Student Employee Handbook
This site was prepared by the Human Resources office and is available to all students who are employed on campus. We hope it will help students understand the procedures for working on the campus, and inform them of the rules and regulations concerning student employment. Please read through this site carefully and feel free to call us any time you have questions or need more information, Human Resources, Potter Center, Room 210, 796.8468.
Table of Contents
- Student Employment Philosophy
- Student Employment Guidelines
- Right To Know Hazard Communication Program
- Federal Work Study Program
- Where to get pay checks
- Vacation and Holidays
- Academic Progress Requirement
- Termination of Work Authorization
- Code of Conduct for Students and Visitors
- Employment References
- Equal Employment Opportunity
- Student Employee Conduct
- Maximum Hours
- Grievance Procedures
- Performance Evaluations
- Termination Due to Poor Performance /Attendance
- Compliance Officer
At Jackson College, the emphasis of student employment is focused on benefits to the student. Programs are directed to attaining two objectives: financial assistance to students and useful work experience. A secondary but major emphasis is providing qualified part-time employees to College departments.
- Employment is an important source of financial assistance to the student.
- Work experience is a vital and significant factor in preparing the student for the future and a career.
- The College’s commitment to educating students is advanced through student employment. An essential knowledge of work ethics and precepts is gained through work.
- Services necessary to the operation of the College are provided at a feasible and practical cost through student employment.
- A labor pool of qualified student employees is essential to fill College and community needs.
Jackson College does not discriminate in admission, campus activities, education, employment, housing, public accommodation or public service on the basis of race, creed, color, religion, national origin or ancestry, age, sex or gender, height or weight, familial or marital status, political affiliation, sexual orientation, disability or handicap, service in the military, veteran’s status or any other legally protected status under federal, state, or local law. No act of retaliation shall occur to any person making a charge, filing a complaint, testifying or participating in any discrimination investigation or proceeding.
If accommodation or assistance is needed in completing this application, contact Human Resources at 517.796.8460. Jackson College is committed to providing a safe and secure environment for students, faculty, staff, visitors and others, and to protecting College assets. Well informed hiring decisions assist in this effort. To accomplish this goal, the College performs background checks on all new employees.
Jackson College is an Equal Opportunity Employer
Only students of Jackson College are eligible to be employed by the programs discussed here. Each program has specific enrollment requirements which may vary each semester.
- High school students attending JC by special permission may not work on campus.
- Anyone who is in default of a student loan will not be hired as a student employee.
- Student employees may be employed by more than one student employment program but may not work more than 25 hours per week while classes are in session. Each program varies regarding the maximum hours a student may work on that program. If a student is employed on multiple programs, the total hours worked may not exceed the 25 hour maximum.
- During break periods only, when the student is not attending classes, student employees may work up to 35 hours per week. When authorizing a student to work during the break periods Human Resources will use the following guidelines:
- Students are authorized to work only if the department has a legitimate need.
- The student must be enrolled for the following semester.
- Students are allowed to work during summer break only if the department has an allocation of hours.
- Wages earned by students who are enrolled and employed by JC are not subject to FICA and retirement withholdings. During periods of non-enrollment of more than five weeks, students are not exempt from these withholdings. The wages of students working during break periods of more than five weeks will be subject to the required FICA tax (7.65%) and retirement deduction-MIP (3%).
- Student employees may not work during times when they are scheduled for classes. Do not skip class to work.
- At no time are student employees to work more than 35 hours in one week. College policy prohibits overtime for student employees.
Student employees may not be employed simultaneously in a non-student position on campus.
Regular college employees may not be employed on a student employee payroll.
All employees of Jackson College are required to view three on-line presentations designed to improve awareness and management in the work place.
The website address needed to complete presentation will be provided with other paperwork completed in Human Resources.
If there are any questions, students can call 796.8468.
To complete the requirement you must:
- View the Hazard Communication on-line presentation.
