A POLICIES AND PROCEDURES GUIDE
FOR STUDENTS WORKING AT MARIST
The Office of Student Financial Services at Marist College has
prepared this handbook to familiarize student employees with the
policies and procedures governing the Federal Work Study and
Campus Employment programs.
Donnelly Hall, Room 200 | marist.edu/financialaid/studentemployment
MISSION AND LOCATION
Student Financial Services (SFS) is dedicated to promoting
accessibility through personalized service and integrity. Student
Employment operates out of SFS to assist students and employers
with all aspects of the Campus Work Study and Campus
Employment programs, in addition to offering information on local
off-campus part-time positions. SFS is located in Room 200 in
Donnelly Hall. Operating hours are as follows:
Academic Year
Monday, Wednesday, and Thursday 8:30 AM – 7 PM
Tuesday and Friday
8:30 AM – 5 PM
Summer Intercession
Monday, Wednesday, and Thursday 8 AM – 7 PM
Tuesday
8 AM – 5 PM
Friday
8 AM – 4 PM
CAMPUS WORK STUDY (CWS)
Campus Work Study (CWS), also known as Federal Work Study,
is a need-based financial aid program jointly funded by the federal
government and Marist College. To be considered for the CWS
program, students must file a FAFSA and meet federal institutional
eligibility requirements. Unlike other financial aid programs that
are applied directly to a student’s account, CWS must be earned
through working on campus. Student employees receive a biweekly paycheck based on the hours worked. Students whose
financial aid package includes CWS are given priority for oncampus employment during the first two weeks of the Fall and
Spring semesters. Although CWS students are given priority, this
program does not guarantee placement.
3
JOB FAIR
SFS sponsors a job fair for new freshman and transfer students
at the beginning of every academic year. This event is for brand
new students with CWS eligibility, and is typically held during
Activity Hour on the Wednesday after classes begin for the Fall
semester. New students who have been awarded CWS as a part of
their financial aid package will receive an invitation to the job fair
approximately two weeks before the event. A Marist ID is required
for admittance to the job fair.
CAMPUS EMPLOYMENT (CE)
Campus Employment (CE) allows any student the opportunity to
work on campus, regardless of financial need. In contrast to the
federally funded CWS program, the CE program is funded by the
College. Students who have special skills (i.e. computer skills),
certifications (i.e. lifeguarding) or availability required by certain
on-campus positions, may be hired at any time. All students may
apply to any available on-campus jobs after the first two weeks of
the Fall and Spring semester at which time CWS students are given
priority.
JOB LOCATION AND DEVELOPMENT
In addition the Campus Work Study and Campus Employment
programs, SFS also helps to locate and develop part-time offcampus job opportunities. This program is called the Job Location
and Development program (JLD) and is facilitated through
FoxQuest on the Marist Student Employment Web site. The JLD
program is partially funded by the federal government, and helps
to supplement additional employment needs for Marist students as
well as the local community. For more information on accessing
off-campus employment listings on FoxQuest, please see the
appendix at the end of this guide.
ELIGIBILITY
It is up to the purview of each respective department on campus
to offer either CWS or CE positions to the student body. Many
4
departments endeavor to hire both CWS and CE students, with the
exception of the Liberty Partnerships Program, which is federally
required to employ only students with CWS eligibility.
College policy encourages departments to hire students who are
CWS-eligible prior to students who are CE-eligible.
Students are encouraged to hold only one job on campus.
While on-campus employment is not guaranteed, all students are
eligible to work on campus, as long as they have a valid Social
Security number (per IRS regulations) and are:
• Matriculated in a Marist College degree program
• Enrolled and attending courses at least part time (6 credits for
CWS-eligible students)
• Able to provide appropriate documentation to satisfy the
requirements of the Form I-9
Student employment opportunities are available at the Lorenzo de’
Medici campus in Florence, Italy, but are extremely limited.
Traditionally, international students are only able to work on
campus through the CE program. This may vary based on each
student’s international visa status; however, most international
students are not eligible to work off campus, and thus are not able
to utilize the JLD program. For more information on international
student employment, please see section titled ‘International
Student Employment.’
