Student Employee
Policy and Procedures Manual
Approved for use on September 1, 2007
1
Dear Student:
The Santa Clara University Student Employment Program offers a wonderful
opportunity for you to earn some extra spending money, help with the cost of your
education, and gain valuable work experience and marketable skills. The
University's commitment to educating the whole person is advanced through on-
campus employment. As confirmed by numerous studies, working on campus can
improve grades, form beneficial workplace habits, improve organization and time
management skills, and develop a stronger connection to Santa Clara University.
The Student Employment Policies and Procedures Manual contains policies,
procedures, requirements, responsibilities, and rights that you have as a student
employee. In order to maximize the benefits of your employment experience, you
should familiarize yourself with the policies and procedures in this manual as well as
the federal and state laws that govern on-campus employment.
As a student employee, you are an important part of the campus community and
your work is greatly appreciated. Good luck with your employment!
If you have any questions, please stop by the Student Employment Office in Benson
111 or send an email to studentemployment@scu.edu .
Sincerely,
Student Employment Office
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STUDENT EMPLOYEE
POLICY AND PROCEDURES MANUAL
TABLE OF CONTENTS
Section 100: Student Employment Eligibility
Section 200: Hiring Process
Section 201: Student Employment Authorization (SEA) Form
Section 202: New Employee Documents:
W-4 (Employee Withholding Allowance Certificate)
I-9 (Employment Eligibility Verification)
Paperwork Due Dates
Section 203: International Student Employee Procedures
Section 204: Checking References and Background Checks
Section 300: Compensation
Section 301: Timesheets
Section 302: Paychecks/Advices/Direct Deposit
Section 303: Taxes: FICA Exemption
Section 304: Benefits
Section 305: Federal Work Study Program
Off-Campus Work Study Positions
Section 400: Work Schedules
Section 401: Overtime Hours
Payment of Overtime
Section 402: Working on a University-Recognized Holiday
Section 403: Mandatory Breaks
Section 404: Multiple Positions
Section 500: Work-Related Policies
Section 501: Drug-free Workplace Policy
Section 502: Work-related Injuries and Illnesses / Workers' Compensation
Section 503: Motor Vehicle Operator Policy
Section 504: Working with Confidential Documents
Section 505: Prevention of Unlawful Harassment and Discrimination
Section 506: Students Supervising Students
Consensual Relations Between Employees and Students
Section 507: Student Employment Document Security and Access
Section 508: Dress Code
Section 600: Work Performance Policies
Section 601: Performance Evaluations
Section 602: Voluntary Termination
Section 603: Discipline and Dismissal
Section 604: Conflict Resolution
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PREFACE
Students who accept a student employment position are bound to the policies and
provisions contained within the Student Employee Policy and Procedures Manual (as may be
changed from time to time by the University at its sole discretion) and are accountable for
their actions and behaviors as articulated in the Santa Clara University Student Conduct
Code.1
Santa Clara University (SCU) student employees are at-will employees. At-will employment
may be terminated with or without cause and with or without notice at any time by the
student employee or SCU. This manual does not alter the at-will nature of any student
employment positions at Santa Clara University.
Santa Clara University is an Equal Opportunity/Affirmative Action employer, committed to
excellence through diversity, and, in this spirit, particularly welcomes applications from
women, persons of color, and members of historically underrepresented groups. The
University prohibits unlawful discrimination and harassment in employment and educational
programs and services on the basis of race, color, religious creed, sex, gender, sexual
orientation, religion, marital status, registered domestic partner status, veteran status, age,
national origin or ancestry, physical or mental disability, medical condition including genetic
characteristics, or any other consideration made unlawful by federal, state, or local laws.
Additionally, it is the University's policy that there shall be no discrimination or retaliation
against employees who raise issues of discrimination or potential discrimination or who
participate in the investigation of such issues.
The University will provide reasonable accommodations for the known physical or mental
limitations of an otherwise qualified individual with a disability under the law.
For questions regarding policies and procedures in the Student Employee Policy and
Procedures Manual, please contact the Manager of Student Employment at
studentemployment@scu.edu .
1
Unless otherwise noted, the terms "student(s)" and "student employee(s)" refer to undergraduate and graduate
students.
