STUDENT EMPLOYMENT HANDBOOK
A GUIDE FOR
STUDENTS AND SUPERVISORS
2015/2016
KELLOGG COMMUNITY COLLEGE
Kellogg Community College is an equal opportunity educator and employer and does not discriminate on the basis of national or ethnic origin, ethnicity, race, ancestry, color, sex (sex or gender, affiliation, expression or orientation), marital/family status, age, physical or mental ability or attributes, genetic information, political affiliation, veterans status, religion, or any other characteristic covered by law in its admission policy, educational programs, activities, or employment policies. Direct inquiries regarding the nondiscrimination policies can be made to either the Vice President for Instruction or the Director of Human Resources, 450 North Avenue, Battle Creek, MI 49017-3397.
Americans with Disabilities Act - Persons with disabilities requiring accommodations for employment at Kellogg Community College must provide written notification within 182 days after the need is known. Notification should be sent to the Human Resources Department.
TABLE OF CONTENTS
STUDENT EMPLOYEE RESPONSIBILITY …………………………………… 3
STUDENT EMPLOYMENT ELIGIBILITY …………………………………… 3
BACKGROUND CHECK …………………………………… 4
FINANCIAL AID WORK STUDY AWARDS …………………………………… 4
STUDENT EMPLOYMENT PROCESS …………………………………… 5
WORK HOURS …………………………………… 6
STUDENT EMPLOYEE CONDUCT …………………………………… 7
STUDENT EMPLOYEE KEY ISSUANCE …………………………………… 8
PROHIBITED JOB RESPONSIBILITIES …………………………………… 8
PAYROLL AND TIMECARDS …………………………………… 8
STUDENT EMPLOYEE EXIT GUIDELINES …………………………………… 11
Student Employee Responsibility
Kellogg Community College (KCC) is dedicated to making student employment a positive learning experience intended to provide the foundation for students to develop their skill sets, expand upon their work experience, and prepare them for assuming additional responsibilities. Students employed by KCC are responsible for understanding and adhering to all guidelines in the Student Employee Handbook as well as the Student Handbook.
STUDENT EMPLOYMENT ELIGIBILITY
Current KCC students who have completed the Free Application for Federal Student Aid (FAFSA) for the academic year are eligible for on-campus/Community Service employment.
Student workers must be enrolled for and maintain enrollment in a minimum of six (6) credit hours to work in the fall and/or spring semesters or three (3) credit hours to work in the summer semester. Audit classes cannot be used toward minimum credit hours for student employment. Registration must be complete before the student begins working for the semester.
Student employment is routinely monitored to ensure that students are maintaining a minimum credit hour enrollment. If enrollment drops below these levels, the student must immediately notify their supervisor. Failure to maintain the minimum credit hour level may result in dismissal from college employment.
Student employees may not be employed in a non-student position at the College during their tenure as a student employee.
The College will not hire student employees into situations where the possibility of favoritism or conflicts might exist. Therefore, students may not be employed within the same department where a relative (including step-relatives and in-laws) is employed.
Students who are still enrolled in high school may work during the summer semester only.
International Students with an F-1 status from Kellogg Community College will need to provide documentation of a current I-20 and valid passport. International Student employment is subject to the regulations of the Department of Homeland Security. Prior to beginning the employment process, International Students with an F-1 status will need to meet with the Manager of Recruitment and Student Outreach. Once employment has been secured, the Manager of Recruitment and Student Outreach will issue a letter to the Social Security Administration indicating the student’s intent for employment. The student is responsible for working with the Social Security Administration for obtaining a Social Security number. International Students must immediately update their employment status with the Manager of Recruitment and Student Outreach if there are any changes (department, location, etc.) in employment. All inquiries regarding employment for International Students should be referred to the Manager of Recruitment and Student Outreach.
KCC Student Work Authorization Forms are issued for fall/spring and summer semesters. Student employees are required to have a completed authorization to begin working.