Students who have graduated, withdrawn, taken a leave of
5
absence, or are studying abroad are not eligible to work on
campus. Additionally, if a student is non-matriculated (degreeseeking) at Marist College, they may not work through the
Student Employment programs. For additional clarification on
these policies, please see the appropriate subheadings under
‘Termination of Employment.’
NEW HIRE PROCESS
Once a student has accepted a verbal offer for employment on
campus, they are required to report to SFS to complete the New
Hire Paperwork packet. This document includes the W4, IT-2104,
Form I-9, and Direct Deposit Agreement. Students may not begin
working on campus until this documentation is complete, per
federal mandate.
The Form I-9 is the most important form within the New Hire
Paperwork packet. This form proves that an employee is legally
allowed to work within the United States. This form should be filled
out exactly as exemplified, and if a student is living on campus, the
address listed should be that of Marist College (3399 North Rd,
Poughkeepsie, NY 12601). Proper completion of the form requires
original identification documentation, as specifically outlined by the
Form I-9’s List of Acceptable Documents, found on page 9 of the
Form I-9 (see appendix). SFS cannot dictate which identification
documentation is expressly accepted, though most students do bring
in a United States passport, or a combination of a Social Security
card and a photo ID (driver’s license or Marist ID card). Documents
proving identity must be brought to the SFS in original form –
copies, emails, or scans of any kind are not acceptable. Additionally,
all documents must be valid and unexpired.
The W4 and IT-2104 forms dictate the types and amounts of
tax withholdings a student allows to be taken out of their biweekly paycheck. SFS representatives are not authorized to offer
tax guidance for the W4 and IT-2104 paperwork, though it is
recommended that students review this information with their
parents or trusted advisors. The W4 and IT-2104 forms are able to
be updated at any time after the initial completion.
6
The Direct Deposit Agreement allows the Payroll Office to credit
any earned funds to a student’s bank account, instead of requiring
the student to pick up a paycheck bi-weekly. Using the direct
deposit option is not required, but it is highly recommended. This
document is included in the New Hire Paperwork packet, to be
completed with an SFS representative.
INTERNATIONAL STUDENT
EMPLOYMENT
As aforementioned, international students are traditionally
legally able to work on campus only through the CE program.
International students cannot usually work off campus.
Once an international student has accepted a verbal offer for oncampus employment, he or she must ask their supervisor for a
letter documenting the offer of employment. The student must take
this letter to the office of the Designated School Official (DSO),
Deborah Holtman, in Donnelly Hall (room 215) so that the student
may be guided on how to properly apply for a Social Security card.
International students are not allowed to work on campus until
they are able to provide their social security card to SFS. After
receiving the social security card, the student is required to report
to SFS to complete the New Hire Paperwork packet. For more
information on this paperwork, please see the section titled ‘New
Hire Process.’
REHIRE PROCESS
Many students are often able to return to their department
of employment after leaving for a summer intercession or
semester abroad. However, before leaving campus, it is strongly
7
recommended that student employees speak with their supervisor
to ensure that they will be able to return to their previous positions.
SUMMER EMPLOYMENT
Students are allowed to work on campus during the summer if
offered the opportunity by a supervisor. In this case, the student
should ensure that they are able to reside in the area during the
intercession. During the summer, student employees are able to
work 37.5 hours per week, as opposed to the traditional 20 hours
per week during the academic year. It is important to note that all
students working on campus during the intercession do so under
the CE program, as the CWS program is not offered during the
summer.
PAY
Students must submit their hours for a supervisor’s approval via
the electronic time sheet on the My.Marist portal. In the event that
a student holds more than one position, separate time sheets are
required to be submitted for each. Paychecks are issued every other
Friday for the preceding two weeks, and may be picked up in the
Payroll Office, located in Donnelly Hall, Room 214. If a student is
signed up for direct deposit, paychecks are directly deposited into
the student’s bank account. Paystubs can be viewed on and printed
from the My.Marist portal. As of December 2014 undergraduate
student employees earn a minimum wage of $8.75 per hour.
Graduate student employees may earn up to $10.50 per hour.
Minimum wage in New York State will increase to $9.00 per hour
as of December 31, 2015.
POLICIES
• The work week is Saturday through Friday.
