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Student Employment Policies and Procedures
THE COLLEGE OF THE HOLY CROSS
STUDENT EMPLOYMENT POLICIES AND PROCEDURES
FOR WORK-STUDY, CAMPUS EMPLOYMENT AND GRANTS
Revised 1/08
PURPOSE
These policies are intended as a guide for the on-campus employment of The College of the Holy Cross students. They apply to all on-campus employment including work study, campus employment and grant positions.
COMPLIANCE
These policies and procedures are necessary to ensure compliance with federal and state mandates governing employment and federal regulations governing the use of federal funds in support of financial aid and grant agreements. These policies and procedures should be maintained in each department head's files.
A specific wage scale has been set up College-wide for student employment. Deviations from that wage scale jeopardizes the integrity of the College's utilization of financial aid funds and/or grant funds. The College is obligated to follow those wage scales and is required to attest to the federal government and in grant applications that it is doing so. Therefore, wage scales quoted for financial aid work study/campus employment positions and in grant applications must be approved by the Director of Human Resources. It is a legal requirement that any student who receives payment for work performed must be paid through the “hourly” payroll system of the college and not through stipend, direct payment or honorariums.
ADMINISTRATION OF WORK STUDY STUDENTS
The Budget Office allocates student employment funds to specific departments for the fiscal year. It is the responsibility of the department head to be vigilant of those funds and ensure that all student earnings are within your budget and the student's authorization limits as published by the Financial Aid Office. The following rules apply to work study students:
- Only work study eligible students may be hired.
- Normally, no student may work more than 15 hours in any school week.
- Under no circumstances should a student exceed 20 hours.
- In a week when school is not in session, a student may work 40 hours that week, but this should be cleared in advance with the Financial Aid Office.
NOTE: FIRST YEAR STUDENTS ARE REQUIRED TO WORK IN DINING SERVICES. ANY FIRST YEAR STUDENT APPLYING TO YOUR DEPARTMENT SHOULD BE REFERRED TO THE DINING SERVICES STUDENT COORDINATOR AT EXT. 2702.
NOTE: WORK STUDY STUDENTS ARE COVERED UNDER THE MASSACHUSETTS WORKERS' COMPENSATION LAWS. ON THE JOB ACCIDENTS/INJURIES TO WORK STUDY STUDENTS MUST BE REPORTED TO THE HUMAN RESOURCE DEPARTMENT IN THE SAME MANNER AS FOR ALL HOLY CROSS EMPLOYEES.
HIRING PROCEDURES AND I-9 COMPLIANCE
The following process must be used in hiring student workers:
- You must attempt to hire work study eligible students first. Check the Financial Aid Office's listing of work study students.
- If the student to be hired has never worked on campus in a paid position, then the department should check with Human Resources to insure that an I-9 is on file. If the student does not have an I-9 form on file, the hiring department must hold all the students paperwork until completed and then forward the forms to Human Resources for system processing. The I-9 must be signed-off on by the hiring manager with copies of the identification and the original I-9 form forwarded to Human Resources.
- Have the student fill out the College Work Study Student Payroll Authorization Form and a W-4 Form. The department head signs the work study authorization, retaining the pink copy for their records, and forwards it along with the W-4 form to the Human Resource Department.
- The Human Resource Department will ensure the appropriate I-9 forms are on file and forward the W-4 and Work Study Payroll Authorization to Payroll after putting the student on the payroll system.
- A student may not work without I-9 clearance and will not be put on the payroll.
CAMPUS EMPLOYMENT (CE)
Campus Employment will be assigned to each department as exceptions to Work Study. Only work study students may be hired unless a specific exception has been requested and approved. You may obtain a Campus Employment Request and Authorization Form from Human Resources.
The process for requesting an exception for Campus Employment is as follows:
- You must attempt to identify and hire work study students first.
- Requests for exceptions MUST be forwarded to the Director of Human Resources for review.
No requests for exceptions should be submitted prior to 1 October. This gives work study students the first opportunity for employment. - You must request and use the appropriate form.
- Under no circumstances should campus employment students be hired before they are approved. No student will be paid for work performed before and/or without authorization. To avoid hardship for the students and embarrassment for you and your staff, do not hire first and try to clear it after.
- Once you have the authorization to hire a Campus Employment student, the same hiring procedures will apply.
STUDENT TIME CARD PROCESSING
The Payroll Department processes time cards/time sheets each week in order to issue the weekly payroll checks. This large number of time cards/time sheets, along with a tight schedule to meet bank due dates, requires that the payroll cycle be processed in a timely manner with little or no exceptions.
