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Intent

The purpose of the Student Employment Guide is to assist students and supervisors of students with on-campus job search, application, posting, interviewing, hiring, training and the managing processes of students for positions in departments on campus.

For information on topics not covered in this guide, please contact the Career Services office at 940-898-2950.  

Section I – Students

Eligibility Requirements
Work Study/Non-Work Study
International Students
Applying for On-Campus Jobs
Tips for Finding an On-Campus Job
Hours
Between Semester Break Periods
Summer Employment
Payment Options/Pay Schedule/Time Sheet Entry
Payroll Deadline
Lunch Breaks
Non-Lunch Breaks
Dress Code
Job Performance/Attendance & Punctuality
Resignation
Termination

Section II – Supervisors

Posting a Job
Application Process
Interviewing and Hiring
Student Employment Paperwork
Payroll Deadlines
Approving Time Sheets
Training and Development
Performance Evaluation/Pay Increases
Corrective Action
Terminations
Hours
Between Semester Break Periods
Summer Employment
Lunch Breaks/Breaks
Lump Sums



Section I – Students

Eligibility Requirements for On-Campus Positions

To be eligible for on-campus jobs, a student must meet the following:

  • Enrolled in at least one credit hour at TWU.
  • Complete the federal I-9 Employment Eligibility Verification form at the time of hire. This form requires an employee to provide proof of identification.  Please view the List of Acceptable Documents to see what documents are allowed.  
            o   One document from List A or one document each from Lists B and C is required.
            o   A student may not start working on campus until this form has been completed.
  • For Payroll purposes, students must be able to present her/his original social security card at time of hire. Important note:  A copy of the card will not suffice.  The original card must be presented. Career Services will not be able to process paperwork for any student who does not present an original social security card. 

Additional Forms Required at Time of Hire:

  • W-4 (Federal Income Tax Form)
  • Payment Option (Direct Deposit, Higher One or Check)
  • Proof of Selective Service System Registration (male students only)                            
    Male students born on or after January 1, 1960 must be able to provide proof of registration for the Selective Service, or provide proof of exemption from registration for the Selective Service.   Male students in this category may not start working on campus until the appropriate proof has been provided. 

Work Study/Non-Work Study

On-campus jobs are classified by two categories: Work Study and Non-Work Study.

To apply for a Work Study job, students must be awarded a Work Study grant through Financial Aid. Once a student has received a Work Study grant, then she/he may apply for any Work Study position.  Work Study grants are based on financial need, and students may apply for a Work Study grant through the Financial Aid office.   The Work Study grant does not pay for housing, tuition or books. 

Students that receive Work Study grants will receive pay checks each month, as do all student employees, whether they are Work Study or Non-Work Study.  The Work Study grant funds 75% of the student’s pay check, and the hiring department funds the other 25%.

For additional information regarding Work Study grants, including eligibility requirements and how to apply for a Work Study grant, please visit the Financial Aid website.

Non-Work Study positions are reserved for students who do not receive Work Study.

If a student has not been awarded a Work Study grant, then she/he may apply for any Non-Work Study position.

International Students

International students may apply for any open Non-Work Study positions on campus.  All students, including international students, are allowed to work a maximum of 20 hours per week when school is in session. 

International students will process paperwork the same as non-international students, with the exception of a few extra forms/steps to complete the new hire paperwork.

Once hired, international students will need to come to the Career Services office to start the paperwork process. 

All students hired to work on campus must present their original social security card to the Career Services office.  Once hired for an on-campus job, international students can apply for a social security card.  Career Services will not be able to process paperwork for any student who does not provide an original social security card.

International students will need to be ready to provide, at any time during the paperwork process, their I-94, Visa, and I-20.

Applying for On-Campus Jobs

Students can view current job postings for on-campus positions on the Career Services website at http://www.twu.edu/career-services/

Students will need to apply for a position by following the application process provided in each individual posting.   Each department has its own method for the application process.  Departments may require one or more of the following as part of the application process:

  • Resume
  • Student’s school schedule
  • Phone interview
  • Office interview
  • Department application
  • Scheduled interview
  • Unscheduled interview

Each department will interview and hire students according to their own procedures.  Career Services does not interview or hire students for other departments on campus.

