A POLICIES AND PROCEDURES GUIDE FOR STUDENTS WORKING AT MARIST The Office of Student Financial Services at Marist College has prepared this handbook to familiarize student employees with the policies and procedures governing the Federal Work Study and Campus Employment programs.

Donnelly Hall, Room 200 | marist.edu/financialaid/studentemployment

MISSION AND LOCATION

Student Financial Services (SFS) is dedicated to promoting accessibility through personalized service and integrity. Student Employment operates out of SFS to assist students and employers with all aspects of the Campus Work Study and Campus Employment programs, in addition to offering information on local off-campus part-time positions. SFS is located in Room 200 in Donnelly Hall. Operating hours are as follows: Academic Year Monday, Wednesday, and Thursday 8:30 AM – 7 PM Tuesday and Friday 8:30 AM – 5 PM Summer Intercession Monday, Wednesday, and Thursday 8 AM – 7 PM Tuesday 8 AM – 5 PM Friday 8 AM – 4 PM

CAMPUS WORK STUDY (CWS)

Campus Work Study (CWS), also known as Federal Work Study, is a need-based financial aid program jointly funded by the federal government and Marist College. To be considered for the CWS program, students must file a FAFSA and meet federal institutional eligibility requirements. Unlike other financial aid programs that are applied directly to a student’s account, CWS must be earned through working on campus. Student employees receive a biweekly paycheck based on the hours worked. Students whose financial aid package includes CWS are given priority for oncampus employment during the first two weeks of the Fall and Spring semesters. Although CWS students are given priority, this program does not guarantee placement. 3

JOB FAIR

SFS sponsors a job fair for new freshman and transfer students at the beginning of every academic year. This event is for brand new students with CWS eligibility, and is typically held during Activity Hour on the Wednesday after classes begin for the Fall semester. New students who have been awarded CWS as a part of their financial aid package will receive an invitation to the job fair approximately two weeks before the event. A Marist ID is required for admittance to the job fair.

CAMPUS EMPLOYMENT (CE)

Campus Employment (CE) allows any student the opportunity to work on campus, regardless of financial need. In contrast to the federally funded CWS program, the CE program is funded by the College. Students who have special skills (i.e. computer skills), certifications (i.e. lifeguarding) or availability required by certain on-campus positions, may be hired at any time. All students may apply to any available on-campus jobs after the first two weeks of the Fall and Spring semester at which time CWS students are given priority.

JOB LOCATION AND DEVELOPMENT

In addition the Campus Work Study and Campus Employment programs, SFS also helps to locate and develop part-time offcampus job opportunities. This program is called the Job Location and Development program (JLD) and is facilitated through FoxQuest on the Marist Student Employment Web site. The JLD program is partially funded by the federal government, and helps to supplement additional employment needs for Marist students as well as the local community. For more information on accessing off-campus employment listings on FoxQuest, please see the appendix at the end of this guide.

ELIGIBILITY

It is up to the purview of each respective department on campus to offer either CWS or CE positions to the student body. Many 4

departments endeavor to hire both CWS and CE students, with the exception of the Liberty Partnerships Program, which is federally required to employ only students with CWS eligibility. College policy encourages departments to hire students who are CWS-eligible prior to students who are CE-eligible. Students are encouraged to hold only one job on campus. While on-campus employment is not guaranteed, all students are eligible to work on campus, as long as they have a valid Social Security number (per IRS regulations) and are: • Matriculated in a Marist College degree program • Enrolled and attending courses at least part time (6 credits for CWS-eligible students) • Able to provide appropriate documentation to satisfy the requirements of the Form I-9 Student employment opportunities are available at the Lorenzo de’ Medici campus in Florence, Italy, but are extremely limited. Traditionally, international students are only able to work on campus through the CE program. This may vary based on each student’s international visa status; however, most international students are not eligible to work off campus, and thus are not able to utilize the JLD program. For more information on international student employment, please see section titled ‘International Student Employment.’ Students who have graduated, withdrawn, taken a leave of

5

absence, or are studying abroad are not eligible to work on campus. Additionally, if a student is non-matriculated (degreeseeking) at Marist College, they may not work through the Student Employment programs. For additional clarification on these policies, please see the appropriate subheadings under ‘Termination of Employment.’

