A POLICIES AND PROCEDURES GUIDE
FOR STUDENT SUPERVISORS AT MARIST
The Office of Student Financial Services at Marist College has
prepared this handbook to familiarize supervisors of student employee
with the policies and procedures governing the Federal Work Study
and Campus Employment programs. A toolkit specifically created for
student employees is also available on the Student Employment page
of the Marist website. If you require additional assistance, the Office
of Student Financial Services would be happy to assist you.
Donnelly Hall, Room 200 | marist.edu/financialaid/studentemployment
MISSION AND LOCATION – 3
CAMPUS WORK STUDY (CWS) – 3
JOB FAIR – 3
CAMPUS EMPLOYMENT (CE) – 4
JOB LOCATION AND DEVELOPMENT – 4
FOXQUEST – 4
ELIGIBILITY – 4
NEW HIRE PROCESS – 5
EPAF (ELECTRONIC PERSONNEL ACTION FORM) – 6
INTERNATIONAL STUDENT EMPLOYMENT – 6
REHIRE PROCESS – 7
SUMMER EMPLOYMENT – 7
PAY – 7
POLICIES – 8
EMPLOYMENT VERIFICATION – 8
EQUAL OPPORTUNITY EMPLOYMENT – 8
EMPLOYER/EMPLOYEE CONFLICTS – 9
TERMINATION OF EMPLOYMENT – 9
VOLUNTARY TERMINATION
WITHDRAWAL, LEAVE OF ABSENCE, GRADUATION
STUDY ABROAD
INVOLUNTARY TERMINATION
IMMEDIATE RELEASE
STUDENT EMPLOYEE RIGHTS AND RESPONSIBILITIES – 11
APPENDIX – 12
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 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 Tuesday and Friday
8:30 AM – 7 PM
8:30 AM – 5 PM
Summer Intercession
Monday, Wednesday, and Thursday Tuesday
Friday
8 AM – 7 PM
8 AM – 5 PM
8 AM – 4 PM
CAMPUS WORK STUDY (CWS)
Campus Work Study (CWS), also known as Federal Work Study, is a needbased 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. Students whose financial aid package includes
CWS are given priority for on-campus employment during the first two weeks
of the Fall semester. Although CWS students are given priority, this program
does not guarantee placement. Student employees received a biweekly paycheck
based on the hours worked.
JOB FAIR
SFS sponsors a job fair for new freshman and transfer students at the beginning
of every academic year. This event is for 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.
3
Please note that supervisors should not plan to meet with returning students at
the job fair, as this event is for new students only.
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 to the Campus Work Study and Campus Employment programs, SFS
also helps to locate and develop part-time off-campus student 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.
FOXQUEST
To post a position on FoxQuest, supervisors will need to create an employer
account. When creating a FoxQuest account, supervisors should name it
something such as “Marist College – Student Financial Services.” It is important
to note that any positions posted on FoxQuest should align with the published
student job descriptions, found on the Student Employment section of the Marist
Web site.
ELIGIBILITY
College policy encourages departments to hire students who are CWS-eligible
before hiring students who are CE-eligible. Supervisors may determine a
student’s CWS eligibility via the new ePAF process, when entering a student’s
CWID in to the new ePAF portal.
It is up to the purview of each respective department on campus to offer either
CWS or CE positions to the student body. Many 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.
Students are encouraged to hold only one job on campus. While on-campus
4
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.
Students who have graduated, withdrawn, taken a leave of absence, or are
studying abroad are not eligible to work on campus. Additionally, if a student is
non-matriculated (degree-seeking) 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 Form I-9, W-4 (federal tax withholding), IT-2104 (New
York State tax withholding), 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 per stated directions on the form,
and if a student is living on campus, the address listed should be that of Marist
College (3399 North Rd, Poughkeepsie, NY 12601). If a student is living offcampus, the address listed should be that of their current off-campus address.
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
5
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.
It is possible that a student’s Form I-9 may become deactivated after a certain
amount of time not working on campus. Should a supervisor be concerned
regarding this, or should they be notified via the ePAF I-9 look-up function of
a termination status, it is the responsibility of the supervisor to contact SFS to
determine the student’s I-9 reactivation eligibility.
