Student Handbook

This is the index for the Student Work-Study Manual. Click on the following links to read each part of the manual. If you have any questions after reading the manual, you can either e-mail us, or give us a call at (816)584-6298 or 6824.

Student Handbook Index:

• Introduction
• Student Process
• Job Search Process
• Job Transfers
• Benefits
• Pay Rates and Calculations
• Taxes
• Payroll Procedures and Policies
• Guidelines and Expectations
• Feedback
• Terminations/Disciplinary Action
• Grievance Procedures
• Community Service
• Points to Keep in Mind
• Student Wage Schedule

Introduction

The purpose of this handbook is to define the rules and regulations of the student employment program at Park University. The Student Employment Program was established to allow students an opportunity to not only earn money, but to gain valuable experience through the work-study program. The faculty and staff depends upon the students for much of the work essential to the daily operation of the University.

While the Office of Student Financial Services maintains the role of determining eligibility and allocating Work Study funds to students, the Student Employment Office develops employment opportunities, refers students to positions, processes payroll, collects and maintains all employment records.

The Community Service positions are available to eligible students as an alternative to traditional on-campus employment. Jobs are created in the community where the students have the opportunity to earn wages while helping people in the community. These positions offer students the opportunity to learn about the community in which they live, provide much needed service, and gain relevant work experience. Transportation in most cases is required. For more information contact the Student Employment Office at (816)584-6298 or 584-6824.

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To be considered for a Work Study award, you must first complete the Free Federal Application for Student Aid (FAFSA) which determines your financial need. This form must be completed each year after January 1st. Once the application has been processed, the cost of education for you will be established. The budget includes an average monetary amount for fees, books, room and board, personal expenses and transportation. An expected family contribution is subtracted from the cost of education. The difference is defined as financial need which could create the need for a work study award.

Under federal guidelines, the combination of all need-based aid may not exceed the financial need of the individual. When limited funding is available, regulations assure students with the highest need are considered first priority. If eligible, a Work Study award will be listed in the student's Financial Aid letter sent to you, or viewed on 'Your Award' for the following academic year. The monetary amount offered will be the maximum earnings the student may attain during each session. This amount may change if information or financial aid awards change the students eligibility for financial assistance.

Once you know that you are eligible for Work Study and have all paperwork complete with Financial Aid, you may then make some choices of where you would prefer to work. You may browse job postings through the Student Job Search to select a position that is of interest to you. Our online database system lists all jobs available, which include on-campus and community service positions.

If your Financial Aid file is incomplete, you will be notified by Student Financial Services. This must be cleared before you can be referred to an employer. Once this is done, Financial Aid will notify the Work Study Employment Office.

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The Job Search is your opportunity to explore the many Work Study positions available. The job you choose will give you an opportunity to explore areas of career interest and develop marketable skills. The Work Study Employment staff is available to help make the best match between a student and an employer. There are many opportunities listed, with at least one to meet your needs. You should take time to explore your options. Once a position is decided upon, you will need an application available in the Student Center, along with the contact information as a result of your search. You are instructed to report to the department Contact Person with the application as soon as you can arrange a meeting. It is important to act quickly because employers hire on a first-come, first-serve basis.

Jobs fill quickly and the longer you wait, the more you jeopardize working in a desired position. You should expect that you may be interviewed as if this is a real job. If you need help preparing for an interview, Work Study Coordinator Samuel Taibi, can work with you. An interview is not a guarantee; therefore, if after an initial interview you are not hired or you decline to take the position, you may return to Student Employment for a new referral. Once you are hired, there are several forms which must be completed in order for you to be put on the payroll. A new Work Study student must not begin work before the following documents have been completed: Application for Student Employment, Federal and State Withholding Tax Forms and an I-9 form. To be able to process all the necessary forms, you need to bring two forms of identification, such as: Social Security card and Driver's license or your student ID to the department. For returning Work Study students, previous payroll documentations will be used unless there is a change.

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Work Study job transfers, in general, are discouraged and under normal circumstances only one transfer is allowed per academic year.

The Work Study Employment staff are available and would be happy to meet with you to discuss your individual situation. Our role would be to listen, give feedback and make suggestions on how best to proceed. If you then decide that you want/need to make a transfer you must follow the procedures listed below.

1. Communicate any problems (schedule, number of hours, responsibilities, etc.) to your supervisor.

• Supervisors know that your primary responsibility is to be a student, but expect you as an employee to realize that they have an organization, department, office, laboratory, etc. to run and that you serve an important role in helping them provide quality services. (see Guidelines and Expectations)

2. If you are unable make adjustments that suit you and the employer.

• You must give a two week notice to your supervisor or make other mutually acceptable arrangements.

