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					Table of Contents:
Introduction……………………………………………………………………………………….2 Functions of the Student Employment Office (SEO)…………………………………………….2 Off Campus Federal Work Study Employment Opportunities…………………………………..3 Checking for Student's Work Study Status………..………………………………………….….3 Billing for Off Campus Federal Work Study Wages………………………………………….….3 Paperwork Necessary for Employment…………………………………………………………..4 Position Number System…………………………………………………………………………5 Document Completion……………………………………………………………………………5 Policies and Procedures of Employment…………………………………………………………6 Conditions of Employment………………………………………………………………………7 Supervisor Responsibilities……………………………………………………………………….7 Student Responsibilities………………………………………………………………………….8 Cultivating a Positive Work Experience…………………………………………………………9 Working Effectively with the SEO………………………………………………………………10 Pay Periods and Pay Dates for the 2002-2003 Academic Year…………………………………11 Job Description Form……………………………………………………………………………12 Student Employment Card………………………………………………………………………13 Grade Level System for Student Pay Rates……………………………………………………..14 Frequently Asked Questions on Work Study……………………………………………………15 Student Evaluation Form…………………………………………………………………………16 Contact Information………………………………………………………………………………18

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Student Employment Guide for Employers
Introduction: To varying degrees, the entire Oberlin College community depends on student employment to function efficiently and effectively. Not only does student employment help pay for tuition costs, it also provides a valuable service for Oberlin’s professional community. The experience, skills, and knowledge students will gain from working with staff have also proven to be valuable in their post-Oberlin careers. We encourage you to share your wisdom, experience, and skills with our student employees. Not only will it be a benefit for your department, it will be another teaching tool from which students will benefit. The Student Employment Office has designed this Employer’s Guide in order to help employers manage the process of hiring and retaining student employees. While this handbook may be helpful on most issues, we encourage each of you to contact the Student Employment Office with questions or concerns not directly addressed in the guide. Functions of the Student Employment Office1 The Student Employment Office is responsible for the appropriate classification of student assistant positions, the referral and placement of student workers on campus, and the maintenance of Job Descriptions submitted by faculty and staff. One of the goals of SEO is to ensure that any student who wants a job can secure one. This office also retains student employment records in accordance with Federal, State and Institutional rules and regulations. The Student Employment Office is responsible for writing the necessary rules for the enforcement of these policies and for disseminating the information necessary to carry them out. The students in most need of campus employment have been given Federal Work Study2 (or FWS) or Oberlin College Employment as part of their financial aid package from the Office of Financial Aid. “Federal work study” is funded by a combination of funds from the federal government and Oberlin College. The typical work-study allotment is $1550 for the academic year. This amount is the award determined by need-based aid eligibility. If you have questions regarding a student’s eligibility, please direct them to the Office of Financial Aid. Students who receive a work award allocation should be given employment priority at the beginning of each hiring period. This effort is made to ensure that students with the most need are given every opportunity to gain employment.

Note: Eligibility for off campus employment in community service positions is limited to students who receive Federal Work study as part of the financial aid packages. Students who receive Oberlin College Employment as part of their award package are not eligible to work in community service organizations, unless the organization agrees to pay 100% of the earnings.
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The Student Employment Office will be referred to at times throughout the handbook as SEO. Federal Work study will be referred to as FWS throughout the guide.

