The Career Center
Student Employment Handbook
The handbook is in the process of being modified. As sections are
added or changed, it will be noted next to the link. Should you have
any questions, please contact Student Employment at 410-704-2233.
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Student Services Listing
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What are the options for student employment?
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What are the eligibility requirements?
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Which Towson University Policies affect student
employment?
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How many hours per week may student employees work?
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What is to be done BEFORE the first day of employment?
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What is the hiring process?
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What are the Classification/Compensation standards?
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How are student employees paid?
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What are the policies concerning student employment?
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What are the student employee files?
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What are the audit procedures?
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Highlights
Special Help
To help make sure all paperwork is completed BEFORE
hiring a student employee, please use the
Student Employee Orientation Checklist
(PDF).
To ensure that the student that you are hiring is
eligible to be a Student Employee, please use the
Student Employment Eligibility
For (PDF).
Student Services Listing
The Career Center
7800 York Road, Suite 206
Phone: 410-704-2233
Fax: 410-704-3459
Environmental Health & Safety Department
7720 York Road, 4th Floor
Phone: 410-704-2949
Fax: 410-704-2993
Financial Aid Office
Enrollment Services, Room 339
Phone: 410-704-4236
Fax: 410-704-2584
Office of Human Resources
7720 York Road, Room 102
Phone: 410-704-2162
Fax: 410-704-2603
Information Desk
University Union, Second Floor
Phone: 410-704-4636
International Student & Scholar Office
7720 York Road, Room 407
Phone: 410-704-2421
Fax: 410-704-6040
JobLine
Phone: 410-704-2161
Payroll Department
7720 York Road, 4th Floor
Phone: 410-704-2201
Fax: 410-704-3908
Student Employment Program
The Career Center
7800 York Road, Room 327
Phone: 410-704-2233
Fax: 410-704-3459
Towerlight
University Union, Room 313
Phone: 410-704-2288
Fax: 410-704-3862
University Police Department
General
Services Building
Phone: 410-704-2505
Fax: 410-704-2976
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What are the options for
student employment?
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What are the
eligibility requirements to be a student employee?
Undergraduate Academic Criteria:
Undergraduate students must be in good academic standing as defined by
the current TU Undergraduate Catalog:
|
Undergraduate Minimum
Grade Point Average (GPA) Required: |
|
Total Credits |
Minimum GPA |
|
1 - 29.5 |
1.50 |
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30 - 59.5 |
1.75 |
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60 and above |
2.00 |
Graduate Academic Criteria:
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Graduate students must be in good academic
standing as defined by the current TU Graduate Catalog:
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A minimum 3.0 GPA is required for all courses
taken for graduate credit whether or not they are required for the
degree.
Credit Load During Fall and Spring Semesters:
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Undergraduate and graduate students must be
registered for at least 6 credit hours. If a student is registered
for less than 6 credit hours, the student must obtain a contract
with Human Resources.
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International undergraduate students with F-1
visa status must be registered for at least 12 credit hours.
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Graduate students with graduate assistantships
must be registered for at least one course or 3 credit hours.
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International graduate students with F-1 visa
status must be registered for at least 9 credit hours.
Credit Load During Summer and Minimester
Sessions:
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RSE Students may be employed if enrolled in the
Summer or Minimester sessions, or enrolled or planning to enroll in
the following semester.
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FWS Students may be employed only if enrolled
or planning to enroll in the following semester.
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Before allowing an FWS student to work, verify
that they are registered for at least six credits for the upcoming
semester, and have been offered and accepted an award.
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New students who have returned their enrollment
contracts may be employed.
Students who have graduated (FWS only):
Students who have graduated (RSE only):
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Spring graduates may continue to work
throughout the summer. Employment must be completed before the first
day of the Fall semester.
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Fall graduates may continue employment
throughout the Minimester session. Employment must be completed
before the first day of the Spring semester.
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Summer graduates may not continue employment.
NOTE: International students with F-1 visa
status must obtain authorization to work after graduation. Contact the
International Student and Scholar Office at 410-704-2421 for approval.
