Student Worker Handbook
Alongside a quality education, experiential learning contributes significantly to the experience our students have while they are in college. Opportunities made available through on campus student employment are an excellent way to positively impact student experience and increase the return on investment made by our St. John’s students. Career development can take place in school, and student employment is one way to help our students as they chart their career path and prepare to graduate.
The University is committed to supporting part-time, on-campus student employment for the benefits of students and University departments. St. John’s students play an integral role in many University offices. In return for their service and assistance, the University provides student workers with an opportunity to gain valuable office and technical skills, perform work that may relate to future career plans, earn a competitive salary rate, have flexibility in scheduling work hours, and eliminate the additional cost of commuting to and from a workplace. By joining students and employees through the opportunity of student employment, academic experience is enhanced with practical learning on the job in a supportive and challenging setting.
Purpose and Authority
This Student Worker Handbook is designed to assist you, the student, by giving you clear, concise, information you will need to be successful as a student worker. If you have questions or concerns that are not addressed in this handbook, please feel free to contact the Student Employment Supervisor at 718-990-2331. This student worker handbook replaces any previous employment guide for students published by the Office of Human Resources.
The Office of Human Resources is the authority responsible for communicating and interpreting the policies of the University as they relate to its employees and student workers. The guidelines, work rules and policies contained in this handbook are not intended to create either an implied or expressed contract or guarantee of employment or contractual obligation between the University and its student workers, and its provisions may be terminated or amended from time to time by the University.
As a university, we commit ourselves to academic excellence and the pursuit of wisdom which flows from free inquiry, religious values, and human experience. We strive to preserve and enhance an atmosphere in which scholarly research, imaginative methodology, global awareness, and an enthusiastic quest for truth serve as the basis of a vital teaching-learning process and the development of lifelong learning. Our core curriculum in the liberal arts and sciences aims to enrich lives as well as professions and serves to unify the undergraduate experience. Graduate and professional schools express our commitment to research, rigorous standards, and innovative application of knowledge. We aim not only to be excellent professionals with an ability to analyze and articulate clearly what is, but also to develop the ethical and aesthetic values to imagine and help realize what might be.
St. John’s is a Catholic university, founded in 1870 in response to an invitation of the first Bishop of Brooklyn, John Loughlin, to provide the youth of the city with an intellectual and moral education. We embrace the Judeo-Christian ideals of respect for the rights and dignity of every person and each individual’s responsibility for the world in which we live. We commit ourselves to create a climate patterned on the life and teaching of Jesus Christ as embodied in the traditions and practices of the Roman Catholic Church. Our community, which comprises members of many faiths, strives for an openness which is “wholly directed to all that is true, all that deserves respect, all that is honest, pure, admirable, decent, virtuous, or worthy of praise” (Philippians 4:8). Thus, the University is a place where the church reflects upon itself and the world as it engages in dialogue with other religious traditions.
St. John’s is a Vincentian university, inspired by St. Vincent de Paul’s compassion and zeal for service. We strive to provide excellent education for all people, especially those lacking economic, physical, or social advantages. Community service programs combine with reflective learning to enlarge the classroom experience. Wherever possible, we devote our intellectual and physical resources to search out the causes of poverty and social injustice and to encourage solutions which are adaptable, effective, and concrete. In the Vincentian tradition, we seek to foster a worldview and to further efforts toward global harmony and development, by creating an atmosphere in which all may imbibe and embody the spirit of compassionate concern for others so characteristic of Vincent.
St. John’s is a metropolitan university. We benefit from New York City’s cultural diversity, its intellectual and artistic resources, and the unique professional educational opportunities offered by New York, Rome and other cities throughout the world where our students study and serve. With this richness comes responsibility. We seek and welcome opportunities to partner and plan with our metropolitan communities. We encourage them to use our intellectual resources and professional expertise in developing solutions that address strategic issues of mutual concern. On the local, state, national and international levels, our alumni serve as effective leaders and responsible citizens. We pledge to foster those qualities required for anticipating and responding to the educational, ethical, cultural, social, professional and religious needs of a dynamic world.
The Vincentian tradition at St. John’s University is the foundation and the source of the core values its members strive to embody: truth, love, respect, opportunity, excellence and service.
Knowledge in accord with reality, behavior faithful to ethical standards.
St. John’s affirms the threefold mission of a university to seek truth through research, to disseminate it through teaching and to act on it. The University values and utilizes the perspectives of different cultures to assist its members in seeking truth and developing ethical standards, while affirming the Judaeo-Christian tradition.
Focusing and extending minds and hearts to nurture one’s own and another’s good. Love expressed in the University community is not a feeling but an action for the corporate good manifested through the time, talent and energy of its members. It is a responsible dedication to utilize available resources and turn them towards humanity’s good.
Awareness of and esteem for all individuals. A courteous regard for all people whose diversity is embraced and shared in learning, teaching and service to others within the University community and beyond.