• Per federal mandate, students may not begin working on
campus until they have completed all of their new hire
paperwork. Failure to comply could result in serious legal
ramifications for the College.
• Student employees are not permitted to hold more than one
8
•
•
•
•
•
•
•
•
position on campus, unless they have been granted special
clearance from SFS.
During the academic year, all students are allowed to work a
maximum of 20 aggregate hours per week, and no more than 8
hours per day.
Per New York State law, if students work 6 or more
consecutive hours, students are entitled to a 30-minute unpaid
meal break.
There will be no exceptions to the hourly limits per term.
Supervisors may not require a student to work more than the
stated limits per week, and must offer students a 30-minute
unpaid break if they work more than 6 hours.
Student employees are not eligible for overtime.
During summer and winter break, students may work a
maximum of 37.5 hours per week. Student employees are not
eligible for unemployment benefits if they are not working over
break.
Per the College’s nepotism policy, student employees may not
work within the same department as a family member who
exercises either direct or indirect supervision.
Per New York State law, student employees are required to
view and sign a Labor Law Section 195 upon hire.
Per federal regulation, student employees may not work during
their scheduled class time.
EMPLOYMENT VERIFICATION
Any and all requests for employment verification that come in
from a third party should be sent to the SFS office, to the attention
of Student Employment. This includes, but is not limited to, the
following:
• Government agencies such as the CIA or FBI
9
•
•
•
•
Independent employment verification agencies
Potential employers
Housing or mortgage authorities
State licensing examiners
EQUAL OPPORTUNITY EMPLOYMENT
Marist College is committed to equal opportunity employment.
Equal opportunity means the employment, development, and
promotion of individuals without consideration of race, color,
disability, religion, age, sex, marital status, national origin,
sexual orientation, or veteran status unless there is a bona fide
occupational requirement which excludes persons in one of these
protected groups. To this end, the College will continue to review
its employment policies and procedures to ensure that barriers to
equal opportunity employment do not exist here. The College will
explore alternative approaches to any practice that is found to have
a negative impact on protected groups.
In addition to its commitment to equal opportunity employment,
the College has a general policy of non-discrimination that
extends to all services and programs provided by the College.
Discrimination against any individual or group due to any of the
aforementioned conditions is considered a violation of College
policy as well as federal law. Should students have questions or
concerns regarding equal opportunity employment, they may
contact SFS.
EMPLOYER/EMPLOYEE CONFLICTS
Occasionally, work-related challenges may arise. When this occurs,
the employee and employer should attempt to resolve the problem
informally. Often, discussion between the two parties brings
about a resolution. Many problems can be averted through open
communication of realistic expectations on both sides.
The following guidelines have been used successfully in dealing
with employer/employee conflicts:
• Address problems as they arise, not after they accumulate.
• Deal with minor concerns before they become major problems.
10
• Review responsibilities, duties, and expectations to ensure a
clear understanding.
• Avoid personalizing critical moments.
• Discussions regarding performance should be conducted in
private.
TERMINATION OF EMPLOYMENT
VOLUNTARY TERMINATION
Student employees may voluntarily elect termination. In this case,
the student should offer at least two weeks’ notice before the last
date of employment.
WITHDRAWAL, LEAVE OF ABSENCE, GRADUATION
A student’s position will be terminated upon taking a leave of
absence, graduating, or withdrawing from the College. Student
employees are not eligible to work on campus after their official
academic separation date. There are no exceptions to this rule.
STUDY ABROAD
A student’s work assignment will not be considered applicable for
an academic semester abroad.
INVOLUNTARY TERMINATION
An involuntary termination may be initiated by an employer due
to an unsatisfactory performance or an inability to comply with
College and/or office rules and regulations. Except for situations
of serious misconduct, (see section titled ‘Immediate Release’),
employers who terminate employees for just cause are required
to give the employee a verbal warning upon the first instance of
misconduct. If the situation continues, a written warning is to
be issued, and a copy sent to Student Employment. If the matter
11
is still not resolved, a written termination notice may be issued,
and a termination notice will be completed and sent to Student
Employment.