3. After the two week notice or the agreed upon time period has expired.

• Your supervisor will notify the Work Study Coordinator that will release you from the position.

4. Once you have been released from the position by the Work Study Coordinator.

• You can enter the on-line Student Center and seek a new position.
• If you need assistance, please come to Student Employment Office or call (816) 584-6298 or email samuel.taibi@park.edu .

5. After selecting and accepting a new position.

• Print a copy of the Application Form from the Student Center.

6. Contact the new employer within five days. Failure to do so may result in the Student Employment Coordinator removing your name from the availability list.

• The employer will provide you with additional information about the position.

* You should ask questions about expectations, hours, dress, etc.

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As a Work Study employee, you will have the opportunity to gain far more than a paycheck. Each day will bring rewarding new experiences and opportunities. The following is a list of benefits you may attain in your work study position:

• Opportunity to explore different career fields
• Letters of recommendations
• Increase computer and office skills
• Experience for resume/portfolio
• Networking connections
• Time management strategies
• Communication skills
• Task organizational skills

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Student employees may not earn more than the dollar amount of their award. The amount awarded is determined by Student Financial Services. The award is divided in half to determine the work-study award amount per semester. The hourly rate will be determined by each department taking into consideration, experience, knowledge, and skills required. Students returning to their previous position with satisfactory or better progress will be considered for a rate increase.

The following are other salary guidelines outlined by the Federal Student Financial Aid Handbook:

1. Students must be paid at least the federal minimum wage.

2. In determining an appropriate wage rate, departments must consider:

• Skills needed to perform the job;
• How much persons with similar skills are paid in local area for the same type of work;
• Rate Park would normally pay similar non-Work Study employees;
• Any applicable federal, state or local laws that require a specific wage rate.

3. Students doing comparable jobs must be paid comparable wages whether the jobs are performed by students at different class levels or by a student and a regular employee.

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All wages under this program are subject to federal, state, and local income tax but exempt from Social Security withholding (FICA) for students enrolled full-time for the term of employment. If a student is working on campus during a break of more then five weeks and not attending classes, their wages are subject to FICA withholding.

At the end of the calendar year, a statement of wages withheld (W-2 forms) will be issued and mailed by Park University to the address of record. If any changes in status, exemptions, or address occur, please contact the Student Employment Office to complete a new W-4 form.

• Holiday Pay

A student who works on any given holiday will receive straight-time pay for the time worked.

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Timesheets are sent to all supervisors at the start of each pay period. They must be submitted in accordance with the following guidelines:

• The timesheet must be recorded daily and must accurately reflect actual hours worked rounded to the nearest 10th of an hour. (see back of timesheet) Those students working for Dining Services, Library, Physical Plant, or Public Safety will be provided with a timecard by their supervisor.
• Hours should be totaled for the day, week, and pay period. It is recommended that both the student and supervisor check totals. Incomplete timesheets will be returned and could delay payment.
• Both the student and the supervisor should initial any corrections or changes.
• The student and the supervisor or other authorized person as indicated on the Student Employment Contract, must sign the timesheet before it can be processed.
• If the student does not work during a particular pay period, the supervisor should note that on the student's timesheet and submit it as usual.
• All timesheets are to be delivered to the Student Employment Office by the deadline listed on the timesheet. Unsigned timesheets could delay processing the payroll checks.
• Make sure all handwriting is legible.
• Make sure that you sign your time sheet.
• Timesheets should be completed by four o'clock the last day of each month. For those working evenings, the timesheet is due to your supervisor the following day by 12 noon. (Alternative deadlines may be necessary around holidays) Getting timesheets turned into the supervisor on time is the responsibility of the student employee.

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As a Work Study employee, there are certain standards and expectations that you must strive to attain. We hope that the following will provide a guide to a positive work experience.

• Expectations

Work Study positions should be considered a regular job. Although eligibility is part of the Financial Assistance program, many people are depending on you to conduct yourself in a professional and businesslike manner. As a matter of clarity, the following list includes some of the standards to which you should aspire in your work.

