These procedures outline specific guidelines for supervisors to follow in the recruitment, employment, change of status, and resignation of student employees at the University of Georgia Libraries. 

The Student Assistant Hiring Checklist is designed to lead supervisors through each step of the paperwork needed hire a student assistant.

Procedures to Hire a Student Employee

NOTE: It is against UGA policy to send social security numbers, 810/811 numbers, and birth dates via email.

Monitoring Work Hours: Supervisors are responsible for monitoring the work times student employees record in the OneUSG Connect and for verifying the student DID work the hours recorded. Supervisors are encouraged to monitor student timecards on a DAILY basis to monitor work times and missed clock in/out times. Student assistant employees are NOT allowed to sign in/out for work shifts from off-site locations (i.e. - dorm rooms). Please contact Jan Hudson if you have a situation where a student assistant employee has not worked the hours s/he recorded in the MyTime/Kronos system. 

Timecard Approvals: Students "approve" their timecards when they submit their worked hours by clocking in and out in their OneUSG Connect timecard.

  1. RECRUITMENT: Supervisors may recruit student assistants through referral or through posting at the UGA Career Services online job posting service, handshake. Posting on handshake requires a brief job description including job qualifications, schedule and hours per week, and contact information. Refer to the Student Employment web page for recruitment information to share with prospective students. 
     
  2. ELIGIBILITY FOR EMPLOYMENT:

    To be eligible for employment as a student worker who is exempt from some taxes and does not have to participate in the Georgia Defined Contribution Plan (retirement plan), students must be in session (exceptions: during fall and spring academic breaks) and the student employee must:

    Graduate students on assistantships and meeting the above criteria are included in the student employment type. For graduate students, please refer to the Graduate Student Eligibility below.

    • Be enrolled in and actively attending classes on at least a half-time basis at a University System of Georgia institution during the employment period and
    • Work no more than 20 hours per work week
  3. NEW ONEUSG CONNECT PAY GROUPS

    18C  
    18T Formerly STUWK
    18W Formerly LBCLR

     

  4. Supervisors must change the pay group of a student employee from 18T or 18G (formerly grad) to the non-student pay group of 18W  if the student is not enrolled in and actively attending classes on at least a half-time basis. The following is the UGA Registrar’s Office guidelines for enrollment status:

    Undergraduate Students:

    Fall and Spring Semesters:

    12 or more hours = full-time
    9 - 11.99 hours = three quarter
    6 - 8.99 hours = half-time
    1 - 5 hours = less than half-time

    Summer Session:

    6 or more hours = full-time
    3 - 5 hours = half-time
    1 - 2 hours = less than half-time

    Graduate Students:

    Fall and Spring Semesters:

    9 or more hours = full-time
    7 - 8.99 hours = three quarter time
    5 - 6.99 hours = half-time
    1 - 4 hours = less than half-time

    Summer Session:

    6 or more hours = full-time
    3 - 5 hours = half-time
    1 - 2 hours = less than half-time

    ACA and BOR Temporary Employees Policy: Students working in a 18W status are considered temporary employees. Board of Regents policy states that temporary employees may not exceed a total of 1,300 hours worked in a 12-consecutive month period. The 1,300 hours can be accumulated in any combination during the 12-month period. Once a temporary employee has worked 1,300 hours *OR* has been employed for 12 consecutive months, whichever comes first, the temporary employee must be switched to 18T or employment must be terminated and the student forced to have a break in service of 26 consecutive weeks at UGA or any USG institution. Students may be switched to 18W for the summer if they will return to 18T in the fall semester. Students that have graduated can continue working a maximum of 19.6 hours per work week, if their status is changed to NBE_Hourly. Supervisors are strongly encouraged not to hire students in the 18W status.

    Employing International Students: Students who are maintaining F/J visa status are eligible to work on campus. International students are permitted to work a maximum of 20 hours per week while classes are in session and full-time during holidays or school vacation periods, provided the student intends to enroll full-time during the academic term following the vacation period.

