Student Employment Coordinator Sonya Soloway
Student Employment Clerk Heidi-Lyn Morse
Student Employment Office 508-531-1232
Where are we?
What do we do?
Student Employment is located in Boyden Hall, Room 101.
We provide human resource services to all student employees and provide support for all supervisors through referral of student applicants, job postings, training seminars, day-to-day employment issues, policy/procedure clarity, and literature. We develop and recruit for both on and off campus employment opportunities and assist students with job searches by referring them to applicable positions relative to their interest. We utilize the Internet by posting job listings on the university's website.
Student employees are a necessary and important resource to all institutions of higher education. Student employment is also an important factor in an individuals growth. Our mission is to promote and facilitate the acquisition and retention of student employees. Student Employment supports this mission by providing services to students and employers, assisting students in their job selections, posting positions and referring students, and maintaining records of job history and performance. This mission is also maintained through the continued communication of policies, programs, and manuals. Simply, our mission is to support all supervisors and employees in the performance of their work.
All students are considered for a position regardless of age, background, or financial means (with the exception of work-study positions designated for students awarded work study through financial aid). Jobs are categorized in one of these three program types: Federal Work Study, Non Work Study, or Job Location and Development (JLD). Jobs may be on or off campus, depending on job type. It is the responsibility of the supervisor and student to ensure that all requirements, rules, and policies are being observed. The following eligibility requirements pertain to participants in each program type listed above, with the exception of JLD.
Student Employment Language
Work Study (Federally Funded) - Work study students are paid from federal funds awarded by the Financial Aid Office. Please remember that this award is a set amount and employment is during the academic year only (while funds are available). Work study student employees are not eligible to work during winter, spring, and summer breaks. If a department wishes to hire a work study student during a break, they need to hire the student as a non-work study student employee.
Non Work Study (University Funded) - Non Work Study students are paid from the hiring department's budget. Availability of funds can be verified by contacting your budget administrator within your department or division. Please note that all summer employment jobs are non work study.
Job Location and Development (JLD) - This program solicits and promotes jobs off campus.
In order to obtain student employment status, all six criteria must be met:
Summer employment begins the Monday after graduation and continues through the week before school starts. Those eligible for student employment jobs during this time must be registered or accepted as a matriculated student into the University for the upcoming fall semester or be fulfilling graduation requirements.
* The Six Eligibility Rules can be confusing, please call Student Employment with questions.
- A matriculated BSU student wants to work in a clerical job on campus during the school year. S/he must secure the job and get paid through Student Employment Services.
- A student taking graduate courses may work as either an "hourly employee" or "Graduate Assistant" during the academic year. However, if s/he holds a graduate assistant job, s/he is considered a student employee and would not be eligible to attain an hourly job.
The 20 Hour Policy
In order to allow student employees a proper balance of academics and work/life, it is the policy of Bridgewater State University that student employees (work study, non-work study, and graduate assistants) work no more than 20 hours per week. There are exceptional departmental situations where a student will be allowed to work beyond the maximum hours. Individual departments must work with the area Vice President to obtain authorization.
For the purpose of State Unemployment Insurance student employment status is temporary, does not contain any provisions for fringe benefits, holiday pay, and is contingent upon available funds. Student Employees are an exempt class under the Employment and Training Law and do not qualify for unemployment insurance.
Student Employees under the age of eighteen must submit an Education Certificate to the Student Employment Office in order to work on campus.
All student employees while employed on the premises of Bridgewater
State University are covered under Worker's Compensation. Any injury
must be reported to Student Employment immediately. (For Travel: Graduate
assistants or bus drivers functioning in a
business capacity may travel for work and would be covered under Worker's Compensation Law
during such travel.)
If a department creates a different job, a new job description must be written.
Student Employment will assist supervisors with evaluating new job descriptions and assigning the appropriate pay
rate to it. This will determine the wage range a student may earn at that
Recording Hours Worked
All work-study and university-funded student employees must complete electronic timesheets to record time worked. The time worked should be recorded on a daily basis. The time recorded must reflect actual hours worked on a specific date. When recording hours, the hours must reflect the appropriate designation of AM or PM. If the scheduled work shift will be more than six hours in length, a thirty-minute break must be reflected in the hours worked. At the conclusion of the two week pay period, a student has until Monday at 11:59 p.m. to submit his/her timesheet for approval.
