Student Worker Handbook

General Information | Federal Work Study | Student Worker Responsibilities

On Campus Student Jobs | Student Worker Handbook | News & Special Events

Table of Contents

Introduction
Mission Statement
Customer Service Policy
PART I - Selected Board Policies
--Computer Software
--Affirmative Action
--Sexual Harassment
--Drug and Alcohol-Free Workplace
--Smoke-Free Environment
PART II - Employment
--Standards of Conduct
--Eligibility
--Termination of a Student's Employment
--Performance Evaluation
--Grievance Procedure
PART III - Pay Policies
--Employment Data
--Pay
--Pay Periods and Paydays
--Work Hours
--Breaks/Lunch Period
--Overtime
PART IV - Federal Work Study
PART V - Miscellaneous
--Holidays
--Attendance
--Safety
--Parking
--Change in Personal Data

Introduction

This manual has been written to assist you in better understanding student employment. Student employment helps students to earn money for their education and to gain work experience. Student employees are a valuable resource to the College.

By reading this manual thoroughly, you will gain a better understanding of your role as a student employee of Lakeland Community College.

This handbook should not be viewed as a contract between employees and the College, nor should any statement contained herein be construed to supersede actual Board policy, administrative procedure, or established employment precedents. Further, it should be understood that no one other than the President of the College or the Board of Trustees is authorized to enter into any agreements contrary to the policies and procedures in effect at any point in time.

Mission Statement

Lakeland Community College is a public institution of higher education committed to offering a variety of educational or culturally enriching experiences and resources that are available to all. Therefore, the mission of the college is to provide:

1. A comprehensive freshmen, sophomore, and other academic curricula that will culminate in an associate degree or will be transferable to four-year colleges and universities;
2. Technical and professional programs that will permit students to acquire specific skills leading to employment, a certificate, advancement if currently employed, or transfer to four-year colleges and universities;
3. Counseling to assist the individual in the planning for and pursuit of one's goals and objectives;
4. Educational, cultural, economic, social, recreational, or aesthetic programs and services to meet the changing needs of individuals in a multi cultural community.
5. A network of resources for programs in cooperation with other institutions, associations, and agencies of the community; and
6. Informational and instructional services for business, industry, and governmental or public agencies.

Relevant Board Policies: 3354:2-1-01, Mission Statement

Customer Service Policy

The Lakeland Community College Customer Service Policy supports the college mission through noting the importance of outstanding customer service. The policy reinforces and highlights the responsibility of each employee to anticipate and meet the expectations of our customers. Our goal is for every customer to have a positive encounter with the college; therefore, we pledge the following beliefs and actions:

1. Personal responsibility, initiative and pride as a representative of the college - a commitment to provide whatever assistance is needed, when it is needed, to serve the customer.
2. Internal customer service and teamwork - a vow to engage in courteous, direct communication with co-workers, treating them as valued customers, and assisting them as needed in serving students and the public.
3. Customer-focused performance - a promise to be accessible, responsive, prompt, flexible and kind in serving a diverse group of customers, including students, visitors, guests and the general public.

PART I - Selected Board Policies

Some of the Board policies governing employment with the College require special mention because of their impact on the work environment. These have been highlighted below and in the following pages of this important section

COMPUTER SOFTWARE

I. Copyright
A. It is the policy of Lakeland Community College to comply with all state, federal, and international copyright laws. Under these laws, commercial and share software are licenses purchased by the College for use and are not owned by the College. These licenses stipulate that:

1. Software is covered by copyright which means that under no circumstances can copies be made of the program without the explicit permission of the copyright holder and the College.
2. Modifications to the software are not allowed.
3. Decompiling (i.e., reverse engineering) of the program code is not allowed without the permission of the copyright holder.
4. One archival copy of the software is legal in most cases and is the responsibility of the Information Technology Services Department to administer. This backup copy cannot be used except when the original package fails or is destroyed.
5. Development of new works built upon the package (derivative works) are not allowed without ppermission of the copyright holder.

II. Virus
A. The college will provide virus detection methods on all computer systems, if possible, and to immediately localize any computer virus infection and eliminate the sources. Individuals who intentionally infect any of the College's computer systems will risk penalties, expulsion, or termination from the College.

