STUDENT EMPLOYEE HANDBOOK POLICIES AND PROCEDURES

LAST UPDATED 12/7/15

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Table of Contents INTRODUCTION ..................................................................................................................................................4 ACKNOWLEDGEMENT ....................................................................................................................................4 CONFIDENTIALITY STATEMENT ......................................................................................................................4 STUDENT WORKER CATEGORIES .......................................................................................................................5 WORK STUDY ..................................................................................................................................................5 UNIVERSITY PAID ............................................................................................................................................5 GRADUATE ASSISTANT ...................................................................................................................................5 HIRING DOCUMENTATION ................................................................................................................................5 DOMESTIC STUDENT WORK AUTHORIZATION ...............................................................................................5 INTERNATIONAL STUDENT PERMIT TO WORK ...............................................................................................5 SOCIAL SECURITY NUMBER ............................................................................................................................6 I-9 FORM AND LIST OF AUTHORIZED INDIVIDUALS........................................................................................6 WORKDAY ..........................................................................................................................................................7 EMPLOYEE SELF-SERVICE ................................................................................................................................7 INFORMATION ABOUT WORKDAY .................................................................................................................7 PERMISSION FOR SUMMER JOB .....................................................................................................................7 SAMPLE OF STUDENT HIRING WORKFLOW ....................................................................................................7 OFFICE PROCEDURES AND TRAINING ...............................................................................................................7 GENERAL JOB DESCRIPTION ...........................................................................................................................8 CONTACT INFORMATION ...............................................................................................................................8 STUDENT WORKER AGREEMENT/ACCEPTABLE BEHAVIOR ............................................................................8 PROFESSIONAL COMMUNICATION STANDARDS............................................................................................8 DRESS CODE ....................................................................................................................................................9 STARTING & ENDING A WORK SHIFT..............................................................................................................9 PAYROLL POLICIES/PAY SCHEDULE/APPROVAL………………………………………………………………………………………….9 PAY RATE…………………………………………………………………………………………………………………………………………………..9 SICK TIME/TARDINESS ..................................................................................................................................10 HOMEWORK .................................................................................................................................................10 OFFICE SUPPLIES ...........................................................................................................................................10 TELEPHONE USE & ETIQUETTE .....................................................................................................................10 2|Page

SAFETY ..........................................................................................................................................................10 FIRE ALARM ..................................................................................................................................................10 ADA (American Disability Act) ......................................................................................................................10 SEXUAL HARASSMENT ..................................................................................................................................11 PERFORMANCE APPRAISAL ..........................................................................................................................12 FREQUENTLY ASKED QUESTIONS ....................................................................................................................13 HOW MANY HOURS CAN I WORK USING WORK STUDY FUNDING? ............................................................13 CAN I WORK AT A SECOND JOB? ..................................................................................................................13 CAN A RESIDENT ASSISTANT HAVE A SECOND JOB? ....................................................................................13 HOW DO I RECORD MY TIME WORKED? ......................................................................................................13 WHERE CAN I FIND TRAINING MATERIALS FOR TIME ENTRY? .....................................................................13 HOW DO I GET MY PAYCHECK TO BE DIRECT DEPOSITED INTO MY BANK ACCOUNT? ...............................13 HOW DO I GET A PASSWORD RESET FOR MY WORKDAY ACCOUNT? ..........................................................14

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INTRODUCTION ACKNOWLEDGEMENT Student employees are responsible to familiarize themselves with these institutional and federal guidelines outlined to ensure compliance with these standards and have a common reference for student employment within each department. Each student employee is expected to conduct themselves in a professional manner, demonstrate good work ethics, and respect for others. Student employees will represent SNHU in the workforce, so please take this opportunity to learn from this experience. Any questions or concerns about information provided here should be brought to the attention of the supervisor immediately.

