Human Resources

Student Employee Policy

Effective Date: July 21, 2025
Responsible Office: Human Resources

01. Purpose

Southwestern University recognizes that providing clear guidance and support for student employment benefits both the students and the greater university community. This policy outlines the provisions and expectations for on-campus student employment for eligible students. The policy is designed to help students balance their academic responsibilities with meaningful, experiential learning through on-campus work, while ensuring compliance with the Fair Labor Standards Act (FLSA), applicable federal student employment regulations, and any relevant state and institutional guidelines.

02. Policy Statement

This policy establishes the updated pay structure for student employees at Southwestern University, effective for the 2025-2026 Academic Year. The revised structure ensures equitable and competitive compensation by evaluating key criteria, including the scope of responsibilities associated with each role, the specialized skills and prior experience students contribute, the level of supervision required, and their tenure with the institution. These updates are designed to align with the University’s strategic goals, adhere to all applicable federal regulations, and enhance job satisfaction and retention among student employees.

Additionally, this policy addresses processes for student employees and their supervisors, including updates to student employee recruiting, hiring, and training.

03. Definitions

  1. Student Employee: A student enrolled at the University who is hired for part-time, on-campus work to support departmental needs while gaining professional experience and supplemental income. Must be enrolled in a minimum of six credit hours during the current or upcoming academic year.
  2. Supervisor: An individual responsible for overseeing student employees, including hiring, training, evaluating performance, and ensuring compliance with University policies.
  3. Budget Officer: A designated individual responsible for managing and approving departmental budgets related to student employment, including wage allocation.
  4. Job Posting: A formal announcement of a student employment opportunity, including job responsibilities, qualifications, hours, and compensation, typically created in collaboration with the Center for Career and Professional Development.
  5. Onboarding: The process of integrating new student employees into their roles, including completing required paperwork, attending orientation, and receiving initial training.
  6. Employment Eligibility Documentation: Legally required forms, such as the I-9 and W-4, that must be completed by students and verified by the University before they begin employment.
  7. Timekeeping: The process of recording hours worked by student employees, through the University’s Self-Service system, to ensure accurate payment and compliance with work-hour limitations. Time entry by the student is due by Monday at 10:00 AM following the end of each two-week pay period.
  8. Maximum Work Hours: The limit on the number of hours a student employee may work per week, set at 19 hours during the academic year and 40 hours during winter break and summer terms, unless otherwise specified by University policy.
  9. Performance Evaluation: A formal review process conducted by supervisors to assess a student employee’s performance, accomplishments, and developmental progress over the past year.
  10. Professional Boundaries: The expectations for maintaining a respectful and appropriate supervisor-student relationship, ensuring a clear distinction between professional and personal interactions.
  11. Experiential Learning Objectives: The goals tied to a student’s employment experience, which aim to complement their academic studies and support their professional development.
  12. Active Enrollment: A student is considered active at SU if they have been officially admitted, are currently enrolled in courses, and have not yet graduated. This active status continues through breaks between semesters and during the summer, provided the student is enrolled for the upcoming long semester.

04. Roles and Responsibilities

Student Employee

  1. Professional Conduct
    Performing duties professionally and responsibly by completing assigned tasks accurately, efficiently, and in a timely manner.
  2. Policy and Confidentiality Compliance
    Adhering to University policies and any applicable departmental guidelines, including maintaining confidentiality when handling sensitive information.
  3. Attendance and Communication
    Communicating proactively with supervisors regarding availability, including providing advance notice if unable to attend a scheduled shift.
  4. Accurate Time Reporting
    Reporting time worked accurately and submitting timesheets by established deadlines to ensure timely and correct payment.
  5. Accountability and Dependability
    Demonstrating accountability by being punctual, dependable, and respectful in all workplace interactions.
  6. Collaboration and Workplace Etiquette
    Foster a respectful, inclusive, and cooperative work environment by collaborating effectively with peers, supervisors, and other campus partners.
  7. Academic Prioritization
    Maintaining academic focus and ensuring that work commitments do not interfere with class schedules or academic standing. Student Employees should remain in good academic standing.

