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 Employment Quick Reference Sheet and the Student Assistant Hiring Checklist are designed to lead supervisors through each step of the paperwork needed hire a student assistant.

Index

• Recruitment
• Eligibility for Employment
• Rates of Pay
• Special Hours Rates of Pay
• Senior Student and Senior Security Student Classification Types
• “Special Student” Classification Type
• Longevity Increase
• Procedures to Hire a Student Assistant
• Procedures for Payroll and Payment
• Payroll Calendars
• Procedures to Change Classification Type
• Procedures to Change Status from "Enrolled Full-Time" to "Not Enrolled Full-Time "
• Procedures to Change Status from "Not Enrolled Full-Time " to "Enrolled Full-Time"
• Procedures to Delete a Student Assistant from the Payroll
• Status Change for Student Assistants Working More than 20 Hours/Week
• Work Schedule
• Federal College Work Study
• Evaluating Job Performance 

Recruitment 

Recruitment of student assistants by supervisor may be made through referral or through posting at UGA Career Services (DAWGLink) located at Clark Howell Hall (2-5284). Posting at Career Services 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. 

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

Rates of Pay

First year, regular student assistants begin employment at an hourly rate of $6.55 (effective 07/17/08).  All other rates given for special hours or longevity are based on this hourly amount.

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

Senior classification types rates of pay compensate student assistants whose duties and responsibilities require training, skill, knowledge or supervision above the regular level. 

“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 Human Resources approval for a special rate is required.

Longevity Increase

Implementation of longevity increases for student assistants is contingent upon funds being available. The next longevity increase, if given, will be in January 2009.

Procedures to Hire a Student Assistant

1. Complete the Student Employee Information Form (also located at g:/ugalibs/pers/student assistants/studentinfoform.doc) and check the "employment" box;  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. Forward form to Lucille Davis by noon on Monday of the week timesheets are submitted. 

Note on start date: To meet payroll deadlines, student assistants may begin their employment on any day of the week as long as the Student Employee Information Form (also located at g:/ugalibs/pers/student assistants/studentinfoform.doc) is completed and forwarded to Lucille Davis by Monday of the week timesheets are submitted. 

2. Direct the student to complete the University's REQUIRED online orientation. This provides them with the employment forms and "Right to Know" training required for all employees. During the online orientation, students are instructed to print and complete the appropriate forms; these completed forms must be submitted to the Libraries' Human Resources Department before the student may begin working. Some forms need notarization which can be obtained from staff in the Libraries' Administration offices. Forms to be completed during the online orientation follow. Please note all documents should be completed without errors (i.e. - cross-outs, write-overs, etc.). 

• W-4 form
• G-4 form
• Security/Loyalty Oath
• Intellectual Property Agreement (for graduate students only)
• I-9 form along with the supporting original documentation. Please remember that the hiring supervisor must see the original documentation; faxed or copies of documentation brought in by employees may not be used as verification. The completed original I-9 form AND a copy of the documentation must be promptly forwarded to Lucille Davis for routing to UGA HR. If the I-9 form and supporting copies of the documentation are not received by UGA HR within 3 work days of the new hire's employment date, the employee may be subject to termination of employment. Students without appropriate I-9 paperwork may not work any hours.
• Direct Deposit Form - please have the student employee complete this form as soon as possible
• E-Advisement Form - please have the student employee complete this form as soon as possible

3. Complete a "Hourly Biweekly Time Record" (timesheet) for the student assistant and check the "New Dtl" box. A pre-printed timesheet will be generated automatically after the student assistant's payroll information is established in the University payroll system. Establishing the payroll information may take as long as two pay periods so initially, the supervisor must fill in the personnel information as well as the hours worked on the first two timesheets. 

Procedures for Payroll and Payment

1. Collect timesheets for each student assistant. The timesheet should include all hours worked by the student assistant during that pay period and should be signed by both the student assistant and the supervisor.

2. Complete an "Hourly Payroll Voucher" to accompany the timesheets. This is an alphabetical listing of each student assistant in the unit or department including hours worked each week, the hourly rate(s), and the total biweekly earnings per student and per department. The voucher enables the status of each department's annual student personnel allocation to be maintained. The voucher is also used to distribute the paychecks to the correct department. 

The information below will assist supervisors in accurately completing the timesheet and voucher.

• Use a black ball point pen and write legibly when filling in sheets. Do not use a fountain pen or pencil. 
• On the days for which work time is being recorded, fill in to the tenth of the hour (even if it is zero) according to the following chart:




0 - 2 Min. = .0	3 - 8 Min. = .1	9 - 14 Min. = .2
15 - 20 Min. = .3	21-26 Min. = .4	27-32 Min. = .5
33-38 Min. = .6	39-44 Min. = .7	45-50 Min. = .8
51-56 Min. = .9	57-60 Min. =1.0

• Do not record anything in the blanks if there is no work time; do not fill in with zeros or make any marks. 
• Do not use a decimal point between the hour and the tenth of hour; the line pre-printed on the timesheet acts as the decimal point. 
• When preparing a new timesheet or changing information on an existing timesheet, place all information in the large blocks rather than the narrow shaded area. 
• Carry the hourly rate to 3 decimal places even if the last digit is zero. 
• Both the employee and the supervisor must sign the timesheet. The date should be no earlier than the last day worked since the signature shows agreement that the hours recorded on the timesheet are correct as posted . 
• Process pre-printed timesheets with the supervisor's signature, even if there is no time posted on the sheet. 
• If a student assistant is not going to be working during a pay period(s), but will be returning to work eventually, continue to process the pre-printed timesheet with the supervisor's signature and no hours recorded.
• When a student assistant's work time is split between two departments, the time worked in each department should be recorded on the hourly payroll voucher for that department, but all of the hours worked should be posted on one time sheet. A note should be included at the end of the voucher stating "Time for (student's name) split with (department name) Department". 

