Procedures and Policies on Student Employment


Hiring Procedures


1. When hiring a student assistant, use the Student Assistant Job Order form (see attached sample). The "Student Assistant Job Title" refers to the job title of the approved job descriptions that are currently on file in your department.


2. When hiring a student for a newly created job, send a job description with the job order form to the Library Personnel Office for editing and approval. A Job description should include: Job Title, Narrative of Duties, and Qualifications sections. Maintain a file of your current job descriptions.


3. The Library Personnel Office contacts the Student Employment and Cooperative Education Office (SECEO) to place your job order. SECEO sends applicants to the Library for an interview.


4. When a student is hired, the Library Personnel Office must complete the following forms:

Student Information Card

Student Employment Work Agreement (SEWA, green form)

Form 26

Federal Tax form

State Tax form

Guide for student assistants (for information only)

Salary Assignment (form D-60)


5. When completed, the student will ask you to review and sign the Form 26 and SEWA. The completed forms must be hand-carried to the SECEO by the student for final approval and processing.


6. To re-hire a former student, submit a job order and contact the Library Personnel Office.





1. A student who wants to transfer from one section to another will start again at Step I unless the old and new duties are closely related. The transfer should be mutually agreed upon in writing between the two departments. Contact the Library Personnel Office to complete necessary forms when a transfer is being considered.


2. Following University policies, student assistants who meet the eligibility requirements will receive an annual step-increase or merit increase. The following are university-wide regulations on increases:

A. To be eligible for an annual increase of the assigned class, a student must:

I. Have completed twelve (12) months of service from the date of initial hire or previous merit increase or promotion


II. Have worked a minimum of 400 hours (approximately two semesters) since the date of initial hire or previous promotion


III. Not be at the last step of the assigned class


B. To be eligible for increases to Step 2 and beyond of the assigned class, a student must:

I. Have completed six (6) months of service from the initial date of hire or previous promotion


II. Have worked a minimum of 400 hours (approximately two semesters) since the date of initial hire or previous promotion


III. Not be at the last step of the assigned class


3. In the case of Re-hires, previous service in the Library will be included in calculating the studentís service, but not the time between termination and re-hire.


4. Students are not to be required to work at a higher class level except for on-the-job training in preparation for assuming a higher class position. Promotions of student assistants help to maintain a good level of student morale and therefore contribute to the productivity of student assistants in the Library.


5. Promotions are permitted at any time during the year when the following requirements have been met:


A. There is a demonstrated need for student assistants at the higher level


B. The student has completed on-the-job training for the higher level or has demonstrated competence at the tasks required of the higher level to the satisfaction of the Department Head.


6. If the requirements have been met:

A. The supervisor submits the request for upgrading to the Department Head for approval before forwarding to the Library Personnel Office.

B. The approval request must be received in the Library Personnel Office one (1) week before the 15th or the last working day of the month to be effective the next pay period.

C. When promoted to a higher class, the student must be placed at Step 1.


7. During the regular semester, students at the Library should maintain an average of 10 to 15 hours per week. Students may not work over 20 hours per week or eight (8) hours per day.


8. Work done on legal holidays is paid overtime.


9. Student assistants are allowed paid rest periods of ten (10) minutes during each four (4) hours of continuous work and an unpaid lunch break of at least 30 minutes as appropriate. Break periods are not meant to be accumulated and taken in place of a lunch break. Students must sign out to take a lunch break and sign in when returning to the work area.


10. Work that is regularly scheduled between 6:00 p.m. and 6:00 a.m. is paid a premium of fifty-five (55) cents per hours. Night differential and split shift premium is waived if work is scheduled solely for the convenience of students. Split shift premium is NOT paid when the break is for the purpose of attending classes. The supervisor should keep a memorandum of each agreement of scheduling for the studentís convenience with details of the date(s) and time(s) covered.


11. During the summer and interim breaks, students may work up to 40 hours per week providing the Department in which they are employed has the funds. Students must not exceed 40 hours per week or eight hours per day.


12. Students who work, but do not attend summer school (3 credits each semester) will not be exempt from FICA taxes and automatically be eligible for participation in the State PTS Deferred Compensation Retirement Plan.