Approved Date 6-21-2016
Effective Date 6-21-2016
Revision No. 2.0
This policy establishes guidelines for recruiting, selecting, and hiring student employees for student jobs.
2.0 Revision History
||Federally funded work-study jobs are filled first come first serve. To better meet the college’s needs, we change the process to include coordination of placement with the vice presidents.
||Added eligibility for high school students taking ACE classes.
||Removed the limitations on the continuation of employment. This is not common practice.
||Removed the requirement for Executive Council to approve request for federally funded work study jobs.
3.0 Persons Affected
3.1 Casper College employees.
3.2 Casper College and partnership institution students.
3.3 High school students taking ACE classes.
The policy of Casper College is to ensure the following.
4.1 Students may earn money and gain work experience while attending college.
4.2 The college offers students jobs consistent with the student’s goals when possible.
4.3 Students provide college employees with supplementary work assistance.
4.4 The college abides by all federal, state, and local laws regarding recruiting, selecting, and hiring employees.
4.5 The college is an equal opportunity institution and as such, does not discriminate based on race, color, national origin, sex, disability, age or any other characteristic protected under applicable federal, state, or local law when recruiting, selecting or hiring employees.
5.1 Student Workers. This job classification is only available to applicants who meet the eligibility criteria.
5.2 ACE Classes. These are dual or concurrent enrollment classes taught in Natrona County high schools or at Casper College.
5.3 Student Employment Authorization. Supervisors use this form to authorize hiring a student. This form describes the funding source, student and job information, and pay rate. This form requires authorization from the immediate supervisor, secondary supervisor, student, and, in the case of a federally funded work study jobs, an Enrollment Services representative. .
5.4 Student Job Application. Students use this form to apply for student jobs. The form lists the student’s contact information and employment skills, employment related questions, an Equal Opportunity Employment policy, and a release section for the student to sign.
5.5 Eligibility Criteria. Applicants must meet at least one of the following criteria to be eligible for hire as a student employee. Applicants for federal work study jobs must confirm their eligibility with the Enrollment Services.
- Enrolled (or registered for fall semester for summer employment) at Casper College or one of its partnership institutions for six or more credit hours.
- Degree seeking.
- International students with a Student Visa whose I-20 issuing institution is Casper College.
- Graduated from Casper College or one of its partnership institutions in May and working during the summer after graduation.
- In high school and taking ACE classes.
5.6 Scheduled Work Time
- No more than 19 hours per week during the fall and spring semesters and up to 40 hours per week during the summer. Students working 40 hours per week during the summer must take off at least 80 hours during their summer employment dates to maintain the college’s health care compliance.
5.7 Executive Council. This council consist of the president; vice presidents of academic affairs, student services and administrative services; information technology director; executive dean of continuing education; and public relations director.
6.1 The student success services director is responsible for facilitating the hiring of students in accordance with applicable federal and state laws and regulations and college procedures.
6.2 The financial aid director is responsible for the administration of the federal work study program.
6.3 The Human Resources (HR) is responsible for maintaining payroll records.
6.4 Supervisors are responsible for monitoring budgetary, legal, and procedural constraints for student employees.
7.1 Allocation of Institutional Funds
7.1.1 Deans and directors submit work study job requests to their appropriate Executive Council member.
7.1.2 Executive Council allocates institutional money for student jobs to schools and departments during the annual budget process.
7.2 Federally Funded Work Study Requests
7.2.1 The student success services and the enrollment services directors meet annually to discuss available federal funds for student work study and the needs of the college. This group will coordinate the job requests for federal work study students.
7.3 Requesting a Position
7.3.1 Supervisors who have institutional funds for student jobs or who have approval from an appropriate Executive Council member to request a federally funded work study job provide Student Success with a description of the job responsibilities and duties, minimum qualifications, and hours needed.
7.3.2 Student Success Services reviews the information for completeness and posts a vacancy notice on the Student Success online job site.
7.4 Applying and Interviewing
7.4.1 Students obtain the Student Job Application from Student Success. They then schedule interviews with the supervisor of jobs for which they would like to apply. Students take their completed Student Job Application to the interview.
7.4.2 The supervisor interviews candidates.
7.5 Making an Offer
7.5.1 The supervisor offers the selected candidate the job. Supervisors may not offer jobs to candidates that would be in violation of the nepotism policy. If the candidate accepts the job, the supervisor completes the Student Employment Authorization form and submits it and a copy of the completed Student Job Application to Student Success.
7.5.2 The supervisor directs the candidate to HR to complete an I-9 and W4. Students may not begin their job until HR processes these documents, and, in the case of federally funded jobs, the student may not begin their job until Enrollment Services awards the funding.
7.6 New student employees must complete training through Student Success Services on FERPA, sexual harassment, completing time cards, professional behavior, and college emergency information. Supervisors ensure that the training is complete by the end of the first week of employment. Student Success Services will notify supervisors upon completion of the training.