Section 3337-4-07 - Centralized student employment policyOhio university has established a centralized student employment service to provide job opportunity information for all students in a central location on campus in the office of student financial aids. The purpose of the creation of the student employment office in 1964 was to assist in hiring students for part-time jobs and to assure, as far as possible, uniform wage rates for comparable tasks performed by student employees, the centralized student employment service maintains this original purpose, serves to maximize employment opportunity and job placement, and facilitates the coordination of student employment policies and procedures. The information in this handbook will assist students in seeking job opportunities on the Athens campus of Ohio university and in the surrounding Athens community.
(A) The student employment "clearinghouse". (1) All departments utilizing student assistance on Ohio university's Athens campus and many private, off-campus employers in the surrounding Athens community will post all employment opportunities in the office of student financial aids, Chubb hall, room 020. Assistantships, which are forms of graduate student employment, are available to students admitted to the graduate college in an unconditional status and are also posted in the office of student financial aids. Faculty and/or administrative university contract positions and civil service positions are excluded from the centralized student employment posting in the office of student financial aids. Vacant student employment positions are posted through the centralized student employment service and include the following information on a job request form.(b) Job description and specific employment criteria.(d) Hours per week and duration of employment.(e) Name and address of employer.(f) Number of students to be referred for interview.(2) In order to be referred to interview for a potential part-time employment opportunity, the student should follow the procedure described below.(a) The student should identify an employment opportunity on the job bulletin board located in the office of student financial aids (Chubb hall 1, room 020) and complete student employment application.(b) The office of student financial aids will review the student's employment application prior to referral to determine: (i) The relationship between the applicant's experience and skill as compared to job requirements specified on the job request form;(ii) The eligibility of students receiving federal financial aid (basic opportunity grant, supplemental educational opportunity grant, national direct student loan, and/or college work-study program assistance);(iii) If the student is already employed and, if so, for how many hours per week. This information will be forwarded to the prospective employer.(c) Following review and approval of employment eligibility by the office of student financial aids, the student applicant receives a job referral card (top section completed) and proceeds to the prospective employer for a job interview.(d) If the student is employed by the employing unit, the job referral card (bottom section) is to be completed by the employer and returned via the student to the office of student financial aids. When a job vacancy is filled and the job referral card is returned to the office of student financial aids, the centralized posting will be removed. The following forms must be completed to initiate payment for hours worked: (i) Student employment authorization form,(ii) State of Ohio employees withholding exemption certificate form II-4,(iii) Federal withholding tax form W-4.(e) If the student is not hired, the employer indicates the specific reason(s) and completes the job referral card which is then returned to the office of student financial aids via campus mail. The department should also contact the office of student financial aids by phone (594-5471) if additional students are to be referred for interview. Some departments that employ large numbers of students (e.g., dining halls, library) may find it necessary to develop a priority list of "substitute" employees (used with some regularity) as a supplement to the regular student work force. The office of student financial aids should be provided with a copy of this substitute list no later than the third week after the beginning of each quarter. Thereafter, additions to the substitute list should be reported to the office of student financial aids at the end of each pay period. Substitutes will be given the opportunity to fill regular positions that become vacant prior to the position being re-posted. In rare cases, an emergency situation (e.g., unexpected resignations, absenteeism, and the need to fill vacant positions promptly at the beginning of fall quarter) will require that a student(s) be hired immediately. Such instances should be verified in writing by the hiring department head and transmitted to the coordinator of student employment. In this way, necessary hiring can take place and will be monitored to avoid abuse or excess.(B) Ohio university student employment general information.(1) Non-discrimination and affirmative action in employment practices. Ohio university is an equal opportunity and affirmative action employer. The student employment office, as part of the office of student financial aids, reaffirms the university's commitment to the policy that no employer may discriminate on the basis of race, sex, creed, ethnic origin or handicap in employment practices. Also, there will be no discrimination because of age except in compliance with age requirements of retirement plans or state and federal laws and guidelines. Furthermore, the office of student financial aids, as a part of Ohio university, shall conduct a vigorous affirmative action program in order to promote equal employment opportunities and to insure non-discrimination in all educational programs and activities.(2) The student employee. A person who is or will be enrolled as a student at Ohio university and whose primary purpose for being at the university is the achievement of a degree, diploma, or certificate is encouraged to seek employment. Student employment in this regard is viewed as interim or temporary and incidental to the pursuit of a degree. Students registered throughout the quarter for ten or more hours at the undergraduate level and eight or more hours at the graduate level (i.e., "full-time" students) are eligible for student employment. Students employed during the summer may work regularly scheduled hours of employment exceeding twenty hours per week as long as they intend to be enrolled at Ohio university during the following regular academic year.