NEW HIRE PROCESS

Once a student has accepted a verbal offer for employment on campus, they are required to report to SFS to complete the New Hire Paperwork packet. This document includes the W4, IT-2104, Form I-9, and Direct Deposit Agreement. Students may not begin working on campus until this documentation is complete, per federal mandate. The Form I-9 is the most important form within the New Hire Paperwork packet. This form proves that an employee is legally allowed to work within the United States. This form should be filled out exactly as exemplified, and if a student is living on campus, the address listed should be that of Marist College (3399 North Rd, Poughkeepsie, NY 12601). Proper completion of the form requires original identification documentation, as specifically outlined by the Form I-9’s List of Acceptable Documents, found on page 9 of the Form I-9 (see appendix). SFS cannot dictate which identification documentation is expressly accepted, though most students do bring in a United States passport, or a combination of a Social Security card and a photo ID (driver’s license or Marist ID card). Documents proving identity must be brought to the SFS in original form – copies, emails, or scans of any kind are not acceptable. Additionally, all documents must be valid and unexpired. The W4 and IT-2104 forms dictate the types and amounts of tax withholdings a student allows to be taken out of their biweekly paycheck. SFS representatives are not authorized to offer tax guidance for the W4 and IT-2104 paperwork, though it is recommended that students review this information with their parents or trusted advisors. The W4 and IT-2104 forms are able to be updated at any time after the initial completion. 6

The Direct Deposit Agreement allows the Payroll Office to credit any earned funds to a student’s bank account, instead of requiring the student to pick up a paycheck bi-weekly. Using the direct deposit option is not required, but it is highly recommended. This document is included in the New Hire Paperwork packet, to be completed with an SFS representative.

RESIDENT ASSISTANTS

Per College policy, Resident Assistants (RAs) are not permitted to work elsewhere on campus due to the unique nature of their positions. As RAs, students are considered to have already met the maximum of working 20 hours per week on campus. Students who are hired as RAs must complete a Federal Form 1-9, per federal mandate.

INTERNATIONAL STUDENT EMPLOYMENT

As aforementioned, international students are traditionally legally able to work on campus only through the CE program. International students cannot usually work off campus. Once an international student has accepted a verbal offer for oncampus employment, he or she must ask their supervisor for a letter documenting the offer of employment. The student must take this letter to the office of the Designated School Official (DSO), Deborah Holtman, in Donnelly Hall (room 215) so that the student may be guided on how to properly apply for a Social Security card. International students are not allowed to work on campus until they are able to provide their social security card to SFS. After 7

receiving the social security card, the student is required to report to SFS to complete the New Hire Paperwork packet. For more information on this paperwork, please see the section titled ‘New Hire Process.’

REHIRE PROCESS

Many students are often able to return to their department of employment after leaving for a summer intercession or semester abroad. However, before leaving campus, it is strongly recommended that student employees speak with their supervisor to ensure that they will be able to return to their previous positions.

SUMMER EMPLOYMENT

Students are allowed to work on campus during the summer if offered the opportunity by a supervisor. In this case, the student should ensure that they are able to reside in the area during the intercession. During the summer, student employees are able to work 37.5 hours per week, as opposed to the traditional 20 hours per week during the academic year. It is important to note that all students working on campus during the intercession do so under the CE program, as the CWS program is not offered during the summer.