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Off Campus Federal Work Study Employment Opportunities
Federal Work Study students may use their FWS award at pre-approved off site and community service employers. Special written agreements (generally referred to as contracts) must be in place each academic year before an off campus employer is designated as an approved site. Copies of such contracts should be filed with the Center for Service and Learning and the SEO. Job descriptions for approved sites are also listed on the SEO jobs database and with the Center for Service and Learning. Students may not use their FWS award at any other off campus sites. Supervisors of student employees hired at off campus sites must follow the same guidelines listed in the handbook as on-campus employers. Please refer any questions you may have regarding your organization directly to the Student Employment Office if further clarification is needed. Checking for Student's Work Study Status Off campus supervisors should check a student's work study status before hiring any student for off campus work. There are a few ways to do this:     Have student check the PRESTO system for their financial aid award letter. This will have an assigned dollar amount in the work study spot if study has a federal work study award. Have student check financial aid letter sent by the college. As does PRESTO this will list federal work study if any is awarded. Call the Student Employment Office, the SEO Intern will be glad to help determine the student's work study status. Email Student.Employment@oberlin.edu and cc Abigail.Juenger@oberlin.edu

Billing for Off-campus Federal Work Study Wages With the exception of America Reads Programs, off-campus organizations are billed 25% of the total FWS wages earned by student employees. The billing period includes the previous summer and most recent academic school year. This billing will occur no earlier than June 1.

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Paperwork Necessary for Employment
Every student employed by Oberlin College must fill out withholding forms. This also includes students who obtain employment through the Center for Service and Learning, including Bonner Scholars. NO STUDENT IS PERMITTED TO BEGIN WORKING PRIOR TO THE COMPLETION OF THE FOLLOWING FORMS! Listed below are all forms required by the SEO. Failure to complete all documentation will result in delays effecting both the issuing of time cards and pay for the student. W-4 Form: Federal Employee’s Withholding Allowance Certificate. This form must coincide with the State of Ohio Department of Taxation form. More explicitly, the number of exemptions claimed on one form must be consistent on all others. Students must complete: their name, social security number, permanent home address (please do not use Oberlin College campus mailbox addresses), and status, i.e. single, married, etc. This form must be signed and dated by the student at the time of completion. The State of Ohio Department of Taxation Employee’s Withholding Exemption Certificate. This form is to be completed in the same manner as the W-4. Students who are from the state of Ohio must include a school district code on their application. This code can be obtained from a list housed in the Student Employment Office. If the student is not an Ohio resident, the school district section may be left blank. I-9 Form: Employment Eligibility Verification. The student must complete section one including full name, permanent address, and social security number. In addition, the student must provide original documents of verification of employment eligibility. Acceptable documents include: Passport or State ID/Driver’s License and birth certificate or State ID/Driver’s License and original Social Security Card. No copies will be accepted. All forms must be current, with the exception of the US Passport. If a student is an alien lawfully admitted for permanent residence or an alien authorized to work in the US, the student must have an Alien or Admission Number. This number is located on their VISA, I-94 card, I-20 form, or on their Alien Registration Card (Green Card). Foreign Student VISA Information. If a student is an alien authorized by the Immigration and Naturalization Service to work in the United States (F1 and I-20 form), then the student must complete this form. The student must have his/her VISA in order to complete this form. The form must be signed and dated in the presence of an SEO officer or other authorized Financial Aid personnel. Student Employment Card (SEC)3 The Student Employment Card is used to generate payroll information. Without this information, the Computing Center will be unable to print time cards. Students who secure a job should return a completed student employment card to SEO with a supervisor’s signature and campus extension. Student employment cards may also be submitted electronically via electronic mail to the SEO at dseo@oberlin.edu. Please visit our website for further details. Please be sure to include the position number and FOAP for appropriate billing purposes.

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See example on page 13 of this guide.

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Position Number System Each department has been assigned two pooled position numbers from which the student wages are extracted. One number will be designated for federal work-study students, the other for non work-study students. The 6-digit position number begins with the letter “S” to indicate student employee status. It is then followed by a 4-digit number, known as the organization (or account) number. Please refer to your Position Number Directory or call the Controller’s Office if you have any questions regarding the specifics for your organization.