Complete Withdrawal: FWS funds may not be
used to pay for work performed after the student withdrew. A FWS student
who completely withdraws (taking grades of "W" for all classes during a
semester) or withdraws from enough classes as to be enrolled in less
than 6 credit hours should immediately cease working under the FWS
program.
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How many hours per week may
student employees work?
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Work hours may not exceed 20 cumulative hours
per week when classes or final exams are in session. For students
employed in more than one on-campus department, a total of 20
cumulative hours is not to be exceeded.
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Students working during the Summer or
Minimester may work more than 20 hours per week.
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Foreign students with F-1 visa status may not
exceed 20 cumulative hours per week during the Fall and Spring
semesters.
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Foreign students with F-1 visa status may work
more than 20 hours per week only during vacation periods (Summer,
Minimester and Spring Break).
Additional Information on Foreign Students:
Consult the International Student and Scholar Office at 704-2421 to
determine whether a foreign student is maintaining legal F-1 status or
is eligible for overtime compensation.
Waiver of Twenty Hour Maximum:
Employers may waive the maximum hours limitation
for students who have at least sophomore standing and a cumulative GPA
of at least 2.50 at Towson University. Students with freshman standing
and transfer students in their first semester are ineligible for this
waiver. Employers must require a transcript or the most recent grade
report to verify these criteria. Employers are urged to consult with the
student's advisor before waiving the maximum hours limitation.
On rare occasions it may be necessary for employers
to waive the maximum hours limitation for students whose GPAs are lower
than the 2.50 minimum. In these cases, it will be the department head's
responsibility to allow exceptions where needed but to make every effort
to insure that the students are not jeopardizing their academic standing
because of excessive work hours. The following procedures must be
followed:
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Employing supervisors shall submit a written
justification to the department head for each instance in which a
student will work beyond the 20 hour maximum. The justification
should include a description of the circumstances which require the
additional hours, the name of the individual student involved, and
the approximate number of hours to be worked in excess of the limit.
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A copy of the written justification and
statement of approval will be submitted along with the timesheet for
each of the students involved and will become part of the official
records with a copy maintained in the department.
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The department head has the responsibility to
determine whether these exceptions are requested so often as to
suggest the need for considering other options such as increasing
the number of student employees or using contractual employees.
NOTE: No waiver may be granted to foreign students
with F-1 visa status.
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What is to be done BEFORE
the first day of employment?
PLEASE NOTE: It is critical that all paperwork be
completed BEFORE a student begins working! Using the
Student Employee Orientation Checklist
(PDF) helps to keep everything in
order.
Employment Paperwork
311T Forms
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The hiring department must complete a 311T form
(available at Payroll), which serves as payroll authorization, and
give to the student to take to the Office of Human Resources, and to
Payroll.
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311T forms are completed for all new students
each fiscal year or when a Federal Work Study (FWS) award amount has
been exhausted.
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FWS students must complete a new 311T every
fiscal year since their award expires at the end of the fiscal
year and therefore requires a new budget. If an employer fails
to submit a new 311T for a returning FWS student, the department
will be charged for the students’ entire salary until the 311T
form is submitted.
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To terminate a student from a budget,
submit a Quick Change Form, available from Payroll.
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Regular Student Employees (RSE) do not need
a new 311T if they are continuing in the same department.
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311T forms are color-coded:
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Yellow: Regular Student Employee
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Pink: Federal Work Study On-campus
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Blue: Federal Work Study Off-campus
I-9 Forms
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Students who have never worked at TU or have
never earned their FWS award through TU must come to the Office of
Human Resources to complete the I-9 form, where their identification
and employment eligibility will be verified using documentation the
student provides. This is a Federal document and completion is
required before the start of employment by Federal Law.
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I-9 Forms are completed one time for each
student unless there is no longer than one year gap in service,
or the student’s documentation will expire during the term of
employment. If there are any questions on eligibility, or
questions regarding the completion of the I-9, contact the
Office of Human Resources at 410-704-2162, or have the student
complete a new one.
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Supervisors are encouraged to read the Form
I-9 Instruction Sheet and List of Acceptable Documents on page 3
at
http://uscis.gov/graphics/formsfee/forms/I-9.htm . This
document is also available from the Office of Human Resources (OHR).
