Student Employee Management: Home

Student Assistant

• Work assignments are completed under close supervision.
• Procedures are well established.
• Employees typically follow well-defined policies and procedures.
• Minimal training or prior knowledge of work is required.

Student Associate

• Work assignments require limited direction and supervision.
• Experience or specialized knowledge in the area required.
• Ability to provide training or tutorial consultation for employees or students.
• Assist faculty in planning or producing instructional materials.
• Work directly with management in technical tasks.

Student Specialist

• Work assignments require advanced knowledge, skills, or abilities.
• Some independent judgment or initiative.
• A considerable knowledge of the work process as obtained through on-the-job training.
• May involve supervisory responsibilities for an activity of limited scope.
• May require a significant amount of physical exertion, adverse hour, or working conditions.

Student Master 1 Undergrad

• Work performed is highly complex and requires extensive training (either coursework or in-house departmental training).
• Work is done independently of supervision.
• For Academic and Administrative Assistance settings, the student must:
  • Engage in web authoring, JAVA, SQL, Basic C++, and create databases using various software packages.
  • Provide support for divisional/departmental services.
  • Provide supervisory functions including, but not limited to, scheduling, determining training needs, preparing training materials, and conducting training sessions.
  • Demonstrate evidence of advanced technical and customer support leadership, skills in mentoring, training, expert management, and intermediate business.
• For University Police setting, the student must:
  • Serve as public safety dispatcher, emergency response coordinator, and handle confidential information.

Please note: To pay the Student Master 1 Undergrad classification, it must be pre-approved through Student Employment prior to the student working.

Student Master 2 Undergrad

• Work performed at this level is done independently of supervision.
• Requires the highest level of artistic, technical, or scientific expertise.
• Provide supervision to student employees at the Student Master 1 Undergrad level.
• For Academic and Administrative Assistance settings, the student must:
  • Perform complex research activities in the scientific field; students engaged in such activity may be responsible for completion of project assigned with no supervision of administrative staff. They may also serve as a group leader in research activities.
• For Technical settings, the student must:
  • Possess advanced computer knowledge and customer support knowledge in advanced client/server programming, relational databases, Novell, C++, TCP/IP, SQL, JAVA, Visual Basic.
  • Demonstrate evidence of advanced technical and software skills, leadership, skills in mentoring, training, expert management, and business skills.
  • Maintain professional environment for fellow employees and clients.
  • Approve supervisory functions, provide expert leadership, and approve schedules.
  • Ability to work unsupervised.

Please note: To pay the Student Master 2 Undergrad classification, it must be pre-approved through Student Employment prior to the student working. 

Student Master 1 Grad and Student Master 2 Grad

A graduate student can be paid at the Student Master Grad 1 or 2 levels, provided that the skill and complexity of the job are equivalent to a Graduate Assistant/Teaching Associate (e.g., researcher). Prior approval from Student Employment is not necessary to pay at this level.

Graduate students with an assistantship and Teaching Associates need to obtain permission from the Graduate School to work in addition to their teaching/assistantship.

Eligibility

Miami University Students

During the academic year, Miami students must be registered for a minimum of six credit hours per term (in a degree-seeking program) to be eligible to work as a student employee. An exception can be made for one semester for students who need less than six credit hours to graduate, by submitting a written request for review to studentjobs@miamioh.edu prior to the student working.

During the summer, Miami students must be registered for the current or upcoming term (in a degree-seeking program) to be eligible to work as a student employee.

Other University Students

During the academic year, students attending other universities (i.e., not Miami) must be registered in a degree-seeking program to be eligible to work as a student employee. During the summer, these students must be registered for the current or upcoming term in a degree-seeking program to be eligible to work as a student employee.

The student must provide proof of enrollment (e.g., a Degree Audit Report, acceptance letter) to their direct supervisor.

Graduate Students

During the academic year, graduate students must be registered for a minimum of six credit hours per term in a degree-seeking program at Miami to be eligible to work as a student employee. Graduate students with an assistantship must obtain permission from the Dean of the Graduate School to hold a student employment position.

During the summer, graduate students must be registered for the current or upcoming term at any university to be eligible to work as a student employee. If the student will be attending graduate school outside of Miami, they must provide proof of enrollment (e.g., a Degree Audit Report, acceptance letter) to their direct supervisor.

Please note: Student Employment terminates Miami graduates after each semester. Hiring departments must email studentjobs@miamioh.edu if a student will continue to work in the department after graduation.

High School and G.E.D. Seeking Students

Miami University policy does not permit the hiring of anyone under the age of 16. See Working as a Minor for further details.

During the academic year, high school students must be enrolled in high school or taking classes to obtain a G.E.D. There is not a minimum credit hour requirement. During the summer, the student must be attending high school the following year.

When a student graduates high school, they are permitted to work during the summer after graduation only if they are registered at any university for the upcoming semester. If the student will be attending a university outside of Miami they must provide proof of enrollment (e.g., Degree Audit Report, acceptance letter) to their direct supervisor.

International Students

International students possessing an F-1 Student Visa or a J-1 Exchange Visitor Visa (with permission of their sponsor) may be employed as a student. An international student cannot displace an equally qualified student who is a U.S. Citizen or Permanent Resident.

International students are subject to the work hour limitations of their visa status. Failure to comply with the work hour restrictions could result in the student losing their legal status in the US.

For additional questions about employment, international students may contact International Students and Scholar Services.

