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On-Campus Student Employment

Approved by: President
Responsible Officer: Vice President for Human Resources
Responsible Office: human resources
Originally Issued: 11/28/1989
Last Revision: 12/21/2020
Category: humban resources/employment
Related Policy
South Dakota Minimum Wage
Federal Minimum Wage
Federal Work-Study (FWS) Program

I. REASON FOR THIS POLICY

The purpose of this policy is to set forth appropriate standards for on-campus student employment which are consistent with Dakota State University’s mission. DSU employs students in a wide variety of important academic and administrative functions across the campus primarily to support their financial needs and programs of study and secondarily to offer academic and career opportunities to support campus priorities. Funding for on-campus student employment is supported through Operating Expense (OR) funds and the Federal Work-Study (FWS) Program.

II. DEFINITIONS

  1. Job Description Form. A form that clarifies the purpose and functions of a student labor position.
  2. Federal Work-Study (FWS) Program. Provides federal funds for part-time employment to help needy students to finance the costs of postsecondary education. Hourly wages must not be less than the federal minimum wage. Using a statutory formula, the U.S. Department of Education allocates funds based on an institution’s previous funding level and the aggregate need of eligible students in attendance in the prior year.
  3. Operating Expense (OE) Funds. The budget authority defined for a department.
  4. Personnel Action Request Form (PAR). A form used by departments to seek approval to fund a student labor position.

III. STATEMENT OF POLICY

  1. Eligible Students.
    1. All students are eligible for on-campus employment.
    2. All qualified students shall be accorded fair and equal opportunity to enter and continue in on-campus employment on the basis of qualifications.
  2. Employment Classification Descriptions. Human Resources shall be responsible for the classification of student jobs and shall set position classifications for individual student paid labor and work study positions. HR shall use the following descriptions to determine student wage classifications:
    1. Class II. Performs work of routine or average nature under direct or limited supervision. Requires little decision-making. Includes data-entry, basic clerical, general labor, intramural assistants, line judges, athletic assistants, custodial and grounds assistants, student ambassadors, phonathon reps, telecounselors, course assistants, and proctors.
    2. Class III. Possesses some technical or advanced knowledge related to the position. Includes very high-level comprehensive skills, responsibilities, training, and requires appropriate experience or course work beyond sophomore level. Includes tutors, lifeguards, computer repair assistants, reading assistants, live performance assistants, web design assistants, network services assistants, and video conference assistants.
    3. Class IV. Performs work of a specialized or technical nature. Requires advanced training and/or experience. Includes positions such as student interns in information systems or programming assistants, phonathon supervisors, library evening supervisors and program coordinators. May supervise other student labor positions.
    4. Class V. Performs work of a highly specialized or highly technical nature. Requires advanced training, education, and experience. Job responsibilities may have accountability for institutional system projects, research, presentations, and deliverables used by multiple departments. Requires little supervision. Includes positions such as programmers, research assistants with publication expectations, and project managers. May supervise other student labor positions.
    5. Class VI. Performs duties at a level that requires distinct and specialized skills, abilities, and knowledge, The duties for these positions shall be submitted to the Vice President for Human Resources to review for assigning the rate of pay in this category.
  3. Multiple Campus Employers. When students are employed by more than one department on campus, it shall be the responsibility of those departments to coordinate hours worked and student earnings.
  4. Benefits Eligibility. Students working on-campus who average over 30 hours per week within a 12-month period may become benefit eligible. Departments shall bear the cost of the benefits if necessary.
  5. Wage Levels Designation. Human Resources sets wage levels for on-campus student employees according to job duties assigned as compensation for special knowledge, skills, and abilities required for a position.
  6. Wage Levels Review. Human Resources annually reviews each on-campus student employee position on an individual basis using information provided by the supervisor of the position.
  7. Salary Schedule.
    1. Students participating in on-campus employment shall be paid according to the salary schedule published and updated annually by the Board of Regents.
    2. The schedule reflects the federal and state minimum wage; differing knowledge, skills, and abilities; and to the degree feasible, the market demand for the area.
    3. When students move from one position to another, they shall not automatically receive a new rate of pay. HR shall reclassify the position, and the rate of pay shall be determined on the new position’s duties.
    4. The funding source from which student on-campus employment positions are paid shall not impact the rate of pay.
  8. Payroll. On-campus student employees shall be paid through the institutional monthly payroll processes after completing new hire paperwork with Human Resources.
  9. Grievances. If problem arise between a supervisor and an on-campus student employees, the following steps shall be followed:
    1. The supervisor and student shall discuss the issue and attempt to solve it.
    2. If the issue is not resolved, the supervisor shall take the issue to Human Resources.
    3. Human Resources shall confer with both parties and make recommendations to resolve the conflict.
    4. If a solution is not reached, the on-campus student employee shall follow the formal institutional grievance procedure.

Exclusions
None

Exceptions
Some positions may require payment outside of the scope of the annual on-campus student employment salary schedule. Those exceptions may be those mandated by the President, BOR policy, or by explicit approval by the VP for Business and Administrative Services and the Director of Human Resources.

IV. PROCEDURES (MAJOR)

  1. Labor Position Requests. Supervisors who wish to fill a student labor position shall complete a Job Description Form and submit is to Human Resources for evaluation and classification into Pay Class.
  2. On-Campus Student Employee Job Postings. Human resources shall determine the classification and position number for each on-campus student employee position prior to the time of the job listing and before a student is interviewed/selected for a position.
  3. Continuation of On-Campus Student Employee Position. Human Resources shall review an on-campus student employee position prior to the start of each academic year at the request of the supervisory department. The student employee position shall exist until the supervisory department request that it be eliminated. Supervisory departments shall continue to seek approval for spending through submission of a Personnel Action Request (PAR) form.
  4. Supplemental Funding. If department plans to work a Federal Work Study (FWS) student in excess of his/her FWS award, the department shall identify, in advance, the source of the additional funds on a PAR. If Operating Expense (OE) funds will be used, the Business Office shall transfer budget authority from the department’s OE budget to Personnel Services. Human Resources shall consider requests for supplemental funding on a case-by-case basis with approval from the President.

V. RELATED DOCUMENTS, FORMS AND TOOLS

Contact Human Resources for the following information:

  • Annual on-campus student employment salary schedule.
  • Personnel Action Request (PAR) Form

VI. POLICY HISTORY

Originally Issued: 11/28/1989
Revised: 12/22/2018
Last Revision: 12/21/2020