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
- Employment Levels and Pay Rates
- Employment Programs and Classifications
- Evaluating Student Employees
- Federal Work-Study Program
- FICA Tax and Student Employment
- Grievance Procedure
- Hiring Policy
- Hiring Process
- Interviewing and Selection
- National Student Employment Week
- Non-Discrimination Statement
- Pay Rates and Employment Levels
- Payroll Deductions
- Posting an Open Position
- Required Documentation and Ultratime
- Sample Rejection and Appointment Letter for Hiring
- Services Provided by Career Services
- Sexual Harassment, Consensual Relations Policy
- Summer Employment and University Breaks
- Supervising Student Employees
- Termination/Discipline of Student Employees
- Ultratime and Required Documentation
- Work Accidents/Injuries
- Work Performance Standards
- Work Schedules and Payroll Monitoring (Fall & Winter Semesters)
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.
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:
In no case may a student be paid less than the State of Michigan minimum wage ($9.25 as of January 1, 2018). The University’s maximum student wage is $12.30. Exceptions to the student maximum wage must have your divisional Vice President’s approval and the documentation must be sent to the Payroll Department.
- 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.
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.
- 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 Federal Work-Study (FWS) 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.
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.
The fiscal year is broken into the following segments for Federal Work-Study (FWS) students:
- Fall Semester
- Winter Semester
- Summer Session
Fall/Winter Semester - a student has a dollar limitation on his/her FWS earnings for the semester. The FWS period for the winter semester includes both semester break and spring break.
Summer Session - if funds are available, FWS 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.
Employers can use the following calculation to determine the hours a FWS student can work per week so that he/she may work for the entire academic year using FWS 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.
Award amount $3,000
Number of weeks 30
Pay rate $10.00
$3,000 / 30 weeks = $100.00 per week
$100.00 per week / $10.00 per hour = 10 hours per week
Per this example, the student can work approximately 10 hours a week for the entire academic year without exhausting his/her FWS funding. Students who have earned their entire FWS allocation may be allowed to continue working under regular student employment. This will be at the discretion of the employing department.
The Federal Work-Study program requires that all FWS positions have current job descriptions. Departments are therefore required to develop job descriptions for all FWS 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 FWS). Employers can also contact Career Services for assistance with writing student employee job descriptions.
Satisfactory Academic Progress Policy
Federal law requires all students who receive financial aid (including FWS) to make Satisfactory Academic Progress (SAP) toward their degree. NMU's Satisfactory Academic Progress Policy can be viewed at: www.nmu.edu/financialaid/progresspolicy.
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 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.
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 his/her immediate supervisor.
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 Federal 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 (exceptions during the summer - see 'Summer Employment and University Breaks')
It is the department's discretion to employ a student under academic (or other) probation. Federal Work-Study (FWS) eligible students on probation may be at risk of losing their FWS funding in subsequent terms, if they do not meet the SAP standards.
Federal law requires all students who receive financial aid (including FWS) to make Satisfactory Academic Progress (SAP) toward their degree. NMU's Satisfactory Academic Progress Policy can be viewed at: www.nmu.edu/financialaid/progresspolicy. Undergraduate students need to maintain a 2.0 cumulative GPA and graduate students must maintain a 3.0 cumulative GPA to maintain eligibility through the Satisfactory Academic Progress (SAP) Policy. This is one of the standards reviewed after each semester.
- If the student is above the cumulative GPA standard, the student can maintain eligibility for FWS.
- If the student is below the cumulative GPA standard, the student is given a one semester warning semester (still eligible for aid, including FWS during the warning semester).
- If, after the warning semester, the student is still below the standard, the student will lose aid eligibility, including FWS.
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.
There are four major steps in the student hiring process:
- The appropriate staff should determine the level and pay rate of the position.
- The position should be posted with Career Services.
- Students should be interviewed and selected based on job-related qualifications.
- 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.
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.
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.
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.
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.
All departmental Federal 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/Handshake (https://nmu.joinhandshake.com). 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.
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.
3. A direct deposit authorization form must be filled out and sent to Human Resources. Students must choose to have their check deposited into their bank account or loaded onto a VISA paycard.
4. The employing department will need to enter a student's information into UltraTime (through EPAF).
If the student has worked on-campus previously, contact Human Resources to find out if they need to complete a new I-9, tax forms or direct deposit form. 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.
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/Handshake: 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 Semester Job Fair: Held annually, this job fair brings local and regional employers together with students.
- Construction Management & Engineering 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 Employment Fair: Provides students looking for summer jobs the opportunity to meet with employers.
- Winter Semester Job Fair (formerly Upper Great Lakes Collegiate Job Fair): This employment fair allows students to meet with employers recruiting for full-time and internship opportunities.
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.
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 Misconduct & the 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 Equal Opportunity office at x2429 for more information.
University faculty and staff who hire, train, supervise, and evaluate part-time student employees are bound by the tenants contained below:
- Individuals hired as student employees must be enrolled at NMU for six (6) or more credit hours, or four (4) or more graduate credit hours, during the time they are working and must be making satisfactory progress towards a degree, certification, or diploma. This applies for the fall and winter semesters, semester breaks and holidays, and summers as well.
- During the fall and winter semesters, student employees can work no more than twenty (20) hours of work per week/forty (40) hours of work per pay period - regardless if the student requests to work more hours.
- Students working during Thanksgiving Recess, the Holiday Break, and Mid-semester Recess will be restricted to twenty (20) hours of work per week. (NOTE: Students working over the Holiday Break must be pre-registered for the winter semester.)
- In the summer, student employees will be restricted to twenty (20) hours of work per week/forty (40) hours of work per pay period while they are enrolled in classes six (6) or more undergraduate credit hours or four (4) or more graduate credit hours. Students who are not enrolled in summer classes, but are pre-registered for the following fall semester, may work up to forty (40) hours of work per week/eighty (80) hours of work per pay period.
- 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. This includes Graduate Assistants. Supervisors "sharing" student employees must work together to ensure that requirements are met.
While we expect there may be times when exceptions to this policy are needed based on temporary increases in work (such as at the beginning of the academic year), these issues should truly be temporary. You are no longer required to receive approvals for exceptions to this policy, however, it is important to note that student employment hours will be reviewed at the end of each semester, and a charge of up to $3,000 may be assessed to departments for each student whose work hours regularly exceed 20 hours per week. This charge is intended to offset costs we may incur to ensure compliance with the Affordable Care Act. In situations where the student is employed by multiple departments, the charge will be split across the relevant departments.
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.
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 (mid-October through mid-October).
Wages: 75% Federal Work-Study Funds
Wages: 75% Federal Work-Study Funds
Regular Student Employee
Wages: 100% Departmental Funds
Wages: 100% Departmental Funds
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).
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.
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.
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 (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. Working more than 20 hours per week can be detrimental to both the academic and social life of the student, so it is expected that supervisors will strictly adhere to the Student Employment Policy. The intent of this policy is 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 (mid-October through mid-October).