§ Students authorized to work are eligible to begin and end work according to the following semester schedule:
Semester / First AvailableWork Date / Last Available
Work Date
Fall Semester Work Dates / August 17, 2015 / December 23, 2015
Spring Semester Work Dates / January 4, 2016 / May 13, 2016
Summer Semester Work Dates / May 16, 2016 / August 12, 2016
BACKGROUND CHECK
As part of the employment process, background checks will be conducted on all student employees. Human Resources will conduct background checks on new student employees as part of the employment authorization process. If a student is returning but has not worked for two years or more, a background check will be conducted before they begin working for the College again.
Student employees will be required to fill out a Release Form for Consumer Reports to authorize the background check. This form and all results will be maintained confidentially in the Human Resources department. Specific information will not be disclosed to employees outside of Human Resources.
The background check for student employees will consist of the following:
§ Michigan State Background Check (Felonies & Misdemeanors)
§ Michigan Public Sex Offender Registry
§ Nationwide Public Sex Offender Registry
The results of background checks may affect employment eligibility. However, a record of conviction is not an automatic bar to employment.
FINANCIAL AID WORK STUDY AWARDS
A student's financial aid package may include a Federal Work Study (FWS) award amount (if funding is available). FWS is designed to support the college student employment program by paying 100% of the student's wages. Students must meet Financial Aid SAP Standards to be eligible for work study funding.
The work study award is a dollar amount that a student is eligible to earn during the regular academic year, August to May, in a KCC campus/Community Service position. The dollar amount of the student's work award appears on the financial aid award letter that the student may review by accessing their account information utilizing KRIS. The awards are calculated for two 15-week semesters. Students may work a total of up to 20 hours per week. The student employment authorization specifies the amount a student can earn in work study. Supervisors should note the amount of work award before signing the Authorization Form. There is no guarantee that a student will earn the amount of the work award or find a job.
The Financial Aid Office is required to monitor earnings for students who have work awards. The amount of a work award may change if the student changes level of enrollment or receives scholarship or gift money. Students and supervisors are notified if a change is made to the work study award. Student employees and supervisors are responsible for tracking their work study earnings to ensure hours worked do not exceed their award amount. All wages earned beyond a student’s award amount are the responsibility of the department/agency.
When a student has earned the full amount of the work study award, the supervisor has the following options:
1. Continue to employ the student at current or reduced hours, paying the student's wages with 100 percent institutional funds. The department must have funds available in the budget and change account numbers on the timecard before funds are exhausted.
2. Terminate the student from employment.
STUDENT EMPLOYMENT PROCESS
1. Complete and submit the Free Application for Federal Student Aid (FAFSA) and submit required documentation to the Financial Aid Office so eligibility can be determined.
2. Register for student employment on the College Central Network (CCN) at www.collegecentral.com/kellogg.
§ Complete Career & Employment Services (CES) profile
§ Create and upload your resume
§ Search CCN for on-campus positions and follow instructions to submit your resume for a position
3. Interview with the on campus department supervisor or community service agency.
4. If recommended for employment, complete the background check authorization paperwork provided by your supervisor. (Provided by CES for community service agency)
5. If hired, supervisor will request and complete their portion of the KCC Student Employment Authorization Form. (CES will complete for community service agency) If more than one employer hires the student, the student must have a separate Student Employment Authorization Form for each worksite. It is the student's responsibility to notify their supervisor if they are working for more than one department.
For community service positions only:
§ Sign your Community Service Contract and wait until the specified date to go to Human Resources for orientation.
§ CES will collect the appropriate signatures and send your Authorization Form and Community Service Contract to Human Resources.
6. Complete an Orientation at KCC Human Resources. Documents to bring to orientation:
§ Authorization form complete with required signatures
§ Original valid Michigan driver’s license or Michigan ID with current name and address*
§ Original Social Security card with current name*
7. Human Resources will sign the Authorization Form and give the student the pink copy to return to his/her supervisor once the Orientation is complete. Students are authorized to begin working after pink copy is given to the supervisor - NOT BEFORE. If you are asked to work before you have returned the pink copy to your supervisor, contact Human Resources.
*Name and address must match with student’s file in the College student data base.
