Student Employment Handbook

NMU Career Services works to provide resources, services, and information to assist both employers and students with the student employment process. Our goal is to facilitate the link between employers with open positions and students seeking jobs. Employers are strongly encouraged to inform Career Services of their student employment needs, and to post their opportunities with the department. Career Services will talk with students about available opportunities, show them how to contact departments of interest, and prepare students for the search process.The information to follow is intended to help employers meet their employment needs as quickly and effectively as possible.

Discipline/Termination of Student Employees

Supervisors should engage in reasonable efforts to ensure that all student employees understand performance expectations and that students are treated appropriately should disciplinary issues arise.

Grounds for discipline, up to and including termination, could include, but are not limited to, unsatisfactory work performance or conduct, or other violations of University policies and regulations.  Supervisors should immediately document incidences of inappropriate behavior and the disciplinary action taken in order to maintain an accurate record of the reasons for discipline and/or dismissal.  

In the event of alleged violations of municipal, State and/or Federal laws, the Dean of Students and the Director of Public Safety and Police Services should be consulted.

Employment Levels & Pay Rates

The following categories may be used to determine the appropriate pay range for a student job description.  The following tables outline the student employment levels and pay rates that have been adopted:

Employment Level

Minimum Qualifications

Examples

Level 1

  • Basic entry levels skills
  • Limited experience
  • Cashier
  • Stock Clerk
  • Custodian
  • Receptionist
  • Data Entry
  • Assistant Student Supervisor
  • Artist
  • Photographer

Level 2

  • Advanced skills, training, or experience specifically related to the position
  • Student Manager
  • Student Supervisor
  • Security Personnel

Level 3

  • Specialized training and/or academic background related to the position
  • Teaching/Research Assistant
  • Lab/Medical Tech
  • Computer Programmer
 

In no case may a student be paid less than the State of Michigan minimum wage ($8.15 as of September 1, 2014).  The University’s maximum student wage is $11.20.  Exceptions to the student maximum wage must have your divisional Vice President’s approval and the documentation must be sent to the Payroll Department.

Recommended Schedule

Employment Level

Minimum Rate

Maximum Rate

Level 1

$8.15

$8.65

Level 2

$8.55

$9.20

Level 3

$8.70

$11.20

 
  • Individual hiring departments are responsible for placing their student employees in the appropriate Employment Level.
  • There may be some overlap in the hourly wage from one Employment Level to the next. For example, someone employed at Level 1 may be earning more than someone at Level 2.
    This is because the student employed at Level 1 may have been in their position longer, may be responsible for training new student staff, may possess very specialized skills and abilities, etc.

Employment Programs & Classifications

The four types of student employment programs are:

  • Federal Work Study: A federally-funded program where the government subsidizes a portion of the student's wages but not the fringe benefits.  A financial aid form must be submitted, and a student is then placed on the program as a part of his/her financial aid package.  Students must have a high need to be eligible and must accept their award.
  • Michigan Work Study: A state-funded program where the state subsidizes a portion of the student's wages but not the fringe benefits.  A financial aid form must be submitted, and a student is then placed on the program as a part of his/her financial aid package.  Students must have a high need to be eligible and must accept their award.
  • Regular Student Employment: Any student is eligible for these positions on-campus and the department pays all wages and fringes.
  • Off-Campus:  Any student can be referred to off-campus employment.

Students working on-campus fall into one of two classifications:

  • Student Labor: A College work study (CWS) or Regular (non-work study) student employee who meets the following criteria:
    • Student is enrolled at least half-time (6 undergraduate credits/4 graduate credits) and maintains that enrollment during the semester in which he or she is employed; or, during the summer semester, is enrolled at least half-time for the fall semester; and
    • Student is enrolled and is regularly attending classes towards completion of a degree, certificate, or diploma program.
  • Temporary Labor: An employed student who drops below half-time enrollment or is a non-degree seeking student (not enrolled in a degree, certificate, or diploma program).  Departments hiring and/or employing individuals who fall under this classification must consult with Human Resources.

