Welcome to the Northwest Student Employment Program Orientation.
All new Northwest student employees are required to complete the on-line orientation.
New student employee orientation is in compliance with the Student Employment Handbook and is provided to explain policies and procedures used in the employment process as well as to communicate expectations for student employees and consequences of inappropriate behavior.
Student employees shall be compensated for the time required to complete the orientation.
At the end of the orientation is a quiz. The quiz provides confirmation for completion of the student employment on-line orientation
Congratulations on your new student employment position!
Student Employment is an important aspect in enhancing career development, while earning money.
There are many reasons why Student Employment also enhances
the college experience. It provides you with the opportunity to:
Network with faculty, staff and students
Work in a professional environment
Link into the campus community
Work in an environment that promotes academic success
Remain on campus to work
Enhance time management skills
Feel responsible and valued
Gain experience and training that will enhance future
Some student employees may be earning federal work-study awards during their work experience, while others are earning regular pay.
Work-study is awarded to students as part of their financial aid package. To be eligible for federal work-study, a student shall complete a Free Application for Federal Student Aid (FAFSA) and have financial need as determined by the federal methodology.
Federal work-study funds are available to students in the form of a paycheck once employment is secured and wages are earned.
Continuing students are awarded federal work-study by reapplying for Financial Assistance on an annual basis.
Federal work-study earnings are not considered income for financial aid purposes. Federal work-study earnings are subject to state and federal withholding taxes.
Student employees who have not completed the FAFSA and are interested in federal work-study eligibility are encouraged to visit the Office of Financial Assis
Eligibility to work is based on a student’s enrollment status.
Policies and procedures apply to both undergraduate and graduate students, excluding graduate assistants.
A student must be enrolled in a minimum of six credit hours during any trimester to be eligible for employment. If enrollment falls below six credit hours, employment will be discontinued.
Summer enrollment requirements are the same. A student employee shall be enrolled in a minimum of six credit hours during the summer trimester regardless of the session(s) of enrollment.
A student is eligible to work during a University Intersession providing registration is complete for a minimum of six credit hours for the next trimester of coursework. If pre-registration is not complete, a letter of intent to enroll from the student shall be delivered to Student Employment.
Students may work with five or fewer credit hours only when it is their last trimester of coursework. In this case written notification must be given to Student Employment prior to the beginning of the trimes
A student employee may work up to 20 hours per week during the fall and spring trimesters. It is a maximum of 20 hours regardless of the number of positions that a student holds in the Student Employment Program.
ARAMARK and off campus positions not affiliated with the Student Employment Program are not considered for the 20 hour a week limit unless the employee is an international student.
A student may work up to 20 hours a week during the summer trimester session they are enrolled and up to 40 hours a week during the summer trimester sessions they are not enrolled if they have been enrolled in a total of six credit hours in any session of the summer trimester.
A student may also work up to 40 hours a week or the equivalent of an eight-hour workday during official University breaks. At no time shall a student be allowed to work over 40 hours per week.
According to the U.S. Department of Homeland Security, U.S. Immigration and Customs Enforcement, international students are limited to a maximum of 20 hours per week during the fall and spring trimester and a maximum of 40 hours per week during the summer trimester sessions they are not enrolled and during official University breaks, regardless of the number of employers.
A student is not allowed to work during scheduled class time
Schedules
Schedules are determined between the immediate supervisor and the student employee. Flexible scheduling is offered to student employees to accommodate their academic success. Any abuse of flexible scheduling may be discussed with the student employee.
Breaks
Students shall have a meal break if they are scheduled for an increment of eight hours or greater. Any other breaks shall be discussed with the supervisor. No breaks shall be paid.
Attendance
The University requires regular attendance and punctuality. Prior notification of an absence shall be communicated to supervisors. If prior notification is not feasible, communication shall be made as soon as possible. Excessive absences or tardiness may result in termination.
Transportation
Transportation may be an expectation of a student employment position. Student employees may drive university vehicles within the Maryville city limits and to field study sites and University property within Nodaway County. Student employees expected to drive a vehicle during their employment shall have a valid driver’s license and shall complete a Motor Vehicle Report with Environmental Services prior to driving a vehicle. Students required to operate a 15 passenger vehicle shall complete a training session with the University Police Department prior to driving the vehicle.
Dress Code
Attire shall be discussed with the supervisor. The University requests that students dress appropriately for their position.