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I-9 Forms are kept for 3 years after the
student is terminated from Payroll.
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Students who need to complete I-9s should
report to the Office of Human Resources (Admin, 1st Floor) with
original documents as noted on the List of Acceptable Documents
during the following hours: Monday – Friday 8:00am – 12:30 pm and
2:00pm – 4:00pm
W-4 Forms
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Students who have never worked at TU or have
never earned their FWS award through TU must come to the Payroll
Department, after going to the Office of Human Resources, to
complete the W-4 form, which provides tax withholding information.
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W-4 forms are completed one time only for
each student, or if a change is needed.
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Students bring their 311T form, and Tax
Residency Status Form (received from OHR) to the Payroll Office
(Admin, 4th Floor) to complete W-4 forms, Monday – Friday, 8:00
am – 4:00 pm.
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For international students, Form W-4 is
finalized in the Nonresident Alien (NRA) Tax Office after the
student completes GLACIER, the university's nonresident alien
tax compliance system. The Office of Human Resources will
direct international students to the NRA Tax Office after I-9
processing.
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Students should be sure that Payroll always
has their current address. International students should also
make sure the NRA Tax Office always has their current address.
Social Security Numbers
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All student workers must have a Social Security
Number (SSN).
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International students without a SSN must apply
for one and will need a letter from their supervisor and the
International Student & Scholar Office (ISSO). Use the approved
combined form letter available on the ISSO website,
www.towson.edu/isso.
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International students may be employed prior to
receiving their SSN. They should complete all steps in the hiring
process except payroll clearance. At this point, the students may
begin to work while they are waiting for the SSN. After they
receive the SSN, they can proceed with payroll clearance.
Supervisors should clearly explain to students
the following information:
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Completion of employment paperwork: 311T, I-9
& W-4 forms
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Employment Contract
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Confidentiality (if applicable)
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Job responsibilities
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Performance expectations
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Pay rate
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Work schedule
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Office policies and procedures
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Dress Code
Federal Work Study students must:
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Notify the supervisor of the award amount.
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Notify the supervisor if the award amount
changes.
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Inform supervisors if they are earning their
award in more than one department.
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Monitor earnings to ensure the award amount is
not exceeded.
Employers of FWS students must:
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Ask the student for the award amount.
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Ask the student if they are working anywhere
else.
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Monitor the wages earned to ensure that
earnings do not exceed the award amount.
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PLEASE NOTE: If the award amount is exceeded,
the department is responsible for ALL the excess earnings.
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What is the hiring process?
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To initiate recruitment, a job posting should
be completed online through
Hire@TU,
which is accessible through The Career Center website.
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Students applying for posted positions must
forward an application to the hiring department. Students may choose
to apply directly online from
Hire@TU
or may print out applications and assume the responsibility of
forwarding the completed form to the contact person stated in the
job listing. It is the student’s responsibility to follow-up
application submissions even if they are sent electronically; from
this point interviews may be set up.
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The department must verify student employment
eligibility by obtaining a copy of the student's current class
schedule and previous semester grades.
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Obtaining grades is not applicable to
freshmen.
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Following the offer and acceptance of
employment, the student’s class schedule must be obtained each
semester to verify eligibility.
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Departments can access their
Hire@TU
accounts or contact the Student Employment Coordinator when a
position is filled so that it may be removed promptly from its
posted locations.
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What are the
Classification/Compensation standards?
Policy
A classification/compensation policy for student
workers has been established. There are three titles for student
positions: Student Worker I, Student Worker II and Student Worker III.
These titles represent a progressive, substantial and significant change
in the nature of work from one position to the next. Each position
consists of four pay increments which correspond to the number of years
worked in the department.
Compensation for student employees must be based on
an hourly rate. Students may only exceed 20 hours per week during the
Summer break, Minimester and Spring break, unless a waiver has been
filed (see page 5). Students working over 40 hours per week will
receive overtime pay.
Employer Responsibilities
Each supervisor is responsible for assigning
student employees to a skill level and pay rate. The assignment is to
be based upon the skills and experience required for completion of the
job.