Evaluating Student Employees

Regular evaluation of employees helps the supervisor to measure performance and also presents an ideal source of feedback for students.  One important method to assess and improve productivity involves the use of performance appraisals.  Supervisors should evaluate student performance at least once per semester by completing an appropriate appraisal form and meeting with the student employee to discuss his/her performance.  It is important that supervisors explain the content of the appraisal and obtain a signature verifying the student has read and understood the evaluation.  All completed performance appraisals should be maintained on file in the employing department.

The performance appraisal process provides documentation of student performance and also increases awareness of departmental standards and expectations.  In addition, performance appraisals can establish a favorable work record that students may want to utilize for future employment opportunities.  Students should be aware that their campus employment offers an excellent chance to establish a sound work history.

See an example of a sample performance appraisal.

FICA Tax & Student Employment

Employing departments DO NOT pay fringe benefits, including FICA taxes, on Student Labor workers (as defined above) regardless of the number of hours worked in any given week or pay period, as long as the employed student maintains at least half-time enrollment status during the semesters they are employed. If you have a student employee is working during the summer and not taking classes, your department will need to pay fringe benefits, including FICA taxes during that semester.

Temporary Labor: Employing departments DO pay fringe benefits, including FICA tax, on all student employees who fall into this category.

 

Grievance Procedure

Student employees may experience problems related to their employment situation.  The Student Employment Grievance Procedure is designed to resolve such problems as quickly and fairly as possible.  Supervisors should ensure that student employees are familiar with this process.

1.      If a student has a grievance, he/she should meet with his/her immediate supervisor/program coordinator and a good faith attempt should be made to reach a mutual agreement.  The immediate supervisor/program coordinator will give a verbal response to the student as soon as possible after their meeting. 

2.      If the student does not feel that the situation has been satisfactorily resolved, he/she should request a meeting with the department head, unit manager, or designated representative of the department in which the student is employed in a good faith attempt to resolve the issue.  The department head, unit manager or designated representative shall meet with the student employee as soon as possible to discuss the employee's concern.  The department head/unit supervisor's decision shall be final, exclusive and binding on the University and the student.

Career Services has no authority to change an employment-related decision by any University department, but is available to discuss a student employee's concerns once the student employee has met with their immediate supervisor.

Hiring Policy

In no case may a university employee hire or supervise student employees who are members of his or her immediate family.  When hiring student employees, departments are encouraged to give hiring preference to NMU students in the following priority order:

1.         Students enrolled when employment occurs during the academic term. "Academic term" is defined as the time between the first scheduled day of classes and the scheduled Commencement date of Fall and Winter semesters or the final day of summer session examination periods.

2.         Continuing students enrolled the previous academic term and pre-registered for the upcoming term.

3.         Newly admitted students who have paid their Orientation Fee. (If these students have not yet registered for classes, they must be hired as temporary labor, not regular student employment or Work Study.  See the Employee Classifications Section for more information.)

4.         Newly admitted students who have been accepted by the University for enrollment but who have not paid their Orientation deposit.  (These individuals must also be hired as temporary labor).

To facilitate a student's academic success and to ensure compliance with specific regulations, students may not be scheduled to work:

  • More than eight (8) hours per day during the academic year;
  • During their regularly scheduled class periods;
  • In positions that are, or have historically been, filled by full-time NMU employees; or
  • More than 20 hours per week (or a maximum of 40 hours in a pay period).

International Students

In accordance with their visa requirements, International students are not permitted to work more than 20 hours per week under any circumstances. For additional information, contact International Programs at 227-2510.

Hiring Process

There are four major steps in the student hiring process:

  1. The appropriate staff should determine the level and pay rate of the position.
  2. The position should be posted with Career Services.
  3. Students should be interviewed and selected based on job-related qualifications.
  4. The appropriate documentation must be processed once the student is hired. This includes entering the student into the UltraTime payroll system.

The staff in Career Services is available to assist departments with any aspect of this process.

Interviewing & Selection

For many students, interviews for on-campus positions are their first experience with employment searches.  By conducting effective interviews, employers not only increase the likelihood of placing the best person in the position, but can also provide an excellent educational opportunity for all applicants. 

Keep in mind that The Equal Employment Opportunity Act and the Americans with Disabilities Act prohibit employers from requesting specific information that could be used for discriminatory purposes.  Interviews should include only job-related questions and information.  Departments assigning a student to confidential areas may want to consider a reference check before hiring the student.

