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(Revised July
10, 2008)
INTRODUCTION Welcome to the University of New Mexico Student Employment Program. Your participation, both as student and employee, should be a rewarding and pleasant experience. As an employee, you will be called upon to perform a variety of tasks, some of which you will learn as you work. This Student Employee Guide is intended to help you become familiar with the employment policies and practices of the University, its colleges, and departments. We hope the information in this booklet is helpful to you and that your experiences as a student employee at UNM meet your needs and expectations. We want you to enjoy your work and to derive lasting benefits from it. We believe that the more you learn about the University, your job, and its benefits, the greater your satisfaction will be. The Student Employment Office exists to assist you financially by offering valuable work experiences that will enhance your life now and in the future.
It is the policy of the University of New Mexico that no person shall be excluded from participation in, denied the benefits of, or otherwise be subjected to discrimination in any form under any program or activity of the University, its branches, or agencies, on the basis of race, color, religion, sex, sexual orientation, age, national origin, physical or mental handicap, ancestry or medical condition. Reasonable accommodation is any change in the work environment, or the way a job is normally performed that enables a qualified individual with a disability to perform the essential functions of that job. Some examples of reasonable accommodations include making facilities accessible to people with disabilities, acquiring or modifying equipment or devices or modifying job procedures. It is the student’s responsibility to inform his or her supervisor of the need for an accommodation. The Director of UNM’s Office of Equal Opportunity is UNM’s Americans with Disabilities Act (ADA) Coordinator. The ADA Coordinator can help employees and supervisors with requests for accommodations.
Cashier’s Office………………..……………… 277-5363 EMPLOYMENT OPPORTUNITIES - All available positions must be posted on the Student Employment website for a minimum of five (5) working days.
College Work Study is a need-based financial aid program subsidized by the State and Federal governments. Students need to apply for financial aid before being accepted for Work Study. If they qualify, their earnings are limited to the Work Study amount indicated on their award notification and employment authorization. Students may use their Work Study award at any time during the appropriate award period if they are enrolled in at least six hours (six hours for fall or spring, three hours for summer semesters). If students want Work Study for a summer job, they should contact their financial aid officer or Student Employment Services for guidance. Work Study is restricted to students who are in a degree seeking status. The application priority date for financial aid, including Work Study, is March 1st each year. Work performed by students participating in the Work Study program must be in the public interest. Work in the public interest is defined as work performed for the welfare of the nation or community, rather than work performed for a particular interest or group. Work is not "in the public interest" if:
Students need not qualify for financial aid to be employed in the Student Employment Program. Students registered in at least six hours, in degree seeking status, for fall or spring are eligible for employment through this program. Student employees who complete 6 hours in the spring (in a degree seeking program) and are enrolled for 6 hours for fall (in a degree seeking program) are eligible to work during the summer regardless of summer enrollment. Students and departments will be charged FICA and Medicare for any period of non-enrollment during the summer.
Once the student’s eligibility for Work Study has been determined and, an award offered, by the Student Financial Aid Office, the student may apply for any of the jobs listed with the Work Study Office. These listings are posted on the Work Study website (http://www.unm.edu/~wsestudy/stujobs.html). Each listing indicates the name of the interviewer, the department, and his or her telephone number. Students must call the interviewer and make an appointment, receive an interview, and be hired by the interested department before receiving a Work Study employment referral card from the Work Study website. When they have completed the interview and hiring process with the department of their choice, they then return with the employment referral to the Work Study Office to fill out a W-4 employment form for tax purposes. All employees must also have their eligibility verified for employment through the completion of an I-9 form. Once the employment referral has been completed by the Work Study office students may begin working. All necessary forms are available on the work study website.