Your assistance is needed to help Payroll facilitate this process. The following guidelines and procedures are in place to meet operational needs, as well as satisfy Federal and external auditor requirements:
- Time cards/time sheets should be delivered to the Payroll office as early as possible each Monday, but no later than noontime.
- Each student is required to sign the bottom of their time card or the right side of the time sheet confirming the hours they worked.
- The Department manager/supervisor must sign each student’s time card/time sheet, confirming/approving the hours worked, (signature stamp is not acceptable).
- The actual time worked should be written on the time card/time sheet for each day worked, (students not using a time clock).
- The hours worked for each day is totaled.
- The actual hours worked for the week are recorded in the left-hand corner (regular hours box) of the time card, right side of the time sheet.
Federal law mandates that hours worked need to be paid the week in which they are performed.
STUDENT JOB CLASSIFICATION SYSTEM
To ensure uniformity and fairness in student pay rates and departmental practices, the College has developed a student job classification system. The job classification system applies to any student employee (work study or non-work study) who will be paid on an hourly basis. The system contains student job titles commonly used throughout the College, and acceptable rates of pay associated with each position. All campus departments must refer to this information before hiring a student worker, as it will guide them in assigning jobs and appropriate pay rates. Students should also review this information to understand in what capacities students are employed by the College and at what pay rates.
Job titles and pay rates are based on the nature of the work that is to be performed. Human Resources will assist each department in assigning the job title that best applies to the primary purpose of the student's job, even though the responsibilities of the job may include only part of the duties outlined in the job description. (See individual job descriptions listed at the end of this guide.)
Before a student's payroll form can be processed, it must be reviewed by Human Resources. Incorrect pay rates or job titles will result in payroll forms being returned to the department for correction. If a department head feels that a particular job is not covered within the student job classification system, the department head should contact Human Resources at ext. 2354.
In order to have a new job added to the student classification system, the Department should submit a written job description to the Director of Human Resources, outlining specific duties and responsibilities. If a new position is created, the department will be notified of the approved pay grade and job classification.
STUDENT JOB TITLES (Revised 1/01/08)
$8.00/hour
Audio Visual Assistant
Computer Assistant I
Computer Operator
Editor
Editorial Assistant
Equipment Manager
Event Coordinator
Facilities Attendant
Film Assistant
Fitness Instructor
First Response Messenger
Grader
Intramural Official (Referee, Monitor, Scorekeeper)
Laboratory Attendant
Laborer
Library Assistant
Life Guard
Note Taker
Research Assistant I
SPUD Assistant
Student Assistant
Tech Staff
Telephone Operator/Dispatcher
Teller
Tour Guide
Trainer
Van Drivers/Monitor
Visual Arts Assistant I
Zamboni Driver
$8.25/hour
Asst. Web Editor II – Public Affairs
Intramural Commissioners
Multimedia Resource Center Assistant II
Supervisors/Managers/Coordinators
Tutors
Peer Mentors
Visual Arts Assistant II
$8.75/hour
Computer Assistant II (ITS only)
Multimedia Resource Center Assistant III
Research Assistant II
Community Service Project Workers – Off Campus (limited to Work-Study only)
$9.25/hour
Baker/Cook-Campus Ministry only
Computer Assistant III (ITS only)
Research Assistant III
JOB DESCRIPTIONS
Rate - $8.00
Audio Visual Assistant
Responsible for setting up, operation, and maintaining audiovisual equipment on campus. Technical ability necessary. Must be able to operate videotape, P.A. systems, motion picture, overhead, and filmstrip/slide projectors. Related tasks as assigned.
Computer Assistant I
Primary responsibilities to maintain a working knowledge of current canned software in order to answer student and faculty questions regarding use of computers. Operate and maintain computer equipment or its components. Edit documents, including web pages and perform related tasks as may be assigned.
Computer Operator
Operates and maintains computers, data processing equipment or its components. Must be able to answer student and faculty questions regarding use of computers, and provide assistance with programming problems. Previous training or experience necessary. Perform related tasks as assigned.
Editor
Responsible for a major campus publication and student activities. Performs similar or related duties as assigned or requested.
Editorial Assistant
Interviewing and writing articles for campus publication. Responsible for form and content of materials to be published. Includes proofreading. Related tasks as assigned.
Equipment Manager
Assist with uniforms and laundry issues and return before games and practices. May also assist with equipment cleaning and repair. Other related tasks as requested.