• Attendance

As with any job, you are expected to report for your scheduled shifts and any additional time commitments that you have made. If you are unable to report for work, it is your responsibility to call your supervisor as soon as you are aware of the problem so arrangements can be made

Tardiness - Out of common courtesy, you are expected to report for work when you are scheduled. If the schedule indicates that you are to begin work at 10: 00 am, then that should be the time that you arrive

Time Off - At certain times of the year, it may be difficult to schedule everyone's needed time off. This can be made easier by making your employer aware of your absence ahead of time. This can be done by filling out an absence request form, or however your supervisor wants to handle it. Please do not assume that you will be allowed time off automatically. If it is required of you to find a substitute, please make sure that someone is there to fill in your shift.

• Computer Procedures

Some employers will allow student workers to use computers for personal use when possible. Please take into account that this is a privilege not to be taken advantage. Please understand that University work takes precedence over anything else. Do not use the computers for your own personal use during your regularly scheduled work time.

Computer costs for supplies and maintenance are high, therefore computers are for current staff only. Computer labs on campus are set up specifically for student use.

Security Concerns - Staff using departmental computers during off hours must be responsible for locking all doors, windows, etc. Please notify your supervisor if you are interested in working after hours. It is up to your department to determine if this is allowable.

• Dress Code

There are a few considerations that must be given to what you wear. Clothing can be casual and relaxed like what you would wear to classes. Some employers will not have any other guidelines on dress, as long as you look presentable. Other employers may have stricter guidelines. These may prohibit clothing with Greek, religious, or political messages portrayed on them. Professional attire may also be required. Before you begin work, you should go over the dress code with your supervisor.

• Ethical Responsibility

As a Work Study employee, you are expected to operate in an ethical manner. If you witness anything that you perceive as unethical, you are encouraged to speak with the individual involved and/or your supervisor. We want your work environment to be a safe place for you and everyone else. Maintaining high ethical standards is an important part of a safe environment. An area of special concern to us is that of confidentiality of situations, interactions, and insights that must always be respected. If you have any questions about what is considered confidential, please check with your supervisor.

• Lunches and Breaks

If you work for four or more continuous hours, you are allowed to take a 15 minute break. If you work this length of time over either lunch or dinner, you may take a 15-30 minute break to eat. You must get permission from your supervisor before going on break.

• Professionalism

It is very important that we maintain a professional manner at all times and our success depends largely on what we say or do. Therefore, it is important to be aware of the image we are projecting. Although it is interesting to hear about dates, parties, etc., it is not appropriate conversation material for a work setting. Please be aware of the things that you are saying and their appropriateness.

Front Desk Duties - When staffing a reception area, it is your responsibility to greet customers or fellow students, answer phone calls, and facilitate a smooth flow of services in a timely manner. Studying or doing homework at the front desk is not acceptable. This distracts you from the duties you are expected to perform.

Telephone Etiquette- You may be receiving many calls a day, depending on your location and position. Because of this, covering the telephone may be an important part of your job. Your courtesy and manners are important as well as taking accurate messages from incoming callers.

Messages - Sometimes it will be necessary to take a message when a person is not readily available. It is important that the message be legible and placed in the appropriate mailbox or on the person's desk. This message should include the name of the caller, their phone number, and time and date of call.

Personal Calls - You should discuss the personal telephone policy with your supervisor at the time of employment. As with any professional organization, personal calls are discouraged. Please try to minimize incoming personal calls and make sure you are not tying up any busy lines. Employers realize that emergencies occur and make exceptions in such cases.

• Confidentiality

Do not discuss department issues with anyone outside the department.

Do not release or share confidential information about students.

Do not remove files or other materials from the work place.

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It is important that everyone receive feedback on their performance. Not only is the Work Study job an opportunity to explore interests and careers but also to develop skills. This is an opportunity for you to grow as an individual and as a worker. It is recommended that each semester the supervisor complete a Review form, allowing for a rating of both work and personal characteristics. This is an important way to identify strengths and set goals for the next semester, and also an opportunity to discuss any issues or concerns that have developed.

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There three types of terminations: the student may voluntarily terminate; the supervisor may terminate the student from a specific position; Student Financial Services may terminate the student.

• Voluntary Termination

For a variety of reasons, the student may voluntarily terminate from participation in the Student Employment Program. In this instance, written or verbal notice should be given to the supervisor and the Student Employment Office. Except in unusual circumstances, a two-week notice is considered appropriate.

• Employer Termination

The student may be terminated by the employer if: he/she does not perform job duties in a satisfactory manner; continually fails to call in before missing scheduled work periods; or refuses to conform to reasonable departmental or agency employee behavior standards. Students may receive two warnings each semester. Written warnings are issued to give the student an opportunity to correct his/her unacceptable work behavior. In the event a third warning is issued the student will be removed from the Student Employment Program for the remainder of the semester. If a student is terminated from his/her position two semesters, they will be permanently removed from the program.