- View the Sexual Harassment on-line presentation.
- View the FERPA on-line presentation.
- Facilities and Security Interns are required to view the Bloodborne Pathogens on-line presentation.
Students must complete these requirements before they begin their job.
Peer tutors please wait until after you have had at least one tutoring session to view the on-line presentation.
The Federal Work Study (FWS) program is the sole source of student employment.
- Complete the Free Application for Federal Student Aid designating JC to receive the information.
- When the FASFA and any requested documentation is on file in the Financial Aid Office, financial aid eligibility will be determined. If you are interested in FWS, you need to apply on-line at: https://jobs.JCmi.edu
While classes are in session FWS students are limited to working no more than 25 hours per week.
A new work authorization for returning student employees will be sent to their supervisors. Students should not begin working if their supervisor has not received their new authorization.
You must renew your work study eligibility each academic year by submitting a Free Application for Federal Student Aid following the procedure previously outlined. Applications for the following academic year are available January 1.
Your work authorization will state total number of hours you may work for the semester's budget period stated on the authorization. If you work the stated number of hours before the end of the semester budget period, you will be terminated at that time and cannot work again until the next semester budget period.
Work Study awards are based on the enrollment information you provided to Financial Aid. If you enroll for more or less credit hours, your award may change.
Wages are determined by the Executive Director of Human Resources. The current student wage is $7.40/hour and the maximum is $7.80/hour.
Wage increases can occur once per semester and are 10 cents per hour on the recommendation of the supervisor. Supervisors must include a supporting statement as to why the student should receive the increase (i.e. performance, professional development). Student employee evaluations must be returned for the students that are being recommended for a raise.
Students working on FWS must be enrolled in a minimum of six credit hours during the fall, winter and spring semesters. Audited classes do not count toward the required credit hours needed each semester.
Note: Federal Work Study is awarded as part of student’s financial aid package. Students interested in working should contact Human Resources.
To be a tutor, you must be currently enrolled at JC in a minimum of six (6) credit hours. High school students attending as guests of the college are not eligible to be employed as tutors. You need to have earned a 3.5 or better in the course(s) you want to tutor and have a minimum of a 2.5 GPA. In some cases, instructor approval is required. Generally, tutors may not accumulate more than 70 credit hours or the number of credit hours required to complete a particular program. You must obtain special permission from the instructor to tutor for a class in which you are currently enrolled.
If you are interested in being a tutor, fill out a Tutor Application in the Center for Student Success located in the in Bert Walker Room 125.
Next, contact the coordinator in Center for Student Success office. The purpose of this conference is to acquaint you with procedures.
The coordinator in Center for Student Success office will let you know when you have been authorized to begin tutoring.
Authorization must be obtained each semester before you begin work.
You must contact the Center for Student Success Office each semester in order to obtain authorization and to coordinate your schedule.
Level I CRLA tutor training is required in order to continue employment as a JC tutor.
The wage for tutors is $8.00/hour. Student tutors who complete tutor certification training will receive a $.25 increase per hour. Student tutors who complete tutor certification training level II will receive a $.25 increase per hour. Maximum rate of pay for a tutor is $8.50.
Only students currently enrolled in JC courses are eligible for employment in this program.
Fall - Winter - Spring Semesters
Students must be enrolled in a minimum of six credits. During the spring semester only, student tutors may enroll in as few as 3-5 credit hours, however, they will be charged FICA tax and a retirement deduction on their earned wages. Audited classes do not count toward the required credit hours needed each semester.
Tutors are not to exceed 20 hours per week as a tutor. If employed on another JC student employment program, the hours worked on all programs shall not exceed 25 hours per week.
The following information is required by Human Resources to process pay for an employee. If the information is received on time, the employee’s pay check can be processed without delay. Any information which is late will delay the employee’s pay. To avoid delays in payment the student employee should never begin work until the proper eligibility forms have been completed.
