Student Assistant Policy and Procedures

Student Assistant Policy and Procedures  

Purpose 

The purpose of this policy is to ensure equal opportunity, nondiscrimination, equity and fairness in the recruitment and appointment of student assistants at SUNY Cortland. 

Student assistant positions are established for the purpose of giving financial support to University students while at the same time accomplishing necessary work for the campus.  Student assistants remain first and foremost students. All appointments of this type are made to the title of ‘student assistant’ and are appointed through Student Employment Services (SES). 

Appointment Eligibility 

• Must be a regularly enrolled SUNY (including community college) student equating to at least half time, which means: 

• During the academic year, students must be actively enrolled (minimum of six undergraduate credit hours or four-and-a-half graduate credit hours per semester) during the full course of their employment. 

• During the summer session or winter session, students must be accepted by the university and eligible/anticipated to enroll, as defined above, for summer classes or for the upcoming term. 

• The hiring of SUNY students will be based on the following priority:  

• SUNY Cortland students are first priority.  

• All other SUNY units, including community colleges, are second priority and are only hired for winter and summer sessions.  

• Ineligible candidates  

• Students that do NOT attend either a SUNY or SUNY Community College are NOT eligible for student employment. 

• A student holding a graduate assistantship (GA) is not eligible for appointment as a student assistant.  (See related Graduate Assistantship Policy) 

**Over winter and summer break, a GA, if otherwise eligible, can apply and be hired into a student assistant position as long as they are not on GA payroll. ** 

• If a student cannot register for classes due to a “hold” on their account, the student is not eligible for student employment until the “hold” is cleared. 

• As soon as a student graduates, or otherwise loses student status, the student is no longer eligible to be appointed or to remain on student assistant payroll. Spring graduate eligibility ends May 31, and fall graduate eligibility ends December 31. Mid-semester students who lose student status at any other time lose eligibility immediately.  

 Appointment Procedures 

Advertising/Posting Procedures 

• The hiring office must complete and submit an online position requisition using the on- campus student employment hiring system Applicant Tracking System (ATS).  

• Vacancy announcements must be posted in ATS and with SES for at least three business days. Additional alternate advertising is encouraged, e.g., class announcements, bulletin boards, email list serves, etc.  

• Re-hiring returning students or extending current student assistants do not require advertising.  

• No new appointments shall be made without having had the position advertised/posted. Failure to follow this process may result in the student being ineligible to continue working in that department, or the department may lose funding for the position for one semester. 

• Once postings have expired or the minimum posting time has been met, the supervisor can begin review of applications and commence interviews. It is highly recommended that at least three students are interviewed. The interview process itself is an educational opportunity for students. 

Initial Appointment Procedures  

• After candidates have been interviewed and a student has been selected, the selected candidate information must be completed in ATS. Student hiring proposals must be submitted at least three days prior to the student’s start date, and approval by Payroll is required before an applicant is considered hired.  

• Payroll approval can be verified in ATS under the specific job posting’s hiring proposal tab. The status will say ‘Hire Approved’ beside each student.  

• Students will receive an email with instructions on how and where to complete paperwork. All documents for students to complete are in the SES office within Career Services, Van Hoesen Hall, Room B-5. Students do not need to bring paperwork with them other than identification to complete the Form I-9 as described below. 

• The appointed student must complete Form I-9 within three calendar days of the start date, preferably prior. Failure to process these documents within the timeframe outlined by the Department of Homeland Security is noted as non-compliance and may result in extensive fines for the University. 

• To complete the Form I-9, the student will be required to show certain original documents to verify identity and employment eligibility. A full list of acceptable documents can be found here.  

• Students who fail to complete this step on time will be required to stop engaging in work activities immediately until the Form I-9 is complete. Notification of this will be made to the supervisor and compliance is mandatory. No exceptions.     

• It is recommended that students make an appointment to complete their paperwork. Walk-ins are welcome; however, paperwork cannot be completed unless required identity and employment eligibility documents are presented. Appointments can be made by calling 607-753-4715 or 607-753-2223.   

• When completing their paperwork, students will be asked to provide the name of the department in which they are working and the name of their supervisor. This allows SES to complete the email confirmation step. 

• Student supervisors must receive email confirmation from SES indicating that the student has properly completed all employment paperwork before a student can be added to a work schedule. SES staff will send email confirmations no later than the end of day (4:30 p.m. during the semester, 4 p.m. during breaks) on the day a student completes the required paperwork. 

• All student assistants must be paid the higher of the federal or state minimum wage.   