CONFIDENTIALITY STATEMENT All employees of Southern New Hampshire University, including student employees who work either on or off campus as well as volunteers, must understand and respect the confidential and sensitive nature of the academic, financial, personal, and employment information of students, employees, and customers they may encounter in their daily work. Disregard for student, employee, and customer privacy and confidentiality violates SNHU policy and such infractions will be subject to appropriate discipline up to, and including termination of employment. Student education records are protected under FERPA, the Family Educational Rights and Privacy Act of 1974. FERPA prohibits the willful or intentional disclosure of individually identifiable information and/or information contained in student education records to any unauthorized person. You are expected to not share any information that you are exposed to while working in your area regarding potential employees, current or former employees, students or employees’ families, or customers except as appropriate within the scope of my position. Though you may have the ability to access sensitive and personal information, you are entrusted to only access the specific information necessary to fulfill your job. You agree to respect the personal nature of such information, and treat the individual with the sensitivity that I would expect of my own personal information. You are expected to respect this confidentiality and to refrain from disclosing information of a confidential nature to anyone not authorized, including students or other employees of the university or family members.

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STUDENT WORKER CATEGORIES WORK STUDY Federal funds available to pay for student employment through FAFSA.

UNIVERSITY PAID Department budget set aside to pay for student employment

GRADUATE ASSISTANT This is a specific job position designation that requires separate department budget and approval. It is set aside for Graduate Level roles that are approved by the Office of Human Resources.

HIRING DOCUMENTATION DOMESTIC STUDENT WORK AUTHORIZATION A Work Authorization Form for Domestic students must be submitted by the supervisor for each student employee. The authorization form indicates if any Work Study funding is available on the student’s financial aid award. If no work study funding is showing, then the student would need to be paid via the department’s student payroll budget (University Paid).

INTERNATIONAL STUDENT PERMIT TO WORK International students must visit the International Student Services office to receive their Permit to Work. International students with no social security number who are offered on campus employment with an SNHU office should follow these steps before they can start work. 

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Student gets a job offer and supervisor prepares a Letter of Evidence (job offer letter) on department letterhead using International Student Services (ISS) template available form [email protected] upon request. Student takes Letter of Evidence to ISS office and completes the Application for Permission for Hourly Work On campus form. ISS prepares a Social Security letter for student to present when applying for a Social Security number. Please allow 2-3 days for letter availability. Student brings; passport with visa, I-20 form, I-94, Letter of Evidence and ISS Social Security letter to the Social Security office located at 1 Wall St, Suite 201, Manchester, NH. Student fills out a Social Security number application and requests a receipt. Social Security card will be mailed in 1-2 weeks. When student receives Social Security number, he/she brings Permission for Hourly Work On campus form and Social Security card to the Office of Human Resources in Exeter Hall,

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Suite 60. Human Resources issues Permit to Work paperwork, completes the I-9 form with the student and creates a Workday account. Once required paperwork has been completed and Workday account created, he/she may report to work.

SOCIAL SECURITY NUMBER Workday requires a social security number in order to create an account. Students should be sure to have their social security number available to minimize hiring delays.

I-9 FORM AND LIST OF AUTHORIZED INDIVIDUALS The federal I-9 form is required to verify an employee’s identity and eligibility to work in the United States. I-9’s can only be completed by individuals who have attended an I-9 program provided by the university. In addition to the list below, any HR Partner is authorized to complete the I-9 form. Please have your student go to one of these individuals or HR with their documents to get this form completed. Arsenault, Cynthia Bessette, Tiffany Blaisdell, Keanyn Bohlig, Kathleen Bouchard, Allison Brodeur, Jean Brown, Steven Cioffari, Annamarie Cutting, Alicia Decloux, Christopher Dionne, Judith Dunn, Jacqueline Flannery, Brittany

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Gassman, James Gilbert, Victoria Hastings, Tammara Hickox, Jacqueline Hobbs, Kelley Hunt, Mary Janicki, Lisa Judd, Jill Lambert, Amanda Lessmann, Katie Lorento, Bonnie McGonagle, Erin Micali, Tracy

Moon, Tracy Normand, Joanne Petersons, Matthew Pho, Kim Regan, Lauren Rossignol, Brenda Roy, Sheila Savage, Katrina Stehl, Stephanie Telfer, Gavin Tierno, Scott

WORKDAY EMPLOYEE SELF-SERVICE Workday is a cloud based human resource system in which employees can access their personal employment information and many self-service features anytime, anywhere. Student employees will be assigned a Workday ID# when they are hired which is different than their student ID#.