EMPLOYMENT WILL BE DELAYED WITHOUT THE REQUIRED SIGNATURES ON THE AUTHORI-ZATION FORM.
A NEW KCC STUDENT EMPLOYMENT AUTHORIZATION FORM IS REQUIRED FOR ALL STUDENT EMPLOYEES DURING THE SUMMER, INCLUDING RETURNING STUDENT EMPLOYEES.
WORK HOURS
A pay period consists of two weeks. The Friday of the second week is the end of the pay period. The following Monday begins a new pay period. The Payroll Schedule for each semester is located at http://www.kellogg.edu/faculty-staff/human-resources/work-life/student-employment/. The following table shows the number of hours students are allowed to work in a day and in a pay week as well as the allowed paid breaks and required lunch breaks.
wStudent employees are not allowed to work during their scheduled class periods, even if the class is cancelled for the day.
wStudent employees are only allowed to work when the College is open.
wStudent employees may begin work no earlier than 7:00 a.m. and may not work later than 10:00 p.m. Monday through Friday and Saturday with prior approval of supervisor and notification to Human Resources.
wStudent employees must be supervised at all times.
wIf a student is working for more than one department, the total hours for all departments may not exceed the maximum number allowed for each pay week.
wStudent employment is monitored each pay period to insure that students are not working more than the maximum number of hours per week.
STUDENT EMPLOYEE CONDUCT
All students are required to conduct themselves according to the Student Code of Conduct which is found in the KCC Student Handbook. In addition, student employees are required to conduct themselves in the following manner:
1) PUNCTUALITY: Student employees must be on time and must call their supervisor if circumstances cause them to be late.
2) ABSENCE: Student employees are responsible for calling their direct supervisor (or designee) in case of absence. All attempts should be made to give as much advance notice as possible.
3) PROFESSIONALISM: Students should focus on work activities unless given specific directions by their supervisor to do otherwise. This includes refraining from personal conversations, cellphone/text use, visitors, computer games and homework.
4) RESPECT: Proper respect should be shown to College employees, other student employees and students. It is expected that all employees will be courteous and helpful to others.
5) CONFIDENTIALITY: Work-related information is confidential and must not be discussed with others or used for non-work purposes. Any violation of confidentiality will be subject to discipline up to and including termination of employment.
6) EMERGENCY SITUATIONS IN THE WORK AREA: The student employee should first notify their immediate supervisor. If the supervisor is not available, the student should call the College security personnel at extension 4444.
7) DRESS CODE: Student employees are expected to report to work in casual work attire. This should not be confused with casual recreation attire. Student employees should check with their supervisors regarding specific departmental dress code expectations.
8) COMPUTER/INTERNET USAGE: Some student employment positions require the use of computers and the Internet. Student employees may not use the workplace computers for personal reasons without permission from their supervisor. It is expected that all student employees adhere to the College Acceptable Use of Technology Policy found at http://www.kellogg.edu/services/information-services/acceptable-use-policy/.
9) TIMECARD SUBMISSION: To ensure efficient processing of payroll, all employees, including students, are expected to submit timecards completely, correctly, and in a timely manner, meeting the predetermined and communicated submission schedule. Failure to comply with standards may result in a delay in individual payroll processing.
STUDENT EMPLOYEE KEY ISSUANCE
It is not advisable to provide keys to student employees. Access to keys may place an added burden to the student and pose a potential risk. In rare circumstances, it is necessary for the student to have access to keys for buildings, departments, files, or an office. Any keys issued to student employees remain the sole responsibility of the department supervisor. Other College employees may not “loan” their keys to students. If access to a locked area is needed and the student does not have a key, the employee must unlock and then lock the access for the student. If a key is needed, the following rules must be followed:
Physical or Programmable (card key or fob) Keys
· Requests for keys for student employees must be made by email to the Director, Institutional Facilities and Public Safety, including rationale for the need. Keys will be issued on a semester basis.
· Programmable (card key or fob) will be programmed to permit access only during business hours and only during the student employee’s specific work schedule.
· Student employees may have access to physical keys during their work time only. They must sign the key out and sign its return each work period.