NOTE: It is the department's responsibility to
establish and maintain reasonable pay equity among student workers. If
two students have the same or similar job descriptions, and have held
the job for the same amount of time, then they should receive the same
hourly pay. Equal pay should be provided for equal work.
Job Titles
Student Worker I: Work performed is
generally routine, well defined, and repetitive. The work may be
sedentary or labor intensive and performed under close supervision.
Jobs that fall into this level require no experience, skills, or
previous training. Typically, jobs at level one are clerical, office
support, and general in nature.
Student Worker II: Work performed at this
level is considered more complex and involved than work performed at
level one. Work classified at level two requires the application of
special knowledge and skills. The work is not closely supervised; there
is a greater level of independence in carrying out assigned duties.
Student Worker III: Work performed at level
three is highly specialized and requires the application of advanced
knowledge and skills. The work performed generally requires several
years of related experience of a specialized nature. Individuals at
this level may work as Student Building Managers, Tutors, Coordinators,
Trainers, etc. Workers at this level have extraordinary skills and
responsibilities that distinguish them from Student Worker IIs.
Student Wage Schedule
PLEASE NOTE: minimum wage has been increased to
$7.25 per hour as of July 24, 2009. This chart is a guideline for student wages; actual
wages are the responsibility of each employer.
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Job Title
|
Year 1
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Year 2
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Year 3
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Year 4
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Student Worker I
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$7.25 – 8.10
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$7.50 – 8.95
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$7.75 – 9.80
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$8.00 – 10.65
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Student Worker II
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$8.00 – 10.65
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$8.25 – 11.40
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$8.50 – 12.25
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$8.75 – 13.10
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Student Worker III
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$8.75 – 13.10
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$9.00 – 15.65
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$9.25 – 16.50
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$9.50 – $17.35
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Procedures
Supervisors are responsible for ensuring that each
student employee is paid on a pay level that is appropriate to the work
being performed using the aforementioned guide. It is the
responsibility of each department to maintain pay equity among students
in their respective departments. Starting hourly rates are communicated
to Payroll on the 311T hiring document. Employing departments may give
raises based on merit or on a schedule as written in the Student
Employment Contract (Appendix 4). It is suggested that students receive
a raise of at least $0.25 for each year they work with a department.
This allows a department to retain quality student employees. Pay
raises are not retroactive for student employees, and are posted to the
next available pay period after receipt of the Payroll Quick Change
form.
NOTE: Rarely, it may be necessary to pay above the
maximum to meet a special need or circumstance. When exceptions are
made it will be the department's responsibility to document the basis of
the decision. Documentation must be placed in the student's personnel
file. No student employee may be paid more than $13.65 an hour without
a contract from Human Resources.
According to policy and practice of Towson
University, student employees are to be fairly compensated without
regard to age, sex, race, color, creed, religion, national origin, or
handicap.
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How are student employees
paid?
Timesheets
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Students must complete an online timesheet
bi-weekly. The timesheet should then be approved online by the
Department Supervisor.
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NOTE: Employers of FWS students are accountable
for payment of hours worked in excess of the awarded amount.
Paychecks
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Paychecks are mailed to students on a bi-weekly
basis.
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A schedule of paycheck disbursement is
available at the Payroll Department.
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Student employees are not charged FICA (Social
Security tax withholding) if they are taking 6 or more credits
during Spring, Summer, and Fall semesters.
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Regularly working 40 hours per week or taking
fewer than 6 credits will cause FICA taxes to be withheld from
student earnings for any semester.
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Departments that employ students who are
subject to FICA withholding should anticipate that the University's
portion of the FICA charge is reflected on departmental budgets.
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The Payroll Department may be contacted at
704-2201 for further information regarding paychecks.
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Use the financial Services Help Line at x4-5599
for further information.
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What are the policies
concerning student employment?