Student employees shall refer to the Northwest Student Handbook for details on policies and procedures for nondiscrimination and expected behavioral conduct in reference to:
Americans with Disability Act
The federal Americans with Disability Act provides a clear and comprehensive national mandate for the elimination of discrimination against individuals with disabilities. The law addresses employment, public service transportation, public accommodations and telecommunications. The individuals covered include persons who have a physical or mental condition substantially impairing “major life activities”.
Consensual Amorous Relationships
Supervisors and student employees should be aware that consensual (i.e., both parties have consented) romantic and/or sexual amorous relationships with subordinate employees have the potential for adverse consequences. Even when both parties have consented to a relationship, there may be serious concerns about the conflicts of interest and unfair treatment of others.
Alcohol and Drug Policy
Reporting to work under the influence of alcohol, illegal and/or controlled substance or the consumption of these products may result in immediate termination by the supervisor.
Sexual Harassment
Any unwelcome attention of a sexual nature may be sexual harassment if it creates an intimidating, hostile or offensive environment or if it interferes with educational or work performance. Sexual harassment can be verbal, nonverbal, physical or written (including email). Sexual harassment is a violation of state and federal law as well as Northwest policy. If you feel you have been sexually harassed, report the problem to the Equal Employment Opportunity (EEO) Officer at 562-1128.
Contact the Athletics Department for information regarding the employment of a student athlete and NCAA Regu
Student employees are covered by Missouri Workers’ Compensation insurance.
An injury or illness sustained on the job that is job related must be reported immediately and completed forms must be sent to the Office of Human Resources Management.
The University Wellness Center does not see patients for workers’ compensation related injury or illness
Fundamental Habits and Attitudes
When a student is hired, she/he becomes a member of a team or work group. This team or work group relies on student employees, as they are a valuable part of University operations. Fundamental attitudes and work habits that are expected of employees are:
To perform all work assigned completely in a professional and satisfactory manner;
To treat others courteously and with respect;
To report to work promptly;
To communicate with supervisors regarding tardiness or absences;
To refrain from conducting personal business while working;
To report hours worked accurately.
Additional Expectations
Departments/offices/work units may have additional policies, procedures and expectations that shall be communicated and adhered to as a condition of emp
Student employment is not governed by a written contract nor a labor union. Student employment is an at-will agreement.
Student employees may choose to transfer to another department or resign their position at any time for any reason.
Supervisors may choose to end employment of student employees at any time for any reason.
Serious misconduct shall result in immediate termination by the supervisor. Other disciplinary actions may be pursued depending upon the nature of the misconduct.
Serious misconduct shall include, but is not limited to, any of the following:
Theft of University property, theft of University personnel
property or theft of property of a University guest on University grounds;
Immoral or illegal conduct;
Physical fighting with any other person;
Refusal to follow instructions of the supervisor or general
insubordination;
Willful destruction of property, equipment or materials;
Reporting to work under the influence of alcohol, Illegal and/or controlled substance or the consumption of these products;
Any action which endangers the safety of any person, including
the safety of the employee;
Knowingly falsifying University records; or
Infraction of any University policy, procedure
The Family Educational Rights and Privacy Act of 1974, as amended, is a federal law which provides that college and universities will maintain the confidentiality of student education records. Basically, the law says that no one outside the institution shall have access to your education records nor will the institution disclose any information from those records without your written consent. There are exceptions, of course, so certain personnel within the institution may see your records, including persons in an emergency in order to protect the health or safety of students or other persons.
If you are a student employee of the University, you may have access to confidential records. Their confidentiality, use, and release are governed by FERPA. In general, all student information must be treated as confidential. Any questions about information released should be referred to your supervisor.
As a new student employee, you are required to review and sign a confidentiality statement. The confidentiality statement is completed during the time initial employment verification and authorization paperwork is completed.
If you have any questions regarding the confidentiality statement you may contact the Office of Human Resources Managemen
Student employees are paid minimum wage or higher and are paid monthly.
Rates are based upon the job duties and qualifications.
Supervisors should inform their student employees of the position wage rate upon hiring.
In order for a student employee to receive their earnings they must accurately record their working hours on a monthly timesheet.
Time Sheet Guidelines
All timesheets submitted for student employment must be pink in color.
Pink time sheets may be obtained from supervisors on the first working day of each month.
All personal data must be completed on the time sheet. Personal data includes information such as name and student id number.
Work times must be recorded and added accurately, using the Tenths of an Hour Chart for partial hours.