Click here to access on-campus employment applications and view sample illegal and legal interview questions to help you successfully plan your interview process. 

Lump Sum Payments

Departments wishing to provide student employees with a lump sum payment instead of an hourly wage must retain the appropriate documentation providing the basis for the payment calculation for a period of two years. The documentation must include the period covered by the lump sum (specific start and end dates), the amount of the payment, and the hours of work expected during the period (click here for sample). The department must take into account the hours to be worked and ensure the hourly wage does not exceed the maximum rate ($11.20/hour) or fall below the minimum wage ($8.15/hour). Additionally, employers are to ensure that students do not work more than 20 hours per week during the academic year. Employers should also contact the Payroll Department at 227-2330 to verify the information required to process a lump sum payment through payroll.

To ensure lump sum payments are in compliance with the University's Student Employment Policy, please note the following example:

Student 'A' has been hired by a department to create a website. The agreed upon lump sum payment is $1,200.00 to be divided and paid on a bi-weekly basis. Student 'A' has been given six weeks to complete the project. Since the student can work a maximum of 20 hours per week, the equivalent hourly rate is calculated as follows:

A. Term of Employment

6 weeks

B. Maximum # of hours/week

20

C. Total Number of hours worked

120 hours (A * B)

D. Lump Sum Payment

$1,200

E. Hourly Wage

$10.00 per hour (D / C)

This example falls within the NMU Student Employment Policy guidelines. For further assistance, please contact Career Services at 227-2800.

National Student Employment Week

National Student Employment week falls during the early part of April each year and provides an excellent opportunity for employers to recognize the hard work and effort put forth by our student employees.  During National Student Employment Week, employers are encouraged to honor their students by doing something creative or out of the ordinary to show their appreciation.  Some ideas to consider:

*         Treat students to a pizza party, potluck lunch, or special breakfast.

*         Give students a care package with cookies, candy, popcorn, a mug and hot chocolate packets.

*         Share a decorated “Thank You” cake with all the students in your organization.

*         Send your students flowers or give them a plant to remember your organization.

More ideas for Student Employment Week will be available from the Career Services' website during the weeks prior to the event. 

Non-Discrimination Statement

Northern Michigan University does not unlawfully discriminate on the basis of ancestry, race, color, ethnicity, religion or creed, sex or gender, gender identity, gender expression, genetic information, national origin, age, height, weight, marital status, familial status, handicap/disability, sexual orientation, military or veteran status, or any other characteristic protected by federal or state law in employment or the provision of services.  NMU provides, upon request, reasonable accommodation including auxiliary aids and services necessary to afford individuals with disabilities an equal opportunity to participate in all programs and activities. Persons having Civil Rights inquiries may contact the Equal Opportunity Office at 906-227-2420.  Students having inquiries regarding the Americans with Disabilities Act (ADA) may contact the Disability Services Coordinator at 906-227-1737.

Payroll Deductions

Wages received by student employees are subject to federal and state income tax deductions.  Social Security and Medicaid Tax are not withheld for students while they are enrolled at least half-time and are regularly attending classes towards completion of a degree, certificate, or diploma program.

Posting an Open Position

All departmental work study and regular student labor openings can be posted through Career Services.  Departments interested in listing open positions should submit a job posting in Cat Career Tracks (www.myinterfase.com/NMU/employer) or contact Career Services (contact information below) with the relevant information (e.g., qualifications, shifts available, contact person, department, work study required, etc). Once the position is filled, please notify Career Services to remove the posting to avoid further inquiries. 

Employers are also encouraged to provide written or verbal feedback to students who applied and were not selected for the position.   Feedback should definitely be provided to any student that interviewed for the job.  A rejection letter lets the student know to continue his/her job search and may help the employer to avoid additional inquiries. Click here to view sample appointment and rejection letters.

