Student job openings are for Drury students with Federal Work-Study or are enrolled in at least 12 undergraduate credit hours in Drury day school. Domestic students must have a current FAFSA on file. (International students are not required to complete a FAFSA).
International students on F-1 or J-1 status International Student Employment FAQS for more information about eligibility and requirements specific to international students.
A comprehensive guide that covers most information you’ll need to know as a new or returning member of student staff.
The purpose of this publication is to serve as a resource to supervisors of student staff members. This manual contains valuable information regarding student employment program procedures, expectations for supervisors of student staff members, and student employee recognition programs.
Human Resources believes that by providing a Drury student with an employment experience, he/she will feel closer ties to the university while gaining valuable work experience transferable to post-university life.
The following are basic guidelines that will make the student employment experience as beneficial as possible for everyone involved:
Student Employment Assistant
Supervisors of student staff members are responsible for ensuring that student staff members receive adequate training, supervision, feedback, and timely compensation for the work they perform. Supervisors are also expected to adhere to the student employment procedures set forth in this manual and Drury’s Staff Policy Handbook. Student staff supervisors must:
Supervisors should also look for opportunities to help student staff members develop important job skills such as customer service, telephone skills, computer applications and more! Your office/department is an extension of the classroom! Be creative. Get to know your student’s career/post graduation goals and find ways to incorporate tasks that enhance skills that they can use.
Job descriptions should be current and accurate. The job description is a valuable tool to communicate how you will measure the student’s performance. It is also an extremely valuable tool to help address performance issues while maintaining a good working relationship.
Written job expectations should be communicated clearly and right away. You are setting the student up for success when you let them know how you will be evaluating their performance. These expectations should include policies regarding confidentiality, harassment, attendance, punctuality, and safety requirements.
Posting a Vacancy
Vacancies for student staff positions are posted with the Human Resources office. To notify HR of a vacancy, the department must utilize the Student Staff Online Requisition form, available on the Student Employment web page.
Upon receipt of the Student Staff Online Requisition, HR will post the position on the HR Student Jobs web page.
Departments may specify that a position is available to only work study recipients, if necessary.
New and existing positions must have an updated job description on file with Human Resources (HR). If one does not exist, the supervisor will need to coordinate with HR to create one prior to the position being posted. (See Sample Job Description.)
Students must apply for student staff positions online, using the Student Employment Online Application. (Special accommodations will be made if necessary and requested.) All student staff members must have an application on file in the HR Office.
Only full-time (enrolled in a minimum of 12 credit hours), day school students who have complete a current FAFSA are eligible to apply for student staff positions.
The hiring supervisor in each department will review the student application, which the HR office will forward via email.
Any necessary clerical tests (i.e. Word, Excel) required for positions are coordinated with the HR office.
The supervisor will call the student(s) to arrange interview appointments. Supervisors of student staff must employ lawful interview practices. (See Guidelines for Legal Interviewing.) Once interviews are complete, the supervisor may complete an “Interview Evaluation Form,” for each student interviewed.
Once a final candidate is identified, the references of this candidate must be checked by the supervisor.
As soon as a final hiring decision has been made, the supervisor must notify HR immediately. The online Payroll Action Form, must be used by supervisors to notify HR of a hiring decision.
As laid out in the Staff Policy Handbook, hiring of relatives is prohibited. A student that is related to any member of a department may not be hired to work in that department.
Student Employment Eligibility:
Before your student employee reports to work:
DO NOT ALLOW A STUDENT TO WORK PRIOR TO RECEIVING HR AUTHORIZATION. THIS CAN CAUSE DRURY TO BE OUT OF COMPLIANCE WITH THE LAW!
By closely following these procedures, hiring supervisors can be confident that they have not exposed Drury to potential fines by allowing a student to work who has not produced documentation of his/her identity and eligibility to work. (Each instance could result in up to $1,100 in fines).
Definitions for Payroll Action Form :
New Hire Appointment – A student who hasn’t worked for you before, even if they have elsewhere on campus. This is the first step in the hiring process after an offer is accepted and should be done prior to the student working. New-hire students may not begin working until the supervisor has been notified he/she has completed employment paperwork by Human Resources.
Renewal of an expired appointment- A student who has worked for you recently (within the past two semesters).
For new-hire appointments, HR will reply (usually within one business day) to confirm whether or not the student may begin working.
For renewals of expired appointments, (students who have worked for you before), you should select “Renewal of an expired appointment” on the new dropdown menu on the payroll action form. You may enter the appropriate start date on the payroll action form. Confirmation of a renewal appointment will be sent via the appointment letter email.
All appointments expire at end of the fiscal year. A new payroll action form is required each academic year as well as a separate, additional payroll action form for work during summer months (June 1st-first day of classes).
Once the student has been hired and is authorized to begin work, the supervisor should then take the time to familiarize the new student staff member with his/her work environment.
The supervisor should give the student a tour of the building. At this time, student staff should be shown where the bathroom, kitchen, snacks, break rooms, etc. are located. The supervisor may use the Department Orientation Checklist-Student Staff form as a guide to ensure that all information has been covered.
