Student employee supervisors

To be eligible for employment at UWL, a student must:

1. be enrolled at UWL at least half-time (6 undergraduate credits; 4.5 graduate credits) during the academic year.
2. be at least 18 years of age. Individuals 17 or younger must have a work permit on file with Human Resources.
3. be able to provide documentation of eligibility to work in the United States. International students must have an unexpired "F" or "J" visa and are eligible only for on-campus UWL funded (Non Work-Study) employment.

• Student Employment Background Check Policy
• Student Employment Wages and Appointment Policy
• Related UW System Student Employment Policies 

• Onboarding Setup
• Manage/View Onboarding Status for New Hires

All student employees must be informed of the following topics:

• Emergency Response Plan
• Executive Order #54 - Mandatory Reporting of Child Abuse and Neglect
• Information Security Training
• Sexual Harassment Prevention

• Change Employees Job
  
  • Change Job Reasons
    • Supervisor/Time Approver Change: Supervisory Org Change 
      • Time and Absence Requests when changing supervisor
    • Promotion, Demote, Lateral Move/Transfer
    • Expected Job End Date Change
• New Title Assignment (Formerly Working Title Change)

All changes in appointments must be submitted at least 5 business days prior to the start of the effective date of the change.

Per hour rate of pay changes will not be entered for past pay periods.

The opportunity for employment at the University of Wisconsin–La Crosse (UWL) provides economic benefits and professional level work experience which may assist in transition to the workplace following graduations. By accepting on-campus employment at UWL, a student assumes responsibility and accountability for work assignments. Some general work performance standards are included, but not limited to the information outlined below. Department supervisors may have additional expectations specific to departmental operations. Questions concerning UWL Student Employee expectations or departmental expectations should be directed to your supervisor or to Human Resources.

• UWL supervisors recognize that the student’s first priority is as a student; however, students should discuss their academic schedule with their supervisor and work on a collaborative basis to resolve schedule or exam conflicts.
• Students employed in more than one on-campus position must notify each supervisor of all current UWL employment. In addition, students are responsible for notifying each supervisor during any week in which the potential exists for working a total of over 20 hours total in all positions.
• Regular attendance is important and considered a basic responsibility of each employee, as others depend on you to accomplish your work responsibilities.
• Employees must be ready to begin work at the scheduled start time and remain at work during the established hours. Employees may work after the established work time only with advance approval of their supervisor. 
• Employees must ensure that time sheets accurately reflect hours worked.
• All employees must work together in a manner that promotes the efficient operation of UW-L and ensures a respectful working environment by following all University policies and regulations.
• As an employee of UWL, you may be in contact with other employees, prospective employees, parents, community representatives, etc. The representation of UWL must be one of professionalism and courtesy. 
• The clothing you wear contributes to our professional image. Generally, acceptable attire within our work environment may be described as clean and neat “business casual”. Examples of “business casual” include: collared shirts, blouses, casual pants/slacks, capris, skirts, and dresses.  Check with your supervisor for more specific information.
• Computers are to be used for work-related University business. All users of university computing and network resources are expected to utilize equipment for University business in accordance with Responsible Use of Computing Resources Policies.
• Internet usage such as Facebook, Twitter and personal email is not considered work-related.
• The University maintains confidential and sensitive data regarding students, faculty, staff, and/or University business.  In order to properly safeguard these records, the University restricts access to those who have a legitimate business need.  You must maintain this confidentiality.
• In compliance with the guidelines incorporated from the Family Educational Rights and Privacy Act of 1974 (FERPA) and the University of Wisconsin-La Crosse’s Student Records Policy, employees must take every precaution to protect the integrity of our records.  Any release of information which would identify a specific student or employee is prohibited unless a signed, written release is on file with the University. Confidentiality of student records is required by Federal and State law.

I understand my responsibility and have read and will comply with the expectations outlined above.  I will review this document with my supervisor and ensure I have a complete understanding of any additional departmental expectations.  Additionally I understand that my employment is temporary in nature.

Terminations

• Primary job
• Non-Primary job

Workday is the timekeeping and payroll system for UWL.

Complete a Period Activity Pay form and return to Human Resources for the following instances:

• Request Compensation Change
  • Reason should be Student Hourly Rate Change

Approval action by supervisor

Federal Work-Study: Federal Work-Study is a need-based aid program, funded by the government, that is awarded to students who have demonstrated financial need. Questions about Work-Study should be directed to the Financial Aid Office at (608) 785-8604.

OR

UWL funded: UWL funded means the employee receives 100% of the earnings from the hiring department’s funding account.

OR 

Grant funded: When a student is being paid by an outside grant issued to a UWL faculty member, staff member or department, a UWL grant account needs to be set up by business services and the grant account number and funding string needs to be provided on the student EAF.

Federal Work-Study is a need-based aid program, funded by the government, that is awarded to students who have demonstrated financial need. This program is available to citizens or permanent residents of the United States.

Financial Aid will assign an eligible student to a department within the University that has a need for the student help. Departments also have the option to request certain Work-Study eligible students to work in their department. Financial Aid monitors the Work-Study balance throughout the semester. A balance report is emailed to supervisors biweekly. After the report is sent, it is the supervisor’s responsibility to ensure the student does not run out of award money. If a student’s award balance comes down to $500, a warning email will be sent directly to the supervisor it affects. If a student continues to work after the Work-Study award is depleted, the department will be responsible for funding the student pay.

Questions about Work-Study should be directed to Financial Aid.