Mail:

Career Services
3302.3 C.B. Hedgcock
CAMPUS MAIL

Phone :

227-2800

Fax:

227-2807

E-Mail:

careers@nmu.edu

 

Required Documentation & UltraTime

Once you've hired the best person for the job, the following processes will need to be completed:

1. Each student must fill out an I-9 form with the employing department. The original MUST be sent to Human Resources (do not keep a copy in the department's file). Required documents that must be verified are listed on the I-9 form. This process MUST be completed within 3 days of hire. Failure to do so will result in the student's check being held and a possible fine to the University.

2. Each student must fill out federal and state W-4 forms with the employing department. Completed W-4's MUST be sent to Human Resources. This process MUST be completed within 3 days of hire. Failure to do so will result in the student's check being held and a possible fine to the University.

Federal I-9 and W-4 forms online. (These forms can be filled out before they are printed)
Michigan W-4 form online.

3. The employing department will need to enter a student's information into UltraTime (through EPAF).

If the student has worked on-campus previously, simply contact the Human Resources to add the student to a new department. In order to use the UltraTime payroll system, you will need a password which must also be assigned by the Human Resources Department. Once a supervisor has access to the UltraTime system, new student employees can be added under the "Employee" section. With the use of this system, a student's time can be input by 3 possible methods: the student clocks in and out by swiping their ID card (for departments with time clocks); a student is given access to enter their hours worked; the student's supervisor may enter the hours worked. Every two weeks the supervisor will use UltraTime to process student payroll.

Questions regarding the use of UltraTime should be forwarded to the NMU Payroll Department at 227-2330.

Services Provided by Career Services

In addition to the services described throughout this handbook, the staff in Career Services is available to provide guidance regarding any student employment issues you encounter.   In addition, we can develop customized training programs for employers and student staff such as interviewing skills for supervisors, customer service for student employees, and legal issues in student employment.

Please note that we offer a number of different resources to students as well.  Please share the following information with your student employees:

  • Cat Career Tracks: www.nmu.edu/careerservices/CatCareerTracks Contains postings for all jobs. Upload your resume to apply for jobs online and for employers to view. View the list of employers that are visiting campus and sign up for information sessions and on-campus interviews. Sign up to attend job fairs, workshops and other career-related events.
  • On-Campus Interviews:
    Employers visit campus throughout the year to interview NMU students for a variety of positions.
  • Scheduled Skill Workshops:
    Workshops addressing the following topics are offered throughout the year:
    • Resume preparation
    • Interviewing skills
    • Professional presence
    • Internships and summer employment
    • Each workshop also contains information on how to use technology to enhance your job search strategies.
  • Liaison with Academic Advisement, Orientation, and the Counseling Center (HUB): Staff in Career Services work closely with staff in the HUB in order to assist students with career decisions.
  • Fall Job Fair (formerly Career Awareness Day): Held annually, this job fair brings local and regional employers together with students.
  • Construction Management & Technology Career Fair: Similar to the Fall Job Fair, but with a focus on construction, technology, electrical and industrial maintenance and HVAC/climate control majors in one-, two- and four-year programs.
  • Summer Job Fair: Provides students looking for summer jobs the opportunity to meet with employers.
  • Upper Great Lakes Collegiate Job Fair: This employment fair allows students to meet with employers recruiting for full-time and internship opportunities.
  • Graduate Survey: Career Services staff collect, compile, and post graduate survey statistics on the website.

NMU Career Services is open from 8:00 am to 5:00 pm, Monday through Friday during the regular school year, and from 7:30 am to 4:00 pm, Monday through Friday, during the summer.   Arrangements can also be made to meet with the Career Services staff outside of these regular working hours.

Sexual Harassment, Consensual Relations Policy

Northern Michigan University is committed to creating a work environment for all faculty and staff and a living and learning environment for all students that is fair, humane, and responsible. Such an environment supports, nurtures, and rewards faculty, staff, and students on the basis of ability and work performance in their progress toward career and educational goals. Sexual harassment has no place in this environment.

Harassment on the basis of sex is discrimination in violation of the Title VII of the Civil Rights Act of 1964, Title IX of the Educational Amendments of 1972, and the Michigan Elliot-Larsen Civil Rights Act. Federal and state laws prohibit sex discrimination in employment and in the utilization of educational facilities and services. Sexual harassment is considered to be sex discrimination and is therefore illegal.