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SECTION 100: STUDENT EMPLOYMENT ELIGIBILITY
In order to be employed by Santa Clara University as a "student employee," a
student must be enrolled at Santa Clara University as a matriculating (degree-
seeking) student. Students from other universities, colleges, or high schools as well
as non-matriculating SCU students will not be considered for student positions.2
Incoming students may be hired for student employment positions once they are
enrolled at SCU. Student employees may begin working once they have registered
for classes and completed the necessary paperwork.
An SCU student who has completed his/her coursework may continue to work as a
student employee for one academic term after completing his/her required
coursework toward his/her degree(s).3 An international student must stop working
for the University upon completing required coursework toward his/her degree(s).
Student employment eligibility ends on the day a student separates from the
University for any reason other than completing his/her coursework toward his/her
degree(s).
2
Students who receive payment for extracurricular school-related activities in connection with dramatics, student
publications, bands, choirs, debating teams, radio stations, intramural and interscholastic athletics, and other
similar endeavors are not considered student employees. Students serving in stipend-eligible positions are not
covered by this policy manual.
3
Students who complete their coursework at the end of the spring quarter may work until August 31st of the same
year as a student employee.
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SECTION 200: HIRING PROCESS
Section 201: Student Employment Authorization (SEA) Form
Once a department has selected a student(s) to fill its open position(s), an SEA form
is created for each student employee. An SEA form authorizes the creation of a
student employment record in the University's payroll system. It also authorizes
departmental budget expenditures for a specific student employee and it must be
completed in its entirety whenever a student is hired.
The SEA form is to be completed by the student's supervisor on the day the student
is hired and must be submitted to the Student Employment Office prior to the
student's first day of work. The SEA form is not a contract between the student and
the University. Additionally, the form does not alter the at-will nature of student
employment positions on campus.
All SEA forms expire on June 30th of each year. New SEA forms must be submitted
each fiscal year in order to keep students active in the payroll system.
SEA forms are to be submitted via email to the Student Employment Office
(studentemployment@scu.edu).
Section 202: New Employee Documents
Students who have not previously worked in a student employment capacity at
Santa Clara University must go to the Student Employment Office to complete the
I-9 (authorization to work in the United States), W-4 (tax withholding), and direct
deposit forms. International student employees must bring their passport, visa,
Social Security card, I-20, and I-94 documents. Completed paperwork must be
submitted in order to complete employment processing (including Payroll).
The I-9 and W-4 forms MUST be submitted to the Student Employment
Office BEFORE a student can begin to work on campus.
W-4 (Employee Withholding Allowance Certificate)
Federal and state law requires that this form be completed to determine appropriate
withholding for federal and state income tax purposes. Student employment wages
are subject to applicable federal and state income taxes. Certain tax exemptions
may apply to international students.
I-9 (Employment Eligibility Verification)
The I-9 form is required by the Immigration Reform Control Act (IRCA) of 1986.
Federal law requires that Santa Clara University verify both the identity of the
individual and his/her eligibility to work in this country.
Paperwork Due Dates
Both the student employee and hiring manager are responsible for ensuring that all
documents are submitted to the Student Employment Office in a timely manner.
Because of the payroll cycle, paperwork that is submitted on or before the 1st of
each month will be processed for the 1st - 15th pay period, and the student will
receive his/her first check on the 22nd of the same month. Paperwork that is
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submitted between the 2nd and 16th of each month is processed for the 16th - 31st
pay period and the student will receive his/her first check on the 7th of the next
month.
Errors in any hiring document may delay the processing of paperwork. All
information must be correct on the forms before they are submitted to the Student
Employment Office to ensure timely processing.
Section 203: International Student Employee Procedures
Immigration regulations place certain restrictions on the hiring of nonresidents
enrolled as students in U.S. educational institutions. All international student
employees must have a Social Security card in order to be processed in the
University payroll system.
International students with H-1 visas are not permitted to work on campus as
student employees.
An international student must stop working for the University upon completing
required coursework toward his/her degree(s).
For more information about employment options for international students, see the
International Student Resources Office Web site at www.scu.edu/F1 or the Career
Center Web site at www.scu.edu/careercenter .
Section 204: Checking References and Background Checks
Checking References: Student employees may be asked by the hiring department to
provide a list of references in order to obtain employment.
