Over 800 students work on campus jobs during the academic year and the summer. In dealing with these students, the College must follow federal and state regulations governing employment. Following the procedures outlined in this website will ensure compliance with these regulations.
On-campus student employers must notify the Student Employment Office by submitting placements through the following Google form. This form allows you to enter up to 10 students into the same position with the same start and end dates. For more students or varying start and end dates, you will need to fill out more than one form.
Do you have a student who will be leaving their position prior to the end date you listed on their original hiring form? Use this Google form to let me know when their new end date will be. This will ensure that they no longer have access to a timesheet beyond their employment period.
If you plan to create a new position, change pay rate or account numbers, please email Heidi Norris, student employment coordinator, at email@example.com or firstname.lastname@example.org, or call Heidi at ext. 5659 with any questions.
Student employees must record hours online via the web. When hiring a new student, please follow the job placement instructions found on the Student Employment website prior to the student's start date. We must also have a completed I-9 form, state and federal tax form and direct deposit form on file for each student worker before their first day of work. (Students who have worked on campus and been paid by the college in the past are already on file. If in doubt, please contact our office.)
In addition, please monitor students working in multiple departments to avoid overtime pay (students working beyond 40 hours in a single week). For overtime purposes, a week will be defined as Monday - Sunday. Please note that international students may work a maximum of 20 hours a week when classes are in session, and up to 40 hours a week during break periods (i.e. winter, spring and summer breaks).
Student employees are not paid for time not worked. Students do not receive paid vacation days, sick days, personal days, holidays, or benefits. If a student is not working during the scheduled time, they must indicate this on the timesheet. Students do not get paid breaks or lunches. All time off should be discussed in advance and approved by the supervisor. Student employees are expected to contact their direct supervisor to report tardiness or absence.
Student employees generally are not permitted to work at Kenyon more than 20 hours per week during the academic year (40 hours per week during the summer months). Students found working in excess of the above guidelines will be notified. Departments may reduce student hours to comply with Kenyon's policies. Federal Work-study award recipients who earn their maximum award amounts in the corresponding academic year will convert from Federal Work-study payment status to Kenyon employment payment status to meet federal guidelines. Our policy on State Unemployment Insurance is that student employment status is temporary, does not contain any provisions for fringe benefits or holiday or overtime 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.
During the academic year when classes are in session, all jobs are FICA exempt; therefore we must follow federal regulations that require all student employees to be currently enrolled for classes during the time that the job takes place. (i.e., working during the Fall and taking classes August through December). FICA exemptions are also possible during the academic year when classes are in break (e.g., Winter Holiday Break and Spring Break), provided that the student employee was eligible to work the last day of classes/exams preceding the break and will be eligible to take classes for the academic period following the break. Summer employment; however, is NOT FICA exempt -- summer earnings will have Social Security and Medicare deducted from the gross pay.
We believe most situations can be handled within departments between the student and the supervisor. In cases in which a student is uncomfortable talking with the immediate supervisor, alternatives are listed below.
When department structure allows (i.e., the student works for someone who is not senior staff or department chair), the student should discuss the problem with the person one step above the student's supervisor. A student should go through the department hierarchy before taking the problem outside the department. When a student does not have a hierarchy of people to talk with, or when that group of people has been exhausted without a resolution to the problem, the student should contact the Student Employment Office for additional options.
Students, as College employees, are eligible for Workers' Compensation when they are injured on the job. The injured student, or another person acting on that student's behalf, must report the injury immediately (within 24 hours) to the supervisor. Please contact the Office of Human Resources for additional information.
If a student finds it necessary to leave a campus job, we encourage at least one week's notice. Some departments will require more time, as it is necessary to find and train a qualified person before the resigning student leaves the job. Other positions can remain open for short periods of time, and these supervisors may not require any notice whatsoever. It is best to communicate in advance whenever possible.
To develop and maintain an accurate and useful job description for each student position. To ensure that students are approved to work at Kenyon BEFORE duties begin. To notify student employment of your hired students in order to generate time sheets. To point students to the student page of responsibilities on the Student Employment website. To provide specific training in areas listed in the job description. To establish a work schedule with each student, preferably in writing. To review special department policies with students, including discipline procedures. To be available and to encourage students to ask questions. To see that timesheets are returned according to established deadlines. (Click on the Payroll Schedule link to review deadlines.)
Supervisors are encouraged to provide frequent opportunities for meaningful feedback about their student employee's performance with ample opportunity for the student to correct any performance that falls below department standards.
If and when disciplinary problems arise, a supervisor should use the following guidelines, as they provide written documentation in the event of counteraction by the student: 1) Give the student a verbal warning, stating exactly what the unacceptable behavior was, and what needs to be done to correct the problem. Document the conversation. 2) The second time there is a problem (it does not have to be the same problem), give the student a written warning (see sample of written warning) with the same format as the verbal warning. Send a copy of this letter to the Student Employment Office to be included in the student's employment file. 3) The third time there is a problem, you are free to terminate the student's employment with your department (see sample of employment termination letter). Send a copy of the letter to the Student Employment Office for the student's employment file. Grounds for disciplinary action include, but are not limited to:
Tardiness Absenteeism Reluctance or failure to meet job requirements as listed in the job description Excessive use of the telephone for personal calls Excessive visiting with friends during working hours.
There are situations which require more severe and immediate action. Grounds for immediate dismissal include, but are not limited to:
Lying on time sheets Theft Being at work under the influence of alcohol and/or illegal substances Use of College equipment or supplies for personal gain Disclosure or use of confidential information for any reason.
Behavior meriting disciplinary action could be indicative of a larger issue with which the student may be struggling. A quick call to the Dean of Students Office can set this concern at rest, and may also set in motion a plan to assist the student. This is encouraged whenever a supervisor thinks it could potentially help the student. Moreover, behavior warranting immediate dismissal may also be cause for further disciplinary action. Additional information regarding student disciplinary procedures can be found in the Kenyon College Student Handbook.
To help foster personal and professional growth in student employees, the Career Development Office strongly encourages supervisors to complete a student worker evaluation on every student worker at least once a semester. Evaluation form