Supervisors must document any complaints or incidents of sexual harassment in a manner consistent with the Northern Michigan University Sexual Harassment, Consensual Relations Policy.  Supervisors are responsible for making employees aware that sexual harassment is defined as unwelcome sexual advances, requests for sexual favors, and other verbal or visual communication or physical conduct of a sexual nature when:

1.         Submission to such conduct or communication is made a term or condition, either explicitly or implicitly, of obtaining employment, public accommodations or public services, education, or housing.

2.         Submission to or rejection of such conduct or communication by an individual is used as a factor in decisions affecting such individual’s employment, public accommodations or public services, education, or housing.

3.         Such conduct or communication has the purpose or effect of unreasonably interfering with an individual’s employment, public accommodations or public services, education, or housing; or creating an intimidating or hostile environment in employment, public accommodations, public services, education, or housing.

Please contact Career Services at x2800 or the Human Resources office at x2470 for more information regarding the Sexual Harassment, Consensual Relations policy.

Summer Employment & University Breaks

University faculty and staff who hire, train, supervise, and evaluate part-time student employees are bound by the tenants contained below. Fall and winter semesters are treated differently than summers, but not in cases wherein student employees are actively enrolled in courses.

  1. Fall or Winter Semester Student Employment.  Individuals hired as student employees for the fall or winter semester must be enrolled at NMU for 6 or more credit hours (4 or more graduate credit hours) during the semester they are working, work no more than 20 hours per week or 40 hours per pay period (including break periods), and be making satisfactory progress towards a degree, certification, or diploma.
  2. Summer Student Employment.  Individuals hired as student employees fall into one of the two following categories.
    1. Summer Student Employment – Enrolled. Students hired for the summer while attending classes (including on-line coursework) must be enrolled at NMU for 6 or more credit hours (4 or more graduate credit hours) during the summer session, work no more than 20 hours per week or 40 hours per pay period, and be making satisfactory progress towards a degree, certification, or diploma.  If the student elects to only take courses in one of the two summer sessions, this policy will only be in effect for the session in which they are enrolled in courses.
    2. Summer Student Employment – Not Enrolled.  Students hired for the summer that are not attending classes in the summer must be enrolled at NMU for 6 or more credit hours (4 or more graduate credit hours) for the subsequent fall semester, and work no more than 40 hours per week or 80 hours per pay period. These summer student employees may also be called Temporary Labor Student.
  3. University Breaks. During University Breaks (Thanksgiving, winter break - between fall and winter semesters, spring break) and exam week, students are able to work up to 20 hours per week.

Note: The number of hours worked by an individual student on campus will be cumulative; that is, if a student works more than one job, the total hours worked must meet the requirements listed above.  Supervisors “sharing” student employees must work together to ensure that requirements are met.

University staff who supervise student employees are responsible for monitoring the number of hours each student works.  Exceptions to this policy may be granted for temporary situations (1-2 weeks) only after approval of the respective Vice President. This approval must be forwarded to the Director of Career Services. 

During normal school breaks of 5 weeks or less (Thanksgiving, December, Spring Break, May, and August) the student employment FICA exception applies to student employment.  Employing departments do not have to pay benefits, including FICA taxes, for students employed during these times, regardless of how many hours per week or per pay period worked by the student(s).  If you have a student employee who is working during the summer and not taking classes, your department will need to pay fringe benefits, including FICA taxes during that summer session. Employing departments are to follow these guidelines when employing students during breaks of five weeks or less.

---------------------

For an individual employed in August (after the last summer session but before the start of the fall semester), their status during their August employment would match that of their summer status as noted above. For example, if they were employed during the summer session as a Student Employee, they'd be employed in August as a Student Employee (as long as they were pre-enrolled for the fall). If they were employed as a Temporary Labor Student (not enrolled in classes in the summer, but were pre-registered for the fall), they would be employed in August as a Temporary Labor Student.

If an individual initially enrolls for four credits during the summer, they would be considered Temporary Labor Student.  If they then add a two credit class sometime during the summer (bringing their total to six credit hours), their hiring department must notify NMU Human Resources in order for the student's employment status to change from Temporary Labor Student to Student Employee.