For part-time jobs on campus not administered by the Work Study Program students must go through the same hiring process they would for a Work Study job: perform a job search (http://www.unm.edu/~wsestudy/stujobs.html), make an appointment and see the interviewer; if hired, bring an employment card filled out from the hiring department to the Student Employment Office. The Student Employment Office will verify the information on the card, and each student will complete the necessary W-4 and I-9 forms. Proof of student status will be required at the time the employment card is submitted to the Student Employment Office. Students employed through the Student Employment or Work Study Programs are hired on a probationary status during the first eight (8) weeks of each new assignment. During this period students have the chance to determine whether the job is acceptable for them. Employees have the option of changing jobs if they find that other employment will be more compatible with their schedule or with their purpose in working, now and in the future. During the probationary period supervisors will assess the students performance as well. The student may be released from employment during or at the conclusion of the probationary period, with or without cause. The decision to release a probationary employee is not subject to appeal. CLASSIFICATIONS AND PAY SCALES Job descriptions must be submitted with each student employee and workstudy referral form. Within the pay scale there are four grades -- “Grade I,” “Grade II,” “Grade III,” or “Grade IV”. Students are to be paid based on the required knowledge and skills necessary to successfully complete their job.
Grade I: Entry-level position, routine duties which may involve a modest degree of responsibility and judgement. Some specific knowledge or skills.
The pay scale is available on our website at http://www.unm.edu/~wsestudypayscale.html. Student employees may transfer from one department to another within the University in order to facilitate their interests or to develop skills they already have or wish to acquire. Students are expected to follow all procedures for terminating from one department and being hired by another. Students may transfer from any UNM payroll to the student payroll, provided that they meet the eligibility criteria. Students may not work simultaneously on the student and staff payrolls. INTERDEPARTMENTAL TRANSFERS Employees may be requested to transfer within the department to a position that will better utilize their skills or to improve the function of the department. It is recommended that students be given a one-week notice of this intent and that they be informed of the possibility of transfer at the time of initial orientation. Student employees may terminate under a variety of circumstances. There are three broad categories, however, under which the student employee’s termination will fall: termination by the Student Employment Office, voluntary termination, or involuntary termination.
This is an administrative termination that may affect all College Work-Study and non-work-study student employees. The Student Employment Office terminates your employment for one of four reasons:
The Student Employment Office will notify the employing department about an administrative termination. The employing department is responsible for notifying students of an administrative termination. It is incumbent on both the employer and the student to monitor work-study earnings relative to the employee’s work-study allocation and be aware of all eligibility requirements to ensure the student maintains his or her elibility for employment.
Student employees may terminate at their request. Student resignations should be submitted in writing, no less than two weeks prior to the indicated date of termination. Departments, in turn, may not terminate a student less than two weeks after the date of written notification. However, students are considered to have resigned if they:
Note: Two-week notification of termination by the employing department is not mandatory in any of the above instances.
Student employees may be involuntarily dismissed from their position if they:
Students may be immediately dismissed with no prior notice for committing any act(s) falling in the second category above. If they are involuntarily terminated, employees have the option of pursuing the issue as outlined in the student employment due process procedure.
It is required that departments give a two-week warning notice prior to involuntary termination (except in the case where summary dismissal is permitted). The written warning is suggested to give employees an opportunity to be aware of and correct specific job deficiencies. A copy of the warning notice should also be sent to the Student Employment Office for their file. Failure to correct the deficiencies outlined in the warning notice will result in termination of employment. TERMINATION GRIEVANCE PROCEDURE This policy applies to all students employed through the Student Employment Office under College Work Study or the Student Employment Program who have successfully completed their probationary period. Students employed as graduate, teaching, research, special and project assistants are subject to the employment policies procedures contained in the Faculty Handbook. Students whose employment is associated with an academic program must follow the student grievance procedure through the EVP of Academic Affairs. Student employees may utilize the termination grievance procedure only to dispute an involuntary dismissal. It may not be used if a student employee resigns (as set forth under Voluntary Termination) nor does it apply to any other work dispute or grievance.