Background Checks: As determined by the hiring department, certain student
employment positions may require background checks as a condition of employment.
The background check must be completed before the student begins work in the
position.
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SECTION 300: COMPENSATION
Section 301: Timesheets
Once a student employee's paperwork is complete (I-9, W-4 and SEA forms), the
Payroll Department will issue pre-printed timesheets for the remainder of the student
employee's work period. If a student employee is not receiving these timesheets,
the Student Employment Office should be contacted.
Student employees are required by law to report all in and out times on their
timesheets on a daily basis, including meal periods. The hours should be totaled for
each day and the daily totals added to show the pay period total at the bottom of the
timesheet. Time should be rounded to the nearest quarter hour, e.g., 1.00, 1.25,
1.50. Hours must always be reported exactly as they are worked.
Each student employee's supervisor must review and sign each student employee's
timesheet. Each student employee must sign his/her own timesheet. Student
employees may not sign their supervisor's name, a department administrator's
name, or another student employee's name on any timesheet under any
circumstance. In addition, supervisors may not sign a student employee's name on
a student employee's timesheet. Falsification of a signature on a timesheet by a
student employee is a violation of Student Employment Policies and the Student
Conduct Code.
Each student employee should keep copies of his/her timesheets.
Section 302: Paychecks/Advices/Direct Deposit
Direct Deposit: Student employees are strongly encouraged to utilize direct deposit
to receive their pay. To activate direct deposit, the student employee must complete
the Direct Deposit Authorization Form and submit it to the Student Employment
Office. Direct deposit requires two payroll periods for initial setup.
Paychecks: For students not utilizing direct deposit, paychecks are mailed to the
student employee's mailing address that is listed on eCampus. If the student
employee does not have a mailing address, Payroll uses the permanent address for
check mailing purposes.
Advices: Student employees may view their electronic paycheck stub (advice) on
eCampus under the "HR Self Service" tab.
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Section 303: Taxes: FICA Exemption
Student employment wages are subject to applicable federal and state income taxes.
Student wages are exempt from Social Security, Medicare, and State Disability
Insurance tax (FICA) during academic terms. During academic breaks lasting longer
than five weeks (summer break), student employees must pay the employee portion
of the FICA taxes.4 Any student employee registered less than full time at the
University may be subject to Social Security and Medicare tax withholdings.
Graduate students who receive approval to work more than 20 hours per week must
pay the employee portion of the FICA taxes.
Certain tax exemptions may apply to international students.
Section 304: Benefits
Student employees are not eligible for benefits such as health care, tuition remission,
paid sick leave, paid vacation leave, or retirement.
Section 305: Federal Work Study Program
Some Santa Clara students receive an allotted amount of Federal Work Study (FWS)
money that may be earned over the course of the year. This allotment is based on
the student's financial need as determined by the FAFSA and the Financial Aid Office.
Each Work Study student employee is responsible for tracking his/her total wages to
ensure that the wages do not exceed his/her FWS allotment. In the event that a
student employee uses all of the Work Study allotment before the end of the
academic year, he/she may apply for an increase to the allotment by making an
appointment with a Financial Aid advisor.
Off-Campus Work Study Positions
In some cases, the University enters into contracts with off-campus organizations so
that a student may earn his/her SCU Work Study allotment by working for an off-
campus employer.
The student must complete timesheets as if he/she was working on campus and
comply with all other Student Employment policies and procedures. The student is
paid from the University budget and Federal Work Study funds.
The University does not establish Work Study contracts with employers outside of
the Bay Area.
Contact the Student Employment Office for more information about off-campus Work
Study positions.
4
An academic break is defined as a period of time between academic terms when a student is not attending
classes.
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SECTION 400: WORK SCHEDULES
Student employees are eligible to work up to twenty (20) hours per week during
academic terms. Graduate students may work more than 20 hours ONLY with the
prior approval of the Manager of Student Employment.5 During academic breaks,
and over the summer, student employees may work full time (40 hours).
The standard work week for all University positions begins at 12:01 a.m. Sunday and
ends at midnight the following Saturday.