When scheduling a student employee to work in the summer, employers should take into consideration whether or not the student is taking summer classes. If the student is not taking classes, he/she may be scheduled to work up to 40 hours a week (and will be considered temporary student labor). If the student is taking classes, he/she may not work more than 20 hours per week or 40 hours per pay period. The employer should develop a work schedule that does not interfere with the student's course work. Any students working overtime (over 40 hours per week) will be paid time and one-half.

Please note: Supervisors must keep track of student hours worked. Students may not work over 29 hours/week on average during NMU’s Measurement Period (October 12, 2014 - October 10, 2015).

 

Student Laborer

Temporary Laborer

Work Study

Wages: 75% work study Funds
             25% Departmental Funds
Fringes: None

Wages: 75% work study Funds
             25% Departmental Funds
Fringes: Paid by Departmental Funds

Regular Student Employee

Wages: 100% Departmental Funds
Fringes: None

Wages: 100% Departmental Funds
Fringes: Paid by Departmental Funds

 

Supervising Student Employees

Supervisors can ensure a more positive work experience for both the student and the employer by setting expectations, creating a climate of open communication and on-going feedback, and recognizing and rewarding excellent student work/effort.

Setting Expectations:  Employers should orient new students by familiarizing them with their specific duties and responsibilities.  Students should receive copies of job descriptions, payroll information, expectations of the employing department, and potential reasons for disciplinary action up to, and including, termination.  Setting expectations helps to encourage responsible behavior and ensures accountability (see “Establishing Work Performance Standards”).  Supervisors should also use this opportunity to discuss how and when performance appraisals are conducted, and to what extent these appraisals may affect raises and promotions.

Creating a climate of open communication:  Sharing relevant university information, encouraging students to share thoughts and ideas, and providing on-going feedback will help students see the importance of their roles to your organization and the university.  It will also increase the likelihood of students returning to your organization year after year.

Having open communication regarding credit hours with your students is also important. If, at any time during their employment, a student withdraws from the university or falls below half-time (6 undergraduate credits & 4 graduate credits), the student is no longer eligible to work under student employment. Please check your student's registered hours in Banner periodically.

Reward/Recognition:  Providing on-going positive feedback can increase student productivity and also maintains higher levels of morale. Departments are also likely to retain more student employees, and therefore reduce costs associated with training new hires.

Outstanding work can be recognized by creating an "Employee of the Month" or other recognition program. Employers can also participate in “National Student Employment Week” during the second full week in April by developing visible and creative ways to recognize and reward their student employees.  (See the “National Student Employment Week” section of this handbook for more information and ideas). 

Work Accidents/Injuries

Public Safety must be immediately notified of all personal injury accidents involving faculty, staff, students, or visitors, resulting in injuries requiring treatment other than self-administered first aid.  The injured individual must notify his/her immediate supervisor, responsible faculty member, or Public Safety.  A University Incident Report must be prepared within 24 hours by the supervisor, responsible faculty member, or Public Safety.

A personal injury accident is an accident other than a motor vehicle accident.   Motor vehicle accidents involving injuries are required to be reported by the Motor Vehicle Code.

Time spent by a student employee waiting for and receiving medical attention at the direction of the employer during the employee's working hours is considered work time.

Work Performance Standards

In accepting a campus position, a student assumes work responsibility for which he/she will be held accountable.  The following list describes the general work performance standards that should be discussed and reinforced with student employees.  Supervisors should also share more specific department requirements with their employees.

1.         The student employee should always report to work on time and let the supervisor know when he or she reports for work. The student employee should always contact his/her supervisor if it is impossible for him/her to show up for work or to report for work on time.

2.         The student employee should request permission in advance to be absent from work if special circumstances arise (the student employee should ask his/her supervisor to define "special circumstances".)

3.         A student employee should immediately bring to his/her supervisor's attention any problems or concerns he/she may have pertaining to his/her job.

4.         A student gaining employment from more than one on-campus employer must notify each supervisor of all current on-campus employment.

5.         A student employee should perform the duties assigned to the best of his/her ability.

6.         A student employee should dress appropriately for the job as specified by his/her employer.

7.         A student employee should respond positively to constructive criticism.

8.         A student employee must give his/her supervisor at least a one-week notice if he/she is quitting his/her job.

9.         Any student that does not meet departmental work expectations may face disciplinary action up to and including termination at the request of the employing department.