Document Completion After all of the necessary information has been submitted to SEO for processing, the Computing Center will generate a Student Time Card that will be used by your organization for documentation of hours worked. The time card will contain the following information:  Student’s name  ID number  Position number  Department’s name  Pay rate (if the student is being paid hourly)  Pay Period

Student Employment Cards (SECs) received by SEO must be accompanied by the appropriate tax documentation (see page 4 of SEO Guide). If a SEC is received without the proper documentation it will be returned by the Student Employment Office with a notice to return the SEC when the necessary paperwork has been completed.. It is then the responsibility of the student and his/her supervisor to return all documents to the SEO for processing.

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Policies and Procedures of Employment
Equal Opportunity Employment (Policy on Discrimination) Oberlin College is committed to providing equal opportunity for on campus employment regardless of race, religious creed, color, age, sex, sexual orientation, national origin, ancestry, marital status, medical condition, or disability in accordance with federal, state, and local regulations. If members of the Oberlin community experience or witness any apparent incidence of harassment or discrimination, by students, faculty, or staff, they may discuss their concerns with the SEO supervisor or request advice from other appropriate official College administrators such as an academic advisor.

Expectations As a student employee supervisor/employer, it is important to remember that students are students. They should be shown the same respect and consideration as other employees. However, their job is not likely to be their primary focus. Expectations should be discussed in a frank and open manner to ensure both parties are in sync.

Break and Meal Times A student who works a 4-6 hour shift should get a fifteen (15) minute paid break per shift. Any student who works a 6-7 hour shift is entitled to one 15 minute paid break and a 30 minute unpaid meal break. A Student working a 7-8 hour shift is entitled to two 15 minute paid breaks and a 30 minute unpaid meal break. Benefits: Students are exempt from Social Security tax during academic years in which the student is enrolled and attending class. Students must pay Social Security taxes during any summer employment. Student employees are not eligible for holiday pay, sick pay, unemployment benefits, or vacation pay. Job Safety: All employees have a responsibility to promote safety in the workplace. Termination When termination of a student employee is a necessary measure, the employer should follow the procedures designated for all staff members at Oberlin College. This should include a verbal warning and written notification of unacceptable work habits. You may contact the Office of Human Resources to get more detailed information. When termination by the employer occurs, a report should be filed with SEO, which includes an effective date of termination.

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Conditions of Employment:
In an effort to clarify the conditions of employment of students by Oberlin College, the Student Employment Office has developed the following policies. These policies detail the responsibilities of both the employers and employees. Failure to comply with these policies by either the student or the employer could result in termination of the student employee or a grievance review of the employer. Grievances may be reviewed by the President’s Office. Supervisors Responsibilities:        Establishing clearly defined work schedules, which are compatible with the student’s class schedule. Informing the students in writing of the specific duties of the job Providing adequate training for students in their job duties Supervising and evaluating the quality and quantity of the work performed Monitoring student attendance and work habits and providing guidance, if needed. Submitting student time sheets on time. Ensuring that student workers are aware of all laws governing the right of privacy and confidentiality. SEO recommends developing a confidentiality policy that is signed by the student and placed in his/her employee file. This record may be kept up to 5 years following termination of employment. Ensuring that student assistants are not given access to other students’ narrative works such as essays and journals. Further student workers may not score any subjective tests or assignments. Employers are encouraged to conduct a verbal evaluation of an employee’s work performance. At the end of the academic year, the employer should conduct a written evaluation and consider a pay increase based on the student’s overall work performance. In addition the evaluation and any necessary explanation must be accessible to the student upon request.