Time sheets must be signed and presented to the department supervisor by the last working day of each mon
Time Conversion
A time conversion table for minutes to tenths of an hour is located on the back of each time sheet.
This table must be used to convert any partial hours worked during a working day.
Time Sheet Example
An example of a time sheet is provided to review the proper procedure in completing a
monthly time sheet.
Enter the beginning and ending date of the payroll month
Complete all personal data (Name and student id number)
Make sure that the date correlates with the actual day of the week indicated
Record and add accurately the hours worked for each day that is worked
Example #1 (Monday, September 6th):
The student employee’s Time in is 9:00 am and Time out is 11:00 am.
The total hours worked for the day is 2 hours.
Example #2 (Tuesday, September 7th):
The student employee’s Time in is 9:00 am and Time out is 11:15 am indicating a total of 2 hours and 15 minutes that has been worked for the day. Using the Tenth of an Hour Chart for the partial hour that is worked it is determined that 15 minutes is converted to .3 of an hour. The total hours for the day is 2.3 hours.
Example #3 (Wednesday, September 8th):
On this particular day the student employee has received a break and then returned to work at a later time.
The student employee’s first Time in for the day is 9:00 am and Time out is 11:15 am. The student employee later returned to work. The student employee’s second Time in for the day is 2:00 pm and Time out is 4:15 pm. The student employee has worked a total of 4 hours and 30 minutes for the day. These hours are accurately recorded by adding correctly the number of hours and minutes worked. Using the Tenth of an Hour Chart for the partial hour, 30 minutes is converted to .5 of an hour. The total number of hours worked for the day is 4.5 hours.
The total number of hours worked for each day during the week are added to indicate a weekly total. All weekly totals are then added for the monthly total which is indicated at the lower right hand corner of the time sheet. The student employee must sign and date the time sheet and then present it to their supervisor on the last working day of the month.
Falsifying time sheets with inaccurate information can result i
Payroll
The Payroll Office receives records of time worked by each employee and ensures proper payment in accordance with Northwest, Internal Revenue Service, and federal work-study policies and laws.
Failure by supervisors or student employees to follow proper procedures may result in untimely payment to students and places Northwest in jeopardy in the event of an external audit. The following procedures are established to pay student employees as they expect and to protect Northwest from potential penalties.
Paychecks
Student employees are paid once per month following the month the work was performed. Student employees are paid on the 25th day of the month. If the 25th is a holiday or weekend, paychecks are made available in advance of the regular pay date. A published list of pay dates can be found on-line.
Paychecks may be picked up at the Student Services Center in the Administration Building upon presentation of identification. Students may leave a self addressed stamped envelope at the Student Services Center when unavailable to pick up the paycheck.
Direct Deposit
A student employee has the option to request that their paycheck be directly deposited into their banking account. A direct deposit request form can be completed at the Payroll Office in the Administration Building. A voided check for the banking account that is receiving the deposit must be presented at the time the form is completed.
It is important to remember if there are changes with the banking account that they are reported to the Payroll Office immediately. Changes in a banking account may include: closing an account, name changes,
Federal and Missouri W-4 Tax Forms
All student employee earnings, including federal work-study, are subject to state and federal withholding taxes.
These forms are completed in the Office of Human Resources Management at the same time the Form I-9 is completed. The W-4 form communicates how to calculate taxes.
Some important guidelines to remember:
When a student employee claims “exempt”, a new W-4 form must be completed at the beginning of a new calendar year. A new W-4 form is also required when a name change is completed. A W-4 form may be completed at the Payroll Office in the Administration Building.
FICA Tax
FICA taxes are a combination of social security and Medicare taxes. Student employees, including international students, are exempt from FICA taxes based on Internal Revenue Service Codes. This exemption exists only when enrollment of a minimum of six credit hours per academic trimester is verified with the University Registrar. Students enrolled in fewer than six credit hours per academic trimester are not eligible for the FICA tax exemption and therefore may not be paid as a student emplo
There are many student employment events throughout the year for all student employees.
Student Employment Satisfaction Survey
The student employment satisfaction survey is an annual survey for all student employees conducted in the fall trimester. Feedback from the survey is used as actionable data to provide improvements to the student employment experience.
National Student Employment Week
National Student Employment Week is an annual recognition event for student employees.
