Campus Employment Policies and Procedures

On-Campus Employment Policies and Procedures

POLICIES

General On-Campus Employment

1.   All full-time students are eligible for on-campus employment. Graduated seniors are NOT eligible for on-campus employment. Students who are interested in on-campus employment can search for employment opportunities through nwciowa.joinhandshake.com and department supervisors. Students can log into Handshake using their NWC email address and password.  Once logged in, students should click on “Jobs” and then the “On Campus” tab to look for employment opportunities that are available on Northwestern’s campus. 

2.   A majority of jobs on campus are considered to be contracted jobs. Contracted jobs require students to sign a contract with their supervisor which indicates an agreement to that job and the work that is expected.  An “A” Contract Job is a position on campus where students work approximately 5 hours per week throughout the academic year.  With “A” Contract Jobs, students can rely on having consistent hours, and, therefore, consistent pay.  “B” Contract Jobs are positions that are more inconsistent in hours worked each week.  A student could work anywhere from 1-5 hours per week and sometimes have weeks where they do not work at all.

3.   Students are allowed to hold two contracted jobs on campus (that is, two “A” Contract jobs on campus). The maximum hours (for contracted jobs) worked by a student each week should not exceed 10 hours. 

4.   A student should not regularly be working over 5 hours per week at a job unless it is noted on the contract that their job will require more hours on a consistent basis. If a student has one job where he/she works 10 hours per week, that is acceptable but that job will count as two jobs. 

5.   In order to hold a second contracted job a student must be in good academic standing with the college. This policy is meant to ensure academics will not falter is a student is working more (or being allowed to work more).  Students must maintain at GPA of 2.0 or above in order to hold more than one contracted job.  Note: a student can hold one contracted job and his/her GPA will not be monitored.  This policy is only in place if a student holds more than one contracted job. 

6.   Contracts for student employment on campus are annual contracts. Contracts for students will be reviewed and evaluated annually. 

7.   Off-Campus tutors must qualify for federal work study.

8.   There are still jobs on campus that are considered non-contract. Non-contract jobs can be held by any student, even if they already have contracted jobs.  Please see the list below for jobs that are considered non-contract. 

Academic Support NC Maintenance - Bultman Center Music Set-Up / Recorders Ambassadors
NC Maintenance - Learning Commons Athletic Band NC Halftime Development (Advancement)
Some Grant Funded or Donor Funded Programs (i.e. Lily) Chapel Lighting Winter English Camp Beacon Writers

9.   Combining all contracted and non-contracted jobs, students should not be working more than 20 hours/week. Please keep this in mind when applying for and accepting jobs on campus.

10.   Students who receive the staff/faculty waiver are allowed to hold a maximum of two jobs as long as they live on campus.

11.   Students may not work in the same department as their parent, or be supervised by someone else in the department that is under the direct supervision of that parent.

12.   Student employees need to complete pre-employment forms prior to working on campus.  There are four pre-employment forms that need completed:  federal W-4, state W-4, I-9 and direct deposit authorization.  These forms only need to be filled out once.  (A student is allowed to fill out the forms again at any time if they need to make any changes to their forms).  See the chart below for more information regarding the pre-employment forms.

Form When to Fill Out Office Where to Find?
I-9 and W-4’s Before starting 1st campus job Human Resources Office

Students may look on MyNWC/Workstudy/Campus Employment Forms OR on My Checklist

Supervisors may look on J:Drive/Campus Employment/Pre-Employment Forms

Direct Deposit Authorization Forms Before starting 1st campus job Human Resources Office

Students may look on MyNWC/Workstudy/Campus Employment Forms OR on My Checklist

Supervisors may look on J:Drive/Campus Employment/Pre-Employment Forms

Job Contract Needs to be completed for each job a student holds every year Human Resources Office

J:Drive/Campus Employment/ 2020-2021 Student Employment Contracts

MyNorthwestern/Work Study/Campus Employment

 

 

PROCEDURES

Clock In/Out and Pay Procedures  

1.   Student employees are required to log their hours worked electronically, either via the clock-in/clock-out station at their job or through the Timecard Entry page in the workstudy tab on the MyNWC portal system.  Student employees will select the correct timecard or department (if they are working more than one job) and then log their time in and out.  Click here to view a guide on how to use the time entry system.  

2.   All hours need to be logged by midnight on the last day of the month.  Supervisors will submit timecards on the 1st working day of the following month.  (I.e. Student employees will log all hours worked in November no later than midnight on November 30th.  On December 1st, supervisors will submit hours via MyNWC to our student payroll system).   

3.   Student employees are paid on (approximately) the 10th of every month for hours worked the month prior. For example, student employees would be paid on December 10th for hours worked in November). 

4.   Student employee’s pay is direct deposited into their bank account (the bank account they provided with the direct deposit authorization form). Student employee’s pay is not directly applied to their tuition cost and/or their student bill.   

5.   Student employees do not receive physical pay stubs. To view a pay stub, student employees can log in to MyNWC/Workstudy/View My Paystub.