3. Forward the voucher and timesheets to Betty Mayweather (2-0651) in Libraries' Business Services. Normally, this is every other Thursday morning by 9 a.m. unless noted on the payroll calendar linked below. Student assistants are paid every other Friday week following submission of the payroll.

Payroll Calendars

Payroll Calendars, submission dates and deadlines, and other payroll information may be accessed from the Libraries' Business Services website at http://www.libs.uga.edu/adminservices/businesssvcs.html.

Procedures to Change Classification Type

1. Complete the Student Employee Information Form and check the appropriate "classification type" box. Forward the form to Lucille Davis by noon on Monday of the week timesheets are submitted.
2. Change the hourly rate on the pre-printed timesheet for the student assistant to reflect the new rate. When changing pre-printed information, transfer all information to the large blocks and do not complete the narrow shaded area. 

Note: If the student assistant is working for two rates of pay (such as a student assistant who works both special hours and regular hours), two timesheets should be submitted for the student and their name should appear twice on the payroll voucher.

3. Complete the biweekly payroll process as listed above. 

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.

1. Complete the Student Employee Information Form and check the "not enrolled " box and the "change status from STUWK to LBCLR" box. Forward the form to Lucille Davis by noon Monday the week timesheets are submitted. 
2. Instruct the student assistant to complete the GDCP (Georgia Defined Contribution Plan) enrollment form. A student assistant who is not classified as enrolled in classes full-time is considered a "temporary" employee and therefore eligible for GDCP. Participation in the program ensures that they will contribute 7.5% of their gross salary to the plan through payroll deduction. The student assistant will also be required to contribute the Medicare portion of FICA which is equal to 1.45% of their gross salary. Those excluded from participating in GDCP are:
*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. Change the "Posn. Short Title" on the pre-printed time sheet to LBCLR. If the time sheet is not manually changed, then the change in status will not take place. After approximately two pay periods, the change is in place and will be pre-printed on the timesheet. 
4. Complete the biweekly payroll process as listed above. 

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.

1. Complete the Student Employee Information Form and check the "enrolled" box and the "change status from LBCLR to STUWK".  Forward the form to Lucille Davis by noon Monday of the week timesheets are submitted. 
2. Instruct the student assistant to apply for a GDCP refund of contributions form and interest by completing a refund application. Refunds are generally received within 10 - 12 weeks after the application is processed.
3. Change the "Posn. Short Title" on the pre-printed timesheet to STUWK. If the timesheet is not manually changed, then the change in status will not take place. After approximately two pay periods, the change is in place and will be pre-printed on the timesheet. 
4. Complete the biweekly payroll process as listed above. 

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 Lucille Davis, 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 Lucille Davis along with the Student Employment Information Form.
2. Complete the Student Employee Information Form, checking the Termination box. Forward the form to Lucille Davis by noon on Monday of the week timesheets are submitted.
3. Check the "Delete Dtl" box on the pre-printed timesheet.
4. Include the terminating student's name on the hourly voucher.

Note: Deleting a student assistant from the payroll may take at least two pay periods before the change is finalized, therefore, continue to check the "Delete Dtl" box on any pre-printed timesheets you receive for a terminated student assistant and return them to Libraries Business Services. 

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 40 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 the University of Georgia Human Resources Policies & Procedures located at http://askuga.uga.edu/; keyword = "employment".

1. Complete the Student Employee Information Form indicating the student is enrolled in classes but will be working in a LBCLR status. Forward the form to Lucille Davis by noon Monday the week timesheets are submitted. 
2. Instruct the student assistant to complete the GDCP (Georgia Defined Contribution Plan) enrollment form. A student assistant working in a LBCLR status is considered a "temporary" employee and therefore eligible for GDCP. Participation in the program ensures that they will contribute 7.5% of their gross salary to the plan through payroll deduction. The student assistant will also be required to contribute the Medicare portion of FICA which is equal to 1.45% of their gross salary. Those excluded from participating in GDCP are:
* Non-resident aliens with F1, J1, or J2 visas
3. Change the "Posn. Short Title" on the pre-printed time sheet to LBCLR. If the time sheet is not manually changed, then the change in status will not take place. After approximately two pay periods, the change is in place and will be pre-printed on the timesheet. 
4. Complete the biweekly payroll process as listed above. 

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 40 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 that student assistant to notify both supervisors as to avoid overtime compensation by ensuring that no time over 40 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. 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. 

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.

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. S/he 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, Lucille Davis, or Florence King for information and assistance. 

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 hours per week 
• 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 7 hours based on the amount of the assistantship. The number of allowed work hours is determined by the Graduate School Business Office (542-4798). 
• Graduate students with no assistantship who are enrolled for 9 credit hours or less may work 40 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 providing they are placed in a LBCLR 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 http://www.askuga.uga.edu/; keyword = "employment".

SOURCE: Libraries' Human Resources Department, updated July 2004; March 2005; June 2005; July 2006; October 2007; June 2008