University Student Employment Policies

I.    Hiring Procedures

1) During the first three weeks of each semester or academic year, departments usually make final selections of employees.   Student workers may continue to work into the following semester depending on department's needs and budget.

2) The following forms must be completed prior to the first day of work.  

Documents must include all supporting identification including a Social Security Card with the W-4 and verification of identity and employment eligibility required by the I-9 (contact the Center for Career Services or visit www.careers.southernct.edu for a complete list of acceptable documents)

3) To be eligible for summer employment, the student must be enrolled in the prior spring semester and continue enrollment in the subsequent fall semester or be completing degree requirements during the summer session.

4)  State of Connecticut Code of Ethics - The review and signature of the State of Connecticut Code of Ethics is required of all new state employees.  Any questions concerning the State of Connecticut Code of Ethic should be directed to Human Resources.

5)   Students who will be driving for any reason as part of their job must be licensed and insured drivers.   Supervisors must notify the Center for Career Services in writing the names of any students who will be driving as part of their job.   Include with the memo a copy of the student s driver's license and declaration statement from their insurance policy.   The declaration statement of the student's insurance policy must show a minimum liability limit of 50,000 per incident and 100,000 total liability.  It is the department's responsibility to view the original documents, copies of the licenses and insurance cards should not be accepted.

II. Duration

1) In accepting a job at Southern Connecticut State University, a student agrees to remain on the job for at least one semester, and generally for one academic year.

2) Students are expected to give their supervisor at least two weeks notice prior to resigning.

3) Student workers are at will employees.   Student work is temporary and can be terminated at anytime.

4) Students who are academically dismissed from the University must stop working upon being notified of the dismissal.

III. Work Schedule

1) Student work schedules will be arranged according to the student's availability and based on the needs of the department by which they are hired.

2) When classes are in session, a student may work no more than twenty (20) hours per week (40 hours bi-weekly).   If a student works in more than one department the total hours for all departments must not exceed the maximum number of hours listed here.

3) Students may not work more than eight (8) hours per day.

4) Students are eligible to work during school recesses with their supervisor's approval.

5) During school recesses and summer sessions a student may work a maximum of forty (40) hours per week.

6) Any absences must be arranged with the supervisor prior to the assigned work times.

IV. Conditions of Employment

1) Students are compensated only for hours actually worked.

2) All students must be matriculated and be currently enrolled in courses.

(A matriculated student has met all University requirements for admission and has been accepted as a degree candidate by the Undergraduate Admissions Office or the Graduate Admissions Office.   Students who are academically dismissed from the University must stop working upon being notified of the dismissal.)

3) Students must be supervised during all working hours, and no work is to be done at home.

4) Student workers are representatives of the University and are expected to act professionally.   Because work environments for students vary greatly, appropriate work attire and office etiquette should be discussed with the supervisor upon accepting a position.

5)  Campus technology devices are the property of the State of Connecticut and their use is restricted to performance of official State business.  Student workers must follow the Board of Trustees Policy on Computer Use for Employees of the Connecticut State University (BR#86-48).

General Office Etiquette Guidelines

• All department phones should be answered by identifying department and your name.
• Visitors to the campus and your department should be treated with respect and courtesy.
• Your work area should be kept neat; to maintain a neat area most departments do not allow students to eat while on the job.
• Loud conversation and music are not allowed in most work areas since it can distract others.
• Foul or inappropriate language can insult others and make them feel uncomfortable; it should not be used during working hours.  

General Appropriate Dress Guidelines 

•  Avoid clothing with graphics and words that may be offensive to others.

•  Clothing should fit correctly and cover all undergarments.

•  Although most offices allow students to wear jeans that are neat, clean and free from holes some may require a more professional appearance, if you are unsure ask your supervisor.

•  Remember offices are professional environments where you will encounter a variety of people including guests to the University.   When in doubt err on the side of caution.  

These are general guidelines.   Take time to discuss what is expected in the department you work in with your supervisor. 

V. Payment to Students

1) Students are paid on a bi-weekly basis.

2) The "Student Payroll Information Sheet," outlines the dates of each pay period, the dates that the time sheets must be submitted to the Payroll Department, and dates of the paychecks.   This schedule must be strictly followed to insure timely paychecks.   Please note the date of the 1st paycheck is based on the date the Student Worker Authorization Request was submitted.

3) Supervisors will receive personalized time sheets for each student worker in their department via e-mail and should review all timesheet procedures with the student.   If timesheets are not received within 5-7 business days of submitting a Student Worker Authorization Request Form the supervisor should contact the payroll department.  

4) Time sheets must be handed in by the date designated on the payroll information sheet.   Late time sheets may result in the student's paycheck being delayed.

5) Prepopulated time sheets must not be altered.  Altering the prepopulated time sheet may result in students being paid incorrectly.

6) Incorrect time sheets will be returned to the supervisor for corrections.  This may cause a delay in the student's paycheck.

VI. Privacy

Students must adhere to the Family Educational Rights and Privacy Act of 1974 as outlined on the Work Authorization Form, which the student signed prior to beginning work.

The procedures and policies outlined above are in compliance with the Board of Trustees Policies and University Procedures.   This policy statement, as well as, answers to your frequently asked questions can be found at www.careers.southernct.edu.