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Student's 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. We distribute memos periodically to remind supervisors and students of deadlines and to provide the most current information available about 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 209, 796-8460.

Click on the following links to read the provided information.

Table of Contents

Return to Student Employment Home Page

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Student Employment Philosophy
At Jackson Community 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.

We believe:

• 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.

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Equal Employment Opportunity
It is the policy of Jackson Community College that no person shall be discriminated against on the basis of race, color, religion, national origin or ancestry, age, sex, marital status, or handicap, excluded from participation in, denied the benefits of, or otherwise be subjected to, discrimination in any program or activity for which it is responsible for or for which it receives financial assistance from the U.S. Department of Education.

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Student Employment Guidelines
Only students of Jackson Community College are eligible to be employed by the programs discussed in this booklet. Each program has specific enrollment requirements which may vary each semester.

• High school students attending JCC 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: 1. Students are authorized to work only if the department has a legitimate need. 2. The student must be enrolled for the following semester. 3. Students are allowed to work during summer break only if the department has an allocation of hours.
• Wages earned by students who are employed by us while the student is enrolled and regularly attending classes 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%). Students who work during the spring semester and are enrolled for 3-5 credit hours will also be subject to the FICA tax and retirement deduction. Student employees will be able to apply for a refund, from MPSERS, of the MIP contribution when they terminate their employment.
• 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.

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Right To Know - Hazard Communication Program
All employees of Jackson Community College are required to view an on-line presentation designed to improve awareness and management of health risks in the work place.

The website address needed to complete presentation will be provided with other paperwork completed in Human Resources.

You will be paid for the time needed to view the presentation.

If there are any questions, students can call 796-8460.

To complete the requirement you must:

1. View the Hazard Communication & Safety Awareness on-line presentation.
2. View the Sexual Harassment on-line presentation.

Please take care of this requirement as soon as possible.  Failure to complete this training may result in delay of pay.

Peer tutors
Please wait until after you have had at least one tutoring session to view the on-line presentation.

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Federal Work Study and Michigan Work Study Programs
The Federal Work Study (FWS) and Michigan Work Study (MWS) programs are the primary sources of student employment.

Eligibility
Financial aid applications should be in the Financial Aid Office by April 1 for fall and winter semester consideration. Students whose applications are received past the deadlines will be considered for whatever student financial aid funds remain. Applications are available January 1.

You must:

• Complete the Free Application for Federal Student Aid designating JCC to receive the information.
• When the SAR is on file in the Financial Aid Office, the documents will be evaluated to determine eligibility for financial aid. If you are evaluated by the Financial Aid Office as eligible for the FWS/MWS program you will be instructed to contact the Human Resources Office to schedule an interview for possible hire as a student employee.

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Maximum Hours
While classes are in session during the fall and winter semesters, students are limited to working no more than 25 hours per week. When classes are in session during the summer, returning student employees may work up to 35 hours per week provided the department has budgeted for the increase in hours. Before a student may work during the spring session, you must contact the Financial Aid Office to determine your eligibility. No student employed on these programs may work more than 35 hours in one week.

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Application Renewal
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.

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Exceeding a Student’s Financial Need
Your work authorization will state both the average number of hours per week you may work and the total earnings allowed for the semester. If you work more than the average hours per week, you will use up your allotted funds before the end of the semester and will be terminated at that time.

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.

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Wages
Wages will be determined by the employment coordinator. Student wages start at 7.25/hour.  Raises are given for each complete semester that the student employee works and receives a satisfactory or better performance evaluation.

Raises are effective the following semester. Students starting after the add/drop period are not eligible for a raise. Maximum pay is $7.75/hour.

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Enrollment Requirements

Fall, Winter and Spring semesters
Students working on FWS or MWS 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.

Summer break
In order to work during the summer break, students must be either pre-enrolled or enrolled for a minimum of six credit hours for the fall semester. If the student has pre-enrolled, he/she must pay for their class by the payment deadline. Any student employee failing to pay for their classes by the deadline will be terminated.

Note: Federal Work Study and Michigan Work Study are awarded as part of student’s financial aid package. Students interested in working during this period should contact Financial Aid to determine eligibility.

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Student Aide Program

Eligibility
The Student Aide Program (SAP) employs students who are not eligible for federal/state work study and have the qualifications necessary to fill the requirements for a vacant student employment position. SAP employees may not have earned a bachelor’s degree or accumulated more than 70 credit hours or the number of credit hours required to complete a particular program and must have and maintain at least a 2.0 GPA.