Event Coordinator
Assist in planning and implementation of campus-wide events through SPLD, publicize and promote campus-wide events. Provide staff support for some events. Meet weekly with the Assistant Director of Student programs to prepare for weekend events. Have access to SPI office.
Facilities Attendant
Duties include control of access to assigned campus building, checking I.D.'s, serving as contact for campus public safety, and ensuring general integrity of building security. Other duties as assigned.
Film Assistant
Responsible for the operation of the projection system in the Kimball Theatre, requires working on evenings as well as weekends.
First Response Messenger
Liaison between the College and Worcester Police Department. Delivers messages to apartments where a complaint has been received. Uses two way radio. Must be available Thursday, Friday, Saturday from 10p.m. to 2a.m. Performs other duties as requested.
Fitness Instructor
Provide safe fitness classes. Needs Certification. Perform other similar duties as requested.
Grader
Grades assignments on specific subject matter. Must have successfully completed courses or have upper-level status in major field. Performs related tasks as assigned.
Intramural Official (Referee, Monitor, Scorekeeper)
Responsible for officiating, scoring, and timing at games and care of equipment. Related tasks as assigned.
Laboratory Attendant
Includes all positions involving cleaning and care of laboratory apparatus and/or care of animals not requiring specialized training beyond recognition and care of such equipment and animals. May include the general and routine care of specimens or aid to persons. May include some basic research work based upon qualifications. Performs related tasks as assigned.
Laborer
Duties are of semi-skilled, physical nature. Can involve grounds maintenance, landscaping, painting, carpentry, electrical, plumbing and custodial work. May assist with audio, lighting, staging and rigging. Should have some experience in general construction, sound equipment, lighting and staging. Perform other tasks as requested.
Library Assistant
Includes all student positions in the Library or its branches. Duties include stack maintenance (shelving reading material, etc.), clerical work, and assisting library users. Related tasks as assigned.
Life Guard
Current certification (or equivalent) in the following required:
1. Red Cross Lifeguarding
2. First Aid
3. CPR for Professional Rescruer
4. AED
5. Blood Borne Pathogens
Primary function is to maintain a safe environment for water sport activities. Related tasks as assigned.
Note Taker
A notetaker is provided for a student based on ADA documentation. The notetaker, a member of the class in which the qualified student is enrolled, will take comprehensive notes, copy them in the Hogan Copy Center and provide the copy to the qualifed student in a timely manner( usually no more than one day after the class has met).
Research Assistant I
Assistant position of generally routine nature maintaining/collecting observations, data bases and logging entries. Some word processing and data entry required. Provided general clerical and/or physical assistance to project. Perform such related tasks as may be assigned.
SPUD Assistant
Students support the twenty programs that are serviced by SPUD. Daily car check of SPUD vehicles. Record volunteer participation hour. Update database for volunteer appreciation projects. Provide general office support to the SPUD program. Assist in developing student volunteer handbook. Assist in coordinating city wide cleanup project .
Student Assistant
Office position of generally routine nature. Usually includes general typing, filing, addressing/stuffing envelopes, sorting, maintaining records, providing information, running errands, library work, operating basic office machines, and minimal telephone coverage. Some basic word processing and data entry possible. Related tasks to specific departments as assigned.
Tech Staff
Duties include set-up and break down of stage and sound systems for special events. Availability for the special events for technical troubleshooting.
Telephone Operator/Dispatcher
Duties include handling of incoming calls to the College, transferring calls and giving information. Other duties as assigned.
Teller
Responsible for the following: Reconcile account balances, enter data into an automated accounting system, act as a liaison between the Student Activities Office and Student Treasurers on the process of managing student accounts. Also required to
analyze/journalize transactions, handle cash deposits, disburse vendor checks, file confidential documents and maintain accurate records. Coordinate with the Associate Dean of Students to ensure and efficient system.
Tour Guide
Takes groups of people to various locations on campus. Describes facilities and their uses. Answer any questions about the College and the campus.
Trainer
Assist in training room with athletes. Must be available for all varsity sports both home and away, various hours. Perform other similar or related duties.
Van Drivers
Operators must have current valid drivers’ license and be able to drive a ten passenger van. Transport students to housing facilities in late evening hours and on weekends.
Visual Arts Assistant I
Monitor Photo Lab, handle lending and receiving of photo equipment, assist students with photo equipment, report inventory to Lab Supervisor, keep adequate supplies at hand for students, keep work areas clean.
Zamboni Driver
Make new ice hourly with Zamboni, edge ice before games, shovel snow away from exit doors. Remove ice at end of season and other seasonal duties. Check in and out keys, patrol locker rooms for damage. Perform other similar duties as requested.