INFORMATION ABOUT WORKDAY     

Login information will be sent to the employee’s SNHU email address. Self-service time entry Self-service access to pay slips Training (job aids and videos) available on https://my.snhu.edu/staff/workday/default.aspx Onboarding tasks include o Hire/Rehire:  Complete W-4 Federal Withholding Elections (default single zero) to indicate tax filing status  Add Payment Elections (direct deposit)  Review contact information  Edit Government ID’s  Edit my personal information  Change emergency contacts  State Tax Withholding

PERMISSION FOR SUMMER JOB Permission for summer job form is required by the Office of Human Resources to properly seat employees into their position and associate the appropriate budget.

SAMPLE OF STUDENT HIRING WORKFLOW (Domestic Student)

Student offered a position

Supervisor downloads Student Authorization form which must be signed by both parties

Student brings signed form & proof of identity and eligibility to work in the United States to I-9 authorized person. For a domestic student typically this would be driver’s license plus social security card. A passport would also satisfy the I-9. See I-9 form for all acceptable documents.

NOTE: International student employees must go to the International Student Services office after offered a position to obtain special paperwork 7|Page

Student brings completed paperwork to HR Office

Student must log into Workday to complete hiring process

OFFICE PROCEDURES AND TRAINING GENERAL JOB DESCRIPTION Supervisors may provide a general description of the job and expectations and share the area’s vision or mission statement so that student employees understand their role in relation to others. Sample duties might include:      

Greet visitors with a smile and an inquiry as to how they can be helped. Answer phones and respond to email inquiries. Treat people the way you would want to be treated, by respecting their privacy and be attentive to their needs. Assist other staff members with work assignments if your own assignments are up to date. Discuss concerns or problems as soon as possible. Follow general office procedures consistently and feel free to make suggestions for modifications to the procedures. Supervisors are willing to hear your thoughts about ways to improve.

CONTACT INFORMATION Student employees should provide contact information as appropriate to the supervisor and discuss how and when to contact the office in the event of change in work schedule or office closure.

STUDENT WORKER AGREEMENT/ACCEPTABLE BEHAVIOR Review the worker guidelines that discuss appropriate office conduct. Supervisors may wish to post this information in a conspicuous place for all student workers to see. Student employees are responsible to…           

Adhere to the schedule set by the supervisor. Report to work on time. If the student will be late, it is their responsibility to contact the supervisor before the time he/she is required to report for work. Respect co-workers, supervisor and all those they come in contact with. Accept responsibility for the work assigned to him/her, including asking clarifying questions about assignments if necessary. Dress according to the dress code in place by the department. Comply with department and university policies and code of conduct. Accurately report only the time worked. Behave in a manner appropriate for the workplace. Maintain the confidentiality of material exposed to. Adhere to any other expectations required of me by my position and my supervisor. Give two weeks of notice in the event of my leaving this position.

PROFESSIONAL COMMUNICATION STANDARDS Verbal and written communication should be professional at all times. If you need assistance, please feel free to check with a staff member or supervisor for appropriateness. 8|Page

DRESS CODE Student employees are expected to arrive at work appearing clean, alert and appropriately dressed. The dress code is casual but should not include the following: ripped clothing, short shorts or skirts, halter tops, belly shirts, low-cut shirts, exposed undergarments, hats, cutoffs or clothing of any sort that contains foul language, messages about or advertisements for alcohol or other drugs, or anything sexually suggestive. Keep in mind that when on duty what you wear reflects on the University. If you arrive at work dressed in a manner that a staff person determines is inappropriate, you will be sent home to change into something else and you will not be paid for the time that you are gone. Some positions may require other dress code instructions. Please ask your supervisor if you have more specific questions.

STARTING & ENDING A WORK SHIFT Student employees are responsible to start and end your shift as scheduled with his/her supervisor. If you need to reschedule your work shift, please give as much notice as possible to your supervisor. When leaving at the end of your work shift, please let a staff member know that you are leaving and be sure to record your time in Workday in the appropriate job position. All time must be recorded in Workday as outlined below and submitted for approval by the end of the pay period to be eligible for payroll processing.