Once hired, students will need to come to the Career Services office, located in the Human Development Building, Suite 200, to complete the new hire paperwork.  The following paperwork will need to be completed by all new students, and those students returning to work on campus after a break of twelve or more months:

  • Complete the federal I-9 Employment Eligibility Verification form at the time of hire. This form requires an employee to provide proof of identification.  Please view the List of Acceptable Documents to see what documents are allowed.  
                    o   One document from List A or one document each from Lists B and C is required
                    o   A student may not start working on campus until this form has been completed.
  • For Payroll purposes, students must be able to present her/his original social security card at time of hire. Important note:  A copy of the card will not suffice.  The original card must be presented. Career Services will not be able to process paperwork for any student who does not present an original social security card. 

Additional Forms Required at Time of Hire:

  • W-4 (Federal Income Tax Form)
  • Payment Option (Direct Deposit, Higher One or Check)
  • Proof of Selective Service System Registration (male students only)                           
    Male students born on or after January 1, 1960 must be able to provide proof of registration for the Selective Service, or provide proof of exemption from registration for the Selective Service. Male students in this category may not start working on campus until the appropriate proof has been provided. 

Tips for Finding an On-Campus Job

Student assistants perform work that is vital to university operations and the overall success of the university.  While on-campus jobs might not be full-time academic/career related positions, on-campus jobs are real jobs and students should therefore take the job search for on-campus employment seriously. 

Because so many students want to work on campus, the hiring of student assistants is quite competitive.  To increase hiring probability, students will need to take extra steps when applying for on-campus positions.   

Students should read all of the information on the postings before applying.  Many departments have certain requirements, and students should be aware of those requirements before applying.  If the department requires a certain schedule, students need to make sure they can work the required schedule.  Students should only apply for those positions in which they meet all of the requirements.

Some departments will require students to submit a resume.  Even if a department does not request to see a resume, students should consider providing a resume to the department.

When e-mailing a resume to a hiring department for an open position:

  • Provide an introduction in the e-mail referencing the open position.
  • Express a strong interest in the position.
  • If particular skills are required for the job, briefly describe relevant skills.
  • Make sure that everything is spelled correctly and that wording is grammatically correct.
  • Provide a closing to the e-mail. 
  • Ensure that the resume is attached.
  • Provide a copy of school schedule.  

When applying in person:

  • Dress nicely.
  • Don’t wear flip flops.
  • Don’t wear poor-fitting clothes, including tight-fitting clothes, clothes that are revealing, and clothes that are ripped, torn, or have writing on them. 
  • Hair should be styled neatly.
  • Bring copies of a current resume.
  • Be prepared to speak to the hiring individual about the position.
  • Express a strong desire for the job.
  • Provide a copy of school schedule.

When calling to inquire about a position:

  • Call during department business hours only.
  • Speak clearly with a polite, positive tone.
  • Do not leave excessive voice-mails.
  • If leaving a voice-mail, speak slowly and clearly. 

When interviewing for a position:

  • Arrive ten to fifteen minutes early.
  • Dress nicely.
  • Don’t wear flip flops.
  • Don’t wear poor-fitting clothes, including tight-fitting clothes, clothes that are revealing, and clothes that are ripped, torn, or have writing on them.
  • Hair should be styled neatly. 
  • Be aware of strengths and qualifications for the position.
  • Bring copies of resume.
  • Bring copy of school schedule.
  • Express a strong desire for the job.
  • Send a thank you note following the interview.

For information on how to develop a resume, visit the Career Services website at http://www.twu.edu/career-services/ and look under the Resume and Cover Letters section.  This section has examples of resumes and guidelines for resume design.

The Career Services staff is also available to help students with resume development and interviewing skills.  Students interested in obtaining help with their resume and/or interviewing skills may call the Career Services office at 940-898-2950 to schedule an appointment for a resume critique and/or a mock interview. 

Hours

Students working on campus are allowed to work a maximum of 20 hours per week when classes are in session.

Students may work more than one job on campus, but the total amount of hours for all jobs combined may only be 20 hours per week, maximum.

Between Semesters Break Periods

Break periods are the periods between semesters when school is not formally in session, and during the week of Spring Break. During break periods, students can work up to 40 hours per week, maximum, if the hiring department will allow the extra hours. 