If the student has not filed the necessary forms for federal/state financial aid and the Financial Aid Office cannot determine that the student would not be eligible for aid, the student may be required to file the necessary forms before being hired on SAP.

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Maximum Hours
While classes are in session, students on SAP are limited to working no more than 25 hours per week. During the summer, when students are not attending classes, SAP employees may work up to 35 hours per week provided the department has a budget to support the increase in hours. No student employed on this program may work more than 35 hours in one week.

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Application Renewal
A new work authorization for returning student employees will be sent to their supervisors. A student should not begin working if his/her supervisor has not received his/her new authorization.

Students who do not work during spring session but desire to return to their job the following fall should contact the Human Resources Office before leaving campus after winter semester.

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Exceeding a Student’s Award
Your award for each semester will be determined by multiplying the number of hours per week authorized for your job times the number of weeks in the semester times your hourly wage.

Your work authorization will state both the average number of hours per week you may work and the total earnings allowed for the semester. If you work more than the average hours per week, you will use up your allotted funds before the end of the semester and will be terminated at that time.

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Wages
Wages will be determined by the employment coordinator. Student wages start at $7.25/hour.   Raises are given for each complete semester that the student employee works and receives a satisfactory or better performance evaluation. Raises are effective the following semester. Students starting after the add/drop period are not eligible for a raise that semester. Maximum pay is $7.75/hour.

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Enrollment Requirements
Students must be enrolled in a minimum of six credit hours to work during the Fall, Winter and Spring semesters. During the spring semester only, student employees 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. This is also dependent upon the employing department agreeing to cover the college's cost of charging the FICA tax.   Audited classes do not count toward the required credit hours needed each semester.

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Summer break
Student employees working during this period must be either pre-enrolled or enrolled for a minimum of six credit hours for the fall semester. If the student has pre-enrolled, he/she must pay for their class by the payment deadline. Any student employee failing to pay for their classes by the deadline will be terminated.

Students who will not be returning the following fall semester may not work during this period.

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Tutors

Eligibility

To be a tutor, you must be currently enrolled at JCC. 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 3.0 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.

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Application Procedure

If you are interested in being a tutor, fill out Tutor Application in the Center for Student Success located in the in Bert Walker 123

Next, contact the coordinator in Center for Student Success office. The purpose of this conference is to acquaint you with procedures and to discuss instructional strategies appropriate to the courses you will be tutoring.

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Payroll Authorizations

The CSS Coordinator or the Foundation Studies Center Coordinator 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. 

AUTHORIZATION MUST BE OBTAINED EACH SEMESTER BEFORE THE EMPLOYEE BEGINS WORK.

A new Student Employee Payroll Authorization must be completed in Center for Student Success in Bert Walker 123 each semester.

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Wages
The wage for tutors is $8.00/hour.  Student Tutors who complete tutor certification training will receive a $.50 increase per hour.

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Enrollment Requirements

Only students currently enrolled in JCC courses are eligible for employment in this program

Fall - Winter - Spring semesters
Students must be enrolled for 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.

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Maximum Hours

Tutors are not to exceed 20 hours per week as a tutor. If employed on another JCC Student Employment Program, the hours worked on all programs will count toward a 25 hours per week maximum; 35 hours per week maximum when classes are not in session.

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Information Required by Human Resources to Pay Student Employees
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.

1. 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.

2. Authorization forms
Work authorizations are processed by Human Resources for SAP, FWS & MWS, and Center for Student Success for the tutor program. These forms are required for tutors each semester and SAP, FWS & MWS each academic year.  If there is an interruption in employment during the semester, the student must be re-authorized by the appropriate office.

3. 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.

4. Payroll Direct Deposit
Instead of receiving a check on payday, your money is electronically deposited to your account at your financial institution. You will receive your pay stub showing the same information as before. The deposit will appear on your bank statement as an electronic deposit from JCC. 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 209.

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Where to Get Pay Checks
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 209 if you are interested in setting up automatic deposit.

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Maximum Hours for Student Employees
Student employees should not work more than 25 hours per week (or the amount specified on their work authorization for SAP, FWS or MWS programs) 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. 

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Vacation and Holidays
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.

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Grievance Procedures
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 the problem.