PAYROLL POLICIES/PAY SCHEDULE/APPROVAL All employees are paid one week in arrears on a bi-weekly basis, every other Friday. If the pay day falls on a University designated holiday or bank holiday, employees will be paid on a business day prior to the holiday. Pay schedules are available on the Payroll Services portal page on my.snhu or with the supervisor. The work week begins Sunday at midnight and ends Saturday at midnight. Overtime eligibility will be based on the hours worked within this range. If a worker begins a shift before midnight and the shift ends after midnight, the hours will be assigned to the appropriate calendar day. Non-exempt hourly employees may be granted a rest period/break of no more than ten minutes during the first four hours and another ten minute rest period for each additional four hours worked. Nonexempt hourly employees shall take one-half hour (unpaid) for a meal break if working more than five (5) consecutive hours. Supervisors are responsible for examining the time records for accuracy and approving them or sending any questionable time entries back to the employee for review/editing. Time entries must be approved to be eligible for payroll processing.

PAYROLL HOURLY RATES On campus student employees shall be paid at an hourly rate no lower than $7.25, which is the federal minimum wage. Certain departments may be approved to pay up to $8.25 per hour. Off campus employment with our approved community service partners shall be paid at a rate of $9.25 per hour. 9|Page

SICK TIME/TARDINESS It is important for your supervisor to know if you cannot make it to work due to illness or if you are running late for a shift. If you are unable to phone yourself due to a family emergency, have a roommate or friend call for you. It will be noted if you do not show up for work or do not call to say you will be late or absent and repeat offenses may result in termination.

HOMEWORK Check with your supervisor regarding whether you are permitted to work on homework if all other assigned tasks have been completed.

OFFICE SUPPLIES Office supplies are intended to be used for office work purposes only.

TELEPHONE USE & ETIQUETTE Occasional brief personal phone calls (silence cell phones when working) and visits may be permitted as long as they do not interfere with the work that needs to be done in the office and they do not distract other staff members or visitors waiting. Remember to be considerate of others in the office and conscious of noise levels in the workspace.

SAFETY Please be aware of your surroundings. If you see a potential problem, please let someone in the office know about it.

FIRE ALARM In the event of a fire alarm, you are to quickly and calmly evacuate the building.

ADA (American Disability Act) The purpose of the ADA is to extend to people with disabilities civil rights similar to those available to individuals on the basis of race, color, sex, national origin, and religion. It specifically prohibits discrimination on the basis of disability in private sector employment. Under the ADA, a person has a disability if he/she has a substantial physical or mental impairment which significantly limits or restricts a major life activity, has a record of such impairment or is regarded as having such an impairment even if they are not continuously impaired by their disability, or have a personal relationship with someone known to have a disability. Southern New Hampshire University affirms its commitment and responsibility to provide, whenever appropriate, reasonable accommodation to support individuals with disabilities in all employment activities. An employee wishing to disclose a disability and/or request an accommodation may do so at any time by contacting the Director of Human Resources at 603/644-3126.

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SEXUAL HARASSMENT Southern New Hampshire University seeks to create and maintain an academic and work environment in which all members of the community are free of harassment based on gender. It is the policy of Southern New Hampshire University that no member of the community may sexually harass another. The intent of this policy is to foster responsible behavior in an environment free of discrimination. Sexual harassment is illegal as it makes the educational and working environment hostile, intimidating and offensive. Sexual harassment is defined as unwelcome sexual advances, requests for sexual favors and other verbal or physical conduct or nature that constitutes harassment when:   

Submission to the conduct is either explicitly or implicitly a term or condition of an individual's employment or academic work; Submission to or rejection of such conduct by an individual is used as the basis for employment or academic decisions affecting that individual; and/or Such conduct has the purpose or effect of unreasonably interfering with an individual's work performance or creating a hostile, intimidating or offensive working or academic environment.

EXAMPLES OF CONDUCT WHICH MAY CONSTITUTE SEXUAL HARASSMENT:  Unwelcome sexual propositions  Graphic comments about a person's body  Sexually suggestive objects or pictures in the workplace  Derogatory or sexually explicit statements about an actual or supposed sexual relationship  Unwelcome touching, patting, pinching or leering  Derogatory gender-based humor Such conduct whether intended or not constitutes sexual harassment and is illegal under both State and Federal Law. Violations of this policy will not be permitted. Any faculty, staff or student who violates this policy will be subject to disciplinary action up to and including dismissal. PROCEDURE FOR RESOLUTION OF SEXUAL HARASSMENT ISSUES: Any student or employee who believes s/he has been the subject of sexual harassment is encouraged to confer informally with an appropriate official. Students are encouraged to confer with either a Dean, Director or the Vice President for Student Affairs. During the initial meeting, the campus officer will make a preliminary judgment as to whether or not sexual harassment may have occurred. Based upon this judgment, the campus officer will take one of the following actions:   

If the person wants to proceed with the complaint, the campus officer will explain the process. If the person does not want to proceed with the complaint, the campus officer will make a record of the complaint and take such action as necessary to protect the interest of the institution. Advise the person that, based upon his/her judgment, sexual harassment has not occurred and encourage the person to contact one of the other campus officers if s/he disputes the judgment.