- Tax forms
Tax forms are required for each employee. These include federal, state and city withholding forms. These forms should be completed with a permanent home address where a wage statement (W-2) form can be sent. New forms are necessary only if there is an exemption or address change.
- Authorization forms
Work authorizations are processed by Human Resources for Federal Work Study students, and Center for Student Success tutor program. These forms are required for tutors and Federal Work Study students each semester. If there is an interruption in employment during the semester, the student must be re-authorized by the appropriate office.
- Time Cards
Employees are required to enter their time online through e-Services. It is the supervisors responsibility to show student workers how to complete their online time cards. Further instructions on web time entry can be found under "Important Documents" on the student employment web page.
- Payroll Direct Deposit
Instead of receiving a check on payday, your money is electronically deposited to your account at your financial institution. The deposit will appear on your bank statement as an electronic deposit from JC. The money is available on the morning of payday. For more information about direct deposit or to complete an application form for direct deposit, come to the Business Office, Potter Room 209.
Paychecks will be mailed to your home address. Student employees are also eligible to set up automatic deposit of their checks to a personal checking or savings account. Please come to Business Office, Potter Room 209 if you are interested in setting up automatic deposit.
Student employees should not work more than the amount of hours specified on their work authorization during regular enrollment periods. If the student is employed by more than one student employment program, hours worked on all programs should be utilized to compute the hours worked.
Authorizations do not include vacation days, official College holidays, mid-semester break, etc. Special authorization must be requested by the department supervisor for student employees to work during those periods. Do not work unless you have received written authorization from the Employment Specialist. In order to work between semesters, the student must be enrolled for the next semester. Student employees may not work on days that are designated as college holidays, essential service days or when the college is closed.
Students working as peer tutors may work on holidays that occur during the semester but not between semesters.
As in any employment situation, problems sometimes arise in communication between the employer and employee. Employees who have problems with their work assignment are advised to discuss the problems with their supervisor. If this does not eliminate the problems, the student should contact the Employment Specialist.
Employees are advised to work closely with their supervisors. Make sure you understand your job responsibilities, the hours you will work and exactly what is expected on the job. Contact your supervisor, the department supervisor or the Employment Specialist immediately if problems develop concerning your employment. Employees who quit an assigned job, or who want a different placement should contact the Employment Specialist, understanding that re-assignment is not assured.
Do not wait until the problem becomes out of control before you do something about it.
A student employed by the College is expected to remain in good academic standing and make satisfactory progress toward completion of her/his course of study.
Federal Work Study Program
Students employed by Federal Work Study program should check with the Financial Aid Office for further information regarding the policy regulating academic progress of financial aid recipients.
Student employees on probation will be required to submit academic progress reports to the Employment Specialist. The academic progress reports must show that the student is maintaining at least a 2.0 in each class. If the student falls below a 2.0 in any class or drops classes she/he may be terminated from employment.
By the end of the semester that the student was on probation she/he should have brought her/his cumulative G.P.A. up to a minimum of 2.0. If the student employee’s G.P.A. is still below 2.0, he/she may not be employed for the subsequent semester. However, if the Employment Specialist determines that the student has made significant progress toward this goal, the student may be employed for another semester on probation.
Supervisors of student employees will complete an evaluation for each student for fall and winter semesters. This evaluation is important! It becomes part of the student employee's personnel file and can be used when a future employer requests a work reference.
The evaluation provides the opportunity to set goals for the semester. The student will also comment on the supervisors final evaluation and what the student feels they got out of the experience. The supervisor will meet with each student individually to discuss his/her goals and performance. The student employee will receive a copy of the evaluation for his/her personal files.
Student employees may be terminated for various reasons. For example: at the request of the supervisor because of poor performance or attendance; or at the request of the Financial Aid Office or Human Resources Office when allotted funds have been earned.
If a student employee is to be terminated the department supervisor will notify Human Resources in writing.