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Employer Expectations of Student Worker:    To learn and satisfactorily perform specific duties To cooperate in scheduling work periods which do not conflict with classes and to adhere to such schedule. To maintain strict confidentiality regarding workplace issues and information including, but not limited to: a. Discussion of workplace issues with anyone outside the workplace b. Releasing or sharing of information about other students. c. Removing files or other materials from the workplace. To provide adequate notice to supervisor when leaving employment. To observe appropriate workplace behaviors and protocol and follow office policies and procedures. To accurately and consistently record time worked at the end of each work period. To report to work on time and to inform the supervisor whenever the student knows that he/she will not be able to report to work on time. Notification should be given as soon as possible so the employer can make arrangements to cover for the absence. The same procedure should be followed when the student is unable to work a scheduled shift. The student should be able to give the reason for her/his absence or tardiness. To try to establish a good working relationship with the supervisor and other department members. To inform the supervisor of any plans to end employment. The customary notification time period is two weeks. To notify their supervisor of any changes in their work-study awards. To dress appropriately. Avoid brief shorts, tank tops, torn jeans, thongs or bare feet. Use normal hygiene.

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Cultivating a Positive Work Experience: If you follow these simple guidelines, the workplace will become a place where strong working relationships, even friendships, can develop. While much of this has been covered under the section of responsibility, you may want to copy this page to use as a reference tool for your new student employees.        Dependability is crucial. Rule of thumb concerning confidentiality: any information you have access to on the job, which you would not have access to any other way, should be considered confidential. Be sure to call in when you're sick. (It's a matter of courtesy.) You deserve to be treated with respect and dignity - as do your co-workers. Respect for others extends to your dress and hygiene. Be neat and clean when you report to work. Take your job seriously - the department depends on you to perform the tasks you were hired to do. Your supervisor would rather hear that you really, really want to leave early for a weekend of skiing than have you call in "sick" and then find out the truth later. - If you're good to your supervisor, it'll come back to you. At the first indication of trouble, discuss it with your boss. When you finalize your travel plans for breaks, be sure to let your supervisor know when you're leaving and when you'll be back. Take the initiative - offer assistance. Your job is a privilege, not a right. There are a lot of students looking for campus employment. There are students who handle money, or who work with little or no supervision. In these situations, you are expected to be especially responsible. (Remember: the Honor Code) In general, work time is not social time - plan to call/visit friends on your own time. Be sure you understand what is expected of you. Continue to ask about your responsibilities as long as necessary.

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Working Effectively with the SEO
Position Advertisement The SEO, among its other functions, provides an opportunity for employers (both on and off campus) to advertise their positions to students from a central location. To advertise a position through SEO, employers should first complete a job description form.4 When the SEO receives the job description, it is entered into a web-based jobs database. Students can access this web site to find jobs that match their skills and availability. A complete job description, will include:           Name of the department Address of the department Contact person with phone number and email address included Job title Number of positions (the number of positions available, if that is different) Description of the duties Required qualifications Desired qualifications Numbers of hours that you need the student to work Pay rate for the job.

Employers also have the option of posting new jobs directly into the SEO database by using our web page. If you wish to take advantage of this option, please send an electronic mail request to the Student Employment Office requesting a user name and password to access the Employer Page. What to do when a position has been filled Once a position has been filled, notify SEO so the listing can be updated. This should decrease the number of requests for interviews for filled positions. This will also help streamline the employment process for students by eliminating filled positions. You can contact SEO via e-mail at www.student.employment@oberlin.edu or calling extension X8144. Hiring SEO recommends the following for making the hiring process consistent for all potential employees:  A job description must be on file at the Student Employment Office. If this a newly created position for your department, the supervisor should submit a description simultaneously with the Student Employment Card. Conduct all interviews for the same position in an identical manner.

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An example of a job description form can be found on page 12 of this guide.

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Notify all applicants of hiring decisions.

OBERLIN COLLEGE 2002-03 ACADEMIC YEAR STUDENT PAYROLL SCHEDULE
Student payroll checks will be issued on alternate Fridays during the 2002-03 academic year. Student time cards must be received in the Controller's Office by 10:00am the Monday preceding the student pay date.