PAY

Students must submit their hours for a supervisor’s approval via the electronic time sheet on the My.Marist portal. In the event that a student holds more than one position, separate time sheets are required to be submitted for each. Paychecks are issued every other Friday for the preceding two weeks, and may be picked up in the Payroll Office, located in Donnelly Hall, Room 214. If a student is signed up for direct deposit, paychecks are directly deposited into the student’s bank account. Paystubs can be viewed on and printed from the My.Marist portal. As of December 2014 undergraduate student employees earn a minimum wage of $8.75 per hour. Graduate student employees may earn up to $10.50 per hour. Minimum wage in New York State will increase to $9.00 per hour as of December 31, 2015. 8

POLICIES

• The work week is Saturday through Friday. • Per federal mandate, students may not begin working on campus until they have completed all of their new hire paperwork. Failure to comply could result in serious legal ramifications for the College. • Student employees are not permitted to hold more than one position on campus, unless they have been granted special clearance from SFS. • During the academic year, all students are allowed to work a maximum of 20 aggregate hours per week, and no more than 8 hours per day. • Per New York State law, if students work 6 or more consecutive hours, students are entitled to a 30-minute unpaid meal break. • There will be no exceptions to the hourly limits per term. Supervisors may not require a student to work more than the stated limits per week, and must offer students a 30-minute unpaid break if they work more than 6 hours. • Student employees are not eligible for overtime. • During summer and winter break, students may work a maximum of 37.5 hours per week. Student employees are not eligible for unemployment benefits if they are not working over break. • Per the College’s nepotism policy, student employees may not work within the same department as a family member who exercises either direct or indirect supervision. • Per New York State law, student employees are required to view and sign a Labor Law Section 195 upon hire. • Per federal regulation, student employees may not work during their scheduled class time. 9

EMPLOYMENT VERIFICATION

Any and all requests for employment verification that come in from a third party should be sent to the SFS office, to the attention of Student Employment. This includes, but is not limited to, the following: • Government agencies such as the CIA or FBI • Independent employment verification agencies • Potential employers • Housing or mortgage authorities • State licensing examiners

EQUAL OPPORTUNITY EMPLOYMENT

Marist College is committed to equal opportunity employment. Equal opportunity means the employment, development, and promotion of individuals without consideration of race, color, disability, religion, age, sex, marital status, national origin, sexual orientation, or veteran status unless there is a bona fide occupational requirement which excludes persons in one of these protected groups. To this end, the College will continue to review its employment policies and procedures to ensure that barriers to equal opportunity employment do not exist here. The College will explore alternative approaches to any practice that is found to have a negative impact on protected groups. In addition to its commitment to equal opportunity employment, the College has a general policy of non-discrimination that extends to all services and programs provided by the College. Discrimination against any individual or group due to any of the aforementioned conditions is considered a violation of College policy as well as federal law. Should students have questions or concerns regarding equal opportunity employment, they may contact SFS.

EMPLOYER/EMPLOYEE CONFLICTS

Occasionally, work-related challenges may arise. When this occurs, the employee and employer should attempt to resolve the problem

10

informally. Often, discussion between the two parties brings about a resolution. Many problems can be averted through open communication of realistic expectations on both sides. The following guidelines have been used successfully in dealing with employer/employee conflicts: • Address problems as they arise, not after they accumulate. • Deal with minor concerns before they become major problems. • Review responsibilities, duties, and expectations to ensure a clear understanding. • Avoid personalizing critical moments. • Discussions regarding performance should be conducted in private.

TERMINATION OF EMPLOYMENT

VOLUNTARY TERMINATION Student employees may voluntarily elect termination. In this case, the student should offer at least two weeks’ notice before the last date of employment. WITHDRAWAL, LEAVE OF ABSENCE, GRADUATION A student’s position will be terminated upon taking a leave of absence, graduating, or withdrawing from the College. Student employees are not eligible to work on campus after their official academic separation date. There are no exceptions to this rule. STUDY ABROAD A student’s work assignment will not be considered applicable for an academic semester abroad.