When a student’s performance while on the job merits disciplinary action by their supervisor, the following progressive procedures may be followed. The supervisor will meet with the student employee to discuss their concerns. A student employee may receive up to two warnings, any infractions that occur after these two warnings will be cause for dismissal. If the student employee’s actions are deemed to be of a serious nature, dismissal of the student employee may be immediate.
If a student employee does not report to work for three days and does not contact the supervisor with a reason, this will be considered a voluntary quit.
Students will be required to observe the following regulations:
- Each employee is expected to be on time and work a 60-minute hour – not a 50-minute hour – the same requirement that any business would expect.
- No student employee is allowed a break unless the student expects to work over three consecutive hours.
- Students are expected to work alone. This means no boyfriends, girlfriends or children are to keep company with student employees while they are on the job.
- If student employees do not have something to do, they should find something that needs to be done or ask for additional work. It is good to have routine work that could be done when you have spare time. Students are paid for work performed and no student is hired to study on the job.
- If a student employee cannot be on time or is sick, the student is expected to report this to the work supervisor the same as would be expected on any job.
- Proper respect should be shown to other employees of the College.
- If student employees are in a position where they must meet the public (such as a receptionist) or answer the telephone, it is important that you be courteous and as helpful as possible. Remember that you represent the College in dealing with the public or other students.
- Any and all information acquired by a student employee while on the job is confidential and should not be discussed with friends or relatives.
- The Potter Center and Student Lounges are open to students for breaks and lunches. Please do not use faculty and staff facilities.
- Students are expected to dress appropriately for their position as defined by their supervisor.
These policies are designed to help students employed by the College on their present job and should help them establish good employment practices for future employment. Students will be evaluated by their supervisors each semester and these evaluations will be kept on file for future reference.
Complaints or questions related to possible violations of Title VII of the Civil Rights Act of 1964, Title IX of the Education Amendment Act of 1972, or the Americans with Disabilities Act (ADA) of 1992 should be reported to the College’s Compliance Officer.
A student enrolling in Jackson College or the visitors on the campus assume an obligation to conduct themselves in a manner compatible with the College’s functions as an educational institution. The following is a list of policy violations and is not meant to be an exhaustive enumeration of inappropriate behavior. Misconduct for which students or visitors are subject to discipline, civil or criminal penalties, is as follows:
Academic Honesty is expected of all students. It is the ethical behavior that includes producing their own work and not representing others’ work as their own, either by plagiarism, by cheating or by helping others to do so.
Faculty members who suspect a student of academic dishonesty may penalize the student by taking appropriate action up to and including assigning a failing grade for the paper, project, re-port, exam, and the course itself. Instructors must document all instances of academic dishonesty beyond those of a very minor nature, in writing to the Academic Dean.
The Office of the Academic Deans will record and track students who have been reported as having cheated. If the same student cheats in other courses, the Dean will enact sanctions appropriate to level of infraction. The sanction will be selected in consultation with the involved faculty. The Dean can administer consequences up to and including suspension.
Plagiarism is the failure to give credit for the use of material from outside sources. Plagiarism includes but is not limited to:
- Using data, quotations, or paraphrases from other sources without adequate documentation
- Submitting other’s work as your own
Cheating refers to obtaining answers/material from an outside source without authorization. Cheating includes, but is not limited to:
- Plagiarizing in all forms
- Using notes/books without authorization
- Copying from someone else’s work
- Submitting others’ work as your own or submitting your work for others
- Altering graded work
- Falsifying data
- Exhibiting other behaviors generally considered unethical
- Collaboration: While JC encourages students to collaborate in study groups, work teams, and with lab partners, each student should take responsibility for accurately representing his/her own contribution.
Obstruction or disruption of teaching, lecturing, research, administration, disciplinary procedures, or other authorized activities on College premises is not allowed.
Pets and other animals are not allowed in buildings or to be turned loose on campus excluding certified service dogs with documented support of medical necessity.