  5. RATES OF PAY: Newly hired, regular student assistants begin employment at minimum wage (currently $7.25 per hour effective 07/16/09). All other rates given for special hours or increased responsibilities (i.e., responsibilities have increased with a higher level of complex duties) are based on this hourly amount. Please see next section for additional information regarding special rates of pay.
  6. SPECIAL HOURS RATES OF PAY: To compensate student assistants who work when the building(s) is closed or when work is required outside the normal work schedule expectations, the hourly rate is increased to $10.00 per hour for regular and regular security student assistants and $11.00 per hour for senior, senior security or special status student assistants.

  7. SENIOR STUDENT AND SENIOR SECURITY STUDENT RATES OF PAY: To compensate these student assistants whose duties and responsibilities require training, skill, knowledge or supervision above the regular level are paid $7.75 per hour. 

  8. “SPECIAL STUDENT” CLASSIFICATION TYPE: The default student classification types are those listed above; however, there may be times when the market, the circumstances, or the skill needed require a classification with a higher base rate of pay. When the “special student classification” is used, the circumstances should be for unusual or hard to find skill sets or competencies, physical demands or other unique job requirements. Department Head and Libraries' Human Resources approval for a special rate is required. 
  9. AFTER INTERVIEWS COMPLETED AND JOB OFFER MADE: Supervisor completes Libraries Student Employee Information Form (also located at G:/ugalibs/pers/forms/studentinfoform.doc) following these instructions:
    • Effective date (actual start date for new hire or date of change to employment status) – When choosing the start date keep in mind that the start date must be at least 10 days from the date the form is submitted..
    • Student's LEGAL name, as it would appear for tax purposes
    • Student's UGA ID number (810 or 811 number)
    • Student's permanent address
    • Student's UGA MyID and UGA email address.
    • Check the appropriate box under "Personnel Action to be Taken"
    • Check the appropriate box to indicate if the student's employment status will be 18W or 18T or NBE_Hourly.
    • Check the appropriate "classification type" box and fill in the rates of pay (All possible rates of pay should be included on the form when employing the student to avoid duplicating this paperwork in the future.)
    • Send completed form to Libraries HR Employment Specialist in the Main Library at least 10 days prior to the start/hire date. NOTE: It is against UGA policy to send 810/811 numbers and birth dates via email. The completed form should be submitted in person, by Libraries' mail, or faxed (706-542-4144) to HR Employment Specialist.
    • If student has never worked at UGA, please attach an initial work schedule to the Student Employee Information Form and the student’s class schedule.
    • When personnel document is complete and Onboarding System email sent to student, the HR Employment Specialist will also send an email to student, with a copy to the supervisor, to schedule a time to meet to complete the Form I-9 Employment Eligibility Verification. NOTE: It is the supervisor's responsibility to make sure student has the necessary I-9 identification documents before deciding on a start date. For the I-9, students will need to bring with them acceptable identification documents when they meet with the Student Employment Coordinator.
  10. BACKGROUND INVESTIGATIONS: A background investigation and/or an MVR is required for potential student employees whose duties will involve handling cash, check and/or credit card receipts -OR- who will drive a UGA vehicle in the course of their work duties. Completion of the background investigation process takes approximately 5-7 days. The student cannot work until the background investigation has been completed and the UGAJobs hiring proposal approved. Please check the BACKGROUND INVESTIGATION and/or MVR box on the Student Employee Information Form.

  11. Review the Libraries’ Personal Safety Tips with the student assistant employee and discuss specific areas that are impacted by your department's function or hours of operation.
  12. MANDATORY TRAINING - During 1st week of employment

    It is the supervisor's responsibility to ensure that student employees complete mandatory online training on eLearning Commons during their first week of employment. The Libraries HR Employment Specialist will enroll students in the eLC mandatory courses after student has completed the Form I9 process. If the student completed their mandatory training while working for another UGA department, have them log onto eLC, click on the course, click on My Grades, and print the page showing the grades received. Send that page to HR Employment Specialist in the Libraries' Human Resources Department.