The break periods are the following:

  • between fall and spring semesters
  • between spring and summer semesters
  • between summer and fall semesters
  • Spring Break

Important note:  Summer sessions are not a break period, and students may only work 20 hours per week during the summer

Summer Employment 

Summer Student Employment is as follows:

  • Students working during the Summer I break period (May 12, 2014 - May 31, 2014) are allowed to work up to 40 hours per week during this time.
  • Summer II, Summer III, and Summer 2014 are not considered break periods.
  • Students must be enrolled in at least one credit hour during Summer II, or in Summer 2014, in order to work during the entire summer.  If a student is enrolled in Summer II, the student can work during Summer II and Summer III.
  • If the student is not enrolled in Summer II, but is enrolled in Summer III, then the student can only work Summer III. 
  • Students working during Summer II, Summer III, or Summer 2014 are allowed to work up to 20 hours per week. 

Payment Options /Pay Schedule/Time Sheet Entry

Student employees have three payment options:  Direct Deposit, Higher One or Check.

Direct Deposit   Students may have their earnings deposited in a bank account of their own choosing. Students will need to provide a blank, voided check, or something from their bank that has the routing number and the account number on the form. The student must also complete and sign the Direct Deposit Authorization form. The direct deposit option allows students to be paid on the actual pay day. Students will need to verify with their banks to assure that funds were received each pay period. 

Higher One    Students may have their earnings deposited into their Higher One account.  Students will need to complete and sign the Direct Deposit Authorization form, as well as the Higher One Authorization form.  The higher one payment option allows students to be paid on the actual pay day.

Check   Students may opt to receive a check. Students will need to complete the Direct Deposit Declination Statement form.  The check will be sent to the address the student designates on the form. Checks are cut on the actual pay date, and then mailed to the student.  The student will receive the check in the mail after the actual pay date. 

All TWU employees are paid on the first working day of each month, and this includes student employees. 

If the first day of the month falls on a Saturday or a Sunday, TWU employees are paid on the following Monday.  If the following Monday happens to be a state recognized holiday in which the campus is closed, the pay day would then be on Tuesday.  If the first day of the month happens to be a state recognized holiday in which the campus is closed, the pay day would be the following day, provided it is not also a state recognized holiday. 

All students must enter online the hours that were worked for a pay period by logging on to their TWU Portal Account. To enter time in the portal, the procedures are as follows:

  • Log-on to the TWU Portal Account using user name and password.
  • Once logged on, click on “My Tools” which is located on the left side of the computer screen.
  • Under Faculty/Staff Tools, click on “Hourly Timesheet”.
  • Inside the box for “IN”, type in the date and time the work shift started.
  • Inside the box for “OUT”, type in the date and time the work shift ended.
  • After entering both “IN” and “OUT” times, click “ADD PUNCH”.
  • If no changes need to be made, log out. 
  • To correct errors, go to the incorrect line and click on “EDIT” and the system will allow the option of re-entering the time.  Once the time has been re-entered, click on “EDIT PUNCH”, and your time will be resubmitted.
  • To delete a line, go to the line that needs to be deleted and click on “DELETE”. 
  • For more information on time-entry procedures, please call the Career Services office at 940-898-2950.

Payroll Deadline

For turning in new hire paperwork, renewing paperwork, or updating changes to current paperwork, students MUST turn in all paperwork to the Career Services office by the deadline posted on the Payroll Deadlines webpage in order for the changes to take effect on the next pay period. Students are solely responsible for meeting the deadlines for their paperwork.  Career Services staff will inform students of the deadline when they come to the office to fill out their paperwork, but will not continue to call students and remind them of the deadline. 

Any paperwork turned in after the deadline of each month will be processed accordingly for a later pay period. 

Lunch Breaks

Student employees may only work up to 20 hours per week during semesters, therefore lunch times will vary depending on schedules.  If a student works an eight hour shift, typically an hour is given for a lunch break.  If students want to take more than an hour, they will need to coordinate the extra time with their supervisor. 

If a student works less than eight hours but more than four hours for a shift, they will need to coordinate an appropriate lunch break with their supervisor. Depending on the length of the shift, the student will need to coordinate the taking of a lunch or a non-lunch break.   Career Services/Student Employment follows the same guidelines that the university follows for employees regarding lunch breaks and non-lunch breaks.  For further information on TWU’s policy, please visit http://www.twu.edu/humanresources/work-week-and-work-hours.asp

Non-Lunch Breaks

Career Services/Student Employment follows the same guidelines that the university follows for employees regarding non-lunch breaks.  For further information on TWU’s policy, please visit http://www.twu.edu/humanresources/work-week-and-work-hours.asp

Students will need to coordinate the taking of breaks with their supervisor.  Typically, employees working a shift of four hours may take a 15 minute break.  If students work an eight hour day, then two 15-minute breaks may be taken at times deemed appropriate between the supervisor and the student employee.

