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POLICY NUMBER: SA 043
EFFECTIVE DATE: 9/3/2025
APPROVAL DATE: 9/3/2025
PURPOSE: Create policy to be in line with federal regulations
AUTHORITY: Life University President
SCOPE: All Students of Life University and Supervisors who oversee student workers
ADDITIONAL AUTHORITY: VP Finance
RESPONSIBLE AUTHORITY: Student Affairs, Finance, Human Resources
RECIPIENTS: All Students of Life University and Supervisors who oversee student workers
PUBLICATIONS: Student Handbook, University Catalog
DEFINITIONS: 8CRF 214.1 & FSA Student Aid Handbook, Federal Work Study
POLICY TITLE
Student Employment Policy for Supervisors and Student Employees
POLICY STATEMENT
This Student Employment Policy is outlined and 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.
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.
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.
Definitions
Federal Work-Study (FWS):
Is a federal program that provides funds for par1 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-studyfunds for the entire fiscal year. The funds are awarded to students based on needs analysis and other financial aid factors.
Part-Time Student Employee (PTSE):
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.
Hiring & Onboarding guidelines applies to all FWS and PTSE unless specifically stated.
PROCEDURE(S)
All student employees must be active and registered for classes.
Before a supervisor can consider a student for their position, the supervisor must confam that the student has an application on file.
It is the responsibility of the supervisor to call and interview the applicants.
All student applicants should provide a class schedule for the hiring manager during the interview process.
Supervisors must submit the New Hire Payroll Status Form to initiate the hiring process.
Upon receipt of the New Hire Payroll Status Form, Student Employment will confirm that the student is eligible for employment in this position.
The students should complete onboarding forms 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 1-9. 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.
PTSE -F1 students must apply for a social security number prior to working on campus.
FWS: 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.
PTSE -F1 students must provide the International Department with a copy of the offer letter.
FWS - 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 applies to all FWS & PTSE unless specifically stated:
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, outlining 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.
The students’ 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 guidelines apply to all FWS and PTSE unless specifically stated:
It is the responsibility of the supervisor to train all student workers on clocking in and out 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 10 a.m 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 time cards other than their own for submission to their supervisor
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!
FWS: May have a break in enrollment if the student is returning for the next quarter.
PTSE-F-1 students may only work on campus in one department, except for Orientation assistants or other positions that are paid a stipend.
PTSE F-1 allows students 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)
FWS: 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.
Non-Compliance applies to all FWS and PTSE unless specifically stated:
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 time for more than 20 hours in a work week or more than 30 during vacation periods.
Supervisors allow a student to work before they have been cleared by HR & Student Employment.
Failure to initiate a transfer or termination using the correct personnel action forms 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.
Supervisors who do not attend Student Employment Training as assigned.
PTSE F1: Supervisors who allow students to work in more than one position. Exception: Orientation Assistants who are paid a stipend.
Penalties apply to all FWS & PTSE unless specifically stated:
Student Employment will notify Human Resources, Chief Financial Officer and Department heads; the supervisor may lose all student employee privileges for the current and next quarter.
All penalties are inclusive for the entire year and will last for the remainder of the fiscal year (Summer-Spring).
PTSE F1: Student employee privileges are revoked immediately.
FWS: A warning is issued based on the memo sent by Student Employment for Supervisors who allow students to work without Work-Study funds awarded, supervisors who allow students to go
over their awarded amount, supervisors allowing students to work during a BLACK-OUT PERIOD.
Penalties for FWS budgets:
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.
Volunteering:
All student employees: FWS and PTSE cannot volunteer in roles on campus that resemble paid employment. What then, is a volunteer? According to the U.S. Department of Labor, a volunteer is an “individual who performs service … for civic, charitable, or humanitarian reasons, without promise, expectation or receipt of compensation for services rendered.” In addition, a volunteer cannot displace a genuine employee or take place when the employer might otherwise have hired someone. This means that you cannot “work for free” in a position that normally would be paid. Again, volunteer services are those performed for a public service, religious or humanitarian objective. Examples of volunteer work could include: serving lunch at a homeless shelter, walking dogs at the animal shelter, organizing a youth group trip for a church, building a house for Habitat for Humanity, etc.
OTHER NOTES
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