Rate - $8.25
Asst. Web Editor II, Public Affairs
The Asst. Web Editor II will work with the College Web Communications team in the Office of Public Affairs in the creation & modification of content. Duties will include creating and editing individual Web pages, manipulation of digital images for implementation on the Holy Cross Web site, assist in redesigning portions of the Holy Cross Web site by applying new code over older code and by transferring text and images, other web related duties as assigned. Previous experience using Dreamweaver or similar HTML editor, previous experience with Photoshop and general knowledge of HTML/XHTML and knowledge of web site design practices required. Familiarity using content management software (i.e., MediaSurface), working knowledge of CSS and Flash, familiarity with Web analytics/statistics helpful.
Intramural Commissioner
Provides scheduling of games and staffing of Intramural officials for each game and on-site supervision. Responsible for payroll record-keeping. Performs other similar and related tasks as required or requested.
Multimedia Resource Center Assistant II
Student has I year as an MRC assistant. Responsible for operation of the MRC at night or on weekends hours. Student will be responsible for a key and for properly securing the MRC at closing time. Other duties include setting up audio visual equipment in classroom and assisting audio Visual services with night and weekend movie showings.
Peer Mentors
Working under the supervision of the Director and Associate Director of Academics Services provide mentoring to assigned students, meeting on a regular basis and giving reports to supervisors as required or requested.
Supervisor/Manager/Coordinator
Responsible for proper scheduling, training, and supervision of student supervisors and workers. Perform other similar and related duties as required or requested.
Tutor
Tutors individuals on specific subject matter in private sessions in areas of specialty. Performs related tasks as assigned.
Visual Arts Assistant II
Responsible to assist in providing a safe work environment in the Millard Art Center. Clean student work areas free from hazardous materials in Painting, Printmaking, Sculpture, and Drawing in accordance to safety regulations and precautions, set up studio spaces for safe operation, monitor students for proper safety practices and assist when needed, assist Lab Supervisor with building projects.
Rate - $8.75
Computer Assistant II (ITS only)
Primary responsibility to install and maintain discipline specific hardware and software. Able to troubleshoot all software problems and provide technical assistance with hardware and network systems. Create documents, including web pages, from a template and perform related tasks as may be assigned. Previous experience and training is required.
Miltimedia Resource Center Assistant III
Student has 2 years experience as an MRC assistant or previous training in multimedia software development. Responsible for assisting in programming computer projects using software including Flash, Soundforge, Dreamweaver, Final Cut Pro, and Director. Other duties include data entry, sound encoding, CD duplication, and computer cloning.
Research Assistant II
An individual having some specialized training or experience in a particular discipline who works under the general supervision of the Principal Investigator/Professor and assists in various aspects of scholarly research. Actively involved in creation and maintenance of research related data bases and analysis tools. Performs other or similar related duties as required or requested.
Community Service Project Workers (limited to Work-Study only)
A Student who has been hired to work in one of the off- campus Community Service projects overseen by particular departments at the college. Limited to work-study only and to a student with a sufficient financial aid award to complete a given project.
Rate $9.25
Computer Assistant III (ITS only)
Primary responsibilities for developing software programs or creating substantial modifications to canned software systems, creating and developing multimedia enhanced Web Pages. Provide faculty instruction and assistance in initiating, implementing and enhancing the use of technology in their curriculum and pedagogical endeavors. Extensive investment by the College and the individual in developing the necessary skills.
Research Assistant III
An individual having significant training or experience in a particular discipline who works independently or under minimum supervision of the Principal Investigator/Professor and assists in various aspects of scholarly research. Research is accepted on individual efforts. Actively involved in the creation of programs to support research databases and analysis tools. Performs other similar or related duties.
RESEARCH GRANTS
The hiring for grant positions needs to be coordinated thru the Payroll Office. This should be done by memo indicating the name of the Grant, the person or persons working on the grant, their rate of pay, and the duration they will be working. The rates of pay should be consistent with the normal rates of pay for any other student employment position. Once approved by the grants coordinator in the Controllers Office, payroll will distribute a copy of the memo to Human Resources for them to follow-thru and have the grant worker complete the necessary paperwork.
SUMMER HIRE PROGRAM
The College of the Holy Cross students will be given priority where feasible. The wages for summer hire students are set by the Director of Human Resources. These wages will be consistent College-wide and should also be included in any grant proposals involving students, former students, or persons not currently affiliated with Holy Cross who are hired for the summer.