Employees who are scheduled to work at least four hours may receive one 15-minute break for each four hours during the work day. If a student works less than eight hours but more than four hours for a shift, they will need to coordinate an appropriate break with their supervisor. 

In conjunction with TWU’s policy, because rest periods are a privilege and not a right, they may not be taken at the beginning or end of the day or in conjunction with the lunch break, nor may they be accumulated for use at a later date.

Dress Code

The general dress code guidelines for students regarding clothing not to wear in on-campus positions are as follows:

  • Cutoffs
  • Rubber flip-flops
  • Inappropriate t-shirts or sweatshirts
  • Ragged clothing
  • Halter tops/tank tops without a jacket to wear over them
  • Micro-miniskirts
  • Revealing attire
  • Bare midriff
  • Low-rise pants
  • Underwear as outerwear

A more department specific dress code may be required, depending on the department.  Some departments allow students to dress more casually, depending on job duties, while other departments will require students to dress more professionally.  Students should talk to their supervisors regarding the dress code for the department to make sure they are dressing properly for the position. 

Repeated failure to adhere to the general dress code guidelines as well as specific department dress code guidelines will be grounds for termination from the job. 

Job Performance/Attendance & Punctuality

Job Performance:  Student employees are expected to perform the job duties as required by their supervisor.  Job duties will vary from position to position, but all student employees are expected to complete all job tasks completely, accurately, and in a timely manner.  Students should talk to their supervisors regarding job duties and make sure they are clear on the expectations from the department for job performance.  Students should recognize that on-campus jobs are excellent opportunities for developing references for future career pursuits.  Taking job performance seriously will benefit students during the on-campus job experience, as well as later on when seeking full-time jobs upon graduation.  Repeated failure to perform job tasks at an acceptable level will be grounds for termination from the job.

Punctuality & Attendance:  Student employees are expected to report to work on time, and to be regular and dependable in attendance.  Students should talk to their supervisors to determine a work schedule and required shift start and end times.  Students are expected to be punctual and to work the established shift.  Repeated tardiness and excessive absences will be grounds for termination from the job. 

Resignation

Students may voluntarily resign from on-campus positions.   Students should provide as much notice as possible to their supervisor.  Typically, a written notice provided two-weeks in advance is expected. 

If a written resignation is not feasible, a verbal or e-mailed resignation is acceptable.  

Termination

Student employees are employees of the state, and, as such, are subject to the "Employment-at-Will" policy of Texas Woman’s University. Career Services/Student Employment adheres to the same policy as that of Texas Woman’s University.  The Texas Woman’s University Employment-At-Will policy states:

“Texas Woman’s University is an "Employment At-Will" university. This means that once hired, an employee serves at the pleasure of Texas Woman’s University. Discontinuance of employment may occur at any time, without cause, at the discretion of Texas Woman’s University.”   Employment-At-Will Policy.

In accordance with the above policy, student employees may be terminated at any time during their employment at TWU, for any reason. 

For more information pertaining to on-campus student employment, or for any questions regarding information found in this guide, please contact the Career Services office at 940-898-2950.

 

Section II – Supervisors

Posting a Job

Departments interested in hiring student employees through Student Employment will need to complete the job request form and turn it in to the Career Services office either by e-mail, fax, or in the campus mail.  If faxing, please fax it to 940-898-2956.  If e-mailing, please e-mail emacdonald@twu.edu.    

When completing the job request form, please fill out the form completely, with the exception of the Job #, and put special emphasis on the following:

  • Hours per week and a required schedule, if a certain schedule is required for the position.  If a certain schedule IS required, please indicate that the schedule is required and add any special instructions, which can also include that the student must submit their school schedule when they apply for the position. 
  • Skills needed for the position.  Please use this section to list all required skills, job duties, dress code, and work ethic expected from students.  Being as detailed as possible on the job posting will help students get a better understanding of the job before they apply, and will be of benefit during the selection process. 
  • The specific process that students need to take to apply for the position. Please provide a name and e-mail address and/or a fax number if resume submission is required.
  • The hourly rate can be no lower than the current minimum wage rate. The current minimum wage rate is $7.25/hour.  