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.
The Direct Deposit Agreement allows the Payroll Office to credit any earned
wages to a student’s bank account, instead of requiring the student to pick up
a bi-weekly paycheck. 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. Once a student has
completed their New Hire Paperwork, an SFS representative will give them a
receipt card stating that the student has turned in all of the required paperwork.
The student should give this card to their supervisor upon their first day of work
so that their supervisor may create an ePAF (Electronic Personnel Action Form).
EPAF (ELECTRONIC PERSONNEL ACTION FORM)
Once a student has completed the New Hire Paperwork packet in SFS, and
received a receipt card, the supervisor can then create an ePAF for the student.
The ePAF training guide can be found at http://www.marist.edu/financialaid/
pdfs/2016epafwalkthrough.pdf. Once an ePAF has been created, it will be
applied to Banner to create an online timesheet for the student within 48 hours.
Please ensure that you print and review the New York State Labor Law Section
195 with your student employees, found at the end of any new ePAFs. EPafs
should be created on or before the student’s first day of work to ensure timely
payroll reporting.
INTERNATIONAL STUDENT EMPLOYMENT
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.’
6
Once an international student has accepted a verbal offer for on-campus
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 recommended that supervisors speak with their student
employees 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. 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 hours worked to be approved by their supervisor(s) 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 deposited into the student’s
bank account. Paystubs are available to view and print on the My.Marist portal.
As of December 2015 undergraduate student employees earn a minimum wage
of $9.00 per hour. Graduate student employees may earn up to $10.50 per hour.
7
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 encouraged to hold only one position on campus.
Supervisors are encouraged to have student employees sign a confidentiality
agreement if dealing with sensitive matters.
During the academic year, all students are allowed to work a maximum of
20 hours per week, and no more than 8 hours per day.
Supervisors may not require a student to work more than the stated limits
per week, and are required to offer students a 30-minute unpaid break if
they work more than 6 hours. There will be no exceptions to the hourly
limits per term.
As students cannot work more than 20 hours during academic terms, and
37.5 hours during extended intersessions, student employees should not
have the opportunity to earn overtime pay.
During summer and winter break, students may work a maximum of 37.5
hours per week. Student employees are not eligible for unemployment
benefits.
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.
All student job descriptions must be listed in the online job description
database.
EMPLOYMENT VERIFICATION
Any requests for employment verification that come in from a third party should
be sent to the SFS office, attention Student Employment. This includes, but is
not limited to:
• 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,
8
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 supervisors or students have questions or concerns regarding
equal opportunity employment, they may contact the Senior Assistant Director
of Student Employment, Erica Leman, in SFS at erica.leman@marist.edu or
845-575-3429.
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:
• Review responsibilities, duties, and expectations to ensure a clear
understanding
• Discussions regarding performance should be conducted frequently and in
private
• Address problems as they arise, not after they accumulate
• Deal with minor concerns before they become major problems
• Avoid personalizing critical moments
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.
Additionally, any time that a student ceases work in a department, the supervisor
should notify SFS to ensure proper employment records.
9
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
below, 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 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.
10
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 may result in an employment freeze, termination, and/or
delayed pay.
2. 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.
3. 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.
4. 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.
5. 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.
6. 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.
7. 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.
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
11
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.
APPENDIX
New Hire Paperwork:
• Form I-9: http://www.marist.edu/payroll/pdfs/i-9.pdf
• W-4: http://www.marist.edu/payroll/pdfs/2016fw4.pdf
• IT-2104: http://www.marist.edu/payroll/pdfs/2016it2104_fill_in.pdf
• Direct Deposit Agreement: http://www.marist.edu/payroll/pdfs/Marist_
College_Direct_Deposit_Enrollment_Form.pdf
Biweekly Pay Schedule:
http://www.marist.edu/payroll/fy16bwpayschedule.pdf
FoxQuest:
https://marist-csm.symplicity.com/employers/
Student Employment Profile Form:
https://www.marist.edu/financialaid/studentemployment/pdfs/
studentemploymentprofile.pdf
Confidentiality Agreement:
http://www.marist.edu/financialaid/pdfs/stuempguidelinesandconfidentialityform.pdf
12