Purpose and Scope
To formalize a Departmental policy regarding hiring, classifying, and training student employees.
Policy
New student employees will not be permitted to begin work until they have completed all payroll registration and Immigration Control and Reform Act forms at the Office of Student Employment and the Department receives authorization that the student is authorized to work.
Miami University policy does not permit the hiring of anyone under the age of 16. Student employees 16 and 17 years of age are considered minors. Both federal and state laws are severely more restrictive with respect to the hours worked and type of duties performed by minors.
Student employees are not permitted to work more than 22 hours per week during the academic year and no more than 40 hours per week during the summer and semester breaks. These hours must be followed regardless if the student has more than one job. Supervisors should not require students to work more hours than initially agreed upon. If possible, both supervisors and students should give two weeks notice of any change in work schedule.
Students should agree to work the arranged number of hours for the duration of the job for which they were hired. Flexibility in scheduled hours of work should be maintained during exam and vacation periods.
The supervisor shall determine which classification and wage rate will be assigned to the individual student based on the job requirements (descriptions of student job classifications by pay scale are available at the link provided below). Wage rates of student interns may not necessarily follow regular student wage rates. Such rates will be determined by market conditions or guidelines set by the student’s institution.
Pay increments are initiated based on the supervisor's recommendation and must be approved at the director level in accordance with eligibility limitations stated by Human Resources. Merit increases are processed on-line by the Front Office Staff. Students may only receive increases during years where increases are awarded to staff unless authorized by the VP for Administration and Finance.
Reclassification raises are to be initiated only when the job duties are significantly changed, i.e., to include technical or supervisory duties of two or more student employees. A Principal Staff member must sign all reclassification raises.
The first line supervisor will insure that the student employee is properly and fully trained/tested prior to operating any specialized equipment or vehicles. The supervisor will provide a detailed job description and employment guidelines to the student.
Any student employee that has access to confidential information maintained by the University, including information about students, parents, faculty and staff should maintain the absolute confidentiality of all such information. All student employees that have access to such confidential information should sign the Miami Student Employee Confidentiality agreement. Any breach of confidentiality by the student may result in student disciplinary actions and/or termination of employment. Intentional or deliberate violations may be cause for criminal or civil sanctions.
In order to maintain a safe working environment and to project the PFD professional appearance, students are expected to report to work in attire that is appropriate, clean, neat and in good repair. The type of clothing should be regarded as appropriate for the performance of the assigned duties. Students' personal grooming should also be clean and neat.
One member of the immediate family may not supervise another or be in the supervisory line. No student may be assigned to a division/section under the direct or indirect supervision of an immediate family member. Immediate family includes: spouses, parents, stepparents, children, stepchildren and siblings, even if the parties involved do not live in the same residence.
Student Employment is terminable at the will of either the student or the University.
Refer to the Toolkit for Managers on the Human Resources website for additional information about Supervising Student Employees - link provided below.
Procedure
Prior to accepting the student as a PFD employee, the supervisor will verify possession of a valid driver's license. Supervisor will also secure a signed Student Employment Payroll Registration Form, (Attachment II), and work permit, if appropriate.
The student employment policy will be administered in a consistent manner by the student's immediate supervisor.
This SOP will be superseded by the Supervisor’s Manual for Student Employees published by the Office of Student Employment or by any new policies put into effect by the Office of Student Employment, if they should differ from this SOP.
Related Documents, Forms, and Tools
Link to Human Resources - Supervising Student Employees: https://www.miamioh.edu/human-resources/managers/supervising-student-employees/index.html
Revision History