Note:  Once the position has been filled, please notify the Career Services Office so that the posting can be removed.  The Career Services Office will not remove a posting until the department has requested that the posting be eliminated from the website.

Sample Job Posting Request [Word]

Application Process

The Career Services office does not provide an application for students to complete and use to apply for jobs on campus.  Departments may develop their own application process for student employees.  Since students apply directly through departments for on-campus jobs, it is a good idea for departments to develop their own application process.  Departments can develop their own applications to be utilized for students to complete as well as also requiring students to submit resumes. 

A more formalized application process displays to the student that the position is important, and that they will need to provide information to be considered for the position.  Also, this allows departments to select candidates better fitted for the position. 

Some items to consider putting on an application, depending on requirements for the position:

  • Student name
  • Student ID
  • Phone number
  • Address
  • E-mail address
  • Major/Minor
  • Classification
  • Graduation date
  • Number of hours student is enrolled for the current semester
  • Hours of availability
  • Number of hours student is available to work each week
  • Previous on-campus employment including department, dates and position description
  • Names and contact information of references
  • Request for students to provide recommendation letters
  • Skills and past experience/previous jobs/unpaid experience
  • Designated space for student to explain why he/she believes he/she is qualified for the position
  • Availability to work beyond current semester
  • Why student wants to work in the department
  • Special skills experience that is needed for the job (especially for tutors, T/A’s, lab techs, etc)
  • Ask for student to also provide a resume with the application
  • Copy of school schedule to be attached to the application

Important note: Students don’t always read the job postings carefully, and may apply for a position even if they aren’t available to work the required hours, or even if they don’t have the required skills.  Having an application process that requires the student to verify information as they apply for the position will help the department, as well as the student, during the interviewing and selection process.

Sample Student Employment Application [Word]

Interviewing & Hiring

The interview is the most important part of the hiring process.  When interviewing students, let them know exactly what the job will entail, the skills needed and the expectations that will be required from the student for good job performance, including punctuality, attendance, tasks, duties, customer service, lunches, breaks, dress code, etc. 

It is important to remember that many students need strong mentoring, and will not just assume or even understand that punctuality, regular attendance, focusing on tasks, etc., is a normal requirement for employment.  Further, many students have the perception that an on-campus job doesn’t require as much commitment or accountability as an off-campus job, so supervisors need to be clear when interviewing students that this job is an important job to the department as well as to the overall operation of the university.  Supervisors should provide a clear description of the exact requirements of the job.

When interviewing students, it can be helpful to utilize more behavior-style questions.  Many students will state that they have good customer service skills and the ability to be detail-oriented, but they may not have what is needed for the position.  Asking for examples and explanation on how they have demonstrated a certain skill in the past will be beneficial in the selection process.

Let them know the dress code requirements for the department.  Many students are extremely casual as they go to class.   Most will come to work in between classes, not thinking about whether or not their attire is appropriate for their on-campus job.  Be specific at the interview with students regarding the departmental dress code requirements, and then plan to enforce the dress code while the student works in the department. 

Here are the general dress code guidelines for students regarding clothing not to wear in on-campus positions:

  • Cutoffs
  • Rubber flip-flops
  • Inappropriate t-shirts or sweatshirts
  • Ragged clothing
  • Halter tops/tank tops without a jacket to wear over them
  • Micro-miniskirts
  • Revealing attire
  • Bare midriff
  • Low-rise pants
  • Underwear as outerwear

If shorts, sweat suits and other extremely casual forms of dress are not appropriate for the department and the position, it would be a good idea to make it clear to students at the interview. 

Sample Interview Questions [Word]  

Student Employment Paperwork

Once a student is hired, BEFORE the student begins working in the department, the student will need to come to the Career Services Office to complete employment paperwork. Students must complete the federal I-9 form and Criminal Background Check BEFORE starting work.  To be in compliance, do not allow students to begin working in the department until the appropriate employment paperwork has been completed.  Student must also complete the W-4 and payment option (Direct Deposit, TWU Higher One Card, or check).  Male students are required to complete the Selective Service form. (Including International Students) 

All departments are responsible for entering the Student PTF in the Manger Self Service System, through Phoenix.  To learn more about Manager Self Service System, visit the Payroll website for training. http://www.twu.edu/payroll/

Payroll Deadlines

Students MUST turn in all paperwork to the Career Services office by the deadline posted on the Payroll Deadlines webpage  in order for the changes to take effect on the next pay period.  This includes new hire paperwork, renewing paperwork, or updating changes to current paperwork

The Career Services Office instructs students on the paperwork needed for their on-campus job and informs students of the payroll deadline each time they come to the office to complete paperwork.  Students are solely responsible for meeting the deadlines for their paperwork.  The Career Services Office will not continue to contact students to remind them of the paperwork deadline.

