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Workplace Policies - Student Assistant Employment

These procedures outline specific guidelines for supervisors to follow in the recruitment, employment, change of status, and resignation of student assistants 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.

Index

Recruitment

Supervisors may recruit student assistants through referral or through posting at the UGA Career Services online job posting service, hireUGA. Posting on hireUGA 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.

Eligibility for Employment

Supervisors are encouraged to offer employment only to students who are actively pursuing a degree at the University of Georgia. Non-students, students in high school, or students from other universities or colleges are eligible for employment with the Libraries; however, they must be hired in a LBCLR status and must participate in the GDCP (Georgia Defined Contribution Plan). Student assistants may continue their employment for one semester if they are not enrolled in classes or if they graduate. If a particular situation warrants it, supervisors may request to employ or retain students outside of these guidelines.

Students with a F-1 VISA status may be permitted to be employed on the campus of the school in which they are enrolled for a maximum of 20 hours per week while classes are in session or up to 39.9 hours per week during school vacations.

For graduate students, please refer to the Graduate Student Eligibility below.

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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. - responsiblities 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.

Special Hours Rates of Pay

Special Hours rates of pay compensate student assistants who work when the building(s) is closed or when work is required outside the normal work schedule expectations.

  • Special Hours Rate = $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.

Senior Student and Senior Security Student Classification Types

Student assistants whose duties and responsibilities require training, skill, knowlege or supervision above the regular level are compensated at a pre-determined higher rate of pay.

“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.

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Procedures to Hire a Student Assistant

Student assistants may not begin working until the UGA Onboarding System process is completed and ALL forms listed below are completed and brought to Lori Hurd, in person, to finalize the paperwork. Please contact Lori at llhurd@uga.edu or at 706-542-0622 to make an appointment to finalize the I-9 forms and other paperwork.

All newly hired* student assistant employees must meet with Lori Hurd prior to beginning work to complete the I-9 form process and other employment paperwork. Lori's normal work schedule is Monday - Friday from 8:00 a.m. until 5:00 p.m.  After the students completes the UGA Onboarding System process, please contact Lori at llhurd@uga.edu or at 706-542-0622 to set up an appointment for her to meet with the newly hired student.

* If student has completed the UGA Onboarding System process within the past 12 months and s/he is not a graduate student, the UGA Onboarding System process does not need to be completed again. Please contact Lori at llhurd@uga.edu or at 706-542-0622 for additional information.

  1. The Libraries Student Employee Information Form (also located at G:/ugalibs/pers/student assistants/studentinfoform.doc) MUST be submitted to Lori Hurd at least 4 days prior to the student's preferred beginning employment date. Departments may not begin a student assistant's employment prior to completing the Onboarding System Process and student completing the I-9 process with Lori Hurd. Note on start date: Start date will be dictated by the acceptance of the student's information into the Onboarding System. The student will be notified to complete his/her part of the Onboarding System process and will also be notified to bring copies of his/her W-4, G-4, and direct deposit form to Lori Hurd prior to or on the preferred date of employment. The second part of the I-9 should be completed, with the required identification documents, by Lori Hurd prior to or on the preferred date of employment.

  2. To properly complete the Libraries Student Employee Information Form, please include the following:
    • The employee's LEGAL name, as it would appear for taxation purposes
    • The student's CAN number
    • The student's permanent address
    • The UGA User ID (UGA email address)
    • Check the "employment" box
    • Check the appropriate box to indicate if the student's employment status will be LBCLR or STUWK
    • 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.);
  1. Onboarding System Process and Employment Forms:
    • Form W-4 - Federal Employee's Withholding Allowance Certificate - this form should be completed, printed, and submitted to Lori Hurd.
    • Form G-4 - Georgia Employee's Withholding Allowance Certificate - this form should be completed, printed, and submitted to Lori Hurd.
    • Request for Direct Deposit form - this form should be completed, printed and submitted to Lori Hurd.
    • Security Questionnaire and Loyalty Oath - this form will be completed and submitted via the online Onboarding System.
    • Intellectual Property Agreement (for all students) - this form will be completed and submitted via the online Onboarding System.
    • Employees hired into GDCP-eligible positions will have automatic deductions and will receive a letter from ERS/GDCP requesting them to designate a beneficiary.
  1. 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.
  1. Complete mandatory online SecureUGA modules (online training course related to the protection and security of sensitive data) found at: https://infosec.uga.edu/secureuga/mod-login.php
  1. Complete mandatory USG Ethics Policy Basic Course and UGA Non-Discrimination and Anti-Harassment Policy Agreement found at eLearning Commons: https://uga.view.usg.edu/ If the student completed this mandatory training while working for another UGA department, have them log onto eLC, click on USG Ethics Course, click on My Grades, and print the page showing the grades received. Send that page to Jan Hudson, in the Libraries' Human Resources Department.
  1. MONITOR STUDENT WORK HOURS IN MYTIME/KRONOS. The supervisor is responsible for monitoring the work times student assistant employees record in the MyTime/Kronos system and for verifying the student DID work the hours recorded. Supervisors are encouraged to monitor MyTime/Kronos 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). Student assistant employees must have worked all of the hours recorded in the MyTime/Kronos system for a pay period. Please contact Lori Hurd or 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.
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Payroll Calendars

Payroll Calendars, submission dates and deadlines, and other payroll information may be accessed from the Libraries' Human Resources website at http://www.libs.uga.edu/humres/.