Family Educational Rights and Privacy Act Training (FERPA). Student staff should complete this training if they work in a department that deals with and maintains confidential student records.
Staff Policy Handbook Acknowledgement. Student staff should review the Staff Policy Handbook on the HR website. Once they have reviewed the policy handbook, the student should print and sign the Staff Member Acknowledgement Form included in Section 104 of the Staff Policy Handbook.
In order to recognize the valuable contributions of our student staff members, Drury participates in National Student Employment Week. National Student Employment Week is the second full week of April each year.
Human Resources partners with the Career Planning & Development department to provide professional development programming activities for student staff members. The sessions are open to all students, but supervisors are encouraged to send student staff members “on the clock” as a token of appreciation for their contributions.
During National Student Employment Week, supervisors are encouraged to recognize student staff. Some ideas for recognition include having a food day, writing thank you notes to student staff members, posting a big banner saying “Thanks to our student workers!” during the week, etc.
As part of National Student Employment Week, supervisors have the opportunity to nominate one of their student staff members as Student Employee of the Year. The winner of Drury’s student employee of the year award will have their nomination submitted to a state competition. The winner of that award is entered in to the Midwest Association of Student Employment Administrators (MASEA) regional competition. The regional winner is entered in to the National Student Employment Association’s national competition. All Drury nominees receive a certificate of recognition and a copy of the nominating letter. Nominations are due in mid February.
Evaluations are required as part of the federal work study program and are an important part of the student employment experience. They provide the student staff member with tangible feedback concerning their performance and should be taken seriously.
Resignations should be reported to Human Resources immediately via the online “Payroll Action Form.” If the student provides a letter of resignation, that should also be forwarded to Human Resources.
No student should be terminated prior to consultation with Human Resources. The only two instances in which Human Resources would not need to be consulted prior to termination are terminations that occur due to the student’s exhausted work study award and job abandonment (see below). However, Human Resources should be notified after the termination in any cases via the online payroll action form.
When a student does not call or show up for a scheduled shift, they should be contacted and immediately placed on a verbal warning. If they don’t show up or call for three shifts in a row, despite contact from the supervisor, we will assume that the student has terminated his/her own employment. The best practice in this situation is to call the student and send an email after the first missed shift and indicate that the email serves as a verbal warning. On the second day, the email should indicate that it serves as a written warning and should clearly state that failure to show up for the next shift will be considered job abandonment and the student will be terminated from employment. The payroll action form should be completed and all documentation (emails) should be sent to Human Resources for the employee’s personnel file.
If the student had an unforeseen emergency and was unable to make contact with the supervisor, they may be reinstated at the discretion of the supervisor. The supervisor would need to advise Human Resources of this reinstatement and of the effective date of the reinstatement.
Please note that excessive absenteeism is a different matter. The regular progressive counseling procedure can be effective in this situation. Please contact human resources for guidance prior to terminating a student staff member who calls in excessively.
Performance or attendance issues that may arise at times must be dealt with immediately in an efficient and effective manner. Always remember that Drury is an educational institution and in many cases this could be the student staff member’s first job. Therefore, it is important to coach our student staff to be effective leaders and managers. They learn from our example!
For a detailed explanation of the progressive counseling and termination procedures for Drury student staff, please see Progressive Counseling Procedures and the sample Written Warning Discipline Notice..
All student staff members are required to complete a monthly online timecard. No payments via stipend will be permitted. In order to receive payment, a student staff member must record hours worked on his or her time sheet correctly. To ensure accurate reporting, this should be done daily at the beginning and end of each shift worked. (See Timekeeping Requirements Non-Exempt Student Staff)
The supervisor must review the information to ensure the timecard is filled out properly and completely. Time should be recorded to the nearest quarter hour. (See Timecard Approval Instructions).
Each month, timecard deadlines for student staff are on the last business day of the month. This allows payroll enough time to process and prepare the paychecks. Timecards received after the last business day of the month may not be processed until the next pay period.
Supervisors must inform student staff that after student timescards are submitted on the last business day of each month, students will receive payment on the 15th of the following month. Paychecks will normally be automatically deposited into the Direct Deposit or ReadyFUND$ account that the student has set up. If the necessary Direct Deposit or ReadyFUND$ account has not been set up in time, a paper check will be mailed to the address on file unless other arrangements have been made with the Payroll Manager.
Students may also view their paystub via their MyDrury account using the Employee tab and selecting the link shown as Pay Stub in the menu. Note: This is also the location where they will be able to view their W-2 online after the end of the year.
Compensation for non-work study and summer employment must be requested and approved through the normal budgeting process each year. Departments may request access to work study funds for the upcoming academic year in March. It is your responsibility to work with the budget administrator to ensure that you have adequate funds in the proper account in order to pay student wages.
Summer employment refers to student staff members who remain or become employed after May 31st up to the first day of classes in fall semester. If you plan to have a student start working prior to the first day of classes, keep in mind that the wages will be charged to the 210 suffix of the budget as work study funds do not become available until the first day of classes.