    • SecureUGA modules (online training course related to the protection and security of sensitive data) found at: eLearning Commons
       
    • USG Ethics Policy Basic Course can be found at eLearning Commons.
  13. STUDENT WORK HOURS IN MYTIME/KRONOS

Breaks and Meal Periods for Student Assistants

Student employees, no matter what pay group they are in (18T, 18W, NBE_Hourly), are non-exempt employees. As non-exempt employees they fall under the Fair Labor Standards Act regulations. FLSA states that non-exempt employees who are required to work six or more hours per day should be given an unpaid meal break of at least 30 minutes. During the meal period, the non-exempt employee must be completely relieved from duty.

If the work situation permits, a supervisor may authorize up to two 15-minute breaks, depending on how many hours in a day the student assistant is working. During the break period, employees may leave their work areas if they have the approval of their supervisors.

Supervisors of student employees are responsible for ensuring that this regulation is met. Student employee timesheets with a record of clocking in and out for a 30-minute break will be evidence of compliance.

Procedures to Change Pay Group from "Enrolled Full-Time" to "Not Enrolled Full-Time"  ****TBD***

A note will be posted to GRAPEVINE regarding the effective date each semester to change the status of student assistants. It is the responsibility of the student assistant to inform supervisors when they will not be taking classes or will not be enrolled (or classified) as a full-time student. Additional information regarding the criteria constituting full-time enrollment is listed above as well as from the Office of the Registrar's website at https://reg.uga.edu/.

  1. Complete the Student Employee Information Form, using the employee's LEGAL name, and check the "not enrolled" box and the "change status from STUWK to LBCLR" box. Forward the form to Student Employment Coordinator by noon on the Monday before the pay period ends..
  2. Individuals employed as temporary employees (LBCLR status) by state agencies (including UGA) are required by Georgia law to contribute 7.5% of their pay to the Georgia Defined Contribution Plan (GDCP), instead of making contributions to Social Security. Employees hired into GDCP-eligible positions will have automatic deductions and will receive a letter from ERS/GDCP requesting them to designate a beneficiary.
    • Employing International Students: Students who are maintaining F/J visa status are eligible to work on campus. International students are permitted to work a maximum of 20 hours per week while classes are in session and full-time during holidays or school vacation periods, provided the student intends to enroll full-time during the academic term following the vacation period.
  3. Please see the MyTime (Kronos) Updates for Student Hires/Status Changes section below for instructions on updating the student assistant's MyTime pay record for this type of status change.

Procedures to Change Status from "Not Enrolled Full-Time" to "Enrolled Full-Time"

A note will be posted to GRAPEVINE of the effective date to change the status of student assistants each semester. It is the responsibility of the student assistant to inform supervisors when they will return to a full-time enrolled status classification. Additional information regarding the criteria constituting full-time enrollment is listed above and on the Office of the Registrar's website at https://reg.uga.edu/

  1. Complete the Student Employee Information Form, using the employee's LEGAL name, and check the "enrolled" box and the "change status from LBCLR to STUWK".  Forward the form to Student Employment Coordinator by noon on the Monday before the pay period ends..
  2. GDCP Refunds: Student employees who are switching from LBCLR to STUWK are not eligible to apply. Only student employees who are ending all employment with UGA are eligible to apply for their GDCP refund of contributions.
  3. Please see the MyTime (Kronos) Updates for Student Hires/Status Changes section below for instructions on updating the student assistant's MyTime pay record for this type of status change.

Procedures to Delete a Terminating Student Assistant from the Payroll

To comply with University policy, paperwork to terminate student assistants from the Libraries must be submitted at the time it occurs. It is the responsibility of the supervisor to promptly inform Student Employment Coordinator via a completed student information form, of any student terminations/resignations.