11

INVOLUNTARY TERMINATION An involuntary termination may be initiated by an employer due to an unsatisfactory performance or an inability to comply with College and/or office rules and regulations. Except for situations of serious misconduct, (see section titled ‘Immediate Release’), employers who terminate employees for just cause are required to give the employee a verbal warning upon the first instance of misconduct. If the situation continues, a written warning is to be issued, and a copy sent to Student Employment. If the matter is still not resolved, a written termination notice may be issued, and a termination notice will be completed and sent to Student Employment. IMMEDIATE RELEASE Acts of serious misconduct will not be tolerated and may result in an immediate release from employment. Examples of serious misconduct may include, but are not limited to: • Serious disregard of College rules • Disorderly conduct • Unauthorized possession, distribution, use of or being under the influence of alcohol, marijuana, or other non-prescription drugs or controlled substances during working hours • Theft of College property or the personal property of a student, staff, or faculty member • Breach of confidentiality • Falsification of employment, payroll, or other documents • Harassment • Gross incompetence • Insubordination or refusal to perform assigned tasks Employers who terminate an employee under this policy are required to inform the employee in writing that she or he is being released, and send a copy to Student Employment for review. In the event that the misconduct constitutes a potential violation of community standards or policies published by the Office of Student Life in the Code of Student Conduct, employers may file a complaint with the Office of Student Life for possible referral to the College judicial system. 12

STUDENT EMPLOYEE RIGHTS AND RESPONSIBILITIES

1. Students may not work until they have completed all required paperwork, including the Form I-9. Failure to complete paperwork in a timely manner, working without completing a Form I-9, or working without a valid social security number may result in an employment freeze, termination, and/or delayed pay. 2. Acceptance of on-campus employment carries all of the responsibilities of any other employment situation. Student employees are expected to be dependable, considerate, and respectful of their employer and co-workers, to be dressed according to office policy, and to perform assigned tasks to the best of their ability. 3. Student employees have the right to know what is expected of them at their position including, but not limited to: knowing whom to report to, what tasks to perform and how to perform them, if they are performing assigned tasks adequately, how to improve performance, and procedures to follow in the event that they cannot attend their regularly scheduled hours. 4. Student employees are expected to work the hours agreed upon with their employer on a consistent basis. If a student employee is sick or unable to work the scheduled hours for any reason, their supervisor must be informed as soon as possible. 5. It is the responsibility of the student employees to ensure accuracy of hours worked by completing a time sheet and submitting it for the approval of their supervisor. 6. Students who work for a period of more than 6 hours are entitled to a 30-minute unpaid meal break. During this time, the student should be relieved of all duties. 13

7. The hours for which a student receives compensation are subject for federal audit. Deliberate falsification of time sheets or other employment records may be considered a federal offense and is punishable by law. Additionally, this offense may result in the loss of eligibility for on-campus employment, and any wages paid for falsified hours must be repaid to the College. 8. All students must adhere to Marist College Policies as outlined in the Student Handbook and Code of Student Conduct. 9. In the event that a student employee is injured on the job, the student must report the accident to their employer or acting supervisor. 10. If there is an issue with a student’s employment position and/ or working conditions, or if a student wishes to terminate their job, the student should first discuss the circumstances with their supervisor. If this does not resolve the issue, the student should consult Student Employment for assistance. 11. A student who voluntarily elects to terminate his or her employment should give at least two weeks’ notice to the employer. For more information on immediate release and involuntary termination, please see the section titled ‘Termination of Employment.’ 12. CWS is not automatically renewed. The student must reapply for these funds each year by completing a FAFSA. CWS does not guarantee job placement – the student is responsible for finding employment on campus. If you have any questions or concerns, please contact the Office of Student Financial Services at 845-575-3230 or [email protected].

14

APPENDIX

New Hire Paperwork: • Form I-9: http://www.marist.edu/payroll/i-9.pdf • W-4: http://www.marist.edu/w42014.pdf • IT-2104: http://www.marist.edu/payroll/it2104_fill_in.pdf • Direct Deposit Agreement: http://www.marist.edu/payroll/pdfs/ directdeposit.pdf Biweekly Pay Schedule: http://www.marist.edu/payroll/bwpayschedule2015.pdf FoxQuest: https://marist-csm.symplicity.com/students/? Student Employment Profile Form: https://www.marist.edu/financialaid/studentemployment/pdfs/ studentemploymentprofile.pdf Confidentiality Agreement: http://www.marist.edu/financialaid/pdfs/ stuempguidelinesandconfidentialityform.pdf

15