Campus Employment Policies and Procedures
Updated 10/10/2018
POLICIES
General Employment
1. All half time to full time students are eligible for employment. Graduated seniors are NOT eligible.
2. Students may hold only one contracted campus job at a time with the following exceptions: Food Service (cafeteria and Hub), Maintenance and RSC Holiday/Break Crew. If this option is pursued, the student may hold no more than two contracted positions. (e.g. can’t work the Hub, café, and another contracted position.)
3. Students who desire a job should search for employment opportunities through nwciowa.joinhandshake.com, “The Informer”, Career Development Center, and department supervisors.
4. Students involved in the following are eligible for an additional campus job: (These are non-contract jobs paid out of department budgets).
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Tutor (On-campus)
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Cottage Managers
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Ambassador
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Snow Shoveling
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Junior Scholar
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Admissions Calling
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Phonathon
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Chapel lighting
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Early arrival team
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RSC Holiday/Break Crew
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Beacon
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Music set up / recorders
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Art assistants
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Student Government
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Orientation co-leaders
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Event Staff (parking, set up, etc.)
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Intramural coordinators
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Peer mentors for NEXT Program
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Lilly or outside grant funded positions
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Concession manager
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Writing/Speech Fellows
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Maintenance student workers
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5. Students receiving activity grants for art, music, theatre, athletics are eligible for a campus job.
6. Off-Campus tutors must qualify for federal work study
Students receiving the Faculty/Staff waiver:
1. Students who receive the waiver are eligible to secure either a non-contract or contract position as long as they live on campus. They may only do one or the other. See #4 above for a list of non-contract positions.
2. Student may not be a direct report to their parent (They may work in the same department but may not be under the direct supervision of their parent.)
Procedures
1. Department heads are responsible for their annual employment budget. All budgets include campus employment during both the school year and summer. (Non-contract workers as specified in policy #6 are not included in the employment budget)
2. When hiring each spring departments should reserve 1/3 of their open positions for incoming freshman. Supervisors are responsible for contacting these freshmen with work information via e-mail or campus mail before they arrive on campus.
3. Supervisors must notify the Career Development Center of each employee hired and also fill out appropriate forms. Also notify the Career Development Center when people quit or are terminated and who will be replacing them.
4. Supervisors should advertise jobs through https://joinhandshake.com or through the informer or posters. Please refrain from using email to advertise. Students become irritated with junk mail and have complained.
To ensure this process runs smoothly, the following items must be completed before a student may work.
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Form
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When to fill out
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Office
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Where to find?
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I-9 and W-4’s
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Before starting 1st campus job
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Financial Aid Office
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Students may look on My Northwestern or supervisors look on J:/Drive/Campus Employment/Pre-Employment Forms
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Direct Deposit Authorization
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Before starting 1st campus job
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Business Office
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Students may look on My Northwestern or supervisors may look on J:/Drive/Campus Employment/Pre-Employment Forms
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Contract
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Needs to be completed for each job a student holds.
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Career Development Center
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J:/Drive/Campus Employment/Pre-Employment Forms
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Time Clock Procedures (Effective 8-15-2013)
The pay period during the academic year for all student workers is the calendar month. Time cards should be turned into the business office on the first work day following the end of the month. The payroll check date will be approximately the 10th of the month.
The Business Office requires students to electronically log their hours worked. This is done through the WorkStudy tab found on the MyNWC portal system. After the month end the time sheet should be printed and submitted to the supervisor for signature. After supervisor approval, it should be sent to the Business Office.