(3) Working hours. Working students should attempt to establish a reasonable balance between their academic' effort and work schedule. Consequently, student employees may not work more than twenty regularly scheduled work hours per week except during summer months and periods between academic sessions where regularly scheduled hours of employment may exceed twenty hours per week. At times other than summer months and periods between academic sessions, employment in more than one department is permitted as long as the student does not exceed a maximum of twenty hours of regularly scheduled work per week. The student employment office will monitor the hours worked by students to insure compliance with these hour maxima.(4) International student employment. When classes are in session, the only authorization for employment for international students that normally is granted by the immigration service is for part-time employment. Although "part-time" has not been precisely defined by the immigration service, the general practice is for Ohio university to recommend not more than a maximum of twenty hours of work per week and for the immigration service to limit authorized employment to an amount not to exceed twenty hours of work per week. The only time an international student may be permitted full-time employment is for work during the summer vacation or to engage in employment considered as "practical training" when he/she has completed requirements for his/her academic degree, diploma or certificate. Practical training must be related to the student's major field of study and is expected to provide training not available in the student's home country. Students with F-l visa classification who wish to accept part-time employment on campus do not need authorization from the immigration service. The only stipulation of this service is that such employment "will not displace, a United States citizen resident." Ohio university does not encourage the international student to accept employment that might adversely affect his/her studies and immigration status. In order to maintain proper immigration status, the student with an "F-l" classification must take a full course of study, (as described in paragraph (B)(2) above). Students with "F-l" classification who desire permission for part-time off campus employment must file form 1-538 with the district office of immigration service after consultation with Ohio university's international student advisor located in the Burson house. The international student advisor is authorized to approve form 1-538 recommending the authorization for part-time employment be granted, provided the student is able to claim economic necessity as the reason for seeking employment and provided the proposed employment will not interfere with the student's satisfactory pursuit of a full course of study. International students are also eligible to pursue full-time summer employment as long as they (a) maintain status under section 101, (a)(15)(F) of the Immigration and Nationality Act (INA), and are (b) enrolled in school for the next academic year or are eligible to be enrolled and intend to be enrolled, and (c) are in need of employment to supplement funds for necessary maintenance expenses. Detailed information regarding the employment of international students is available in the office of student financial aids or the international student advisor's office located in Burson house.(5) College work-study program student employment. The federal college work-study program, under the administration of the department of health, education and welfare, provides for the employment of students who need financial assistance in order to attend college. The federal government stipulates that jobs listed under the college work-study program may not displace presently employed persons or fill regular job openings including student employment; therefore, work-study job openings are only to be used as a supplemental source of assistance. (a) Student eligibility: To determine eligibility for college work-study program employment, a student must submit a financial aids application and supporting documents, since federal funds are utilized in this program, there are deadline dates during the spring quarter for submitting a college work-study program application. Application forms and additional information are available in the office of student financial aids, room 020, Chubb hall.(b) Work hours authorized: The pattern of compensation under the college work-study program is consistent with compensation made to regular student employees at Ohio university. The number of hours per week that a student, is permitted to work relates to the guidelines stated in paragraph (B)(3) above and, in addition, the student's ability, academic schedule, and rate of pay.(c) College work-study program administration: The college work-study program at Ohio university is administered centrally in the office of student financial aids. Students ape employed in either on or off campus work sites for public or private non-profit agencies or organizations throughout the summer and academic year. College work-study program employers currently pay twenty per cent of the eligible student's wage which is matched with eighty per cent federal funding.(6) Federal restrictions regarding institutional assistance. In accordance with federal guidelines, students receiving federal financial assistance (basic educational opportunity grant, college work-study program, national direct student loan, and supplemental educational opportunity grant assistance), which may be awarded in combination with institutional or state funds, may not receive assistance in excess of their demonstrated financial need. Institutional student employment is considered to be a source of student aid and must be considered as a resource when computing the student's financial need. Financial need is determined by a financial aid officer's assessment of family and/or individual financial resources. A parents' confidential statement or student financial statement is used to support this review. If a student's financial aid, including student employment compensation, exceeds his/her demonstrated need as determined by the financial aid officer, his/her federal financial aid package may be reduced by an equivalent amount or the student may choose to terminate his/her employment position.