Once a work assignment has been established, a student employee should have access to the web-based timesheets twenty-four hours per day and seven days per week (24/7). If a student has been hired and does not have access to a web timesheet, please contact the Student Employment Office.
The supervisor is responsible for approving timesheets by 12:00 noon on Wednesday following the end of the pay period in order to produce a paycheck for the student by the next Friday. The timelines established on the payroll calendars allows both the student and the supervisor ample time to have the timesheet completed and submitted prior to the deadline. It is the student's responsibility to submit the timesheet to his or her supervisor to be approved. Once submitted it is the supervisor's responsibility to review and approve all timesheets.
Approving timesheets in a timely manner is a serious responsibility. If a supervisor or authorized approver fails to adhere to the established time line he/she will receive a written warning concerning this time submission policy infraction and be given further instruction on the Web-Time Entry system. Should additional infractions occur a further review will be given to the department to appropriately address the non-compliance. Not greater than three infractions will be allowed under this policy. Departmental personnel with three infractions will lose the eligibility to employ students for the academic year.
- Excessive tardiness
- Excessive absenteeism
- Any absence without legitimate excuse or notification
- Carelessness which results in injury to property, person, or public relations
- Discourtesy and/or failure to work harmoniously with other employees
- Performing non-work related tasks while on duty
- Using college property or materials for non-work related purposes
- Sharing confidential information with persons not authorized to receive the information
- Personal use of phones, computers (including student e-mail), or office supplies
- Other inappropriate work behavior
- Timesheet Submission Policy Infractions - Third Offense Results in Termination
- Fraudulent Timesheets-Immediate Termination
First offense: The Student Employment Coordinator suggests that the supervisor give the student a verbal warning. Actions such as fraudulent timesheets will result in imposition of immediate termination of employment.
Second Offense: The supervisor should issue a Disciplinary Action Form to the employee (available in Student Employment). A copy of the completed form must be sent to the Student Employment Office for the students personnel file. This step places the student employee on Probationary Status. During this time, the student is not allowed to make any unauthorized changes to his/her work schedule and attendance/work performance will be closely monitored. In consult with the Student Employment Office, the supervisor will determine the length of the probationary period. One month prior to the last day of probation, the supervisor should review the students work performance. If an improvement was made, probation should end on the date indicated. If acceptable improvements were not made, further disciplinary action should be taken or the probationary period may be extended. Only one extension of the probationary period should be made. Failure to improve during this extension may result in further discipline up to and including termination.
Third Offense: Termination. If appropriate action was taken and an improvement is not made in the students conduct and/or performance, s/he should be terminated. In the event of termination, a meeting with the student presenting them with a written termination is recommended. A copy of this letter will be forwarded to the Student Employment Office and placed in the students personnel file.
Exception to Discipline Procedure: Immediate Termination
Immediate termination may be taken as a first disciplinary action if a student performs any gross misconduct including, but not limited to forging a signature, submitting hours for time not worked, or abusing school property. If these situations present, assistance from the Student Employment Office should be sought immediately. Written explanations of the incident or circumstances will be mandatory.
Two Terminations Limit
Student employees who have been terminated from two on-campus positions will not be eligible for employment on campus. This includes both on-campus and JLD.
In the case of a non-disciplinary termination, (i.e. resignation, withdrawal from school, etc.) an e-mail communication is sufficient written notification for the personnel file and required to end the student's employment status.
It is recommended that students check the college website frequently when searching for the most up to date information on jobs. All jobs are posted on this site:
- FEDERAL WORK STUDY
Work study is awarded to the student by the Financial Aid Office. It is based on financial need, which is calculated from the information provided by the student applicant on the financial aid form. The student accepts work study by securing a job on campus. The Student Employment Office posts the available positions from the job descriptions supplied by each supervisor looking for help. Students can search for available jobs posted on the Student Employment website. If interested in a job, the student should call the contact person for an interview. It is the student's responsibility to meet the with the supervisor or contact person. After interviewing, the supervisor must submit an Authorization to Work form to the Student Employment Office.