• Student assistants are paid on an hourly basis. Occasionally, stipends or other forms of payment may be appropriate, such as the case with resident assistants. All payments, other than hourly, must be preapproved by the Human Resources Office prior to advertising.   

Re-appointment/Change of Appointment Procedures 

• A Student Assistant Assignment/Action Form must be completed  thoroughly and submitted to the Payroll Office for the following actions: 

• A reappointment to the same previously held position; or 

• Extension of an existing appointment; or 

• A change in employment, such as a salary increase. 

• This form must be received by the Payroll Office prior to the student commencing the action represented in the form. 

Work Hour Limitations 

• During the academic year, student assistant employment should not exceed 20 hours per week. This maximum for international students is strictly enforced as it is a term and condition of their visa status. 

• During breaks, intercession and over the summer, student assistant employment shall not exceed 29 hours per week. 

• ALL hours worked on campus, excluding Cortland Auxiliary Services employment, are included in the student assistant work hour maximums. These include, but are not limited to, work study positions, resident assistant responsibilities, assistant coaching, adjunct teaching, summer sport camps and Research Foundation of SUNY positions. 

• If a student has multiple positions on campus and collectively the hours worked would  result in exceeding the limits of this policy, the student will be required to choose which position to forfeit. 

Early Termination Procedure  

• If a student assistant stops working for any reason or is terminated from their position prior to the anticipated end date listed on the appointment form, notification must be provided to the Payroll Office using a Student Assistant Assignment/Action Form. This form must be completed and submitted (electronic submission via email is acceptable) as soon as possible. 

• If a student assistant paid on an hourly basis does not submit a time sheet in three consecutive pay periods, the Payroll Office will automatically terminate the student assistant’s commitment. However, this should not be a routine practice by the supervisor as a means of communicating an early termination. 

 Student Assistant Employment Policies 

Benefits 

• Student assistants do not qualify for benefits except as follows: 
  1. Student assistants are eligible to enroll in the New York State Employees’ Retirement System. Enrollment currently requires a 3% contribution to the retirement system. The equivalent of 10 years of full-time service is needed to be eligible for pension benefits. 
  2. Student assistants injured during the performance of their duties are covered by New York State’s Workers’ Compensation Law. 

Family Members and Consensual Relationships 

• The university prohibits its student employees from being placed under the supervision of a member of their family or in the same office/department as a member of their family, regardless of a supervisory/evaluative relationship. 

Jury Duty 

• If a student assistant is required to participate in jury duty on a normally scheduled workday, the student is entitled to their normal pay for that day up to $40.00 a day for the first three days of jury duty which conflict with the employee's regular work schedule. Proof that such absences are required must be submitted. 

Meal Breaks 

• A 30-minute meal break of unpaid time must be taken when a student assistant works more than six consecutive hours. This unpaid break must be recorded on the timesheet. 

Military Leave 

• Student assistants are eligible for military leave under Section 242 of the New York State Military Law. 

Student Time and Attendance (TAS) 

• Student assistants are required to complete on-line biweekly time sheets through SUNY’s Time and Attendance System (TAS) for each job (commitment) they are working. Students should certify the time record and submit it to the supervisor for final approval on the last Wednesday of each two-week pay period. For example, if a payroll period ends on Wednesday, July 13, then all hours worked during that payroll period should be submitted no later than Wednesday, July 13. Please refer to the Student Payroll Schedule for current dates and deadlines. 

Supervisor Approval in Time and Attendance (TAS) 

• Supervisors will receive daily notification until the student time record is approved. Time records must be approved no later than Friday following the end of a payroll period. For example, if a payroll period ends on Wednesday, July 13, approval of a student’s submitted time record should be completed by Friday, July 15. Please refer to the Student Payroll Schedule for current dates and deadlines. 

• Important Note:  If a student’s submitted time record is not approved within two days, the supervisor’s supervisor will receive notification for approval of the time record.  If unforeseen delays do occur, the final day for any approvals submitted by supervisors will be on Monday, immediately following the due date. Using the example above, this would be Monday, July 18. 

• If payroll deadlines are not met, delays in receiving paychecks on a timely basis may occur. 

Student Assistant Pay Ranges 

* Minimum Rates –the Level A pay rate will correspond to the higher of the state or federal minimum wage. President’s Cabinet has approved all other levels and current student pay rate adjustments related to any increase in the minimum wage.  

Related Policies, Information and Forms 

Form I-9 with Acceptable Documents 

Graduate Assistantships – Compensation and Work Obligation  

Section 242 of the New York State Military Law 

Student Assistant Assignment/Action Form 

Student Payroll Schedule  

Contact Information 

Human Resources Office, 607-753-2302, [email protected] 

History (in descending order)