Student Employee Supervisor

  1. Allocating Budget & Role Creation
    Supervisors are responsible for initiating discussions with the department leadership or budget officer to evaluate the need for student employment roles and funding availability. Supervisors should provide detailed information about the number of students required, estimated weekly hours, and how the role aligns with departmental objectives.
  2. Hiring and Training
    Supervisors are responsible for ensuring that the appropriate hiring process is followed when bringing student employees on board. Supervisors must complete and submit the Student Employment Hire Smartsheet Form with all required details and attachments to initiate the hiring process. This includes verifying with the student that all required paperwork including forms I-9 and W-4, are completed and submitted to Payroll before the student begins working. Additionally, supervisors must ensure that students are properly prepared for their roles by providing relevant training and resources needed to perform their duties effectively.
  3. Time Approval
    Supervisors must approve their student workers’ time entries on a biweekly basis through the University’s Self-Service system. Time approvals are due by Monday at 10:00 PM following the end of each two-week pay period. Supervisors will receive notifications for each week’s submission. For students holding multiple positions, supervisors must collaborate to ensure total hours do not exceed allowable limits.
  4. Communication and Student Development
    Supervisors are responsible for clear and consistent communication with student employees, providing feedback, setting expectations, and conducting evaluations. This supports job performance and professional growth, ensuring compliance with work-study and developmental funding requirements. Supervisors should also identify opportunities for students to align work experiences with their educational goals.
  5. General Supervisor Expectations
    Supervisors play a vital role in establishing a professional, supportive, and development-oriented environment for student employees. To uphold these standards, supervisors are expected to:
    1. Evaluate Performance Fairly
      Supervisors must assess student employee performance based on established job responsibilities and expectations. Feedback should be constructive, highlighting achievements and identifying areas for improvement, while ensuring evaluations are objective and free from bias.
    2. Exhibit Professionalism and Set Boundaries
      Supervisors should model professionalism and integrity in all interactions. This includes maintaining respectful communication, addressing conflicts appropriately and promptly, and upholding University policies and values. Supervisors must also establish and maintain appropriate professional boundaries with student employees to foster a respectful and balanced working relationship.
    3. Support Student Development
      Supervisors should provide opportunities for student employees to develop professionally and personally by offering guidance, mentorship, and learning experiences. Open communication is encouraged to support students in their academic and career growth.
    4. Conduct Performance Evaluations
      Supervisors are responsible for conducting formal Performance evaluations for student employees on a semester or annual basis. These evaluations should provide a comprehensive review of the student’s performance, accomplishments, and areas for growth. Evaluations are an opportunity to set future goals and ensure alignment with both job expectations and developmental objectives.
    5. Ensure Compliance with Policies
      Supervisors must adhere to all University employment policies, including work-hour limitations, and legal regulations, equitable pay, and ensuring pay rates are aligned with the university pay rate structure. Supervisors should work collaboratively with students and other supervisors to ensure compliance and equitable practices.
    6. Promote Accountability
      Supervisors should establish clear expectations regarding performance, conduct, and attendance. Any performance concerns should be addressed promptly, with documented discussions and appropriate follow-up to ensure clarity and resolution.
    7. Timekeeping and Work Hour Compliance
      Supervisors are responsible for ensuring student employees adhere to established work hour limitations and submit accurate timesheets in accordance with payroll deadlines. For students holding multiple campus positions, supervisors must collaborate with the student and other supervisors to coordinate scheduling and ensure the student remains within the maximum allowable hours per week.

Budget Officer

The Budget Officer plays a key role in the student employment process by reviewing funding requests to ensure that proposed positions align with the department’s available budget and strategic priorities. They provide initial approval for student wage allocations and work closely with supervisors to confirm that financial resources are appropriately distributed. In most cases, division leadership (e.g., Vice Presidents) will serve as the designated Budget Officer for their respective areas.

The Vice President, acting as the Budget Officer, is the final approver for all student employment positions and associated budget allocations. After the supervisor submits the Student Employment Hire SmartSheet Form as a means to request employment funding, the Vice President will be notified via email to approve to hire. No student employment position may be formally offered until final approval is granted by the Vice President.

Human Resources

Human Resources ensures that all aspects of student employment align with University policies and meet applicable labor law requirements through oversight and ongoing support.

Payroll

Payroll facilitates the onboarding process and collection of hiring materials, sets up students in their positions, ensures timely and accurate processing of student processing student employee paychecks, and maintains compliance with payroll regulations and deductions. This department also provides support to supervisors and students for time entry and payroll discrepancies.

Center for Career & Professional Development

The Center for Career and Professional Development is responsible for managing the posting of all student employment opportunities. This includes ensuring that job postings are visible and accessible to students through the appropriate platforms. Provides general training resources for student employees and their supervisors, emphasizing career readiness, transferable skill development, and best practices that promote meaningful student learning and professional growth.

