Policies regarding student employment at IUPUI are established by Indiana University, while most specific procedures are managed by the IUPUI Office of Student Employment. Below are specific excerpts from the comprehensive IU Policies as well as specific procedures that all supervisors and departments employing students are responsible for remaining in compliance with.
University Policy Statement on Student Employment
Per the IU Policies for Temporary Employees, student employment at Indiana University has three primary purposes:
- To provide financial self-help so students may further their education
- To provide work opportunities that enhance the educational program through the learning of skills, responsibilities, habits, attitudes, and self-development associated with labor
- To increase interaction with faculty and the community so students may more readily adjust to university life
In addition, “it is the policy of the university to employ students to the fullest extent possible utilizing the services of the campus office responsible for student employment.”
Types of Student Employment
Generally speaking, any enrolled student may be eligible for student employment at IUPUI. Per the IU Policies for Temporary Employees, student employment generally falls into two categories:
- Work-Study Employment: The Federal College Work-Study Program (FWS) was authorized under Title IV of the Higher Education Act of 1965. Students must apply for and be awarded work-study employment by the campus financial aid office.
- Non-Work-Study Employment: Non-work-study, sometimes referred to as regular, part-time, or student temporary employment, includes all on-campus student jobs other than those funded through the Federal Work-Study Program. Non-work-study and work-study positions are the same in terms of pay and job responsibilities. The difference between these two types of employment is how they are funded.
- Non-work-study employment is funded 100 percent by the university.
- Work-study is jointly funded by the university and the federal government.
Click here for more information on the Federal Work-Study Program and processes at IUPUI.
Procedures to Employ a Student
Per the IU Policies for Temporary Employees, the procedures to employ a student are as follows:
- Federal Work-Study Authorization: All students eligible for Federal Work-Study must first obtain an IU Federal Work-Study Authorization and present it to the hiring department before beginning employment. The authorization indicates the academic period for which the student is eligible to work, verifies that the student is enrolled, and specifies the amount he or she is able to earn. At IUPUI, Federal Work-Study Authorization occurs online through the IUPUITalent and JagJobs system.
- Non-Work-Study Employment: Students and employers should contact the office on their campus responsible for student employment and follow their procedures.
At IUPUI, the Office of Student Employment is the office responsible for student employment. This website serves as the resource to guide departments through the process of employing students. You may also contact us directly for assistance.
Job Descriptions: Supervisors and departments should maintain an accurate and up-to-date job description for student employee positions, which is both an IU and federal requirement for student employment. This includes a summary of duties and required skills and qualifications. See the job description form for the key pieces of information to include and this page for sample job descriptions.
Wage Rates: Per Indiana University Human Resources, the Fair Labor Standards Act (FLSA) establishes minimum wage, overtime pay, equal pay, and record-keeping laws. The federal and Indiana minimum wage rate is $7.25; all appointed and temporary staff employees of IUPUI, however, must make at least the Indiana University minimum wage of $10.15 per hour (as of July 1, 2016). Wage rates should be competitive based on the duties and responsibilities performed. Click here for recommendations on pay rates for student employee positions, as well as an example pay scale.
Job Titles: Student employment position titles should be representative of the duties and responsibilities of the position. Job titles such as “work-study student” or “hourly student employee” are not acceptable. Please visit this page for acceptable student job titles that capture the duties of a position.
Posting the Position: In order to make student employment opportunities available to all IUPUI students, supervisors and departments should post positions at IUPUITalent.net to attract the largest number of applicants, as well as the most qualified. All IUPUI students will then be able to access and apply for the posting through JagJobs.
Hiring Minors: Per the Indiana Department of Labor, 16 and 17 year olds who have graduated or are withdrawn from high school are not bound by the Child Labor hour restrictions or break requirement, and do not require a work permit to work. All IU policies, including hour limitations, would apply to 16 and 17 year old students who work on campus. Please reference the IU Policy on Employment of Relatives, Students, and Minors for more specific guidance.