Academic Performance
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When students fall below the recommended
minimum GPA, their academic success must be given the highest
priority. Employers may consider such options as:
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Reducing work hours
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Modifying work schedules to make them more
flexible
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Granting temporary leaves of absence
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Referring students to the Tutorial Services
department
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Probation
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Termination
Dress
Job responsibilities should be considered when
determining work attire. Student employees should remember that they
represent the University. The following are general guidelines for
appropriate student dress:
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No torn jeans or jeans with holes
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No body tights or bicycle shorts
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No beach attire
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No thong shoes
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No t-shirts with negative graphics or
statements
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No exercise attire
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Tennis or canvas shoes are acceptable if in
good condition.
Absenteeism
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In case of illness, students must contact their
supervisors prior to their scheduled work shift.
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For school-related absences, students must
contact their supervisors at least 24 hours prior to the scheduled
work shift.
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Absences exceeding five days per semester may
be cause for termination.
Lateness
Breaks
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Students working more than five consecutive
hours per day must take a minimum 30 minute meal break. This break
is unpaid.
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Paid breaks are given at the discretion of the
supervisor. Breaks should not exceed 15 minutes.
Benefits and Work-Related Injuries
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Student employees are not eligible for holiday,
sick and vacation pay or unemployment benefits.
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Student employees are eligible for Workers’
Compensation. Should a work-related injury occur, a First Report of
Injury form must be completed within 48 hours of the occurrence and
forwarded to the Benefits Department in the Office of Human
Resources.
Ending Employment
Student Initiated: As a courtesy, student
employee should give supervisor one week's notice to terminate
employment
Employer Initiated: Towson University is an
"at will" employer. Employers may dismiss a student employee immediately
for any reason deemed appropriate by the department. The supervisor
should give a student employee a warning when failing to perform the
responsibilities of the position and an opportunity to improve. If a
Student Employee is dismissed for reasons not relating to performance,
as a courtesy, the supervisor should give the student employee one week
notice.
Student Drivers
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All student drivers who operate a State vehicle
are required to participate in the Driver's Improvement Program (D.I.P.).
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Student employees who occasionally use their
own vehicle to conduct company business are not required, but are
highly recommended, to participate in D.I.P.
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For information regarding the D.I.P., contact
the Environmental Health and Safety Department at 410-704-3806.
Fingerprinting of Student Employees With Access
to Minors
In compliance with the Maryland Family Law Article
SS5-560 of the Annotated Code of Maryland, all student employees who
have access to minors must be fingerprinted upon employment. Contact the
University Police department at 410-704-2502 to schedule an appointment.
NOTE: All costs are directly charged to the hiring department.
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What are the student
employee files?
A personnel file is maintained by each department
for each student employee throughout the duration of employment and
three years after employment ceases. Files will include the following
information:
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Student Employment Application
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A copy of the current class schedule
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A copy of the previous semester grades
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A current copy of the 311T form and past 311T
forms (if applicable)
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Disciplinary actions (if applicable)
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Copies of time sheets (in order to monitor FWS
wages)
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Documentation of compensation exceptions
Only the following parties may review student
employee files:
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Student (upon request to the department
supervisor or the Student Employment Office)
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Supervisor
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The Student Employment Office, located in the
Career Center
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NOTE: Requests from others must be approved by
the Student Employment Office.
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What are the audit
procedures?
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Student employee information may be audited.
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The contents of student employee files are
reviewed annually on a random basis.
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Student GPA is audited at the beginning of each
semester.
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Student credit hours are audited three weeks
after the beginning of each semester (following drop/add).
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Student work hours are audited regularly to
ensure that students do not work more than the maximum hours
allowed.
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Highlights
Job Posting Locations
RSE and FWS positions are posted at the following
locations:
Student Employee of the Year Award
Student Employee of the Year Awards are presented
to students based on job performance. Supervisors nominate student
employees during the Spring semester. Students have the opportunity to
win the following scholarships: $1,200 for first place, $1,000 for
second place, $800 for third, $600 for fourth, and $400 for fifth place.
Student Employment Incentive Program
The Student Employment Office holds drawings for
prizes for student employees regularly throughout the academic year.
Student Employment Advertisement
The Student Employment Office utilizes the
following resources to promote student employment awareness:
Part-time Job Fair
The Student Employment Office participates in the
Part-time Job Fair which is held each Fall and Spring. Students may view
job listings and discuss their job searches with individuals from the
Student Employment Office.
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