Immigration law dictates that eligible international students may only work a maximum of 20 hours per week on campus during the academic year. When school is in recess for the entire week, international students may work up to 40 hours per week. If school is in session for part of a week, then the 20 hour limit applies.
If school is in session during any part of the recess, the student is only allowed to work 20 hours in that week. The work week starts at 12:00 am (midnight) Monday morning and ends Sunday at 11:59pm.
International student staff must also complete the required pre-employment paperwork with Human Resources to include applying for a Social Security number (if he/she does not already have one) in order to be authorized to work.
Workers’ Compensation Insurance and Benefit Procedures
Workers’ Compensation insurance is provided for each employee in accordance with the Worker’s Compensation laws of the State of Missouri for accidental injury and occupational disease arising out of and/or in the course of employment.
Occupational accidents, diseases and injuries that occur at work and are directly linked to the performance of normal, job-related duties are covered under Workers’ Compensation Law, which guarantees prompt, automatic benefits to workers.
The benefits included in the program are: payment of hospital and doctor fees for services provided, payment for medicine prescribed for the related injury or disease, and payment of a portion of the employee’s wages while disabled. Work-related injuries include medical care and rehabilitation as ordered by Drury’s treating physician. There are no deductibles and co-payments; Drury University pays the entire cost for treatment. For emergency treatment, the employee should go to the nearest medical facility.
If an employee is required, as part of the job, to perform duties outside the Springfield area, the injured employee may obtain treatment from the nearest appropriate medical facility. However, Human Resources must be notified immediately following a visit.
Drury is not required to pay for non-emergency treatment that employees seek or select on their own. Employees must have approval from the Human Resources Department before seeking treatment that they expect to be paid for under Missouri’s Workers’ Compensation Law.
Temporary disability payments are made as long as Drury’s attending physician states that you are unable to work. These weekly benefits replace a portion of your lost wages. Additional cash payments will be made in the case of a permanent disability such as the loss of a finger or the loss of sight. If employees are permanently unable to return to work, a lump sum payment will be made. Death benefits are made to surviving dependent.
The full cost of these benefits is paid by Drury University.
Most situations are handled in a routine and efficient way. However, if questions arise concerning medical benefits or any aspect of the workers’ compensation process, contact Human Resources.
All accidents, including those that do not require treatment by a doctor and/or hospital, must be reported to the department director, chair, or supervisor.
* * * Important Note * * * The department director, chair or supervisor is required to complete a Drury University Employee’s Report of Injury setting forth the time, place and nature of the accident/injury, and the name and address of the person injured. This report must be provided to Human Resources within 24 hours.
The Human Resources Department will prepare and process the information with the Missouri Division of Workers’ Compensation. Timely reporting is critical, because claims can be denied if accidents and injuries are not reported to the Missouri Division of Workers’ Compensation within the required time frame of 30 days.
Drury University’s insurance carrier, as required by the Workers’ Compensation law, provides compensation.
If an employee requires transportation to the medical provider, an ambulance is required. Arrangements must be coordinated with Drury University’s Security and Safety office for accidents and injuries on the Springfield Campus. Approved provider information is maintained and distributed by the Human Resources Department.
What is “Work Study”?
Work Study is a federally funded work program that is awarded by the Financial Aid office to students whose families meet certain income requirements. The amount of the award must be earned over the course of the academic year for which it was awarded. Award amounts vary, so you should verify this amount with your work study student employee.
Is every student staff member on Work Study?
No. Only a certain number of students who have applied for and received a work study award from Financial Aid are considered to be Work Study.
What is the benefit of hiring Work Study student?
If your department has applied for and received authorization to work study funds, your department budget are not charged for the student’s wages unless he/she exceeds the departmental authorization or the amount of his/her work study award.
Can any student get a Work Study award?
No. Only those students whose family income level allows them to qualify are eligible. Students must also file a FAFSA (Free Application for Federal Student Aid).
Do I have to employ a person with Work Study, or can I select the most qualified person for the job?
Work study recipients always have first priority. Every effort should be made to ensure that all students with a work study award are employed before considering students without an award. This is regardless of whether the department has been authorized access to work study funds.
How do I employ an international student?
Call H.R. to confirm that the student has been authorized by HR to begin work. The student must have completed the required paperwork, i.e. W-4’s, I-9, etc. As with any other student staff member, an international student may not begin work until they have been authorized to do so by Human Resources. Supervisors ensure that they have received confirmation from human resources prior to allowing any student to begin working.
How are wage rates set?
Wage rates are established by Human Resources by comparing the duties, responsibilities, skills, and abilities listed on the job description. Almost all jobs on campus have wage rates set at the minimum wage determined by the state of Missouri.
Why are job descriptions required for each position?
Job descriptions are very important for several reasons. Not only do they provide applicants with information about the various job duties and requirements of each position, but they also provide Human Resources with the necessary information to set wage rates, post job openings, and communicate effectively with other campus departments concerning job openings and closings. They also provide the criteria for supervisors to use when evaluating a student staff member’s job performance.