Disorderly, lewd, indecent, obscene conduct or expression are not permitted on College-owned, operated properties at College-sponsored events, or supervised functions. Failure to comply with directions of College officials, College security personnel or any other officials acting in performance of their duties on behalf of the College constitutes a violation of the policy. Failure to identify oneself to College officials when asked to do so may also be cause for discipline.
Discrimination, harassment and offensive conduct against any person, student or employee on the basis of race, creed, color, gender, age, marital status, sexual orientation, disability, and/or national origin will not be tolerated.
The dress on campus shall be in good taste, modest, and is not offensive to others.
Snowmobiling, ATV’s, skateboarding, roller-skating and in-line skating are prohibited on all College property.
Obstruction of the free flow of traffic, either pedestrian or vehicular, on College-owned or controlled property and unauthorized entry or use of College facilities including all buildings and grounds is prohibited.
No student or other person connected with JC or in attendance at the college shall participate in hazing, conspire to engage in hazing, or commit any act that injures, degrades, or disgraces any person attending the college.
Unauthorized possession or use of alcoholic beverages on the College campus or at College-sponsored events, possession or distribution of narcotics or other dangerous drugs, such as marijuana and other controlled substances except as expressly permitted by law are strictly prohibited. Violation of these regulations could lead to removal from college property, suspension, or dismissal from the college and/or legal prosecution.
All library property and material must be checked out before being taken from the Library. Library fines must be paid in full before grades or transcripts are released. A hold will be placed on your record until all library obligations are addressed.
Student fliers, advertisements, or other student-related activities must be approved by the individual building secretaries before posting in approved locations. Unauthorized material will be removed.
Smoking is prohibited on campus, except in an individual’s own personal vehicle.
As a recipient of federal funding JC is required by the Solomon Amendment, to fulfill military recruitment requests for access to campus and for lists containing student recruitment data (name, address, telephone, age or date of birth, class level, academic major, place of birth, degrees received, most recent educational institution attended). Students are not permitted to restrict the release of their “Student Recruiting Information” specifically to the military, but if students withhold the release of their directory information under FERPA, JC may not release it to the military either.
Weapons on Campus
Possession of any firearm or weapon (whether operable or inoperable) or any other potentially lethal items on campus or College property is prohibited; except where permitted by law, in the possession of approved college employees (agents), or public safety officials. (See Administrative Policy – Weapons on Campus)
Theft or Destruction of Property
Theft of or damage to property of the College shall be reported to Campus Security. Campus Security will determine the severity of the incident/damage and contact local authorities as needed (For property damage exceeding $250.00).
Threats and Violence
Nothing is more important to Jackson College than the safety and security of its students, employees and guests. Threats, threatening behavior, or acts of violence including verbal written or online blogs against students, employees, visitors, guests or other individuals by anyone on Jackson College property will not be tolerated. Physical abuse, assault or battery, or unauthorized detention of any person on College-owned or controlled property at a College-sponsored function, or conduct written or verbal which threatens or endangers the health or safety of any person shall result in appropriate intervention and will result in disciplinary action. (See Administrative Policy - Threats and Violence)
Any student or employee of the College charged with committing a crime upon the College premises, except a minor traffic offense, shall be subject to immediate suspension, and if convicted in a court of law of such crime, will be subject to immediate dismissal.
The Information Release Form below was developed as a means for employees and former employees to authorize release of employment information to prospective employers.
In the event an executed Information Release Form is not on file in the College personnel records, College personnel will be authorized to release only dates of employment and salary information.
Should you wish to have information released to prospective employers in the future, please sign, date and return the form below to Human Resources - Potter Room 210.
I hereby authorized Jackson College to release information relative to my employment and job performance at the College to prospective employers who inquire about such information. Jackson College shall be held harmless for action taken by others as a result of the information released.
Employee/Former Employee (student) Date