University of Vermont

Student Employment Office

Student Employee Agreement

Student Employment Office Supervisor Agreement

Academic Year 2014-2015

The University of Vermont Student Employment Office is committed to complying with the ethical standards of the National Association of Colleges and Employers (NACE) and expects students and employers to be honest and professional in the job search process. All student employers and supervisors who choose to participate in Student Employment Office services must abide by the following agreement. By logging into the Student Employment Office’s online Students Work Job Board, you are indicating that you will adhere to the following standards:

As a supervisor of student employees, I agree to:

  1. Ensure that student employees do not begin work until authorized by the Student Employment Office, including verification of a student employee’s eligibility to work in the United States (I9 form).
  2. Comply with all federal, state, and local employment laws and regulations and University of Vermont employment policies and procedures, including the Student Employment University Operating Procedure (link to come).
  3. Review and approve each student employee’s time in PeopleSoft no later than 3:00 PM on each Monday that is the pay end date for that payroll period.
  4. Ensure that student employees receive their paycheck in a timely manner. I will return any check in my possession dated more than thirty (30) days past the issue date to Payroll Services, 237 Waterman, with a note stating the reason that the check is being returned.
  5. Encourage student employees to sign up for Direct Deposit to receive their pay and/or Federal Work Study award money in a timely manner.
  6. Support any student with a documented disability interested in utilizing accommodations for their college work-study job should contact the ADA Liaison in Human Resources at 656-8623 manner.

As a supervisor of work study funded employees, I agree to:

  1. Adhere to the Federal Work Study Program calendar which runs from August 25, 2013 to May 8, 2014.
  2. Keep separate records of each work study funded employee’s hours worked using a Hours Tracking Sheet(PDF).
  3. Provide work study funded employees with legitimate employment in support of my department and not pay students solely to study.
  4. Ensure that work study funded employees do not work during scheduled class hours, prior to the start of classes in August, or after the last day of final exams in May.
  5. Ensure that work study funded employees do not work more than 8 hours per day or 20 hours per week, and discuss these constraints with my work study funded employees to ensure that they understand that they must watch their earnings carefully in order not to exceed these limits for total FWSP employment among all FWSP jobs or their award balance.
  6. Regularly run the PeopleSoft Work Study Report to view my work study employees’ remaining award amounts to ensure that I do not authorize or approve hours that exceed the student’s remaining award balance. Should the earnings of the student exceed their award, then I understand my department will be charged the overage amount.

As a supervisor of student and work study employees, I understand that:

  1. The Student Employment Office may adjust or terminate a student's employment or work study eligibility based on changes in:
    • the student's enrollment status;
    • the student's failure to maintain Satisfactory Academic Progress;
    • changes in the student's financial information as reported on the Free Application for Federal Student Aid (FAFSA);
    • a student’s receipt of estimated financial assistance not previously incorporated into their financial aid award.
    In rare circumstances these changes could be applied retroactively, requiring my department to pay the student’s wages.
  2. Students may not work without pay in the department after they have earned all available work study funds. Should my department/agency wish to retain a work study employee after his/her work study funds are exhausted, I must rehire the employee as a student employee to ensure that the student is paid for all hours worked.
  3. A work study employee’s Federal Work Study award reflects the maximum amount of gross pay they may earn; students may not earn more than the amount indicated in their financial aid award. In the event that a work study employee’s FWS earnings exceed their FWS eligibility as indicated in their financial aid award, the overage will be debited from the departmental budget number I have provided within Students Work Job Board. In rare circumstances, Student Financial Services may award FWS funds and then retroactively remove these funds due to eligibility adjustments.

Printable version of this document (PDF)

Revised 6/5/2014

Last modified June 05 2014 08:47 AM