A student who commits a major offense (falsification of timesheets, theft and gross misconduct, gross insubordination, etc…) will be terminated immediately and will not receive the usual two warnings before termination. Should an investigation be needed for proof of such action, the student could be suspended from the program or moved to another department pending the outcome.

A third party is required in a meeting between the supervisor and student when the discussion will ultimately lead to suspension or termination of the employee. You should already have a third party selected for attendance from your office. Before the meeting begins, the student should be given the opportunity to choose another person be present with them during the proceedings.

• Student Financial Services Termination

The student is terminated by Student Financial Services from participation in the Student Employment Program if he/she has used all his/her award for the semester; drops below half time enrollment (IWSP only); fails to meet the GPA requirements necessary for Financial Aid; totally withdraws from Park; or has a change in financial situation which reduces financial need.

When the student is terminated by Student Financial Services the student is sent a letter informing them of the reason for termination and the effective date. A student is terminated as determined by provisions of this policy without regard to race, religion, national origin, sex and age, in accordance with Park University’s Equal Opportunity Policy.

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Grievance Procedures

The student has the right to appeal the supervisor's decision to the director of Student Financial Services. Both the student and the supervisor has the right to appeal the Student Financial Services decision to the Vice President of Enrollment Management and Student Services. The latter may refer final decisions to the Student Aid Advisory Committee or any other judiciary body, which may be deemed appropriate. Student may contact the Student Employment Coordinator for the appropriate forms.

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Seven percent of the Federal Work Study Program budget is allocated to community service positions. Community service work study offers an alternative to traditional on-campus employment by creating jobs in the community where eligible students have the opportunity to earn wages while helping a nonprofit organization. These jobs allow students to come into direct contact with the people they are serving.

Some fields which qualify as community service include health care, child care, literacy training, education (including tutorial services), welfare, social services, housing, neighborhood improvement, public safety, crime prevention, recreation, rural development, and community improvement.

For more information on community service or a referral to a community service site, contact the Work Study Coordinator Samuel Taibi at (816)584-6298.

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It is encouraged that all jobs be related to a student's career or educational plans.

Not all nonprofit organizations qualify as community service employers. The nature of the work must be in the public interest, work performed for the national or community welfare, rather than work performed for a particular interest or group.

Many community service jobs are located off campus and would require transportation.

SAMPLE COMMUNITY SERVICE SITES:

• Synergy Services
• Boys & Girls Club
• City of Parkville
• Park Hill Community Education
• Children's Museum

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Student Wage Schedule

DEFINITION OF LEVELS

• Level I (entry level/unskilled/trainee)
• Level II (semi-skilled)
• Level III (skilled)
• Level IV (highly skilled)
• Level V (paraprofessional/graduate student)

DESCRIPTION OF LEVELS

Level I: Job duties require little or no experience. Will perform routine duties making few decisions. Have ability to follow written and verbal instructions. This level may require close supervision.

Level II: Performance of responsible tasks and some decision-making. Employees are given general instructions and are expected to perform duties with minimum follow-up. Previous training or work experience may be required. This level receives direct supervision.

Level III: Perform a variety of duties specialized or technical in nature. Requires some developed skills in operation of office equipment; duties are moderately complex and require a substantial degree of responsibility and independent judgment. Must have prior related experience of at least I year. Positions at this level may have some supervision.

Level IV: Duties are highly complex and require advanced skill/or knowledge with a higher level of responsibility, experience and training. Employees at this level will be expected to establish priorities, use initiative and make decisions regarding work assignments. Duties performed with minimal supervision.

Level V: Substantial previous work experience; highly skilled or graduate level. Prioritizes and performs multiple tasks with attention to detail and works independently.

Student Pay Rates

It is the responsibility of the supervisor to recommend the specific pay category for returning student employees based on the job duties and responsibilities listed on the job description. Once the level has been determined, the classification scale above will be used for the hourly rate. The expectation is that a student returning to the same position, with satisfactory prior performance, is eligible for a raise up to30-cents an hour.

Supervisors also have the option of recommending the student for a step increase for exceeding satisfactory expectations. Eligibility for all raises is limited to one per academic year and should be submitted at the end of a given semester. Justification and the amount should be noted on the end of semester evaluations.

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