- Student employees who misrepresented their eligibility for holding a student
appointment can be terminated. Students may appeal such a decision in accordance
with Board policy: Conflict Resolution Process for Employees.
- Student employees absent without authorization for three consecutive work
days on which the employee is scheduled to work shall be considered as having
resigned.
- Student employees may be terminated from their position due to the elimination
of the position, a shortage of work or funds, or for other reasons beyond
the student employee's control which do not reflect discredit on the student
employee's services.
Subd. 4. Protection from Retaliation.
Supervisors may not take disciplinary action against a student employee who,
in good faith, reports a violation of any federal or state law or regulation
to a governmental body or law enforcement official. Disciplinary action may
not be taken against a student employee who is requested by a public agency
to participate in an investigation, hearing, or inquiry, as well as a student
employee who refuses to participate in any activity that the employee, in good
faith, believes violates any federal or state law or rule or regulation adopted
pursuant to law.
Section XIV. Health and Safety.
Subd. 1. Health and Safety Standards.
At the time of hire or re-employment, student employees shall be informed by
their supervisors of the Minnesota
Employee's Right-To-Know Act (MERTKA), regarding potentially hazardous substances
or situations encountered in the workplace. Departments are responsible for
providing and maintaining work areas that meet with health and safety standards
required by state and federal law.
Subd. 2. Report of Accident or Injury.
Student employees shall immediately report on-the-job accidents and injuries
to their supervisors. The UM 1536:
First Report of Inquiry (pdf) form must be completed
and submitted according to procedure.
Exclusions
Employment of students in Graduate Assistant positions.
Definitions
The following words and terms, wherever used in this policy, shall have the
meaning indicated below.
- Classification
- Classification shall mean a descriptive title given to a position or a group
of positions with similar duties and responsibilities.
- Compensation Plan
- Compensation plan shall mean the policies and procedures which govern student
employment compensation for a particular fiscal year.
- Discretionary Increase
- Discretionary increase shall mean a wage increase (incremental, percentage,
or lump sum) which may vary in amount from employee to employee within the
limits prescribed in the compensation plan and based on job performance.
- Just Cause
- Just cause shall mean a standard or test often applied to determine the
appropriateness of disciplinary action. The factors that may be considered
in determining just cause include but are not limited to: (1) forewarning;
(2) reasonableness of the rule or standard which was violated; (3) whether
or not there was a supervisory investigation to verify student employee culpability
and to verify the circumstances of the violation; (4) establishment of proof
at a level consistent with the disciplinary action being taken; (5) prior
consistent enforcement of the rule or standard which has been violated; and
(6) disciplinary action proportional to the offense.
- Probationary Period
- Probationary period shall mean a period of time which is part of the selection
process during which the student employee is required to demonstrate fitness
for the position by actual performance of the duties of the position.
- Reclassification
- Reclassification shall mean a change in the classification of an individual
position by raising it to a higher class, reducing it to a lower class, or
moving it to another class at the same level on the basis of significant changes
in the kind, difficulty, or responsibility of the work performed. No probationary
period is required unless requested, in writing, by the supervisor and approved
by the campus student administrator.
- Supervisor
- Supervisor shall mean a person who exercises major supervisory functions
over the student employee. These functions are hiring, evaluating, assigning
work to, disciplining, and dismissing.
- Termination
- Termination shall mean the discontinuance of University employment.
Responsibilities
Section I. Campus.
- Designate a Student Employment Administrator; and
- Establish a Student Employment Advisory Committee.
Section II. Supervisor.
- Classify the work responsibilities appropriately;
- Have knowledge of the policies and procedures governing the student employee
group;
- Determine work hours;
- Provide a copy of the policy and work rules; inform the student employee
of the work schedule and performance standards (refer to Human Resources Template
Letter Library); and
- Provide regular performance reviews (optional).
Section III. Student Employees.
- Be aware of the policies governing student employment at the University;
- Understand department work rules, work schedule and performance standards;
- Perform work as assigned; and
- Inform the supervisor/responsible administrator if discontinuing work.
Procedures
For procedures to follow in hiring a student employee, refer to the following
documents:
Forms/Instructions
- UM
1522: Student Quick Hire (pdf)
- UM
1524: Request for Waiver to Hire a Non-Student Employee (pdf)
- UM 1525:
Work-Study Earnings Monitoring Worksheet (pdf)
- UM 1536:
First Report of Inquiry (pdf)
- UM 1544:
Student Employee Performance Evaluation (pdf)
- Human Resources
Template Letter Library
Frequently Asked Questions
1Q: In the case of posting a position of 29 hours or less, is it allowable
to post a student position and an appropriately classified civil service or
bargaining unit staff position simultaneously?
1A: Yes, it is permissible to post both a student position and a civil service
or bargaining unit staff position simultaneously.
Reason for Policy
A system of student employment exists at the University of Minnesota for the
primary purpose of providing financial assistance to students and secondarily,
to offer academic and career development opportunities. Conversely, employment
of students helps in carrying out certain tasks for which departments are responsible.
Who Should Know This Policy?
- Accounting/Finance Personnel
- HRMS Key Contact and ACES
- Student Employees
- HR Pros
- Supervisors/Responsible Administrators
- Campus Student Employment Administrator
- Dean
- Director/Department Head/Chair
- Vice President/Vice Chancellor
Related Information
- Academic Salary Floors [current fiscal year]
- Board of Regents Policy: Diversity, Equal Employment Opportunity, and Affirmative
Action (pdf)
- Board of Regents Policy: Employee Group Definitions (pdf)
- Employer's Guide to Student Employment and Work-Study (current year) (pdf)
- Minnesota Employee's Right-To-Know Act (MERTKA)
Contacts
- Information: Contact the supervisor of the position or the appropriate campus
Student Employment Administrator.
- Document Processing: Contact your Human Resource Management Systems (HRMS)
Key Contact.
History
Amended August, 2006: Student employment policy information extracted from
the Board of Regents Policy: Student Employment at the University and the Twin
Cities Student Employment Rules. Edits were made; information was updated and
expanded where appropriate and put in standard University-wide policy format.
Repetition of policy information available in other policies was eliminated
with appropriate references made. Work Rules information and processes were
streamlined.
The following are particular revisions to note:
- A Student Employment Advisory Committee for each campus has been created
and replaces the former Student Employee Committee on each campus; and
- Student job reclassifications are now approved at the department level.
The Administrative Policy: Student Employment supersedes previous student employment policy and rule information:
Twin Cities Campus Student Employment Rules:
Amended: March 10, 1989
Adopted: November 11, 1988
Board of Regents Policy:
Student Employment at the University
Amended: November 11, 1988
Adopted: July 10, 1981
Appendix
Appendix A: Student Employment Work Rules
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