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Academic Progress Requirement
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 or Michigan Work Study Programs
Students employed by the Federal or Michigan Work Study Programs should check with the Financial Aid Office for further information regarding the policy regulating academic progress of financial aid recipients.

Student Aide Program, Tutor Program
Students employed by the Student Aide Program, Tutor Program, are required to have a minimum of a 2.0 cumulative grade point average at the time of hire and to maintain a G.P.A. of 2.0 or higher. If the G.P.A. of a current SAP, or tutor falls below a 2.0, the student employee will be placed on probation or terminated.

Student employees on probation will be required to submit academic progress reports to the employment coordinator. 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 coordinator determines that the student has made significant progress toward this goal, the student may be employed for another semester on probation.

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Performance Evaluations

Supervisors of student employees will complete a performance evaluation for each student at the end of fall and winter semesters. This evaluation is important! It becomes part of your personnel file and can be used when a future employer requests a work reference.

After completing the evaluation form the supervisor will meet with each student individually to discuss his/her performance. The employee will have the opportunity to make comments on the evaluation form, indicate if he/she agrees with the evaluation and sign the evaluation form. The employee will receive a copy of the evaluation for his/her personal files.

Evaluation Form 

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Termination of Work Authorization

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 and the student will be notified in writing by the Human Resources Office.

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Termination Due to Poor Performance/Attendance

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 and present the student with a written copy of the disciplinary warning form. 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.

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Student Employee Conduct

Students will be required to observe the following regulations:

1. 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.
2. No student employee is allowed a break unless the student expects to work over three consecutive hours.
3. 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.
4. 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.
5. 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.
6. Proper respect should be shown to other employees of the College.
7. 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.
8. Any and all information acquired by a student employee while on the job is confidential and should not be discussed with friends or relatives.
9. The Potter Center and Student Lounges are open to students for breaks and lunches. Please do not use faculty and staff facilities.
10. 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.

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Code of Conduct for Students and Visitors

A student enrolling in Jackson Community College or visitors on the campus assume an obligation to conduct themselves in a manner compatible with the College’s functions as an educational institution. Misconduct for which students or visitors are subject to discipline fall into the following categories:

1. Dishonest, such as cheating, plagiarism or knowingly furnishing false information to the College.
2. Forgery, alteration or misuse of College documents, records or identification.
3. Obstruction or disruption of teaching, lecturing, research, administration, disciplinary procedures, or other authorized activities on College premises.
4. Obstruction of the free flow of traffic, either pedestrian or vehicular, on College-owned or College-controlled property.
5. Theft of, damage to property of the College, or injury to a member of the College community, or a campus visitor.
6. Unauthorized entry or use of College facilities including all buildings and grounds.
7. Violation of College-established policies or regulations, including regulations in the Student Handbook, and other publications pertaining to student organizations, students, faculty, administrative staff, non-academic employees, visitors, the use of College facilities, or procedures concerning the time, place and manner of public expression.
8. Use, possession, or distribution of narcotic or other dangerous drugs, such as marijuana and lysergic acid diethylamide (LSD), except as expressly permitted by law.
9. Unauthorized possession or use of alcoholic beverages on the College campus or at a College sponsored event.
10. Illegal or unauthorized possession or use of firearms, explosives, dangerous chemicals or other weapons on College-owned or controlled property is expressly prohibited.
11. Disorderly conduct or lewd, indecent, or obscene conduct or expression on College-owned or controlled property or at a College-sponsored or supervised function.
12. Failure to comply with directions of College officials, security personnel, or any other officials acting in performance of their duties on behalf of the College or to identify one’s self to these officials when required to do so.
13. Behavior which adversely affects the student’s suitability as a member of the academic community, or has a detrimental effect on the College.

Persons who violate these regulations may be removed from College property, suspended, or dismissed from the College, or be liable to legal prosecution. Any penalties assessed as a result of the violation of any of these regulations shall be imposed according to due process, but action by the courts shall not necessarily relieve offenders from College action.

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.

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Employment References

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 209.

 

INFORMATION RELEASE

I hereby authorized Jackson Community College to release information relative to my employment and job performance at the College to prospective employers who inquire about such information. Jackson Community College shall be held harmless for action taken by others as a result of the information released.

______________________________________________________________________
Employee/Former Employee (student)                                            Date

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Updated 08.01.08