Community Service is a Work-Study job option, that offers students an opportunity to be employed in local jobs relating to the students interests and/or major. This program is for work-study students and runs during the academic year only. The organizations eligible for Bridgewater State Universitys Work-Study Program must be non-profit and community service related (contracts are required). This program is subsidized; therefore the employer only contributes twenty-five percent (25%) of the employees' wages. Agencies will be billed by the Student Employment Office on a semester basis.
The work study award amount is intended to be earned throughout the academic year. Award availability can be provided by the Student Employment Office. In order to employ a work study student through the academic year, we recommend that the student only be allowed to work 10-12 hours per week.
Depletion of Work-Study Funds
If a student has earned all of the work-study award before the end of the school year, his/her work-study position ends and the student is removed from payroll. A supervisor may choose to rehire that student as a university-funded employee providing there are adequate funds in the department budget. In order to activate a non-work study position, the supervisor must complete a new Work Authorization to hire the student for a departmental position.
Remaining Work-Study Funds
Work study funds may be used during the academic year ONLY. These funds cannot be used for any of the school breaks. Any work-study money remaining on an individual award will be cancelled on the last day of school.
- NON-WORK STUDY/UNIVERSITY FUNDED POSITIONS
University-funded employment may be an option if there are sufficient funds budgeted for that purpose. University-funded employees are not referred to a position due to financial need, but simply by their desire to work on campus. Job opportunities are posted on the website. If interested in a job, the student should call the contact person for an interview. It is the student's responsibility to meet with the supervisor or contact person. After interviewing, the supervisor must submit an authorization to work form to the Student Employment Office.
There is no work-study money appropriated for the summer. All summer student employee jobs are university-funded. Supervisors are strongly advised to call the Student Employment Office to list these jobs early in May.
Maximum Hours for Summer Jobs
Maximum hours for summer employment in clerical positions is 37.5 hours/week and maintenance positions may not exceed 40 hours/week.
Depletion of Non-Work Study Funds
Supervisors are required to monitor their budgets to ensure they have enough money to pay their non-work study student employees. Non-work study positions will end if funds become unavailable.
- JOB LOCATION AND DEVELOPMENT (JLD)
JLD is a federally funded program for the development and promotion of off-campus opportunities for university students. The purpose of this program is to list off campus positions available for students and employers free of charge. Eligibility is open to any BSU student or alumni. Individual employers have their own rules and policies, therefore the Bridgewater State University Student Employment Office requirements are not in effect with JLD.
The Student Employment Office has a formalized policy about certain jobs. We do not post any of the following: commission sales jobs, business opportunity jobs (investment required), and door-to-door jobs.
This program is helpful to students who are looking for employment that is not available on campus. Jobs may be viewed on the website at http://www.bridgew.edu/StudentEmployment/. Students and employers are asked to update the Student Employment Office with any referral contact (names of students hired, problems, etc.).
Bridgewater State University makes no representations or guarantees about positions listed by the Student Employment Office (SEO). The SEO acts only as a referral service and makes no particular recommendations regarding employers. The SEO is not responsible for safety, wages, working conditions, or other aspects of off-campus employment. The SEO is unable to research the integrity of each organization or person that lists a job. Additionally, since the legitimacy of employers cannot be verified, the university is not liable for any problems incurred.
It is the responsibility of the student to research the integrity of the organization to which they are applying. The student is advised to use care when applying for any position with an organization or private party. Students should not go alone to a residential address to apply for a job.
The following steps are ones that supervisors should follow when hiring student employees. Bridgewater State University student employees are employees of the college. As such, a detailed personnel file is maintained in the Student Employment Office for the student's perusal. We ask that all supervisors contribute to this file by returning all evaluations, inform SEO of any problems or changes, and assist the Student Employment staff with all employment aspects. Adherence to these processes is mandatory.
- Job Descriptions
Supervisors must have individual job descriptions for every type of job within their area. These are assigned a wage range and filed in the Student Employment Office. Job descriptions can be updated annually by submitting a revised document to the Student Employment Office.
- Requesting Employment for the Fall
During the summer, supervisors will receive by email the job descriptions Student Employment has on file for their respective department. At this time, the supervisor may make any changes to the job description(s), request the number of work-study or university-funded students they need for the academic year, and return the form to the Student Employment Office.