Restricted Hours

Miami does not offer health care to student employees and student intern/externs. In accordance with the Affordable Care Act (ACA), we have set limits on work hours and break requirements for student employees. In addition to university restrictions, the Dean of the Libraries has limited workable hours for all student employees, regardless of how many jobs they have on campus.

Student employees may work up to 22 hours per week (no more than 20 hours per week for international student employees) during the academic year and no more than 28 hours per week during summer and semester breaks.

Students who graduate in December are no longer permitted to continue working as student employees during Winter Break or Winter (J) Term.

Students who are enrolled in the Winter (J) Term can only work up to 22 hours per week. Students (including international students) who are not enrolled in the J Term but enrolled in the Spring Semester can work up to 28 hours per week.

Working Off Campus Prohibition

Due to Wage and Hour Law, tax complications, Miami's liability if a student is injured, and access to Workday being restricted to on-campus locations, all students must perform their job duties on-campus, even if the work can be performed off-campus.

Break and Lunch Requirement

All student employees follow the same break and lunch requirements.

More than 4 hours worked: 15 minute break required, clock in/out not required

More than 5 hours worked (minors only): 30 minute break, clock in/out required

8 Hours worked: Two 15 minute breaks, clock in/out not required

More than 8 hours worked: Two 15 minute breaks and 60 minute meal break, clock in/out required for meal break, clock in/out not required for 15 minute breaks

Posting a Job (Job Requisitions)

All vacancies must be posted prior to hiring a student employee.

Department supervisors are responsible for building the job description(s) required for posting. 

Job postings should be kept posted no longer than an academic year, but preferably should be closed as soon as you have filled all the positions you intend to hire for the semester/academic year.

Closing a Job (Job Requisition)

To close a job posting (job requisition):

• Decline all candidates awaiting action. This will not send an email to the declined students, but they can see their application status change in Workday.
• Email Heather Bennett (bennethm@miamioh.edu) with the JR number to be closed.

Before a student can begin working for your department, the following must occur:

1. The student must complete all of their required hiring paperwork, including confidentiality agreements (if applicable).
2. You must receive a work authorization.

Approximately 24 hours after you have received a "Work Authorization" email (verifying that the student has completed all required paperwork), the student will be able to check in and out using Workday.

Student employees are responsible for submitting their hours after each shift worked at the Libraries.

HR/Payroll Services requires student employees' hours to be reviewed and approved in Workday each Monday by 10 AM. It is recommended that direct supervisors complete these approvals prior to 9:30 am on Mondays. Heather Bennett will ensure that any outstanding approvals are submitted after this time, but no adjustments will be made to students' time as it is entered.

To approve a student's hours you must act as a delegate to Heather Bennett. Log into Workday and switch account to "Heather Bennett". In the Delegation Dashboard, select "Review Time". Deselect "review my direct reports only" and then enter the student name into the "workers" field. Review the time entered and approve if accurate.

If a student has unsubmitted hours, you must go into "Enter Time for Worker" in the Delegation Dashboard and submit the hours on behalf of the student. Doing so will approve the hours at the same time.

In addition to approving student hours in Workday, supervisors are also responsible for posting bi-weekly totals of hours worked per student on the Student Wage Report.

This report allows for accurate tracking of each department's usage of allocated student wages.

Please inform Lissa Martin of any changes in personnel to maintain a precise roster.

Increment Increase

Students are eligible for an increment increase once per year, based upon criteria established by the department (for either longevity or performance). This increase is limited to one-half the amount awarded for classified employees for the completion of a semester of work. For example, if the classified increase is 2%, the student would be eligible for a 1% increment. It is recommended that the student will have worked at least 75% of the semester prior to receiving an increase.

Students may only receive increases during years where increases are awarded to staff.

Promotion

If a student's job duties have changed, you may promote them to a higher classification. To determine the new pay classification the student's job duties fall under, see the hiring wage schedule table. When a student is promoted, they will receive a minimum pay increase of $.25.

Student employment at Miami University is terminable at the will of either the student or the University. The student may quit at any time, with or without notice and with or without cause. However, students should be aware that quitting without giving their supervisor at least two weeks' notice (not counting finals week) may result in the supervisor refusing to provide the student with an employment recommendation.

The University may discharge a student employee at any time, with or without notice and with or without cause. No representative of Miami University has any authority to make any contrary promise, unless in writing and signed by the President. When a student is no longer working in a position, for whatever reason, their job must be closed/ended.

To close a student's job, email Heather Bennett (bennethm@miamioh.edu) with the student's name, position number, and the last day worked.

In order for a university supervisor to release a student's employment records (e.g., letter of recommendation, employment verification, or personal reference), the supervisor mustp obtain a FERPA Release, signed by the student, before providing the information. 

The Student Employment staff complete all written employment verifications. If a department receives a written request for verification of employment, please fax 513-529-4223 or mail (Roudebush Hall, room 15) the document for Student Employment to complete.

The Student Leadership Academy (SLA) is a leadership development program designed specifically for student employees at the Libraries. All new student employees participate in the program during their first year of employment. There will be an optional opportunity to continue SLA participation after the first year.

Currently, SLA has one component, or pillar - Personal Leadership. By 2027, the program will have four pillars, with each pillar building upon lessons from the previous pillars. Students who choose to continue to participate will explore leadership's personal, professional, service, and mentoring components throughout the complete series.

Individual Libraries departments are encouraged to create their own student handbook which outlines their policies and guidelines. The following topics are examples you could include:

• Disciplinary actions
• Phone use/computer use
• Calling off
• Attendance/severe weather

You should provide your department's handbook to each student employee to ensure they know and understand the expectations and guidelines for the department.