WEDNESDAY 12:00pm DUE FINANCIAL AID OFFICE

MONDAY 10:00am DUE CONTROLLER'S OFFICE

FRIDAY PAY DATE

September 04.........................……..September 9 ................................……………September 13 September 18........................……...September 23...........................…………....…September 27 October 2 .............................………October 07.………….................................... .October 11 October 16...........................………October 21…………...................................…October 25 October 30.........................………..November 04………...............................……November 8 November 13........................………November 18…………................................ .November 22 November 27.........................……..December 02…………………………………December 06 . December 11...........................…….December 16 ............................……………..December 20* January 08 ...........................………January 13 ....................................………… January 17 January 22.............................……...January 27....................................………….January 31 February 05........................………..February 10..................................…………. February 14 February 19...............................…...February 24..................................…………..February 28 March 05..............................………March 10.......................................………….March 14 March 19...............................………March 24.....................................…………. March 28 April 02.....................................……April 07.......................................…………April 11 April 16......….........................……...April 21 ...............................……………... April 25 April 30 ................................……….May 05 .........................................…………May 09 May 14....................…...........………May 19 .........................................………..May 23 May 28................................…………June2.........................................…………..June 06  Note: There will be no student payroll on January 3, 2003. Hours worked December 16 th through December 29th will be included on the January 17, 2003 payroll.

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Job Description Form
The information on this form will be collected in the SEO’s Student Jobs Database, and made available to students via the SEO home page on Oberlin Online. Please fill out and return or QM to the Student Employment Office, Carnegie Building. EMPLOYER: Contact: ________________________ Address:______________________________________ Phone: _________________________ JOB TITLE: _________________________________________ Number of Positions: ( ) Number Available: ( ) Description:___________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Required Qualifications:_________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ _____________________________________________________________________________ Desired Qualifications:__________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Miscellaneous:_________________________________________________________________ Pay Rate: $_______ For Office Use Only: Date: Applicant: Hours per Week: _____________

Date:

Applicant:

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q Fall '02 q Spring '03 Student Employment Card Student Employment Office 125 Carnegie, 52 West Lorain Street (440) 775-8144

q Federal Work Study q Non Federal Work Study

Student's Legal Name:___________________________SSN:__ __ __-__ __-__ __ __ __ Student's Phone (Campus):__ __ __ - __ __ __ __ T#:_______________________
STUDENT MUST FILL OUT AN I-9 FORM IN ORDER TO GET PAID. EMPLOYERS ARE REQUIRED BY FEDERAL LAW TO KEEP A RECORD OF THE HOURS WORKED BY THE STUDENT AND SEE THAT IT DOES NOT INTERFERE WITH HIS/HER CLASS.

Department:______________________Account Number:_________________________ Job Title:________________________Hourly Pay Rate:$______Flat Rate(If any):_____
THE COMPLETED SEC MUST BE RECEIVED BY OUR OFFICE 14 DAYS PRIOR TO THE SCHEDULED PAYDAY.

_____________________________________
Signature of Time Card Processor/Employer No.

_________________________
Processor/Employer Phone

____________________________________________
Email Address of Time Card Processor/Employer
For Office Use Only: Position Number _________________

White copy - SEO Yellow Copy - Controller
Pink Copy - Employer

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Grade Level System for Student Pay Rates:
Oberlin College In order to establish fairness and consistency in student hiring throughout campus, the Student Employment Office strongly urges all campus employers to use the following grade level system when hiring students: Grade Level I II III IV Minimum Pay Rate $5.85 $6.10 $6.35 $6.60 Maximum Pay Rate $6.10 $6.35 $6.60 $7.10

A student job is assigned a grade level according to the following criteria:  Level of skills required, including special skills  Level of experience/training required  Level of independent work, confidentiality and supervision  Level of mental activity  Level of accountability