III. Access
A. Access to computing resources is granted to an individual by the College solely for the College's use and purpose. Access is a right that may be limited or revoked if an individual misuses the right or violates applicable College policies or state or federal law.

Relevant Board Policies: 3354:2-11-02, Computer Software Procedures

AFFIRMATIVE ACTION

It is Lakeland Community College's long-standing policy that in its educational and employment opportunities there shall be no discrimination against any person because of race, color, or national origin; religion, sex or age; disability or Vietnam-era veteran status; or marital or parental status. Lakeland Community College is committed to undertaking positive and effective activities to reach affirmative action goals and to promote equal employment opportunities and practices for employees.

The College's affirmative action policy and associated plan of action are considered public documents and available from the Human Resource Division.

Although the President has ultimate responsibility for achieving affirmative action goals, he is advised by an Affirmative Action Committee and delegates program operating responsibility to the Director of Human Resources and Affirmative Action.

Staff are encouraged to recommend members of the protected classes to the Human Resources Division for consideration when vacancies occur.

The College will allow employment of relatives in the same department or administrative unit provided that neither relative directly or indirectly supervises or participates in making employment recommendations or decisions affecting the appointment, retention, evaluation, tenure, work assignment, promotion, demotion, or salary of the other relative. Relatives are defined as brother, sister, mother, father, wife, husband, son, daughter, brother-in-law, sister-in-law, mother-in-law, father-in-law, stepchild, stepparent, aunt, uncle, and first cousin.

Relevant Board Policies: 3354:2-20-02, Affirmative Action Policy Relevant Administrative Procedures: HR 20-02, Affirmative Action Procedures

SEXUAL HARASSMENT

It is the policy of Lakeland Community College to provide a workplace free of harassment. Board policy defines sexual harassment as unwelcomed or unsolicited sexual advances, demands for sexual favors or other verbal or physical conduct of a sexual nature which an employee, prospective employee or student is coerced into accepting as a condition of employee or student status or in return for favorable decisions with respect to hiring., retention, references, evaluation, etc. Conduct of a sexual nature which creates an intimidating, hostile or offensive working or learning environment is a form of sexual harassment. Because sexual harassment is considered a misconduct, employees engaging in such activity will be subject to disciplinary action consistent with Board policy, administrative procedures, and appropriate law.

The College has extensive procedures for the investigation and resolution of complaints of sexual harassment. For the purpose of this handbook, only step one of these procedures is highlighted here. The full outline of procedures for resolving complaints of this nature is available from the Human Resources division.

An employee who feels that he/she has been subjected to sexual harassment should discuss the complaint with the Director of Human Resources and Affirmative Action within twenty (20) working days of then he/she has knowledge of the incident. (If the complaint is against the Director of Human Resources a nd Affirmative Action, the complaint should be presented orally to the Director's supervisor. If the complaint is against the President of the College the complaint should be presented to the College Board Chair orally.) This notification process invokes step one of the procedures for resolving complaints of sexual harassment.

Relevant Board Policies: 3354:2-20-74, Sexual Harassment Policy; Relevant Administrative Procedures: HR 20-74, Sexual Harassment Procedures

DRUG AND ALCOHOL-FREE WORKPLACE

As required by Public Law 101-226 and in recognition of the adverse effects of alcohol and illicit drugs (i.e., controlled substances of which the sale or possession is prohibited by law) on employee and student health, safety, and performance, it is the policy of Lakeland Community College to seek to provide and maintain a drug- and alcohol-free campus by prohibiting the unlawful possession, distribution, or use of drugs throughout college property or as part of any of its activities. Violators will be subject to appropriate disciplinary action and/or criminal prosecution in accordance with all applicable statutes.

In addition, for all non-college functions, any possession, distribution or use of alcohol is prohibited throughout college property unless expressly authorized by the Vice President for Administrative Services and a police officer is in attendance.

SMOKE-FREE ENVIRONMENT

The Board policy banning smoking on college property is provided here in its entirety:

"Lakeland Community College is dedicated to providing a healthy, comfortable and productive work environment for all members of the college community. This goal can be achieved only through ongoing efforts to protect nonsmokers and to help affected persons adjust to restrictions on smoking. Smoking is therefore prohibited throughout college-owned or leased buildings and/or vehicles."

