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Date Adopted: 10/80
Date Revised: 04/05/17
References: UMW Financial Aid Student Employment Manual; HRS Procedures
Issuing Office: Administration and Finance
Approved By: Susan Briggs

  1. Policy

    The University of Montana Western shall administer student employment in accordance with established procedure, federal and state regulations and relevant collective bargaining agreement provisions.

  2. Purpose

    The purpose of this policy is to ensure that student employment is administered in accordance with established procedure, federal and state regulations, and relevant collective bargaining agreement provisions.

  3. Procedure

    1. Eligibility

      To be eligible for Student Employee Status an undergraduate student must:

      1. Students enrolled for a minimum of six (6) credits during the academic year or summer sessions at the University of Montana Western are considered student employees. Enrollment shall be verified after the third week of each semester. If an individual is not enrolled for at least six (6) credits at that time, he/she shall be immediately discontinued as a student employee and cannot be transferred to temporary classified employment status.

        In the event an individual’s academic credit hours are less than six (6), the individual can no longer be considered a student employee. For taxation purposes, students enrolled for less than six (6) undergraduate credits are subject to F.I.C.A., state and federal taxes. If a student is enrolled for less than six (6) credits, he/she shall continue to be considered a student employee for employment purposes under the following conditions:

        1. During summer and other scheduled academic breaks, student employees are not required to be enrolled. Applicable payroll withholdings will apply. In order to be considered a student employee during the summer, the student must be enrolled for at least six (6) credits during the immediate successive academic semester.
      2. Maintain a cumulative grade point average of 2.0 on a 4.0 scale.
    2. Employment Conditions

      The intent of this policy is that all applicable federal policies shall be observed. If there is a conflict, federal policies shall take precedence.

      Student employees shall not replace or displace classified employees nor shall the employ­ment of students result in a reduction of the number of regular work hours assigned to any classified employee.

      1. Rate of Pay: The hourly rate of pay for student employees will range between minimum wage and $9.95. Exception requests must be submitted in writing with justification. Supervisors may not pay a higher wage without approval. Submit requests to Financial Aid for work study positions. Submit requests to Business Services for non-work study positions. Students may not accept cash or other unauthorized forms of payment for work performed for the benefit of Montana Western. All payments must occur through the student payroll process.
      2. Recommended Workload: No student employee may work more than 29 hours in any given week or exceed 116 hours in a single payroll period. A week is defined as Sunday through Saturday.
        1. When classes are in session, the recommended workload for a Federal/State
          Work-Study award of $2,000 is about ten (10) hours per week depending on rate of pay.
        2. During summer student employees are eligible to work no more than 29 hours per week.  Exception requests must be submitted in writing with justification.
        3. Montana Western is a single payer, student employees with two (2) or more
          campus jobs may not work more than 29 combined total hours in any given
          week or exceed a combined total of 116 hours in any given payroll period.
      3. Overtime: Student employees are ineligible to have a work schedule that would
        result in overtime compensation and/or compensatory time.
      4. Benefits: Benefits including, but not limited to, annual leave, sick leave, holiday pay,
        health insurance coverage, retirement and other benefits for which regular
        employees of the University of Montana Western are eligible shall not apply
        to student employees.
      5. Length of Appointment: The duration of student appointments may not exceed one
        academic year. Written notice of the duration of an appointment shall be provided
        to the student employee by the hiring authority. There is no right to renewal
        and employment ends at the expiration of the designated term of employment,
        unless renewed at the discretion of the hiring department or terminated
        earlier for reasons outlined in this policy.
    3. Student Employment Responsibilities

      Student employees must be consistently dependable, prompt and reliable in attendance and work the required period of time as agreed by the student and supervisor, provided it does not interfere with the student’s academic schedule. A student who accepts employment must work the hours and times agreed upon with the supervisor. If a student must be absent from work, the supervisor should be notified at least one working day prior to the assigned work time. All student employees are expected to fulfill their work obligations as agreed upon by the student and supervisor.

      Before a student is eligible to begin work, the necessary payroll forms must be completed and returned to the Business Services Office. Once these forms are completed, the student will be issued a Hire Card denoting his or her work status. Hire Cards must be completed and returned to the Student Payroll Coordinator before the student begins working. Students of Federal and State Work-Study must return a signed award letter stating they accept their offer. Failure to do so may result in the loss of their work-study awards.

      A student must fulfill all of the foregoing obligations to remain in good standing on the Student Work- Study Program. A student who does not comply is no longer in good standing and is ineligible for rehire on campus for one year.

    4. Description of Job Duties

      A brief written description of job duties will be provided to each student employee and the Human Resource Services/Student Employment Office and Career Services Office upon initial appointment. If duties change significantly during the term of employment, an updated description will be completed by the hiring department and a copy provided to the Human Resource Services/Student Employment Office and Career Services Office.

      Written performance evaluations may be required by policies of employing departments.

      Records of student employment, as discussed in this section, shall be maintained by the employing departments.

    5. Sexual Harassment

      Sexual harassment is an illegal form of discrimination under Title VII of the Civil Rights Act of 1964 and Title IX of the Educational Amendments of 1972 and will not be tolerated on the Montana Western campus. If you feel your rights have been violated or have questions or concerns, please contact Liane Forrester, Affirmative Action Officer, James Short Administration Building – phone (406) 683-7101.

    6. Termination of Employment

      Students are employed at the discretion of the hiring department. Due to a department’s operational needs, staffing requirements, and/or funding limitations, a student’s employment may be discontinued at any time notwithstanding the term for which the student was hired.

      A student may terminate employment and remain in good standing and be eligible for employment in another student work job by giving at least two weeks written notice or by termination of employment at the time agreed upon by the supervisor.

      If termination is the result of unsatisfactory job performance, the student may be given an opportunity to improve his/her perfor­mance prior to termina­tion. A student may be informally counseled relative to substandard job performance. If performance does not improve, a written warning letter should be issued to the employee. The warning letter shall include a complete explanation of unsatisfactory performance and the acceptable standard of performance. A copy of the letter shall be sent to Human Resource Services.

      Notice of termination should be issued in writing and a copy sent to Human Resource Services/Student Employment Office.

    7. Appeal Procedure

      A student shall have the opportunity to appeal a termination due to poor job performance. Terminations resulting from funding constraints and/or revised operational or staffing needs of a department cannot be appealed.

      The purpose of this procedure is to promote the prompt and efficient resolution of student complaints concerning employment with the University. The parties agree that problems which might ultimately be a cause of complaint should be resolved wherever possible without resorting to this procedure.

      The student employee should, but is not required to, consult with the Vice Chancellor of Administration, Finance and Student Affairs prior to initiating a complaint or appeal.

      Student employees alleging discriminatory treatment may file a complaint in accordance with the University’s Discrimination Grievance Personnel Policy and Procedure 705.5.

  4. Authority

    UMW Financial Aid Student Employment Manual; HR Procedures

  5. Responsibility

    Vice Chancellor for Administration and Finance, Affirmative Action Officer, Supervisors, Deans/Directors, Associate Director of Human Resource Services.