  1. Complete the Student Employee Separation Checklist if the student is in pay group 18T or the Faculty & Staff Separation Checklist if the student is in pay group 18W. Forward the appropriate completed checklist to Student Employment Coordinator along with the Student Employment Information Form.
  2. Complete the Student Employee Information Form, checking the Termination box. The termination date used on the Student Employee Information Form should be the date following the student assistant employee's last working day (i.e. - if the student's last working day is October 24, use October 25 as the termination date). This will insure the student employee will be paid for their actual last working day.
  3. GDCP Refunds: Only student employees who are ending all employment with UGA are eligible to apply for their GDCP refund of contributions. Student employees who are switching from 18W to 18T are not eligible to apply. Supervisors should advise the exiting students that the Employees Retirement System of Georgia (ERSGA) administers the GDCP program and that they may request a refund of GDCP contributions by logging on to his/her account at ERS site website (https://www.ers.ga.gov/pod/request-refund-online). In order to be eligible to apply for a refund, UGA must notify ERSGA of the student's GDCP termination date and the student's GDCP account status must be “inactive.”  Supervisors must inform Libraries’ HR if the student is graduating and will no longer be working at UGA in order for Sarah Skipper to follow up to make sure the GDCP is properly processed. Please remind the student assistant to allow 4 - 6 weeks from the date of his/her employment termination date for the ERS/GDCP account to be updated to inactive status.

Student Pay Group Change for Student Assistants Working More than 20 Hours/Week (requires 18W pay group)

In unique situations, a supervisor may request that a student enrolled for 12 or more hours be in pay group 18W and work up to 39.9 hours per week. Students may not be employed on 18T and 18W simultaneously (i.e., Student cannot work in one UGA department in pay group 18T and in another UGA department in pay group 18W).

  1. Complete the Student Employee Information Form using the employee's LEGAL name and indicating the student is enrolled in classes but will be working in the 18W pay group. Forward the form to the HR Employment Specialist by 5:00 p.m. on the FIRST WEDNESDAY of the pay period.
  2. Individuals employed as temporary employees (pay group 18W) by state agencies (including the University of Georgia) are required by Georgia law to contribute 7.5% of their pay to the Georgia Defined Contribution Plan (GDCP) instead of making contributions to Social Security. Employees hired into GDCP-eligible positions will have automatic deductions and will receive a letter from ERS/GDCP requesting them to designate a beneficiary.
  3. Employing International Students: Students who are maintaining F/J visa status are eligible to work on campus. International students are permitted to work a maximum of 20 hours per week while classes are in session and full-time during holidays or school vacation periods, provided the student intends to enroll full-time during the academic term following the vacation period.

Students Working in Pay Group 18W

Student working in pay group 18W are subject to additional taxes and GDCP contributions. Additionally, ACA and BOR Temporary Employees Policy states: Students working in pay group 18W are considered temporary employees. Board of Regents policy states that temporary employees may not exceed a total of 1,300 hours worked in a 12-consecutive month period. The 1,300 hours can be accumulated in any combination during the 12-month period. Once a temporary employee has worked 1,300 hours *OR* has been employed for 12 consecutive months, whichever comes first, the temporary employee must be switched to the 18T pay group or face being terminated and forced to have a break in service of 26 consecutive weeks at UGA or any USG institution. Students may be switched to 18W for the summer if they will return to 18T in the fall semester. Students that have graduated can continue working a maximum of 19.6 hours per work week, if their status is changed to NBE_Hourly. Supervisors are strongly encouraged not to hire students in the 18W status.

Student workers who work for the Libraries and another UGA department at the same time must work a combined 20 hours or less per week in order to retain 18T status.

Supervisors are strongly encouraged not to hire students in the 18W status.