Section 401: Overtime Hours
Student employee overtime hours must receive written approval from the
student employee's supervisor prior to working the overtime hours. Even if
a student employee works overtime during an academic term, he/she is still
expected to remain under 20 hours per week.6 Departments are encouraged to limit
overtime expenditures for student employees. Student employees less than 18
years of age are prohibited from working overtime .
Provisions for overtime compensation are governed by both the Fair Labor Standards
Act (FLSA) and the California Labor Code. Overtime is time worked for Santa Clara
University in excess of eight hours in one day or 40 hours in a work week (non-
overtime). The total hours worked for one or more University departments MUST
be counted in determining overtime even if employment in any one department does
not exceed the standard eight-hour workday or 40 hour workweek. Overtime hours
worked by student employees must be recorded and compensated. Student
employees are responsible for reporting this overtime.
Payment of Overtime
Overtime is defined as hours worked at SCU in excess of eight hours in one day or
40 regular hours in a work week (non-overtime). Overtime hours are compensable
at one-and-one-half times (1陆x) the student's regular hourly rate. Hours worked
over 12 in one day are compensable at two times (2x) the regular hourly rate.
Up to eight hours worked on the seventh consecutive day are compensable at one-
and-one-half times (1陆x) the student employee's regular hourly rate. Hours worked
beyond eight on the seventh consecutive day are compensable at two times (2x) the
regular hourly rate.
Section 402: Working on a University-Recognized Holiday
A student employee is entitled to holiday pay only if he/she works on a University-
recognized holiday. Student employees who work on a University-recognized holiday
must be compensated at time-and-one-half (1陆x) of their base wage. These hours
must be reported in the overtime column of the timesheet. Holiday hours must be
pre-authorized in writing by the student employee's supervisor.
SCU classifies the following as University-recognized holidays: New Year's Day,
Martin Luther King Jr. Day, Presidents Day, Good Friday, Memorial Day,
Independence Day, Labor Day, Thanksgiving Day, the day after Thanksgiving,
Christmas Eve, Christmas Day, New Year's Eve.
5
International students may not work more than 20 hours per week due to visa restrictions.
6
Exceptions may apply for graduate students who are approved to work more than 20 hours per week.
10
Section 403: Mandatory Breaks
The State of California mandates that breaks are given to employees working a
minimum number of hours per day. It is the student's responsibility to take a duty-
free 30-minute meal period that is required after five (5) consecutive hours worked.
Students may leave their worksite for this meal period and are not to perform any
work during this time. This meal period should be recorded on the employee's
timesheet, as it is not compensable.
It is the student's responsibility to take one paid 10-minute rest period for every four
hours of work or a major portion thereof. For example, if a student works for six (6)
hours, he/she is entitled to two 10 minute breaks.
Section 404: Multiple Positions
A student employee may have multiple positions on campus as long as the total
hours worked per week from all of his/her positions is less than 20 during academic
terms and 40 during the summer and academic breaks.7
7
Exceptions may apply for graduate students who are approved to work more than 20 hours per week.
11
SECTION 500: WORK-RELATED POLICIES
In addition to this policy manual and the Student Conduct Code, students who accept
a student employment position are bound by the policies, provisions, and
expectations referenced in this document.
Section 501: Drug-Free Workplace Policy
Contact the Affirmative Action Office for more information on this policy or to obtain
a copy of the Drug Fee Workplace Act of 1988 (Public Law 100-440 and 100-690).
Contact the Employee Assistance Program for information or questions regarding
drug misuse or abuse.
Section 502: Work-related Injuries and Illness / Workers' Compensation
A student employee must immediately notify his/her supervisor of all work-
related injuries or illnesses. If an employee's illness or injury is not life
threatening, the employee or supervisor should immediately contact the Department
of Human Resources at 408-554-4392 for further information. In a life threatening
situation, call 911 immediately.
Section 503: Motor Vehicle Operator Policy
Student employees operating motor vehicles for University purposes are covered
under the University's Motor Vehicle Operator Policy. Supervisors and student
employees must review the Operator Policy before a student employee drives a
University-owned vehicle or operates a motor vehicle for University purposes.
Student employees under the age of 18 are not permitted to drive University vehicles
or operate motor vehicles for University purposes.
Contact the University Finance Office with questions regarding this policy.
Section 504: Working with Confidential Documents
Student employees will be required to sign a confidentiality statement if his/her
position(s) involves work with, or access to, confidential documents.