10. A student is expected to handle all confidential information he/she encounters during the employment experience in an appropriate and professional manner. Supervisors should clarify what constitutes confidential information and reinforce if/how this information should be handled and discussed.

Work Schedules & Payroll Monitoring (Fall & Winter Semesters)

Individuals hired as student employees for the fall or winter semester must be enrolled at NMU for 6 or more credit hours (4 or more graduate credit hours) during the semester they are working, work no more than 20 hours per week or 40 hours per pay period (including break periods), and be making satisfactory progress towards a degree, certification, or diploma.

Note: The number of hours worked by an individual student on campus will be cumulative; that is, if a student works more than one job, the total hours worked must meet the requirements listed above.  Supervisors “sharing” student employees must work together to ensure that requirements are met.

The supervisor and the student should work together to develop an appropriate work schedule. In the case of an approved exception, any students working overtime (over 40 hours per week) will be paid time and one-half.

University staff who supervise student employees are responsible for monitoring the number of hours each student works.  Exceptions to this policy may be granted for temporary situations (1-2 weeks) only after approval of the respective Vice President. This approval must be forwarded to the Director of Career Services. 

Because working more than 20 hours per week can be detrimental to both the academic and social life of the student, Career Services monitors the number of hours students work each pay period. If no exception has been granted, and the student works over 20 hours per week, an email will be sent to the student’s direct full-time supervisor noting the violation. A copy of this email may be sent to the appropriate department head. It is expected that supervisors will strictly adhere to the Student Employment Policy.

The intent of this policy is not to penalize employers or departments, but to ensure NMU students can successfully balance school and work and to encourage maximum student employment on-campus.

Supervisors must also keep track of total student hours worked. Students may not work over 29 hours/week on average during NMU’s Measurement Period (current year: October 12, 2014 - October 10, 2015).

Work Study Program

The fiscal year is broken into the following segments for Work Study students:

  • Fall Semester
  • Winter Semester
  • Summer Session

Fall/Winter Semester - a student has a dollar limitation on his/her work study earnings for the semester. The work study period for the winter semester includes both semester break and spring break.

Summer Session - if funds are available, work study students may be employed during this period even though they earned their total award during the academic year. The Financial Aid Office must determine the student's eligibility for this time period.

Satisfactory Academic Progress Policy

Federal law requires all students who receive financial aid (including work study) to make Satisfactory Academic Progress (SAP) toward their degree. The intent of this policy is to ensure that students who are receiving federal financial aid for their education are making measurable progress toward completion of a degree in a reasonable period of time. This policy affects federal, state and NMU institutional aid.  Students at Northern Michigan University must meet the following requirements:

  1. Credit Hours:
    Students must earn at least 67 percent of the credit hours which they attempt at NMU for each program level (undergraduate, post-baccalaureate, or graduate degree).  Students who fail to meet this requirement will be put on SAP warning status for their next academic year of attendance. Students put on warning status will be notified of what will be required to keep their eligibility.  Eligibility for financial aid will be terminated if the deficiency is not corrected by the end of the warning period.  This standard will be measured upon the conclusion of each winter semester.
  1. Grade Point Average (GPA):
    Students must meet the Academic Proficiency Standards as outlined in the Undergraduate Bulletin or Academic and Retention Standards listed in the Graduate Bulletin.

    Undergraduate students with a cumulative NMU GPA below 2.00 will be placed on academic probation. Students on academic probation must meet specific GPA requirements listed in the Undergraduate Bulletin. Students in good standing or on academic probation are eligible for financial aid. Failure to meet the probationary requirements as outlined in the academic proficiency standards will result in suspension or dismissal from NMU. Students on academic suspension, including immediate academic suspension, or academic dismissal are not eligible for financial aid and are ineligible to work as a student employee.

    Graduate students with a cumulative NMU GPA below 3.00 will be placed on probation. Students in good standing or on probation are eligible for financial aid.  Failure to meet probationary requirements as outlined in the Academic and Retention Standards will result in dismissal from the College of Graduate Studies. Dismissed students will no longer be eligible for financial aid and are ineligible to work as a student employee.