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INFORMAL RESOLUTION PROCESS: If the individual wishes to resolve the matter informally, s/he will prepare a written complaint that the campus officer will use in a meeting with the person against whom the allegations have been lodged. The campus officer will develop a written statement of the resolution that shall be signed by both parties. The written resolution will be kept in a confidential file for three (3) years. FORMAL RESOLUTION PROCESS: If the informal process fails to resolve the matter or if the individual wishes to pursue a formal resolution of the matter, the following process will prevail: 1. The individual filing the complaint will prepare a written statement of particulars regarding the allegation. 2. The complaint will be forwarded to the President (or the Chairman of the Board of Trustees if the complaint is lodged against the President). The President (or Chairman of the Board of Trustees) will meet with the person against whom the allegations have been made and offer him/her the choice of an administrative resolution or a hearing before a three (3) person panel at which both parties will present their cases. Witnesses may be brought to testify by either party and either party may select an observer/advisor to be with them. Since this is not a legal proceeding, attorneys will not be permitted to observe or participate. 3. After the hearing, the President (or Chairman of the Board of Trustees) or panel will prepare a summary document for resolution. 4. When the three person panel is utilized, the President (or Chairman of the Board of Trustees) will review the summary document and render a decision on the matter. 5. Regardless of the outcome of a sexual harassment case, both parties shall retain whatever rights they have under the law. 6. The written resolution will be kept in a confidential file for a period of three (3) years.

PERFORMANCE APPRAISAL Performance appraisals are an important part of a student employee’s work experience to learn how to be evaluated in the work place. The appraisal process will help prepare you to discuss your work performance and receive feedback to identify any areas that are exceptional or which need improvement. The overall goal of performance appraisal is to help you learn how to be a more valued member of any team. This is an opportunity to develop skills, temperament, and work ethics that extend beyond the classroom into your professional careers. Be sure to take the opportunity during the meeting to add comments, ask questions and identify issues that you wish to discuss.

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FREQUENTLY ASKED QUESTIONS HOW MANY HOURS CAN I WORK USING WORK STUDY FUNDING? The number of hours that can be worked using Work Study funding is a calculation of the hourly pay rate times the number of hours to reach the funding limit. Since hourly pay rates may vary based on the position, students can work with their supervisor to help determine this calculation. As Work Study funding reaches its limit, your supervisor may need to address if University funding is available. The maximum number of hours a student can work per week is 20, inclusive of all jobs.

CAN I WORK AT A SECOND JOB? Students may be eligible to work an additional job if he/she does not already work the maximum of 20 hours per week. Students may only hold one Work Study funded position if he/she has Work Study funds available on their financial aid award.

CAN A RESIDENT ASSISTANT HAVE A SECOND JOB? Resident Assistants sign a contract for a fixed amount of compensation over the course of the academic year. The related hours associated with being a Resident Assistant is 8 hours per week. If a Resident Assistant has a second job, s/he should only be allowed to work an additional 12 hours per week for a total of 20 hours maximum allowable per week.

HOW DO I RECORD MY TIME WORKED? All time entries must be recorded in the Time Worklet in Workday.

WHERE CAN I FIND TRAINING MATERIALS FOR TIME ENTRY? Job Aids and videos can be found on the Workday Support Page at https://my.snhu.edu/staff/workday/default.aspx

HOW DO I GET MY PAYCHECK TO BE DIRECT DEPOSITED INTO MY BANK ACCOUNT? Students are encouraged to sign up for direct deposit in Workday as it is the fastest, most convenient way to receive pay. Simply have all of your banking information, and follow the Payment Election instructions on the Workday support page at https://my.snhu.edu/staff/workday/default.aspx

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HOW DO I GET A PASSWORD RESET FOR MY WORKDAY ACCOUNT? The Workday support page on https://my.snhu.edu/staff/workday/default.aspx has a link to a Support form to submit a request for a password reset.

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