05. Compensation

The minimum wage for all student roles starts at $8.00 per hour, exceeding the federal minimum wage of $7.25 per hour, demonstrating the institution’s commitment to fair compensation.

Departments should strategically allocate their employment budgets to account for merit raises and ensure competitive compensation. Supervisors must determine the appropriate role level based on departmental needs and available funds. The structured pay ranges then give them the flexibility to recognize and reward exceptional performance while remaining within budgetary constraints.

Defined Pay Ranges

Each level includes a pay range, allowing flexibility for supervisors to set wages based on performance, skill, and budget considerations. Starting new student employees at the lower end of the range encourages growth opportunities and aligns with institutional financial planning.

Annual Merit Raises

To incentivize retention and recognize continued service, an annual merit raise of $0.25-$0.50 per hour is recommended for employees remaining in the same role. This encourages long-term student engagement and rewards consistent contributions.

Role-Based Compensation

Pay levels are determined by the skill, responsibility, and autonomy of the position, rather than the student’s academic year. This ensures alignment with job demands and promotes professional development.

Supervision and Independent Judgment

Pay rates and classifications also account for the level of oversight required. Positions with greater autonomy and higher levels of independent judgment are compensated accordingly, reflecting the added value these roles bring to the institution.

Classification Level Student Associate Student Coordinator Skilled Student Associate
Level 1 $8.00-$11.00 $8.00-$11.00 $10.00-$13.00
Level 2 $9.00-$12.00 $10.00-$13.00 $11.00-$14.00
Level 3 $10.00-$13.00 $12.00-$15.00 $12.00-$16.00
Level 4 $11.00-$15.00 $13.00-$18.00 $13.00-$20.00

Level 1: Entry-Level

  • Limited experience; foundational tasks.
  • Frequent oversight and instruction.

Level 2: Developing Proficiency

  • Periodic oversight; independent judgment for routine tasks.
  • Some decision-making within established guidelines.

Level 3: Advanced Contributions

  • Limited oversight; technical or peer mentoring roles.
  • Regular use of judgment and problem-solving.

Level 4: Leadership and Expertise

  • Minimal oversight; strategic contributions.
  • High-level problem-solving, project management, or leadership.

06. Classification

The structure classifies positions into four levels, reflecting job complexity, skill requirements, and level of autonomy. This system ensures transparency and pay equity across diverse roles while accommodating various departmental needs.

All positions must be classified with clear job descriptions that align with the grade levels and pay ranges. Supervisors should document and justify pay decisions within the specified ranges.

Student Associate

The Student Associate role focuses on foundational tasks and responsibilities essential to the department. This position may support various departments with entry-level duties, offering opportunities to develop professional skills and gain valuable workplace experience. As students progress, they take on increasingly complex and impactful responsibilities. May include but not limited to duties such as:

  • Data entry and record maintenance.
  • Filing and organizing documents.
  • Managing front desk operations, including answering phones and greeting visitors.
  • Scheduling appointments or coordinating reservations.
  • Preparing and distributing reports, forms, or other documents.
  • Assisting with inventory management and supply tracking.
  • Shelving and organizing books, materials, or equipment.
  • Performing basic technical troubleshooting or support tasks.
  • Monitoring and enforcing rules in facilities or activity spaces.
  • Assisting with event setup, breakdown, and logistics.

Student Coordinator

The Student Coordinator position emphasizes projects and organizational skills. Coordinators oversee project operations, manage tasks, and support peers in achieving shared project goals. They may act as a bridge between team and stakeholders/employees/students, gaining exposure in coordination, project management, and decision-making processes. May include but not limited to duties such as:

  • Coordinating and managing events, including planning logistics, securing venues, and managing timelines.
  • Assisting in the creation and execution of marketing campaigns for departmental initiatives or events.
  • Developing content for social media platforms, newsletters, and promotional materials.
  • Maintaining and updating event calendars and project schedules.
  • Managing registration, attendee lists, and follow-up communications for events.
  • Serving as the primary point of contact for event vendors and service providers.
  • Monitoring project progress and ensuring deadlines are met.