Section 505: Prevention of Unlawful Harassment and Discrimination
Student employees are covered under the University's Prevention of Unlawful
Harassment and Discrimination policy, which outlines policies and procedures
pertaining to any form of workplace harassment.
For immediate concerns, a student employee or supervisor should contact the Office
of Affirmative Action at 408-554-4178.
Section 506: Students Supervising Students
In some circumstances, student employees may supervise other student employees.
When this is the case, the department supervisor must ensure that the student
supervisor has completed the required sexual harassment training. Contact the
Office of Affirmative Action for more information.
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Consensual Relations Between Employees and Students
In addition to prohibiting sexual harassment under the Policy on Unlawful
Harassment and Unlawful discrimination, the University prohibits any consensual
dating, romantic, or sexual relationship between an employee and a student over
whom that employee has any instructional, supervisory, advising, or evaluative
responsibility.
Such a relationship is fraught with problems, including the potential for exploitation,
favoritism, and conflict of interest. The appearance of impropriety or unfairness may
also adversely affect the learning and work environment for other students and
employees. This policy applies to faculty, staff, and student employees.
Employees who violate this policy are subject to sanctions for misconduct under the
policies of the Faculty Handbook, Staff Policy Manual, or Student Employment
Handbook, as appropriate to their employment status.
Employees or students with questions about this policy should contact the Office of
Affirmative Action or the Department of Human Resources.
Section 507: Student Employment Document Security and Access
The Student Employment Office maintains and ensures the confidentiality of all
student employee documents and records. Only University staff/faculty members
with an official University-recognized need to know and the student employee may
access a student employee's employment documents.
A student employee wishing to view his/her employment file should contact the
Student Employment Office. The student employee may inspect and review only the
records that relate to him/her.
Section 508: Dress Code
Student employees must abide by the dress code requirements set forth by the
hiring department. The supervisor should communicate what constitutes appropriate
dress when the student employee is hired.
13
SECTION 600: WORK PERFORMANCE POLICIES
Section 601: Performance Evaluations
Performance evaluations are not required for student employees. Hiring managers
should, however, communicate with their student employees regarding work-related
performance on an ongoing basis. Constructive feedback is an important part of the
student employee's work experience and the department is encouraged to help the
student in developing good workplace habits. If a hiring manager feels that a full
performance review is necessary, he/she is free to use the Student Employment
Performance Evaluation form or other appropriate documents.
Section 602: Voluntary Termination
At-will employment may be terminated with or without cause and with or without
notice at any time by the student employee or SCU. When possible, a student
employee should give two weeks notice to the supervisor if he/she requests to
terminate his/her assignment in an on-campus position.
Section 603: Discipline and Dismissal
Nothing in this section alters, in any way, the "at-will" nature of student
employment.
Occasionally, it may be necessary to terminate a student employee. Termination
usually occurs only after the student employee has received an oral or written
warning and has been given an opportunity to improve unsatisfactory performance
or conduct.
If the nature of the problem is so severe or performance does not improve, the
supervisor may prepare a written memorandum detailing the problem, performance
or conduct and the necessary measures required to correct it, if any. A copy of the
memorandum should be placed in the student employee's personnel file.
The above system is not formal. At any time, the University may, in its sole
discretion, utilize whatever form of discipline is deemed appropriate under the
circumstances, up to and including termination of employment without prior warning.
Section 604: Conflict Resolution
The Student Employment Office is available to provide departments and student
employees with conflict resolution services to assist with work-related situations.
The Office of Affirmative Action should be contacted for situations which may involve
the University's Prevention of Unlawful Harassment and Discrimination Policy.
In conflict situations between the student employee and his/her supervisor, the
student employee and the supervisor are encouraged to resolve the matter with each
other as soon as possible. If resolution is unsuccessful or is not appropriate under
the circumstances, either the student employee or the supervisor should submit his
or her concerns in writing to the Manager of Student Employment within one week of
the unsuccessful resolution or occurrence of the issue (if resolution was not
attempted). If the conflict is unable to be resolved by the Manager of Student
Employment, the Director of the Career Center and the second-level supervisor of
the hiring department will jointly review the matter and make a decision as to the
outcome.
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