Student Employment Office (SEO) Student Employment Orientation New Hires Student Employment Contact Information Student Employment Office Harrington Science Bldg Room 111 Main Number (936)261-1793 Fax Number (936)261-1734 SEO Policies & Procedures View All Policies & Procedures on the SEO Website including the Steps to Employment prior to working. Drug/Alcohol Abuse & HIV/AIDS In The Workplace Policies Drug/Alcohol Abuse - “Zero tolerance” on PVAMU premises HIV/AIDS - PVAMU will not use a person’s HIV status to make employment decisions or determine how service is delivered nor will the University deny services to HIV infected individuals, except as allowed by state or federal law At Will Employment All student worker positions at Prairie View A&M University are “at will”, meaning any student worker may be dismissed from employment with or without cause. Nothing in this regulation shall be interpreted as modifying any student worker’s “at will” status Student Employee Rights As a Student Employee you have the following rights: •To be treated fairly and equitably •To know what is expected of you •To be informed about your work performance •To use your campus jobs as references Standard SEO Dress Code • View complete procedure online at http://www.pvamu.edu/pages/1660.asp • The procedure establishes a Minimum Dress Standard for student employees at PVAMU • Students found in violation will be subject to termination Unacceptable Clothing Items • Strapless, halter tops, tube tops, tank tops, see-through garments, or spaghetti straps (tank tops may be acceptable in athletic department or a department using students to do outside work during the summer months). • Bare midriffs • Short-shorts (No exposing of any portion of the torso) • Spandex pants or other tight fitting clothing • Unsafe jewelry or unsafe clothing • Bathing suits (unless in a swimming related work position) • Shirts, tops or sweaters unbuttoned below the sternum • Emblems, lettering or pictures pertaining to drugs, alcohol, sex, profanity, discriminatory or gangs • Flip-flops, slippers or shower shoes Wage Requirements Student Wage Table • All student employees will be paid according to the Wage Table (see the SEO website) • Students are paid according to their classification and experience. If you do not have work experience you may be paid at a lower rate than your classification range Minimum Wage Provisions • Student workers will be paid at least the federal minimum wage • Students processed through Work Study, Student Hourly, or Graduate Assistant Non-Teaching title codes are NOT eligible to receive group insurance benefits **The department is responsible for ensuring that student employees are paid for ALL hours worked You May Be Terminated if …. • You are excessively Tardy/Absent • You are in violation of Dress Code • You are not performing your Job Duties satisfactorily • You demonstrate a Poor Work Ethic or Attitude • You engage in Gross Misconduct (Theft, Insubordination, etc ) Student Employment Grievances • View Complete Procedure Online at http://www.pvamu.edu/pages/1660. asp •Complaints must be made within 7 business days of the action which caused the complaint •SEO will serve as mediator between department and student Student Hourly Guidelines • Student Hourly is a non-need based employment program available to Undergraduate Students enrolled at least ½ time in classes at PVAMU • Any eligible US Citizen or International student who is not receiving work study funding may qualify for this type of employment • All student hourly students applying for Financial Aid will be required to report all earnings on their 2011-2012 FAFSA Work Study Guidelines, General Terms & Conditions Guidelines for the Acceptance and Usage of Work Study Funds & Employment Conditions 1. Provide the SEO & hiring supervisor w/ DETAILED Award Letter at the time of Hire. Important Your work study award is subject to be cancelled, reduced, or increased at the discretion of the Office of Student Financial Aid. General Terms for Monitoring Work Study Awards 1. You must monitor your work study award! 2. Complete the Work Study Balance Sheet Every 2 Weeks! 3. Submit your Work Study Balance Sheet to your Supervisor! 4. You must stop working once you have earned your work study award! You must stop working for the semester when you run out of hours! Consequences for Not Monitoring your Work Study Award Your department will be CHARGED! or in some cases You may be CHARGED! Other Consequences • FAO may reduce your other awards (i.e. grants, loans, scholarships) • You may lose future eligibility to participate in the work study program New Hire Packet New Hire Packet How to Receive a Universal Identification Number (UIN) • In order to go any further in your employment process you must bring the following documents to the Student Employment Office to receive a UIN number: • Job Offer Letter • Employee Wage Request (EWR) • Employee Personal Data Form • Disable Veteran Status Form • W-4 • Completed I-9 Form • 2 Forms of Original Identification • Confidential Release Form • Orientation Confirmation (Print off confirmation when completed) What is a Universal Identification Number (UIN) • A UIN is your Universal Identification Number (UIN) is assigned by Texas A&M to applicants, employees and affiliates. It is used in place of Social Security numbers to identify permanent records. UINs are used to log in to services such as: Time Traq, HRConnect, and TrainTraq using the Single Sign On system. •Your Supervisor must give you a copy of your EWR •Your EWR Must be Placed into routing at least 5 business days prior to your date of hire. Answer 1 &2 Answer qu 1&2 Or one from List B & C Either one from List A….. Picking Up Your UIN Number • After submitting your document to receive a UIN number your UIN will be available in 24 business hours. • Your next step is to complete the State Mandated Training. You must score 100% on Four of the Five Training Modules Your Transcript You must score will be Stored in 100% on all Five your Employment Training Modules File Your Transcript will be Stored in State Mandated Training Requirements • All students must complete 5 online training modules as mandated by the State and TAMUS • SEO requires training be complete by all new hires prior to your date of hire • All training modules must be retaken every 2 years of employment New Hires Review Steps To Receive Your UIN 1. Complete Required forms within your New- Hire Packet 2. Bring Required Documents to SEO Orientation 3. Retrieve your UIN from SEO 4. Complete the State Mandated Online Training Print out training transcript and attach to hiring packet that must be submitted to the HIRING SUPERVISOR! Documents that Must Be Given to Supervisor • Work Study Award (overview showing breakdown of the year) • Work Study Guidelines and Statement of Debt Form (signed by supervisor and student) • Job Offer Letter (signed by supervisor and student) • Student Employment Application • Detailed Class Schedule (signed by supervisor and student) • Student Work Schedule (signed by supervisor and student) • Training Transcript Work-Study Award Overview Job Offer Letter Payroll Process Student Payroll Process Pick Up Checks in WR Banks or Sign Up For Direct Deposit online through HR Connect at https://sso.tamus.edu/ Verify if you are eligible to work here! WARNING TIME TRAQ DOES NOT MONITOR YOUR WORK STUDY ALLOCATION! Timesheets are always due by TIMESHEETS MUST BE 12:00 Noon SUBMITTED BY 12 NOON ON DUE i DATE ALL TIME SHEETS MUST BE SUBMITTED BY 12 NOON ON THE LAST DAY OF EACH PAY PERIOD On Your First Day Of Work…. • You are not eligible to begin employment until EWR has been approved by the SEO and completed routing through the Budget Office • Make Sure You Have Access to Time Traq • If you do not have access, YOU MAY NOT WORK! • Let your Supervisor know if you are unable to access Time Traq New Hires Review Steps To Receive Your UIN 1. Complete Required forms within your New- Hire Packet 2. Bring Required Documents to SEO Orientation 3. Retrieve your UIN from SEO 4. Complete the State Mandated Online Training Print out training transcript and attach to hiring packet that must be submitted to the HIRING SUPERVISOR!
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