    Transfer credits will not be included in the cumulative GPA. This standard will be measured upon the conclusion of each semester by the Admissions and Academic Policies Committee (AAPC) and the Graduate Program Committee (GPC).
  1. Maximum Credit Hours:
    Bachelor and associate degree students are limited to receiving aid for up to 150% of the credit hours required for their program of study. Students changing majors will be limited to financial aid for up to 150% of the number of credits required for their new program (including all previous credit hours attempted, regardless of the major declared at the time). An exception will be made for students transferring from a bachelor’s degree to an associate degree or certificate program, who will be eligible to receive aid for up to 150% of the credit hours required in their degree audit; this provision may only be exercised once. Graduate students may receive aid in the first 60 credit hours they attempt in their first master’s degree; after graduating, they are eligible for another 60 hours if they pursue a second graduate degree. Post baccalaureate and teacher education certificate students will be evaluated when they are admitted and will be eligible for 150% of the credit hours required to complete their individual program. Eligibility for certificate and diploma students is limited to 150% of the hours needed for their program. Transfer students will be evaluated by adding their transfer hours to attempted hours at NMU, allowing students to receive aid for the balance of the maximum length of their program. For further definition of attempted credit hours, see the Attempted Hours section below. This standard will be evaluated early each semester, and students will be notified if their eligibility for the following semester will be terminated.

In addition to the standards listed, the NMU SAP Committee will use professional judgment to terminate eligibility. This will occur in circumstances such as when students fall significantly below a standard and do not have a realistic chance to meet the standard by the end of the warning period, or when students fail all of their courses in a semester.

Attempted Hours

Attempted hours include credit hours successfully completed as well as credit hours that students receive non-passing grades (F or U), credit hours that are not yet finished (I, X, MG), and credit hours from which the students withdraw (W). Classes that a student passes and repeats count as earned only once, but all credit hours, including the repeated class, are considered as attempted. Remedial classes count in both attempted and earned hours calculation even though the credits may not apply toward the completion of their degree requirement.

Appeals/Reinstatement

As outlined above, students may lose their financial aid eligibility (including work study).  Once a student meets the appropriate standards (meeting or exceeding 67% completion standard and/or attaining academic good standing) they should notify the Financial Aid Office.  In these cases, the student will not be required to file an appeal to the Financial Aid Office to have their eligibility reinstated.  Also, if the Financial Aid Office identifies that a student is again meeting the standards then no appeal will be necessary.

If special circumstances such as illness, injury, the death of a family member or other extenuating circumstances prevent the student from meeting these requirements, the termination of eligibility can be appealed to the SAP Appeal Committee. Supporting documentation of circumstances must be included with appeals. Appeal approvals are not applied retroactively after a semester has concluded. 

Appeals approved by AAPC or GPC for students suspended under the Grade Point Average standard will be accepted as approved for financial aid eligibility. If an undergraduate student returns to NMU after the conclusion of their one year suspension period, they must successfully appeal through the Financial Aid Office to again receive financial aid.

Earning Limitations

Employers can use the following calculation to determine the hours a work study student can work per week so that he/she may work for the entire academic year using work study funds.  The award amount divided by the number of weeks in hiring period equals the amount per week the student can earn.  Amount per week divided by the amount per hour (pay rate) equals the hours per week the student can work.

EXAMPLE:

Award amount         $3,000

Number of weeks     30

Pay rate                   $9.00

$3,000 / 30 weeks = $100.00 per week

$100.00 per week / $9.00 per hour = 11.1 hours per week

Per this example, the student can work approximately 11.1 hours a week for the entire academic year without exhausting his/her work study funding.  Students who have earned their entire work study allocation may be allowed to continue working under regular student employment.  This will be at the discretion of the employing department.

Job Descriptions

The Federal Work Study program requires that all work study positions have current job descriptions.  Departments are therefore required to develop job descriptions for all work study positions, and to keep these descriptions current by updating them as appropriate.  To assure consistency and fairness, departments should maintain job descriptions for all positions (regular and work study).  Employers can also contact Career Services for assistance with writing student employee job descriptions.