Circumstances favorable to serving others and preparing one’s self for a fulfilling life. Guided by its central commitment to equality, justice and Christian morality, the University makes its resources available to all its members to pursue their individual and collective interests.
Striving, growing, never being complacent. The St. John’s Community empowers and inspires students, staff, faculty and administration to succeed in programs, which assist them in every area of achievement.
Vincentian spirituality in action, a response to God’s call to give of ourselves. Our obligation and commitment to service lie not only in our active compassion as an institution, but also in the cultivation of these priorities and values in the members of our community. We are committed to a life of stewardship as a caretaker of God-given talents, resources and knowledge, and caregiver responding to the needs of others.
St. John’s University will empower diverse learners with quality education for life. Through innovative teaching, research and service we will foster rational, spirited inquiry and intelligent reflection. Our student-centered approach will be shaped by a caring, energized, nimble culture. Enlivened by our distinctive mission, our graduates will excel in the competencies and values required for leadership and service in a rapidly evolving global community. As a Catholic and Vincentian university, we will be known worldwide for addressing issues of poverty and social justice.
What does it mean to be Vincentian
St. John’s University looks to St. Vincent de Paul (1581-1660), founder of the Congregation of the Mission, for its vision and inspiration. From southern France, Vincent pursued the priesthood as a way to assure a comfortable life. Through a profound conversion experience in his early ministry, Vincent unraveled the central paradox of life: it is in giving that one receives. In a Paris marked by great affluence enjoyed by few as well as by dire poverty endured by the masses, Vincent discovered that one finds God and oneself in service to others. A man of deep faith, keen intellect, great business acumen and enormous creativity, he was at home in the hovels of the poor and in the palaces of royalty. Respected by the powerful and loved by the poor, Vincent bridged social classes through his works of charity and his advocacy for the disenfranchised.
In collaboration with St. Louise de Marillac (1591-1660), Vincent organized hospitals for the sick and poor, founded asylums for the orphaned, opened workshops for the unemployed, championed literacy for the uneducated, advocated for the incarcerated, established local charities, and reformed the education and formation of the clergy throughout France where his community of priests and brothers undertook the spiritual care of the poor, particularly those in rural areas.
In 1870 in the United States, the Bishop of Brooklyn asked the Vincentian community to establish an institution of higher education for the rapidly expanding immigrant community of New York. Denied access to other institutions, the children of immigrants, particularly those from Europe and the British Isles, found financial support and academic challenge, as well as respect and opportunity, in St. John’s College on Lewis Avenue in Brooklyn. While St. John’s University moved from the Brooklyn sites in the mid-20th century and now has several campuses where students from many cultures learn and work together, the Vincentians still offer a range of services to the local community in Bedford Stuyvesant, the site of the first St. John’s.
Today, as a Vincentian university, St. John’s extends Vincent’s vision and continues his unflagging efforts for the poor and needy. All at St. John’s are inheritors of Vincent’s legacy and stewards of his mission to respect each person, serve the needy and build human solidarity.
- Employment at Will
- Equal Opportunity Employment
- Student Code of Conduct
- Requirements and Eligibility
- Regular Student Worker Defined
- College Work Study Student Worker Defined
- Federal Work Study Program Defined
- Number of Jobs Per Student
- Change of Information
- Student Employment Records
- Verification of Employment Information
- New Student Worker Orientation
- Career Services
Employment at Will
The University’s policies and procedures that apply to student workers are not intended to create, and do not create, an employment contract or guarantee of continued employment for any student worker; nor does anything in any policy or work rule of the University alter the at-will employment relationship between the University and its student workers. Both the University and its student workers have the right, under the Employment at Will guidelines, to terminate the employment relationship at any time, with or without cause or reason. Please contact Employee Relations and Compliance for additional information.
Equal Opportunity Employment
Consistent with the University’s mission as a Catholic, Vincentian, and metropolitan institution of higher education, the University abides by all applicable federal, state and local laws which prohibit discrimination on the basis of race, religion, color, national or ethnic origin, age, sex (including sexual harassment and sexual violence), sexual orientation, gender identity and gender expression, marital status, citizenship status, disability, genetic information, status as a victim of domestic violence or status in the uniformed services of the United States (including veteran status). In accordance with these laws, the University also prohibits retaliation against anyone who has complained about discrimination, discrimination-related harassment, or otherwise exercised rights guaranteed by these laws.
Equal employment opportunity applies to all terms and conditions of employment, including but not limited to hiring, classification, promotion or transfer, discipline, discharge, layoff, compensation, job training, and benefits. The University supports the recruitment, employment, and advancement of women, minorities, individuals with disabilities, disabled veterans and veterans of the Vietnam era for all positions that they are qualified to perform. Further, the University strives to enhance opportunities for mobility and promotion of qualified candidates who are current University employees.