Relevant Board Policies: 3354:2-20-72, Drug- and Alcohol-Free Workplace Policy; 3354:2-10-11, Alcohol-Free Campus Policy Relevant Board Policy: 3354:2-10-10, Smoke-Free Environment

PART II - Employment

The college has general standards of conduct to which employees are expected to adhere.

The following general standards were established to create a harmonious working environment, uphold the college's commitment to excellence in service and provide guidelines of acceptable job behavior.

1. Interpersonal Communications: The manner in which an employee, as a representative of the College, conducts written and oral communications must at all times reflect the highest level of professionalism for the situation. Students, co-workers, and visitors to the campus will be treated with dignity, courtesy, and consideration.
2. Appearance: Employee appearance, regardless of his/her job, is a factor by which other people judge the employee and the College. Attire should be appropriate for the position with emphasis on neatness and cleanliness. No shorts, tattered jeans or shirts with distasteful logos are permitted. The supervisor of record can be consulted regarding what is acceptable attire and grooming for individual department or function.
3. Personal Communications: During working hours, personal telephone calls should be limited to emergencies. Public pay phones are available on campus. The College's computer mail network and fax machines are not to be used for personal communications including solicitations.
4. Promptness: Employees are expected to start work on time. This is imperative to the operation of the individual departments. Tardiness is very disruptive to an effective and efficient operation.
5. Attendance: College departments are staffed to accommodate typical work loads and occasional periods of peaked activity. Therefore, attendance is critical for the department to maintain an acceptable level of service and output of work.
6. Confidential Information: Employees who handle confidential information are expected to treat the information as such. The information should not be discussed or made available without prior approval from his/her supervisor.
7. Efficiency: College employees should strive to hold operational costs to a minimum. Supplies should be used with care and never removed from College property unless in transit to another College location. Office machines should be properly maintained.
8. Compliance with Board Policies and administrative procedures: Employees are expected to adhere to established Board Policies and administrative procedures.

Eligibility

To be eligible to work on-campus as a student worker, a student must:

• Have a minimum current GPA of 2.0* to begin working and maintain a minimum overall GPA of 2.0 to continue working.
• Be currently enrolled (registered and paid) for a minimum of 6 credit hours per semester.
• Be in academic "Good Standing" as stated on their transcript.

Summer Eligibility Exception

Student workers can also work in the summer without being enrolled in summer classes if they meet the following:

• Had been enrolled (registered and paid) in 6 credit hours or more the preceding Spring semester, and are registered for a minimum of 6 credits for Fall semester, and have a overall GPA of 2.0*.
• Or, they have to meet the standard eligibility requirements of enrolled (registered and paid) in a total of 6 credit hours or more during the Summer Sessions and have a overall GPA of 2.0*.

Federal Work Study students must also qualify for the Federal Work Study Program.

*New students do not have a GPA requirement.

Termination of a Student's Employment

The student or supervisor may terminate the student's employment at will. There is no stated length of time that notice must be given by either party. Termination of employment must not violate the College's Affirmative Action Policy.

Performance Evaluation

Performance evaluations are not required for Student Employees. However, they are good practice in order to provide a student with feedback to assess his/her strengths and weaknesses and grow professionally. The Student Employee Recognition Program encompasses this by providing supervisors with evaluation forms which gives the opportunity to nominate a student employee for Student Employee of the Year.

Grievance Procedure

The following are the steps taken when or if a student employee has a problem with their supervisor:

• The student employee and supervisor should first discuss the issue.
• If the student employee is not satisfied with the outcome, the student employee should contact the Manager of Career Services to schedule a meeting. The supervisor, the Manager of Career Services, and the student employee meet to discuss the problem.
• The Director of Financial Aid, Manager of Career Services, and the supervisor will meet. A FINAL decision will be made.

In the event of a lack of agreement between these three people, the Vice President of Student Services and/or the Human Resources Director could be called upon to assist.

