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Campus Employment/Work Study

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Campus Employment Policies and Procedures

Campus Employment Policies and Procedures

Updated 08/18/2016

POLICIES

General Employment

1.      All half time to full time students are eligible for employment.

 

2.      Students may hold only one contracted campus job at a time with the following exceptions:  Food Service (cafeteria and Hub) 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 “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).

 

Tutor (On-campus)

Cottage Managers

Ambassador

Snow Shoveling

Junior Scholar

Admissions Calling

Phonathon

Chapel lighting

Yearbook

RSC Holiday/Break Crew

Beacon

Music set up / recorders

Art assistants

Student Government

Orientation co-leaders

Event Staff (parking, set up, etc.)

Intramural coordinators

 Peer Mentor for NEXT Program

Lilly or outside grant funded positions

 Concession managers

 

 

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 www.nwcareerconnections.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.

 

Form

When to fill out

Office

Where to find?

I-9 and W-4’s

Before starting 1st campus job

Financial Aid Office

Students may look on My Northwestern or supervisors look on J:/Drive/Campus Employment/Pre-Employment Forms

Direct Deposit Authorization

Before starting 1st campus job

Business Office

Students may look on My Northwestern or supervisors may look on J:/Drive/Campus Employment/Pre-Employment Forms

Contract

Needs to be completed for each job a student holds.

Career Development Center

J:/Drive/Campus Employment/Pre-Employment Forms

 

 

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.

 

Campus Employment Supervisor Responsibilities

1)     Determine # of Student Workers your office/department will be hiring

a.      Determined based on the budget report you receive

2)     Advertise Positions on  NWC's job search site
        a.      Current Job Descriptions for your department can be found on the J Drive/Campus Employment/WS Job Descriptions

                       i.      Include preferred contact information –preferably an email address

b.      Post April 1-May 1 for Upperclassmen (2/3 of openings)

c.      Post May 1 until filled for Incoming Freshman (1/3 of openings)

3)     Hire your Workers

a.      Students should apply for your job (either in person or via email)    

b.      Application example can be found on J Drive/Campus Employment

c.      Send names of your hired workers to the CareerDevelopmentCenter

4)     Before your Students Work for you:

a.      Check to make sure all their Pre-Employment Forms are filled out   

                         i.      Will be a database on J Drive/Campus Employment Folder with a list of students and forms they’ve completed

                        ii.      If they need to complete a form, print out from J Drive/Campus Employment/Pre-Employment Forms

Want to Get Paid?

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.

You also must fill out a Direct Deposit form in order to get paid.  Download it Here.

Two Jobs Exception Form

Download and complete the following and turn it into the CDC

Two Jobs Exception Form (.docx, 14K)
Adobe Acrobat Reader is required to view and print PDF files.