Any paperwork turned in after the deadline of each month will be processed accordingly for a later pay period. 

Approving Time Sheets

Student Assistants are paid once a month on the first working day of the month.

For students, pay periods run from the 16th of the previous month through the 15th of the current month.  For example, for the pay period of September 16th – October 15th, students are paid on the first working day of November for the hours worked during that time period. 

Each pay period, the Payroll office will send an e-mail to all time approvers informing them of the open time frame for approving student assistant’s time sheets.  Time approvers will need to go into the portal system and approve the time for all student assistants for which they approve time.  If the time approver does not approve the student’s time in the time frame provided by Payroll, the student will not be paid on the upcoming pay day. 

To approve a time sheet for a student assistant, the time approver will need to do the following:

  • Log on to Pioneer Portal
  • Click on “My Tools”
  • Click on “Hourly Timesheet”
  • Under “Please Choose a Person”, click on the student assistant’s name – it will be in red
  • Student’s time sheet will appear
  • Review student’s time for accuracy
  • Click “Approve This Timesheet”
  • If changes need to be made, click the “Edit” button next to the entry and type in the correction
  • If an entry needs to be deleted, click the “Delete” button to delete the entry

Training and Development

Students need to be trained for their on-campus job. Some students have never had a job prior to being hired for an on-campus position, and will need training.  For those that have worked in the past, training is still needed.  For instance, even if students have had experience answering phones in the past, there are still fundamentals that need to be explained to the student.  Supervisors should not assume that students will know how to handle all phone calls without some sort of detailed instructions.  For example, students will not always know how to practice discretion, i.e., when or when not to interrupt staff and faculty when they are in meetings etc.  Students will need guidelines and a clear understanding of how to greet customers and perform their tasks.  Be clear on breaks, lunches, socializing, personal phone calls, how to schedule appointments, how to operate the machinery, and how to accomplish various tasks/projects, etc. 

A great way to start working with student employees is to schedule an orientation session that includes written/hard-copy department policies and procedures for student assistants.  Have a document that the student can sign to verify that they have been informed of the policies/procedures, and that they agree to follow the guidelines as set by the department.  This is also a good place to implement a corrective action protocol, so that students are aware that they must meet job performance standards. 

Many students will have a very limited or no employment history prior to working on campus.  Training and guidance is essential for these students to succeed and develop for future career opportunities in their field of study. 

Some items to consider for departmental policy manuals/training are:

  • Introduction that reflects the importance of student assistants to the department
  • Attendance/Punctuality
  • Breaks and lunch
  • Semester breaks and summer hours
  • Rules for studying while working
  • Personal phone calls and visitors
  • Eating in the office
  • Excessive visiting
  • Confidentiality of information
  • Fraudulent acts
  • Use of office equipment and supplies
  • Computer rules for student assistants
  • Storing personal belongings
  • Dress code
  • Student assistant evaluations
  • Raises
  • Disciplinary action
  • Uniforms

The Career Services Office will also offer basic training sessions at the beginning of the fall and spring semesters.  The campus will be notified prior to the training as to the dates and times of the training sessions.  These sessions cover general guidelines including dress code, attendance, punctuality, work performance, basic skills, communication and customer service skills.  When students receive both the general training and the departmental training, they have a solid foundation for what is required for their on-campus job.  Being informed will help them to succeed in their on-campus position, and benefit the department with a better equipped student assistant.    

For any questions regarding basic training or other training related topics, please contact the Career Services office at 940-898-2950.

Performance Evaluation/Pay Increases

Many departments will want to give increases to student employees based on job performance and longevity.  This is a great way to provide development for student employees. 

Students need feedback on their work performance, so supervisors should make plans to meet with students regarding their progress and give them developmental feedback.  If there is room for improvement, this would be a great way to talk about it with the student, and then provide guidance and a timeline for improvement. 

This would be good to discuss with the student at the interview so that they will know what to expect.  Also, it will give students a goal to aspire to as they work in the department.  Knowing that they have guidelines, clearly explained responsibilities, and the chance for an increase will allow the student to understand even more that this is a real job, and that she/he is seen as a staff member and/or member of the department. 