OneUSG Connect Updates for Student Hires/Pay Group Changes

For Rate Changes/Status Changes/Promotions:  *****CHANGES IN PROGRESS****

  • Submit the student information form to the Student Employment Coordinator reflecting the updated rate of pay, student status change (i.e. - LBCLR to STUWK) and/or promotion information.
  • Staff Employment & Payroll Specialist will update the MyTime (Kronos) system to reflect the appropriate change in payroll information. The MyTime (Kronos) system will automatically take into consideration the different rates of pay, based on regular versus special hours, that a student assistant may earn when working various hours within the same Libraries' Department (i.e. - Security Assistant who works midnight until 8:00 a.m.).

For Student Assistants Who Work in Two or More Libraries' Departments:

  • Supervisors of student assistants who work in two or more Libraries' departments, who earn the SAME hourly rate of pay in each department and who are paid from the SAME Libraries' account number (i.e. - both departments are paying from 1041GT265000) should submit an email to Staff Employment & Payroll Specialist, noting the dates and hours the student works in each department. The hours the student assistant works in each department will be recorded on one time record in the MyTime (Kronos) system.
  • Students may be paid from two or more separate account numbers with varying rates of pay providing a MyTime/Kronos time record is established for each account number which the respective account supervisor will review and approve. For example, a student may be paid at a $7.25 rate of pay on the 1041GT265000 account and simultaneously be paid at a $8.25 rate of pay on the 1041GT265005 account.

NOTE: If a student assistant does not approve his/her time record in the MyTime (Kronos) system by the payroll due date, then the student's supervisor must print a paper copy of the Kronos Time Detail, obtain the student's signature on the paper copy, sign the paper copy as the supervisor and forward the paper copy to Staff Employment & Payroll Specialist.

Work Schedule

A student assistant's work schedule is set by the supervisor based on the schedules and needs of the department and the student's preferences and class schedule. It is up to the department to determine and monitor any guidelines regarding attendance, punctuality, and absences to which a student assistant must adhere. The work week begins on Thursday at 12:01 a.m. and ends on Wednesday at 12:00 midnight. If the student assistant works a three-hour shift or more and the work situation permits, the supervisor may authorize a 15-minute break during the student's scheduled working time. This time may be used only as a respite from job duties and may not be used to accumulate extra time off or as an excuse to arrive late or leave early.

For student assistants employed in a 18T status:

  • Student assistants who are enrolled full-time in classes may work 20 hours per week (see also Graduate Student Eligibility section below for applicable graduate school guidelines.)

For student assistants employed in a 18W status:

  • Student assistants who are not classified as enrolled full-time and/or who want to work more than 20 hours per week may work up to 39.9 hours per week (see also Graduate Student Eligibility section below for applicable graduate school guidelines).
  • Please note that if a student assistant works in more than one department (either within the Libraries or in another University department) it is the responsibility of the student assistant to notify both supervisors as to avoid overtime compensation by ensuring that no time over 39.9 hours per week is worked. Action up to and including termination may occur if a student assistant works overtime.

Federal Work Study

The Libraries also employs students through the Federal Work Study Program. Funds for the program are awarded through Student Financial Aid on a semester by semester basis for Fall and Spring semesters only. Students are awarded a specific amount of money each semester and may earn up to, but not more than, their awarded amount per semester.

To recruit Federal Work Study students, supervisors should contact Student Employment Coordinator to post or resubmit job descriptions. Job descriptions should be a brief description of job qualifications, schedule and hours per week, and contact information.

Students receiving FWS awards must view posted Libraries' positions at https://my.osfa.uga.edu. Students will then contact the supervisors of positions they may be interested in to arrange interviews and to be considered for employment. Supervisors may view profiles submitted by interested students by visiting https://my.osfa.uga.edu and entering in the supervisor's UGA MyID information. After interviewing students, supervisors complete an online contract for the student they want to hire and remind the student it is his/her responsibility to inform OSFA if he/she is awarded an external scholarship that might make them ineligible for FWS by logging on to their FWS account and completing the Private Outside Scholarship Reporting Form.

