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POLICY NUMBER: SA.043
EFFECTIVE DATE: 7/1/2025
APPROVAL DATE: 07/27/25
PURPOSE: Create policy to be in line with federal regulations
SCOPE: All Students of Life University and Supervisors who oversee student workers
APPROVAL AUTHORITY: President
RESPONSIBLE AUTHORITY: Student Services, Enrollment and Recruitment
ADDITIONAL AUTHORITY: VP Finance
RECIPIENTS: All Students of Life University and Supervisors who oversee student workers
PUBLICATIONS: Student Handbook, University catalog
DEFINITIONS: N/A
POLICY TITLE
Student Employment for Supervisors and Student Employees Policy
POLICY STATEMENT
Student employment represents student employees defined in two categories:
FWS – Federal Work-Study Employee– Students awarded federal funds through Financial Aid
PTSE – Domestic and International student employees who work part time, whose pay is funded by departmental funding.
Federal Work-Study (FWS):
Is a federal program that provides funds for part time employment to help students finance the costs of postsecondary education. Since the position is federally funded, it requires proof of funding. Each fiscal year, Financial Aid awards specific financial aid recipients with work-study funds for the entire fiscal year. The funds are awarded to students based on needs analysis and other financial aid factors.
Part-Time Student Employee:
Departments who wish to employ part-time student employees will have to use departmental budgets dollars from their operating funds. To have part-time student employees, the department must have funds allocated within their budget or request a budget adjustment and approval by finance.
International Student’s fall under PTSE:
F-1 students may only work on campus in one department (exceptions may apply, please contact Director of International Programs)
F-1 status permits students with the Designated School Official (P/DSO) approval to work at an on-campus job for up to 20 hours per week when school is in session.
During vacation periods ( i.e. Fall, Winter, Spring and Summer break) students may work on- campus full-time (in accordance with the University’s policy which is up to 30 hours for part time student workers)
Students working on campus may be employed by the school itself or by any independent companies serving the school’s needs ( i.e. Chartwells)
F-1 students may be employed on-campus for their duration of status but may not begin more than 30 days before the start of classes.
F-1 students must stop working once they complete their degree unless they are changing to a new degree program (i.e. UG to MSHS) What if the student wants to get the same degree in a different discipline?
International students must provide the international department with a copy of the offer letter to keep on file.
F-1 students must have or must apply for a social security number prior to working on campus.
F-1 students are responsible for filing yearly taxes
Supervisors must monitor hours and not allow an F-1 student to go over 20 hours.
If an F1 student employed on campus violates this policy, their I-20 will be terminated, and the student will be required to leave the university and depart the US immediately.
Guidelines apply to all FWS and PTSE unless specifically stated:
All student employees must be active and registered for classes.
FWS Only may have a break in enrollment as long as the student is returning for the next quarter.
Before a supervisor can consider a student for their position, the supervisor must confirm that the student has an application on file in Paycom.
It is the responsibility of the supervisor to call and interview the applicants.
FWS Only: During the interview process, candidates applying for a Work-Study position must present an Offer Letter dated within the current week showing work study funding.
All student applicants should provide a class schedule to the hiring manager during the interview process.
Supervisors must submit the New Hire Payroll Status Form in DocuSign to initiate the hiring process. Subject to change to Paycom in the future. Remove the terms “DocuSign” and “PayCom” because those portals may change in the future.
Upon receipt of the New Hire Payroll Status Form, Student Employment will confirm that the student is eligible for employment in this position.
The student should complete onboarding forms in Paycom and visit the HR Offices to provide HR with their personal documents.
The student must have a physical copy of their social security card and required documents for their Form I-9. The student must present these documents to HR by visiting the HR Offices. If a student does not have a physical copy of their documents, they are unable to begin working.
Students may not work until the supervisor receives clearance from HR and Student Employment.
FWS Only – Community Service:
Based on the community service agreement, a student may be required to have a drug screen, criminal background check, and if the position requires any interactions with children, a sex offender registry check is required prior to starting employment.
The student will not be cleared to work until Student Employment has received clearance from the Community Service organization.
STUDENTS MAY NOT WORK UNTIL THE SUPERVISOR RECEIVES CLEARANCE FROM HR & STUDENT EMPLOYMENT!