Procedures to Change Classification Type

  1. Complete the Student Employee Information Form, using the employee's LEGAL name, and check the appropriate "classification type" box. Forward the form to Lori Hurd by noon on the Monday before the pay period ends.

  2. Please see the MyTime (Kronos) Updates for Student Hires/Status Changes section for instructions on updating the student assistant's MyTime pay record for this type of status change.

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

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 may be accessed at http://www.libs.uga.edu/staff/studentstatussheet.pdf and from the Office of the Registrar's website at http://www.reg.uga.edu/enrollmentcertifications.

  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 Lori Hurd by noon on the Monday before the pay period ends..
  2. Individuals employed as temporary employees (LBCLR status) 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.

    • Students who are classified as currently enrolled in classes full-time and attending classes at UGA if classes are currently in session
    • Non-resident aliens with F1, J1, or J2 visas

  3. Please see the MyTime (Kronos) Updates for Student Hires/Status Changes section 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 may be accessed at http://www.libs.uga.edu/staff/studentstatussheet.pdf and from the Office of the Registrar's website at http://www.reg.uga.edu/enrollmentCertifications.

  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 Lori Hurd by noon on the Monday before the pay period ends..

  2. The Employees Retirement System of Georgia (ERSGA) administers the GDCP program. When leaving a GDCP-eligible position, the student may request a refund of GDCP contributions. 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.” Please remind the student assistant to allow 4 - 6 weeks from the date of his/her temporary employment termination date for the ERS/GDCP account to be updated to inactive status. Please advise the student that s/he should visit the ERS site to log in to his/her account and request a refund of GDCP contributions.

  3. Please see the MyTime (Kronos) Updates for Student Hires/Status Changes section for instructions on updating the student assistant's MyTime pay record for this type of status change.
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Procedures to Delete a Terminating Student Assistant from the Payroll

To comply with appropriate security measures, paperwork to terminate student assistants from the Libraries must be submitted in an immediate manner. It is the responsibility of the supervisor to promptly inform Lori Hurd, via a completed student information form, of any student terminations/resignations.

  1. Complete the Student Employee Exit Checklist if the student is classified as STUWK or the Faculty & Staff Exit Checklist if the student is classified as LBCLR. Forward the appropriate completed checklist to Lori Hurd 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 assitant employee will be paid for their actual last working day.

  3. If the student is terminating employment from the LBCLR status, please advise the student the Employees Retirement System of Georgia (ERSGA) administers the GDCP program. When leaving a GDCP-eligible position, the student may request a refund of GDCP contributions. 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.” Please remind the student assistant to allow 4 - 6 weeks from the date of his/her temporary employment termination date for the ERS/GDCP account to be updated to inactive status. Please advise the student that s/he should visit the ERS site to log in to his/her account and request a refund of GDCP contributions.

Student Status Change for Student Assistants Working More than 20 Hours/Week (requires LBCLR status)

In unique situations, a supervisor may request that a student enrolled for 12 or more hours be classified as LBCLR and work up to 39.9 hours per week. Students may not be employed on STUWK and LBCLR simultaneously. An employee may remain in the LBCLR status for 6 months. Additional information on student employment is detailed in UGA's Administrative Policies & Procedures, Types of Employment, located at Finance and Administration Policy Library.

  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 a LBCLR status. Forward the form to Lori Hurd by 5:00 p.m. on the FIRST WEDNESDAY of the pay period.

  2. Individuals employed as temporary employees (LBCLR status) 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.

    • Non-resident aliens with F1, J1, or J2 visas

  3. Please see the MyTime (Kronos) Updates for Student Hires/Status Changes section for instructions on updating the student assistant's MyTime pay record for this type of status change.
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MyTime (Kronos) Updates for Student Hires/Status Changes

For Rate Changes/Status Changes/Promotions:

  • Submit the student information form to Lori Hurd reflecting the updated rate of pay, student status change (i.e. - LBCLR to STUWK) and/or promotion information.

  • Betty Mayweather 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 Lori Hurd, 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 proividing 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 MyTime record, obtain the student's signature on the paper copy, sign the paper copy as the supervisor and forward the paper copy to Betty Mayweather.

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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 STUWK status:

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

For student assistants employed in a LBCLR 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 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 Lori Hurd 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.

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 Lori Hurd 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 Lori on the payroll due date.

Supervisors should insure that Federal Work Students read, sign and date their FWS Responsibities Contract and submit a copy of the signed contract to Lori Hurd. Student should also print a copy of their class schedule and submit it to Lori. Supervisors should submit a copy of the student's work schedule to Lori.

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 Lori Hurd.

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 or Lori Hurd for information and assistance. A copy of any written reprimand/displinary correspondence given to a student employee should be forwarded to Lori Hurd 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 9 credit hours or less may work up to 39.9 hours per week providing they are placed in a LBCLR employment status; if they are enrolled for more than 9 credit hours they may work up to 25 hours* per week. (*NOTE: if the graduate student works more than 20 hours per week in this scenario, s/he must be placed in the LBCLR employment status. Graduate students enrolled for more than 9 credit hours may work up to 20 hours per week in the STUWK employment status.)
  • An employee may remain in the LBCLR status for up to 6 months. Additional information on student employment is detailed in the University of Georgia Human Resources Policies & Procedures located at Finance and Administration Policy Library "Types of Employment."
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SOURCE: Libraries' Human Resources Department, updated July 2004; March 2005; June 2005; July 2006; October 2007; June 2008; October 2008; November 2008; July 2009; October 2010; September 2012; November 2012; August 2013.