Skilled Student Associate

The Skilled Student Associate role involves applying specialized knowledge or technical expertise. These students handle advanced tasks, such as operating specific equipment or utilizing specialized skills, with or without formal certification. Their contributions often rely on training, prior experience, or proficiency in a technical field. May include but not limited to duties such as:

  • Assisting with tasks that require specific knowledge, skills, or technical proficiency.
  • Operating and maintaining equipment or tools relevant to the department, such as audiovisual systems or lab instruments.
  • Providing support in areas requiring prior training or experience, such as IT troubleshooting, athletic operations, or lifeguarding.
  • Ensuring safety and compliance with established protocols in specialized settings.
  • Performing tasks that may require basic certifications, such as CPR, First Aid, or specific technical training.
  • Supporting the department with advanced or technical duties that go beyond foundational responsibilities.
  • Assisting in the preparation, execution, or oversight of technical, academic, or operational projects.

07. Recruitment/Hiring

Student Employment Supervisor Roadmap

  1. Determine Need and Budget
    1. Supervisors should begin by assessing the specific staffing needs of their department. This includes evaluating current workloads, identifying gaps in coverage, and determining how additional student employees will address these needs.
    2. Once the need is established, supervisors must consult with the VP or budget officer to confirm the availability of funds for student wages. This discussion should cover:
      • The number of students to be hired.
      • Estimated weekly hours for each position.
      • Duration of employment (e.g., semester or year-long roles).
    3. Supervisors must ensure that the proposed hiring aligns with departmental budgets and University policies before moving forward.
  2. Job Analysis and Description
    1. Job Analysis
      If a job description does not exist for a student staff position, use the provided editable templates to conduct a job analysis. This process will help define the role’s core responsibilities, required skills, and qualifications. Consider the department’s operational needs, desired learning outcomes, and strategic goals when completing the analysis.
    2. Job Description
      Use the editable templates, create or update the job description to ensure it includes the following elements:
      • Title and Purpose: Clearly define the role and its objectives.
      • Key Responsibilities Detail the primary tasks and duties of the position.
      • Required Qualifications: Specify the necessary skills, experience, or certifications.
      • Salary: Determine an appropriate salary range using the University’s pay scale, ensuring it aligns with the role’s responsibilities, qualifications, and departmental budget.
      • Desired Learning Outcomes: Emphasize the professional or academic benefits for student employees.
    3. Pay Rate Determination
      Use the University’s pay scale to establish an appropriate pay range, aligning it with the role’s responsibilities and qualifications as outlined in the job description template.
  3. Job Posting
    1. All open student staff positions must be posted on HireSU using a current, approved job description. Prior to posting, supervisors must obtain approval from the Center for Career & Professional Development to ensure the position aligns with institutional standards and SU guidelines.
    2. Supervisors may also choose to advertise the opportunity through additional university channels at their discretion to reach a broader and more diverse applicant pool.
    3. Each job posting should clearly outline the position’s responsibilities, qualifications, and expectations. Students applying for the role are required to submit a professional resume as part of their application for consideration.
  4. Recruitment
    1. Follow Southwestern University’s recruitment process, which emphasizes equity and equal opportunity. Ensure all student positions are advertised and are clear to attract a wide range of qualified applicants.
  5. Applicant Screening and Selection
    1. Screening
      Review submitted applications to identify candidates who meet the role’s qualifications and align with the desired learning outcomes.
    2. Interviewing
      Conduct interviews in-person, virtually, or by phone. Use standardized, role-specific questions that reflect the responsibilities and objectives of the position to ensure a fair evaluation process.
    3. Selection Decisions should only be made after:
      • Reviewing all applications.
      • Completing the screening process.
      • Conducting interviews.
    4. Candidates who do not submit all required application materials or complete the selection process should not be eligible for consideration.
  6. Student Hiring
    1. Student Hire Form Smartsheet Form — Complete and submit the form, ensuring the following details are included:
      • Position name and term.
      • Student name and ID number.
      • Estimated weekly hours, start and end dates.
      • Hourly pay rate, budget officer signature, and 16-digit account number.
      • Submit the finalized form to Payroll for approval.
      • Appropriate attachments are included such as Job Description, etc.
    2. Student Completes Forms: Once Smartsheet is submitted, the new student employee will receive instructions to complete necessary forms, including:
      • Form I-9 (requires original documents of identification as outlined on page 2).
      • W-4 tax form.
      • Direct deposit form.
    3. Notify Payroll: Early Position End
      If a student stops working in a position prior to the original end date, the Supervisor must inform Payroll as soon as possible to end the position.
  7. Approval and Training
    1. Ensure all required documentation is submitted and approved before the student begins work. Supervisors must confirm the student’s eligibility and schedule appropriate training to prepare them for their role.