Departmental Orientation:
All student employees will require guidance and training while transitioning into their new role and department. The supervisor must review the job description with the student employee, outline expectations and responsibilities.
Once the job description has been reviewed and signed by both the supervisor and student, scan a copy and email it to Student Employment. Make sure the student’s name is printed legibly at the top of the job description.
Supervisors are required to train each student in documenting and submitting time worked. The student’s Paycom registration codes are emailed to their LU email address once hired.
The supervisor is responsible for ensuring the student worker is performing his or her position.
Time/Attendance
It is the responsibility of the supervisor to train student workers on clocking in and out via Paycom each day.
Students are required to clock in and out of their shifts in real time.
Supervisors should review all student “Punch Change Requests” prior to approving timecards. Student Employees should be approving their time by 10am each Monday of payroll week.
The cutoff for all timecard approvals by supervisors is 12 p.m. each Monday of payroll week.
Supervisors must manage the individual student’s work study funds and approved part time funds.
Supervisors and students are responsible for the integrity of the hours represented on each timecard that is approved. Supervisors must ensure the student worker complies.
Student workers must always have supervision. If the supervisor is not available, be sure to designate a responsible staff member to assist during your absence.
Students are not permitted to work from home. Students may not authorize or sign off on timecards!
The supervisor must also be able to verify and approve the hours students have worked.
Students may not make departmental decisions such as budgeting. In most cases, the student worker is hired to assist and provide support to the staff.
Supervisors should ensure the student is not working during any scheduled class time! Allowing a student to work while the student should be attending class is a direct violation of federal requirements, which makes it imperative to obtain a class schedule prior to work.
FWS Only: Work-Study students must not go over their award balance!
All available student employee positions are posted on the Career Services website. Life University staff and supervisors should refer students to the career services webpage to review the How to Guide, where there are instructions on how to apply for a student employee position.
Student Employment: Part time and Work Study
Supervisors may be subject to disciplinary action or impact on their individual performance evaluation if there is failure to comply with the following:
- Once supervisors have been notified by Student Employment that a student should discontinue working, the student continues to work.
- Supervisors allow students to work or submit more than 20 hours in a work week (refer above when there are expectations).
- Supervisors allow a student to work before they have been cleared by HR & Student Employment.
- Supervisors allowing international students to work without an offer letter from Student Employment.
- Students are not allowed to work in more than one position. Supervisors who allow students to work in more than one position. Exception: Orientation Assistants who are paid a stipend.
- Failure to initiate a transfer or termination using the correct personnel action forms in PayCom when a student transfers to a new position or is no longer working for them.
- Supervisors who allow students to work when they are not active & registered for classes (see above for exceptions).
- Supervisors who do not attend Student Employment Training as assigned.
Penalties:
Student employee privileges are revoked immediately if any of the above happens with an international student.
A warning is issued (non-international).
Student Employment will notify HR and Department heads; the supervisor may lose all student employee privileges.
All penalties are inclusive for the entire year and will last for the remainder of the fiscal year (Summer-Spring).
Example: In the Fall Quarter, the supervisor allows a student to work before he/she has been cleared by HR & Student Employment, and in the spring quarter, the supervisor allows another student to work more than 20 hours a week. Because the supervisor had two occurrences that happened within the same year, the department may lose all student employee privileges for the remainder of the entire fiscal year.
FWS ONLY:
Supervisors who allow students to work without Work-Study funds awarded. Supervisors who allow students to go over their awarded amount.
Allowing students to work during a BLACK-OUT PERIOD
Student employment will notify supervisors for the Winter break in December and the Spring into Summer break, when students are allowed or not allowed to work.
Penalties:
All overages will be assessed to the department’s budget. Financial Aid will notify Payroll/Finance of any occurrences. Overages will be assessed at the end of each quarter or the beginning of the upcoming quarter.
The supervisor or the department may lose all student worker privileges for the current and next quarter.
Student Employment will notify HR and Department heads; the supervisor may lose all student worker privileges.
All penalties are inclusive for the entire year and will last for the remainder of the fiscal year (Summer-Spring).
Penalties associated with Student Employment are enforced to ensure Life University is compliant with all federally mandated regulations and to afford all eligible students the opportunity to earn extra income while obtaining valuable work experience.
PROCEDURE(S)
N/A
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