Career Pathing Program
The Career Pathing Program offers fall and spring personal and professional development sessions and opportunities for pay advancement while encouraging continual feedback for personal and professional developm
National Student Employment Week is an annual event held in the spring to recognize the contributions of student employees to the University community.
A recognition ceremony is held annually at Northwest to acknowledge all Northwest Student Employees.
Student employees are notified of the event by their Student Employment Supervisor and the Office of Human Resources Management. The awards listed are presented annually during the Northwest Student Employment Recognition Ceremony.
Eligible students are undergraduate or graduate student employees (not Resident Advisors, Graduate Assistants, or Graduate Teaching Assistants) who have been or will be employed for a minimum of six months between June and May of the current fiscal year.
Nomination forms are distributed annually to student employment supervisors for the student employee awards and to the student employees for the Supervisor of the Year Award, and then submitted to the Office of Human Resources Management. The nominations are evaluated by parties who did not nominate a student, team or supervisor in the respective category.
The Northwest Student Employee of the Year nomination is forwarded to the Midwest Association of Student Employment Administrators (MASEA) for consideration of state, regional and national award
The Career Pathing Program is a voluntary program for all student employees hired in an hourly wage position. Stipend, scholar and outlying wage rate positions do not qualify for the program.
The Career Pathing Program:
Creates annual opportunities for pay advancement ($.25 per hour increase) within the Student Employment Program
Levels of Advancemen:
Level I: Student Employee – Starting Salary
Level II: Student Assistant – Increase of $0.25
Level III: Student Associate – Increase of $0.25
Level IV: Student Manager – Increase of $0.25
Level V: Student Trainer – Increase of $0.50
Provides an opportunity to participate in structured personal and
professional development sessions while being paid
Encourages continual feedback for personal and professional
development through annual performance-based evaluations
Promotes increased student employee responsibility
Promotes experience and training based compensation
The advancement in the wage rate is transferable and applicable to all eligible positions a student holds within the Student Employment Program. Students may continue to advance through the program throughout their student employme
Criteria for Advancement:
A student employee advances in the Career Pathing Program by:
Completing a consecutive fall and spring trimester of service within the same department (credit is granted for a full trimester if a student begins employment later in the trimester but still completes three training sessions for that trimester)
Attending a minimum of three personal and professional development sessions offered per trimester (students are paid for their time in attendance). Each session may last approximately 45 to 90 minutes based on the topic and/or presenter.
A student employee can register for the personal and professional development opportunities on-line each trimester.
3) Participating in a satisfactory performance evaluation completed by their student employment supervisor.
Participation in the program is determined by completion of the program requirements
There are five offices that can provide assistance throughout your student employment experience based on your need.
The Student Employment Program is located in the Office of Human Resources Management and can be of assistance to address
specific issues regarding: employment policies, compensation, training and recognition
The Student Payroll Office can be of assistance to address
specific issues regarding: paychecks, W-2’s, timesheet, and direct deposit.
Office of Financial Assistance can be of assistance to address
specific issues regarding: Federal Work-Study eligibility and awards
The Office of Career Services can be of assistance to address
specific issues regarding: interviewing skills, resume writing and
future or present job tips
The Equal Employment Opportunity (EEO) Officer can be of assistance to address specific issues regarding: EEO compliance and sexual ha
An overview of the Student Employment Program can best be referenced by the
Student Employment website which is located at the following link:
The website includes information in the following areas:
“About Student Employment” – Provides general information about Student Employment: who can work on campus; frequently asked questions; federal work study information; & the most current revision of the Student Employment Handbook
“How Do I Get a Job” – Provides general information on job searching tips and referrals for assistance on resume writing and interviewing skills
“Job Postings” – A list of available student employment positions
“Career Pathing Program” – Information about the program and current personal and professional development opportunities
“Payroll” – Information for contacting the Payroll Office as well as a list of monthly pay dates
“Human Resources” – A direct link to the Northwest Human Resources Management website
Student Employment Orientation is mandatory for all new student employees. To receive credit for completing the orientation each student employee will be required to complete a quiz. The quiz may be accessed by clicking on “Quiz”. A student must score a minimum of 10 out of 14 correct in order to receive credit for completion of the orientation. The quiz may be taken as many times as necessary in order to score the minimum required. Once a student successfully completes the orientation their score is recorded and the orientation is complete.
If you have any questions regarding the orientation please contact the Office of Human Resources Management at 562-1140 or 125 Administration Building.
Congratulations and good luck with your new student employment