Paperwork and time sheets are completed as they are for regular students with the addition of a sign-in, sign-out sheet to record the actual time the student worked and a specially designated Federal Work Study payroll voucher.  Supervisors of Federal Work Study Students must initial beside each hours worked entry for individual students.

Supervisors of Federal Work Study Students must submit to the Student Employment Coordinator the paper payroll voucher, paper sign in/out sheet and a printed copy of the MyTime (Kronos) DETAIL record for each student. These forms are to be submitted to Student Employment Coordinator on the payroll due date.

Supervisors should insure that FWS students read, sign and date their FWS Responsibities Contract. Student should also print a copy of their class schedule and submit it to the Student Employment Coordinator. Supervisors should submit a copy of the student's work schedule to the Student Employment Coordinator.

NOTE: If a Federal Work Study Student assistant does not approve his/her time record in the MyTime (Kronos) system by the payroll due date, then the student's supervisor must print a paper copy of the MyTime record, obtain the student's signature on the paper copy, sign the paper copy as the supervisor and forward the paper copy to the Student Employment Coordinator.

Evaluating Job Performance

Student assistant positions are temporary part-time and do not carry guarantee of continuing employment. Student assistants are expected to demonstrate reasonable effort and productivity; adhere to rules and regulations of the department and the Libraries; and to accept customs and standards of courtesy, conduct, and cooperation. The same good management practices should be followed if problems occur with student assistants as with any employee. The student should be made aware, in writing, of any improvements that should be made, given the assistance and time to make those improvements, and monitored until improvement is made. If improvement is not demonstrated, action up to and including termination should occur. If a supervisor needs assistance in counseling a student assistant, please don't hesitate to contact Jan Hudson for information and assistance. A copy of any written reprimand/disciplinary correspondence given to a student employee should be forwarded to Jan Hudson for placement in the student's personnel file.

Graduate Student Eligibility

The Graduate School limits the number of hours per week graduate students may work. Graduate students should inform their advisor of the number of hours they plan to work. The following policies are adhered to when employing graduate students:

  • Graduate students with a 1/2 time assistantship may not be employed.
  • Graduate students with a 1/3 time assistantship may work no more than 7.0 hours per week. Exceeding 7.0 hours per pay week (Thursday – Wednesday) will place the students in an overtime situation and subject them to possible termination from their Libraries’ jobs.
  • Graduate students with assistantships of more than 1/3 time but less than 1/2 time may work in diminishing hourly increments of less than 6.5 hours based on the amount of the assistantship. The number of allowed work hours is determined by the Graduate School Business Office (9-706-542-1739 - option 3). Please contact the Graduate School Business Office to confirm the number of hours a graduate student may work for the Libraries.
  • Graduate students with no assistantship who are enrolled for 5 to 9 credit hours may work up to 20 hours per week in a STUWK employment status or up to 39.9 hours in a LBCLR employment status.
  • Graduate students with no assistantship who are enrolled in less than 5 credit hours may must be placed in a LBCLR employment status regardless of how many hours they work.
  • ACA and BOR Temporary Employees Policy: Students working in a LBCLR status are considered temporary employees. Board of Regents policy states that temporary employees may not exceed a total of 1,300 hours worked in a 12-consecutive month period. The 1,300 hours can be accumulated in any combination during the 12-month period. Once a temporary employee has worked 1,300 hours *OR* has been employed for 12 consecutive months, whichever comes first, the temporary employee must be switched to STUWK or WKSTY, or face being terminated and forced to have a break in service of 26 consecutive weeks at UGA or any USG institution. Students may be switched to LBCLR for the summer if they will return to STUWK or WKSTY in the fall semester. Students that have graduated can continue working a maximum of 19.6 hours per work week, if their status is changed to NBE_Hourly. Supervisors are strongly encouraged not to hire students in the LBCLR status.

SOURCE: Libraries' Human Resources Department, updated June 2018; December 2018