Grade levels I. Clerical work; does not require any special skills or previous training (excluding typing and basic computer skills); routine tasks and clearly established duties; no decisionmaking/leadership involved. RECOMMENDED STARTING WAGE: $5.85 / hour II. Some special skills required; low level of accountability; some decision-making may be required; may involve some supervisory tasks (for instance, supervising students from level 1). RECOMMENDED STARTING WAGE: $6.10 / hour III. Require special skills, knowledge, ability, and training. Leadership and decision-making involved; may require a certain level of confidentiality and independent work; supervising students at levels II and I. Increased level of accountability. RECOMMENDED STARTING WAGE: $6.35 / hour IV. Requires highly specialized/advanced skills, knowledge, and training. Works with low level of supervision; high accountability; job may require a high level of confidentiality; high degree of mental activity; may involve a great deal of supervisory work (i.e. supervising students at levels I, II, and/or III). RECOMMENDED STARTING WAGE: $6.65 / hour

The recommended raise for all levels (after evaluation) is $.05/hour per semester or $.10/hour per school year worked in the same position.

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Frequently Asked Questions about Work Study
What is the work-study program? The Federal Work Study (FWS) program provides part-time employment to students attending institutions of higher education who need the earnings to help meet the costs of post-secondary education. How do students become eligible to receive Federal Work Study? Eligibility is determined by the information received from the Free Application for Student Assistance (FAFSA). Based on this information and using a formula established by the federal government, the school then determines a student's eligibility. How do students know when they have been awarded Federal Work Study? Work study will be listed as such in the student's financial aid award letter. To check the award letter students may logon to PRESTO. Can eligibility change once students are awarded Federal Work Study? Yes. Federal Work Study is awarded based on the financial information provided at the time a student file is evaluated. If additional information is provided, the award can change and subsequently Federal Work Study can be changed. If a student's family receives a "revised" award letter, they should check to see if Federal Work Study is still awarded. If it is not, they are responsible for notifying their supervisor as soon as possible.

Will the Student have earning limitations? Students on Federal Work Study have a maximum amount that they can earn for the academic year. The most common amount is $1550. When a student exceeds his or her Federal Work Study limits, their Federal Work Study Job will be terminated. Unless organization agrees to put a student worker on their payroll. Thus becoming responsible for 100% of the student's wages. How many hours a week can students work? The SEO recommends 6 - 8 per week. However, you will make that decision. We recommend that you review your class schedule and other school commitments before deciding. How does a student find a job on campus? The SEO maintains a Student Employment webpage (www.oberlin.edu/~studemp). Jobs are advertised year round based on the information provided by campus employers. This information can be accessed from any computer. Relevant information is provided so you can determine if you have the necessary skills to apply for the position.

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Student-worker Evaluation Form
Please evaluate student worker on a scale from 1 to 5 with 1 being poor and 5 being excellent. Return this form to the Student Employment Office. Student Name:________________________________ Job Worked:________________________________Department:_______________________

1.) Student satisfactorily performed duties: (Poor) 1 2 3 4 5 (Excellent) Comments:

2.) Student observed appropriate office protocol (including dress, behavior, etc.): (Poor) 1 2 3 4 5 (Excellent) Comments:

3.) Student reports to work on time and informs supervisor when she/he will not be able to report on time: (Poor) 1 2 3 4 5 (Excellent) Comments:

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4.) Student accurately kept a record of her/his time worked: (Poor) 1 2 3 4 5 (Excellent) Comments:

5.) Student appropriately used time while working: (Poor) 1 2 3 4 5 (Excellent) Comments:

6.) Student informed employer appropriately of any plans to end employment: (Poor) 1 2 3 4 5 (Excellent) Comments:

7.) Student responded to criticism in an appropriate manner: (Poor) 1 2 3 4 5 (Excellent) Comments:

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Contact Information:
Office: Student Employment Office Financial Aid Office Abigail B. Juenger Associate Director of Financial Aid Peter Ogbuji Assistant Director Contact Person: Phone Number: 775-8144 775-8142 Email: dseo@oberlin.edu abigail.juenger@oberlin.edu

Center For Service and Learning

775-8055

peter.ogbuji@oberlin.edu

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