08. Hours and Scheduling Limitations

  1. Weekly Hour Limit During Academic Terms
    Hourly student employees may not exceed a total of 19 hours per week while classes are in session. This limitation applies regardless of the number of positions held on campus simultaneously.
  2. Break Periods and Summer Employment
    During official university break periods (e.g., winter break, spring break, and the period between fall and spring semesters), student employees may work up to 40 hours per week, provided they are not enrolled in classes during that time. Similarly, during the summer semester, students not enrolled in summer courses may work up to 40 hours per week.
  3. Multiple Jobs
    Student employees may hold more than one on-campus job; however, the total number of hours worked across all positions may not exceed 19 hours per week while classes are in session. During official university breaks (such as winter or summer break), students may be permitted to work up to 40 hours per week, with supervisor approval and depending on departmental needs. It is the responsibility of the student and their supervisors to coordinate schedules to ensure compliance with these hour limits. All hours worked must be tracked and reported accurately. Students working multiple jobs must maintain good academic standing, and supervisors are encouraged to regularly check in with students to ensure their workload is manageable and does not interfere with their academic commitments.
  4. Class Attendance Requirement
    Student employees must not be scheduled to work during any time they are expected to be in class. Supervisors are responsible for verifying student class schedules to ensure work hours do not conflict with academic responsibilities.
  5. May Graduating Student Employment Eligibility
    May graduating (and are not on F-1 visas) students are eligible to continue student employment during the summer following their graduation for a maximum of 12 weeks.
  6. F-1 Visa Holder Employment Restrictions
    International students on F-1 visas must have applied for a Social Security card before they begin working on campus. Also, they must cease student employment upon completion of their academic program, as determined by the official last day of the term on the academic calendar. Further employment requires proof of work authorization (e.g., OPT, CPT).
  7. International Student Compliance
    International hourly student employees must remain in compliance with all visa requirements governing student employment. For clarification or guidance, students should contact the Office of Study Abroad & International Student Services.

09. Conditions of Employment

  1. At-Will Employment
    All student employment positions at Southwestern University are considered at-will, meaning employment may be ended at any time and for any lawful reason. This may include, but is not limited to: misconduct, failure to meet job expectations, inability to perform assigned duties, loss of eligibility, budgetary constraints, or the elimination of the position.
  2. Timekeeping Requirements
    Student employees are required to accurately clock in and out for all scheduled work shifts using the University’s designated timekeeping system. Failure to comply with timekeeping procedures may result in disciplinary action, up to and including termination of employment.

10. Rehires/Separations

Basis for Use of Performance Management Procedure

At Southwestern University, we are committed to supporting the success and professional development of every student employee. In return, student employees are expected to meet performance standards and conduct expectations as outlined by their supervisors. Supervisors are encouraged to maintain open communication and provide consistent feedback to student employees to support growth and success in their roles.

When concerns regarding performance, conduct, or attendance arise, supervisors may initiate the Performance Management Procedure. This structured, progressive process is intended to promote improvement, address concerns promptly, and prevent future issues. Supervisors may adjust the sequence of steps combining or skipping them as appropriate, depending on the nature and seriousness of the situation.

Performance Management Procedure

  1. Corrective Conversation (Verbal Warning)
    The first step in the performance management process is a private, corrective conversation between the supervisor and the student employee. During this discussion, the supervisor should clearly explain the concern, its impact on the department or team, and what improvement is expected. This conversation serves as a verbal warning and should be documented with a brief email summary sent to the student employee within one (1) business day of the meeting.
  2. Written Warning
    If the issue continues, the supervisor may issue a formal written warning. This written notice must restate the problem, provide clear expectations for corrective action, and include a specific timeframe for resolution. The student employee should be made aware of the potential consequences—up to and including termination—if the issue is not resolved. A printed summary should be provided within three (3) business days, and the student should sign the document to acknowledge the discussion. A copy should be retained in departmental records.
  3. Final Warning
    When a problem persists or significantly escalates, a final written warning may be issued. This step includes the same components as the written warning but also clearly states that failure to make immediate improvements will result in termination. The warning should be delivered in writing within three (3) business days and signed by the student employee. A copy must also be submitted to the Director of the department.
  4. Termination
    If prior steps do not result in improvement—or if a first-time incident is deemed severe enough to warrant immediate dismissal—the student employee’s employment may be terminated. The supervisor must provide a clear explanation of the reason for termination, the effective dismissal date, and submit documentation to both the student employee and the department Director. All terminations should be approached with professionalism and proper documentation.

11. Relevant SU Policies, Procedures, and Forms