(7) Employment problems. Employment at any institution of higher education can be both challenging and rewarding as students attempt to support their educational effort through part-time work. It is also true that the many and varied pressures on student employees and employers occasionally generate employment-related conflicts. It is the responsibility of the supervisor to call any dissatisfaction, with the student's job performance to the attention of the student, to initiate a conference, and to record the problem and the results. A work performance report should be used to document the latter. Should a student have a complaint about the status, or conditions, of his/her employment, the following resolution procedure will be used. A copy of this procedure should be made available to each new employee and all supervisors of student employees: (a) First step. Within five calendar days of the occurrence of a complaint-producing incident, the student should meet with his/her immediate supervisor to discuss the problem. Within five calendar days of this meeting, the supervisor should answer the complaint of the student. Employing departments are encouraged to implement "complaint forms" which should include, among other things: the student's statement of the complaint, and the date of occurrence, the date of the meeting, and the date and response of the employer to the student. Provision should also be made for recording the following defined steps in the complaint-resolution procedure. Every attempt should be made by both parties to resolve employment-related problems at this initial level.(b) Second step. If the parties fail to resolve the matter at the first step, then within three calendar days after the completion of the first step, the student should submit a written complaint to the administrative head of the employing department. Within five calendar days after receipt of the written complaint, the administrative head shall meet with the student. Depending upon the nature of the complaint, the administrative head may, at his/her discretion, invite the supervisor to the meeting. Within five calendar days after this meeting, the administrative head shall submit a written answer to the student, the supervisor, the dean or division director responsible for the employing department, and the coordinator of student employment. In any case, every effort should be made by the administrative head to mediate and resolve the matter at this level.(c) Third step. If the matter is not resolved at the second step, then within three calendar days after the completion of the second step, the student may submit a written complaint to the dean, or division director, who is responsible for the employing department. Within five calendar days after the receipt of the written complaint, the dean, or division director, shall schedule a meeting to discuss the complaint with the student. Depending on the nature of the complaint, the dean, or division director, may, at his/her discretion, invite the supervisor and/or the administrative head to the meeting. The coordinator of student employment shall be asked to assist the dean, or division director, in evaluating the complaint. Within five calendar days after this meeting, the dean, or division director, will submit a written answer to the student, the supervisor, the administrative head, the appropriate senior administrator, and the coordinator of student employment.(d) Fourth step. If the matter is not resolved at the third step, the student may submit a written complaint within four calendar days after receipt of the answer provided under the third step to the student grievance board. The student grievance board will review the complaint, and, in keeping with its operating procedure, will make its recommendations to all parties concerned. Within seven calendar days after receipt of the written complaint, the student grievance board shall schedule a meeting to discuss the complaint with the student and the individual(s) responsible for the employing unit. The coordinator of student employment shall be available to the board as a resource person and consultant.(e) Fifth step. If the matter is still not resolved, then within four calendar days after the conclusion of the fourth step, the student or the supervisor may submit a written appeal to have his/her complaint reviewed by the senior administrator responsible and accountable for the employing unit. If the appeal is granted, the senior administrator shall meet with the student and render a final decision on the matter within ten calendar days after receipt of the appeal.(8) Work performance information. Due to the constant requests received from prospective after-graduation employers and the high value placed on job experience, Ohio university has established communication procedures concerning a student's work experience. Work performance reports are intended to be an indicator of the student's future employment potential. They are not in any way intended to be punitive and will only be released at the discretion of the coordinator of student employment on a "need to know" basis. If released, the student will be informed of the content. These records will be maintained in the office of student financial aids for one calendar year following termination of educational effort unless the student requests that they be incorporated as a part of placement office credentials. On campus employers utilizing student assistance should complete and return a work performance report to the office of student financial aids when:(a) The student terminates employment as scheduled, or(b) The student terminates employment for any reason prior to scheduled termination, or(c) The student's employment is terminated. Work performance report forms are available at the student employment office, 020 Chubb hall.(9) Resignation/termination. To protect future employment opportunities, student employees should give at least two weeks written notice to their employer when resigning from a university job. Employers should give student employees at least two week's written notice of termination, if the ending date of employment differs from the approximate dates specified on the date of employment and is for reasons other than disciplinary. In the case of flagrant, willful violations of university rules, resulting in immediate termination of employment "for cause" the office of student employment in student financial aids should be notified.Ohio Admin. Code 3337-4-07
Effective: 3/14/2015
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15
Prior Effective Dates: 3/16/1978