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Student Employment Policy Benchmarks

Work & Review

• Absences, Arriving late or Leaving Early:
  If you need to miss work, call your supervisor immediately. Do not leave a message with a co-worker or expect someone else to cover for you. Requests for time off should be made 24 hours in advance to allow for office coverage. Absences and tardiness will be documented in your student file. Excessive absences or late arrivals not excused by your supervisor may result in disciplinary action or termination.
• Breaks:
  For every four-hour shift you work, you are entitled to one 15 minute paid break (4 hours = 15 minutes). Students who work an eight-hour shift are entitled two 15 minute paid breaks (8 hours = 2X15 minutes or 30 minutes). Break periods may not be accumulated and are not to be used to arrive to work late or to leave early.
• Emergency Closure:
  If the university closes for weather, most departments are automatically closed or other emergency closures such as power failure. See WMU web site or local news. Contact 387-1000 to determine if the university is closed.
• Make Up Hours:
  Make up hours are at the discretion of your supervisor and should always be based on the need and workload of the office.
• Probation Period:
  All employees are subject to a 30-day probationary period. Student performance will be evaluated at the end of the 30-day period by their supervisor and continuation of employment will be determined at that time. Staff are expected to have completed training on core job skills at the completion of the probation period.
• Timesheets:
  Hours must be recorded daily. Any time less than an hour must be documented according to a time reporting chart. Consult with payroll about how minutes of work equate to hours of work. Timesheets must be completed with required signatures and student WIN # for payment. Failure to meet deadline could result in payment delay. There will be no requests for special checks unless the employing dept is at fault.
• Work Hours
  Most offices are open Monday-Friday, 8:00am-5:00pm for normal business hours. However, there are some areas open on weekends and outside regular work hours.
• Work Schedules:
  Students must supply a supervisor with a printed copy of their class schedule and a “preferred work schedule” before the start of each semester. A department must be covered, so when needed, departments will refer to a student's class schedule for guidance. Students should work a two-hour block minimum, and preferably 4 days per week. No work after hours is permitted without prior approval and safety arrangements.

Customer Service

• Confidentiality:
  As a part of your job, you may have access to confidential information regarding students, employees, recruiters or alumni. Unauthorized use of information, looking up information or providing information to others is strictly forbidden.
• Provide Good Customer Service:
  The customer is always the priority (in person, phone, email). Always greet customer first, ascertain need and deliver needed information/service. Your work, conversation with coworker is always secondary to customer needs,
• Telephone Etiquette:
  Phones in the department are to be answered “Good (morning, afternoon), [Department Name], this is (your first name) how can I help you?” If you have an emergency, and need to use a phone, please consult with your supervisor. Do not make or take personal calls on work time. When leaving messages on behalf of our office, be sure to include your name and the department name.

Personal Conduct

• Communication:
  Each employee is expected to check work e-mail and their e-mail box when at work. Changes, updates and work-related information will be communicated by e-mail in most cases. A work-assigned e-mail address is for professional use only.
• Dress Code:
  Good personal hygiene is conductive to good working relationships. If a supervisor believes that a student's dress/hygiene is not appropriate for the office a student should be asked to leave or change their clothes. Clothing with offensive sayings, sexual or alcohol slogans or promoting other colleges or universities is not permitted at work. All positions interact with the public, so torn jeans, sweat pants, and halter-tops, mini skirts and short shorts are not work appropriate. Additionally, midriff baring tops and low cut tops must be avoided or covered up while working.etc. must be avoided. There are some work areas where a uniform is worn.
• Enrollment:
  You must be a student in good standing and enrolled at least half-time with the university to hold a student employment position. There may be times of non-enrollment when you can continue to work, however this is not guaranteed and will be determined by the department. Proof of enrollment will be expected to continue work from semester to semester. To be FICA exempt (as stated above) a student must be enrolled at least half time.
• Evaluation:
  All student employees should be evaluated each year. Promotions and raises are based on these evaluations. Special evaluations may be conducted at the discretion of a supervisor.
• Food Policy:
  Food breaks should be taken outside of a work area in the break room or outside the office. Any food garbage must be properly disposed of in a trash barrel.
• Studying:
  No studying on the job for any reason unless given permission by a full-time supervisor.
• Substance Abuse:
  Showing up for work under the influence of drugs or alcohol is grounds for being sent to the Office of Student Conduct. Office conversations/behavior must reflect professionalism that does not promote the use of or discussion of alcohol or drugs in keeping with university policy.
• Technology and Computer Usage:
  Computers (hardware and software), printers, phones, fax and other technology are for professional use only. No personal use of equipment is permitted. Student staff will work through a supervisor to check out equipment for use away from the office for presentations or in satellite offices.
• Visitors:
  Personal visitors are not allowed in work areas during work hours or after hours without prior approval by your supervisor.

Violations of any of these policies could result in a conduct hearing including review by the office of student conduct.