IMMEDIATE RELEASE
Acts of serious misconduct will not be tolerated and may result
in an immediate release from employment. Examples of serious
misconduct may include, but are not limited to:
• Serious disregard of College rules
• Disorderly conduct
• Unauthorized possession, distribution, use of or being under
the influence of alcohol, marijuana, or other non-prescription
drugs or controlled substances during working hours
• Theft of College property or the personal property of a student,
staff, or faculty member
• Breach of confidentiality
• Falsification of employment, payroll, or other documents
• Harassment
• Gross incompetence
• Insubordination or refusal to perform assigned tasks
Employers who terminate an employee under this policy are
required to inform the employee in writing that she or he is being
released, and send a copy to Student Employment for review.
In the event that the misconduct constitutes a potential violation
of community standards or policies published by the Office of
Student Life in the Code of Student Conduct, employers may file
a complaint with the Office of Student Life for possible referral to
the College judicial system.
STUDENT EMPLOYEE RIGHTS AND
RESPONSIBILITIES
1. Students may not work until they have completed all required
paperwork, including the Form I-9. Failure to complete
paperwork in a timely manner, working without completing a
Form I-9, or working without a valid social security number
12
2.
3.
4.
5.
6.
7.
may result in an employment freeze, termination, and/or
delayed pay.
Acceptance of on-campus employment carries all of the
responsibilities of any other employment situation. Student
employees are expected to be dependable, considerate, and
respectful of their employer and co-workers, to be dressed
according to office policy, and to perform assigned tasks to the
best of their ability.
Student employees have the right to know what is expected of
them at their position including, but not limited to: knowing
whom to report to, what tasks to perform and how to perform
them, if they are performing assigned tasks adequately, how to
improve performance, and procedures to follow in the event
that they cannot attend their regularly scheduled hours.
Student employees are expected to work the hours agreed upon
with their employer on a consistent basis. If a student employee
is sick or unable to work the scheduled hours for any reason,
their supervisor must be informed as soon as possible.
It is the responsibility of the student employees to ensure
accuracy of hours worked by completing a time sheet and
submitting it for the approval of their supervisor.
Students who work for a period of more than 6 hours are
entitled to a 30-minute unpaid meal break. During this time, the
student should be relieved of all duties.
The hours for which a student receives compensation are
subject for federal audit. Deliberate falsification of time sheets
or other employment records may be considered a federal
offense and is punishable by law. Additionally, this offense
may result in the loss of eligibility for on-campus employment,
and any wages paid for falsified hours must be repaid to the
College.
13
8. All students must adhere to Marist College Policies as outlined
in the Student Handbook and Code of Student Conduct.
9. In the event that a student employee is injured on the job, the
student must report the accident to their employer or acting
supervisor.
10.If there is an issue with a student’s employment position and/
or working conditions, or if a student wishes to terminate their
job, the student should first discuss the circumstances with their
supervisor. If this does not resolve the issue, the student should
consult Student Employment for assistance.
11.A student who voluntarily elects to terminate his or her
employment should give at least two weeks’ notice to the
employer. For more information on immediate release
and involuntary termination, please see the section titled
‘Termination of Employment.’
12.CWS is not automatically renewed. The student must reapply
for these funds each year by completing a FAFSA. CWS does
not guarantee job placement – the student is responsible for
finding employment on campus.
If you have any questions or concerns, please contact the
Office of Student Financial Services at 845-575-3230 or
studentfinancialservices@marist.edu.
14
APPENDIX
New Hire Paperwork:
• Form I-9: http://www.marist.edu/payroll/i-9.pdf
• W-4: http://www.marist.edu/w42014.pdf
• IT-2104: http://www.marist.edu/payroll/it2104_fill_in.pdf
• Direct Deposit Agreement: http://www.marist.edu/payroll/pdfs/
directdeposit.pdf
Biweekly Pay Schedule:
http://www.marist.edu/payroll/bwpayschedule2015.pdf
FoxQuest:
https://marist-csm.symplicity.com/students/?
Student Employment Profile Form:
https://www.marist.edu/financialaid/studentemployment/pdfs/
studentemploymentprofile.pdf
Confidentiality Agreement:
http://www.marist.edu/financialaid/pdfs/
stuempguidelinesandconfidentialityform.pdf
15