The termination grievance board shall be composed as follows:
Procedures for the termination grievance hearing are as follows:
The decision of the termination grievance board is final except that
Work Study students are required to maintain satisfactory academic standing to continue to qualify for employment. Eligibility follows the process as listed in the UNM Catalog and the Student Financial Aid Guide. For more information, please contact the Student Financial Aid Office. Students classified as non-degree are not eligible for on-campus employment unless the student is taking prerequisites for a graduate program or is enrolled in the teacher certification program. Approval must be given by the Student Employment Manager for each semester. Any student approved for employment in non-degree status must complete all courses indicated on the non-degree form in order to be approved for the following semester. If a student changes his/her schedule without the approval of the Student Employment Manager, the student will be administratively terminated (without notice) and is ineligible for future employment under non-degree status. Note: Non-degree students enrolled in graduate level courses or courses for graduate credit are not eligible for on-campus employment. While classes are in-session (this includes Fall and Spring breaks) students are allowed to work a maximum of 30 hours per week. While classes are not in-session (during Winter break and when not enrolled during the summer) students are not to exceed 40 hours per week. A violation of this policy will result in the termination of the assignment. All departments are required to keep a detailed time sheet on each student employee for audit purposes. Students will need to check their posted hours and sign the time sheet for payment of the hours worked.
It is strongly recommended that students have their paychecks deposited directly into their checking or savings accounts by the Payroll Department. Authorization forms are available at both the Student Employment and Payroll Offices. Students may set up direct deposit electronically by logging into my.unm.edu and selecting the Employee Tab, then Direct Deposit. You will need your bank's routing number and your account number. If you get an error while entering the routing number, please contact the Payroll office at 277-2353 for assistance. We recommend that you set up your direct deposit at least one week prior to any pay date to start your direct deposit. Students who do not have direct deposit will have their checks mailed. Please keep your mailing address current. If you need to change your address please log into www.unm.edu/dss . All pay periods are two full weeks in duration. There are twenty-six pay periods in a calendar year and employees are normally paid every other Friday. The schedule for pay dates is available on the Student Employment Website. (www.unm.edu/~wsestudy/paysched.html) Students must take at least a 30 minute meal break for every six hours of continuous work. Student employees are due a fifteen-minute rest period within every four hours of scheduled continuous work. Employees and their supervisor should agree, in advance, on the timing of rest periods. If students are required to work on a holiday, they will receive straight time pay for the hours worked unless they exceed forty hours in one week. Some departments on campus may require holiday work. All wages paid to student employees, including Work Study, are subject to income taxes. Students must complete the Employee’s Withholding Allowance Certificate (W-4) before being placed on the payroll. Payroll processing will be delayed until this form has been completed and submitted to the Payroll Office. If employees claim “exempt,” yearly renewal is required. A statement of wages earned is issued by the University of New Mexico at the end of the calendar year and is sent to students by the Payroll Office in January. Students should check with the Payroll Office to be sure that their current permanent mailing address is on file. During Fall and Spring sessions, student employees are exempt from paying FICA taxes if enrolled in 6 hours or more. Students who drop below 6 hrs will be terminated (and their hiring departments will be charged FICA for the payroll that the student became underenrolled. FICA charges are not subsidized by Work Study. The department will be charged 100% of FICA taxes during the Summer session students (and employers) are required to pay FICA taxes for periods of non-enrollment or if their enrollment falls below half-time. The Immigration Reform and Control Act of 1986 requires all new employees to provide proof of identity and employment verification. Further information may be obtained from the Student Employment Office. If there is any break of service (1 day or more) the student must complete or update their I-9 in person at the Student Employment Office. Students are not eligible to begin working until I-9 documentation is completed at the student employment office. I-9 documentation completed by departments is not valid. Students having F-1 or J-1 visas are eligible to work on the Student Employment Payroll only if proper documentation indicating the student is eligible to work in the United States is presented at the Student Employment Office when completing hiring paperwork. All student employees (including work study) are required to complete the Online Customer Service Training before new or continuation hiring paperwork can be processed. SEXUAL HARASSMENT TRAINING The Sexual Harassment Training is currently optional for students, however, it is highly recommended.
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it primarily benefits the members of an organization that has membership limits, such as a credit union, a fraternal or religious order, or a cooperative;