- Requesting Additional Help
If a department finds itself in need of additional or replacement student employees at any time during the year, the supervisor should contact the Student Employment Office and arrange for the position to be posted. This procedure can be done year round.
If the supervisor chooses to hire a student, the supervisor must fill out an Authorization to Work form. If the position is non-work study, the person who is authorized to sign for the department account must be indicated on the Work Authorization with the proper account number from which the student is to be paid. If the position is work-study, the direct supervisor is authorized to approve the timesheet - no account number is necessary. Employment is valid only when an Authorization to Work form has been emailed to the Student Employment Office. Incomplete Authorization to Work forms are invalid. If a Work Authorization is incomplete, the supervisor will be contacted by Student Employment to complete a new authorization.
- Interview Process
It is expected that a supervisor interview all potential candidates. However, it should be noted that affirmative action interview guidelines apply to student employee interviews.
Students interested in a specific position will be sent directly to the hiring supervisor. Supervisors may interview on the spot, or set up a formal interview time. Supervisors may call the Student Employment Office to inquire about a student's prior work history with Bridgewater State University during this interview process.
- Hiring Process
At times, individual supervisors request that students fill out an application specific to that area. In addition, all students MUST also complete the necessary forms in the Student Employment Office before they begin working. These Student Employment packets include: a federal W-4 form, a Massachusetts W-4 form, a direct deposit form, and an I-9 form. Provision of a Social Security Card AND Birth Certificate OR U.S. Passport are required. Enrollment status will also be checked. Students are NOT allowed to work at all until all paperwork is complete.
- Pre-hire Process
If a student employee has been a beneficial addition to a department, supervisors often choose to "reserve" that students employment for the upcoming school year. In the spring, if a supervisor chooses to re-employ (pre-hire) a student for the next academic year, they must fill out a Work Authorization for the next academic year and submit it to the Student Employment Office. It is critical that supervisors know the following information BEFORE submitting the authorization form.
- Budget Source - It must be indicated if the student is to be paid as work study or university-funded. It is critical that the supervisor know this information BEFORE submitting the Work Authorization Form as it could affect the department's budget if the wrong source is listed. For help, e-mail the Student Employment Office to determine if the student was awarded work study.
- Rate of Pay - Pay rates are based on the salary range assigned to the job description. If the supervisor wishes to increase the rate of pay, they may indicate the new rate on the work authorization form upon rehire for fall semester. Please note: students may only receive a pay increase on a yearly basis.
- Time Saver for Scheduling - Once the rehire authorization is submitted to the Student Employment Office, the student's file will be reviewed for all necessary employment paperwork. If the student has a complete file, Student Employment will enter the student into the system for the new academic year and an electronic timesheet will be created for the student's hire date. It is recommended that supervisors contact those student employees and let them know they have been rehired and can report directly to work at the start of school. If a student's file is not in order, the student must report to Student Employment to complete the necessary paperwork prior to returning to work.
IMPORTANT: Rehiring university-funded student employees is contingent upon continuing availability of funds in the hiring departments budget. Supervisors should check the status of their budget or to confirm if a student received a work study award.
- Evaluation of Student Employees
Evaluations are mandatory. It is very important for the supervisor to become involved in the students work experience. In order to keep the student, department, and Student Employment Office records up-to-date with respect to the students work performance, it is necessary to evaluate employees work habits and behavior. These evaluations should be discussed with the student employee. Students are notified that completed evaluations are always available for review in their personnel file.
- Student Recognition Programs
Each year, departments are invited to participate in a Student Employment Week. Each day of that week is designated for some aspect of Student Employment. There is a Supervisor Appreciation Day, Student Employee Appreciation Day and an Open House in Student Employment. The Student Employment Office asks that all supervisors become involved in these activities. Please call us for suggestions!
Every year the Student Employment Office likes to recognize those student employees who have significantly contributed to Bridgewater State University by honoring the Student Employee of the Year. Supervisors are strongly encouraged to nominate any outstanding student employee for the Student Employee of the Year award. This award is given in the spring and nominations are accepted by the announced deadline. Nomination forms are available in the Student Employment Office. The winner of this award is recognized by the university during Student Employment Week.
Last Modified: December 8, 2010