PART III - Pay Policies

Employment Data

Specific documentation must be completed by a student employee and his/her supervisor. The College, by law, must withhold certain deductions from your paycheck:

1. State of Ohio tax, Form IT-4;
2. Federal Income Taxes, Form W-4
3. School Employees Retirement System Form (Student Employees, whose primary "occupation" is categorized as a college student and whose secondary occupation would be considered employment at Lakeland, can be exempt from the School Employee's Retirement System. You would complete the School Employees Retirement System Exemption Form.)

The student employee is responsible for completion of the above tax forms and retirement/exemption form.

Student employees must also complete the Employment Eligibility Verification (I-9). Submit this form with photocopies of the necessary identification documents verifying eligibility to work in the United States.

Return the above forms to your supervisor. It is the supervisor's responsibility, NOT the student employee, to complete a Personnel Action Report (PAR) and submit the PAR with the other documentation to the Career Services Center.

Pay

Student Employees are paid the current wage of $7.30 per hour.

Pay Period and Paydays

Paydays are the fifteenth day and the last day of the month. Employees are paid for the workdays of the pay period preceding the pay period in which they are currently working. For example, an employee who worked from January 1-15 will be paid for that period on January 31. Employees will be paid on the last working day preceding a payday if the fifteenth or last day of the month is a Saturday, Sunday, or a holiday.

Record hours worked during each pay period on a Payroll Time Report and submit this to you supervisor for approval. Paychecks are picked up at the Cashier's Window (A-1032).

Work Hours

Student employees may work up to 25 hours per week when classes are in session, and up to 40 hours per week between semesters and during summer semester if they are not attending classes. Students working summer semester must have been enrolled in at least 6 credit hours during spring semester, and are registered for at least 6 credit hours for fall semester. A student who meets these criteria does not have to be enrolled in summer classes. It is up to each department to specify the number of hours needed and starting and ending work times.

Breaks/Lunch Period

Students scheduled to work 4 consecutive hours are provided with a paid 15 minute break. A paid break is provided for each 4 (consecutive) hour shift. Students scheduled to work 6 or more consecutive hours are provided with at least a 1/2 hour unpaid lunch.

Overtime

All student employees are prohibited from exceeding 25 hours per week. The exception to this is summer semester. During summer, based on the employee's needs, budget, and supervisor approval, a student's hours may be increased to 40 hours per week if they were a student employee during spring semester, enrolled in at least 6 credit hours, and are registered for at least 6 credit hours for fall. Because of Federal Regulations, Work-Study students are never allowed to earn more than they have been awarded. This must be carefully monitored by the student employee and Financial Aid Office.

PART IV - Federal Work Study

The Federal Work Study (FWS) Program provides jobs for undergraduate and graduate students with financial need, allowing them to help pay education expenses. The program encourages community service work and work related to your course of study.

Work study is awarded to students through a Financial Aid application process. Work study is awarded on a yearly basis and awarded to the students who checked that they wanted work study on the FAFSA and who qualify to receive the award.

You must renew your eligibility through submission of a new application each academic year. (The academic year begins on July 1 and ends on June 30. It may take up to eight weeks from the time you apply for grants until your eligibility can be established. Application can be submitted after January 1.)

Once a student receives their work study award they can begin applying for available jobs.

For additional details on FWS, contact the Financial Aid Office.

PART V - Miscellaneous

Holidays

Student employees are not paid for holidays. The College observes 11 holidays: New Year's Day, Martin Luther King Day, President's Day, Memorial Day, Fourth of July, Labor Day, Veteran's Day, Thanksgiving, Day after Thanksgiving, Christmas and a floating holiday.

Attendance

Regular and punctual attendance is crucial in getting the job done. A student employee should plan at being at his/her post a few minutes before their scheduled work hours. When you are sick, call your supervisor immediately. Being absent or tardy repeatedly can lead to termination.

Safety

The College shares the responsibility with you to provide a safe working environment. Any potential safety hazard should be reported immediately to your supervisor. If your supervisor is not available, report the hazardous condition to the Campus Police.

If you are injured on the job, contact your supervisor immediately. If your supervisor is not available, file an incident report with the campus police.

Parking

Student employees should park in the public parking areas. The Faculty/Staff parking lots require a permit and violators will be ticketed.

Change in Personal Data

Notify your supervisor promptly whenever you have personal data changes such as: name, marital status, address or telephone number, or changes in payroll forms.

Updated 07/01/09