Non-Discrimination/Equal Opportunity/Affirmative Action: Per IU Policies, “Indiana University will recruit, hire, promote, educate, and provide services to persons based upon their individual qualifications. Indiana University prohibits discrimination based on arbitrary considerations of such characteristics as age, color, disability, ethnicity, sex, gender identity, marital status, national origin, race, religion, sexual orientation, or veteran status.”
Policy Against Sexual Harassment: Per IU Policies, “Harassment on the basis of sex is a violation of federal and state law. Indiana University does not tolerate sexual harassment of its faculty, staff, or students.” Click here for the full policy and ensure that student employees in your department complete the online sexual harassment training, which is emailed directly to all employees' IU email address.
Americans with Disabilities Act (ADA) Policy: Per IU Policies, “The Americans with Disabilities Act (ADA), the Indiana Civil Rights Act, and Indiana University policy prohibit discrimination in employment and educational programs against qualified individuals with disabilities.” Click here for the full policy.
Background Checks: Per the Indiana University Policies for Temporary Employees, all new temporary employees (including individuals with student status) who are at least 18 years old shall have a background check completed as a condition of employment with Indiana University. Click here for IUPUI background check policies and procedures.
Hour Limitations: Per the Indiana University Policies for Temporary Employees: “Effective September 29, 2013, the number of hours worked shall be no more than 116 hours over two consecutive biweekly pay periods (four weeks), including regular and overtime hours, across all jobs and units.” In addition, “It is the policy of Indiana University that individuals shall be employed in temporary positions when the need for the position is for less than 1,000 hours in a calendar year.”
Replacement and Displacement: Per Federal Work-Study regulations: “Replacing a full-time employee whose position was eliminated (for any reason) with a student employee paid with FWS funds is prohibited. This prohibition extends to instances where a school first replaces the full-time employee with a student position paid with college funds.”
Workers’ Compensation: Per the IU Policies for Temporary Employees, “Temporary employees are covered under the state Workers’ Compensation law for on-the-job injuries and are eligible to receive benefits under that law.” Procedures for reporting an on-the-job injury can be found at this link.
Breaks: Per the Indiana University Policies for Temporary Employees: “Employees should not be required to work more than six consecutive hours without a minimum of a one-half-hour lunch period free from the job.”
Confidentiality and FERPA Policies: Supervisors should ensure that they and their student employees remain in compliance with confidentiality and FERPA policies. It is important to note that student employment records are considered educational records under FERPA when the employment is dependent on an employee's status as a student (e.g., students employed through the Federal Work-Study Program). In addition, HIPAA-affected areas on campus should ensure their student employees are trained on and remain in compliance with HIPAA.
Orientation: Supervisors are expected to orient new student employees to their positions, roles in the department, and general expectations for behavior as an IUPUI student employee. Visit our page on orienting student employees for guidance.
Training: The responsibility of training student employees lies with supervisors. Training student employees will both ensure their success in their positions as well as allow supervisors to accomplish additional work. Visit our page on training student employees for guidance.
Schedules: Supervisors should ensure student employees are not scheduled and do not work during their scheduled class times. Click here for simple student employee scheduling templates.
Time Sheets: Supervisors are responsible for monitoring, reviewing, and verifying the accuracy of student employee time sheets.
Supervision and Evaluations: Supervisors are responsible for monitoring student employee performance and providing regular performance feedback, including but not limited to a structured performance evaluation. Click here to view sample performance evaluation tools.
Volunteering at Place of Employment: Per the Fair Labor Standards Act (FLSA), public sector employers may not allow their employees to volunteer, without compensation, additional time to do the same work for which they are employed. Additionally, students cannot volunteer if the work is usually performed by someone who is paid. Finally, employers cannot place an expectation or promise of future compensation, future employment offers, gifts or other benefits as a condition of a student volunteering.
Departmental Policies: Supervisors or departments may find it helpful to supplement existing policies with position-specific and department-specific policies and expectations. Common policies and expectations include dress code, attendance, grade point average, service standards, commitment expectations (e.g., minimum hours expected to work per week), cell phone use, homework, and supplemental emergency procedures.