If the department would like to increase the rate of pay for a student, the department will need to provide Career Services with the following:

  • Student's name
  • Studen'ts ID
  • Old rate of pay
  • New rate of pay
  • Justification for increase in pay
  • Effective date for the increase
  • Account from which the student will be paid

Sample Performance Evaluation [Word]

Corrective Action

If students are not performing at an acceptable level, supervisors can provide guidance with appropriate forms of corrective action.  If a student has received training and has been provided with expectations for the position but does not perform to expectations, then meeting with the student and setting a corrective plan would be a good way to provide development for the student.

Corrective plans can be developed to cover oral warnings and/or written warnings, depending on the needs of the department.  If corrective plans are used, they should remain consistent for all student assistants in the department. 

If the student does not make improvements after being offered the guidance for improvement, then the supervisor may determine that termination is the best option. 

Terminations

Student employees are employees of the state, and, as such, are subject to the Employment-at- Will policy of Texas Woman’s University. Career Services/Student Employment adheres to the same policy as that of Texas Woman’s University.  The Texas Woman’s University Employment-At-Will policy states:

“Texas Woman’s University is an "Employment At-Will" university. This means that once hired, an employee serves at the pleasure of Texas Woman’s University. Discontinuance of employment may occur at any time, without cause, at the discretion of Texas Woman’s University.” Employment-At-Will Policy.

In accordance with the above policy, student employees may be terminated at any time during their employment at TWU, for any reason.

If a student resigns or is terminated by the department, the department will need to notify the Career Services office and provide the following:

  • Student's name
  • Student's ID
  • Last date worked
  • Account number from which the student was being paid

Hours

Students working on campus are allowed to work a maximum of 20 hours per week when classes are in session.

Please note:  Summer enrollment sessions, with the exception of Summer I, are considered regular enrollment periods, and students are allowed to work a maximum of 20 hours per week during Summer II, Summer III, and Summer 2014. 

Students may work more than one job on campus, but the total amount of hours for all jobs combined may only be 20 hours per week, maximum.

Between Semesters Break Periods

Break periods are the periods between semesters when school is not formally in session, and during the week of Spring Break. During break periods, students can work up to 40 hours per week, maximum, if the hiring department’s budget will allow the extra hours. 

The break periods are the following:

  • between fall and spring semesters
  • between spring and summer semesters
  • between summer and fall semesters
  • Spring Break

Summer Employment

Summer Student Employment is as follows:

  • Students working during the Summer I break period (May 12, 2014 - May 31, 2014) are allowed to work up to 40 hours per week during this time.
  • Summer II, Summer III, and Summer 2014 are not considered break periods.
  • Students must be enrolled in at least one credit hour during Summer II, or in Summer 2014, in order to work during the entire summer. If a student is enrolled in Summer II, the student can work during Summer II and Summer III.
  • If the student is not enrolled in Summer II, but is enrolled in Summer III, then the student can only work Summer III.
  • Students working during Summer II, Summer III, or Summer 2014 are allowed to work up to 20 hours per week. 

Lunch Breaks/Breaks

Student employees may only work up to 20 hours per week during semesters, therefore lunch times will vary depending on schedules.  If a student works an eight hour shift, typically an hour is given for a lunch break.  If students want to take more than an hour, they will need to coordinate the extra time with their supervisor. 

If a student works less than eight hours but more than four hours for a shift, they will need to coordinate an appropriate lunch break with their supervisor. 

Career Services/Student Employment follows the same guidelines that the university follows for employees regarding non-lunch breaks.  For further information on TWU’s policy, please visit http://www.twu.edu/humanresources/work-week-and-work-hours.asp

Students will need to coordinate the taking of breaks with their supervisor.  Typically, employees working a shift of four hours may take a 15 minute break.  If students work an eight hour day, then two 15-minute breaks may be taken at times deemed appropriate between the supervisor and the student employee.

Employees who are scheduled to work at least four hours may receive one 15-minute break for each four hours during the work day. If a student works less than eight hours but more than four hours for a shift, they will need to coordinate an appropriate break with their supervisor. 

In conjunction with TWU’s policy, because rest periods are a privilege and not a right, they may not be taken at the beginning or end of the day or in conjunction with the lunch break, nor may they be accumulated for use at a later date. 

page last updated 9/16/2014 12:02 PM