The University’s Equal Employment Opportunity officer ensures that all University-wide educational and employment policies, programs and practices are administered in accordance with the guiding principles of equal opportunity, applicable laws and the University’s identity as a Catholic and Vincentian institution. The EEO Officer, Yael Wepman, Employee Relations and Compliance, may be reached at 718-990-2660.
Student Code of Conduct
Student employment is an extension of the higher education experience. While performing job responsibilities, the student worker is expected to abide by the St. John’s University Student Code of Conduct. Students may be held accountable for Code of Conduct violations that occur while functioning as a student worker. Please refer to the Student Handbook online. The Handbook clearly outlines the Code of Conduct and possible sanctions that could result from being found in violation of any part of the Code.
Requirements and Eligibility
To be eligible for student employment at St. John’s University, a student must be in good academic standing with a minimum cumulative grade-point average of 2.0. Students who are on academic probation are prohibited from working on campus. Students who fall below a 2.0 while working on campus will be terminated from employment. Students are permitted to work at one on-campus job only. Exceptions to this policy are functions that require the services of students on a one-day or one-week basis, such as the Annual Giving Phonathon, University Learning Commons, Global Language Cultural Center (GLCC), Academic Support Services and commencement exercises.
A student must also be in full-time attendance at St. John’s University. A full-time student is any undergraduate student who is registered for a minimum of 12 credits or any graduate student who is registered for a minimum of 9 credits. Students retain this status during vacation periods from the University.
At the time of graduation from The University, you become ineligible for further employment as a student worker. Therefore, you will be terminated from employment prior to graduation day. The only exception to this policy is if you have been accepted as a full-time student in a graduate program in the University for the following semester, in which case you will be eligible for further student worker employment.
Regular Student Worker Defined
College Work Study Student Worker Defined
A college work study student worker is paid by a Federal Work Study grant. This grant is a federally-funded program, which is available to full-time and part-time matriculated undergraduate students who demonstrate financial need. Special emphasis is directed to full-time students and those from low-income families. Continued eligibility is based on the student maintaining satisfactory academic progress.
Federal Work Study Program Defined
A Federal Work Study grant is active for only one academic year, beginning July 1 and ending June 30 of the following calendar year. For more information on federal work study grants or eligibility, contact the Office of Student Financial Services at 718-990-2000 on the Queens campus and 718-390-4453 on the Staten Island campus. Manhattan campus students should contact the Queens campus for information.
Each year it is the responsibility of the student to sign the work study grant agreement and provide the document to the Office of Student Financial Services. Students are not permitted to work without a current grant agreement.
Number of Jobs Per Student
You are permitted to work in only one on-campus job at a time. Your job is considered a part-time position. Exceptions to this policy are departments that require the services of students on a one-day or one-week basis, such as the Annual Giving Phonathon, University Learning Commons, Global Language Cultural Center (GLCC), Academic Support Services and commencement exercises.
Change of Information
If your name, address or student status changes, you must contact the Student Employment Supervisor at 718-990-2331.
Student Employment Records
The Recruitment Office in Human Resources maintains the official employment files for student workers. Access to information in the files is restricted due to the need to maintain privacy and confidentiality. A student may make a written request to the Student Employment Supervisor to review the contents of his or her employment file. A student may not remove any contents of his or her file, nor is St. John’s obligated to provide copies of file contents to students.
Verification of Employment Information
Any current or former student worker who requests an employment verification letter must forward the inquiry to the Office Of Human Resources Recruitment Department. The Recruitment Department will ensure the information provided conforms to university policy. The release of information will not be provided without a signed formal consent form.
New Student Worker Orientation
As part of your introduction to the student work experience, you are required to complete our online Student Worker Orientation Program. As a new hire, you will receive an invitation to participate in the online training program via email. It is essential that you complete all four components of this 30-minute program: the video; PowerPoint presentation; quiz; and survey. The Orientation Program outlines the expectations of the student worker position, provides you with key St. John’s employment policies, and highlights the importance of providing quality service to all our customers. Feel free to talk to your supervisor, or call the Student Employment Office if any of the material is unclear or if you want to know more about part of the program. Your supervisor will be informed of your participation, and the time you spend completing Orientation will be compensated as paid work time. For optimal performance, we recommend Google Chrome to access the material.
The Office of Career Services provides students with a host of career development and employment resources, including advising, job-readiness skill training, assistance to secure internships and explore job opportunities.
- The Workweek
- Work Hours
- Your Work Schedule
- Meals and Breaks
- Managing Your Federal Work Study Grant
- Pay Days
- Paycheck Distribution
- Direct Deposit
- Lost, Stolen or Mutilated Paychecks
- Taxes/Withholdings for Students With F or J Visa Status
- Employment Disability
- On-the-Job Injury or Illness
- Sick Time for Regular Student Workers
The University workweek begins at 12:01 a.m. Sunday and ends at midnight Saturday. Normal office hours for The University are 8:30 a.m. – 4:30 p.m. Monday – Thursday and 8:30 a.m. – 3 p.m. on Friday. Generally, you are not expected to report to work on days the University is closed. However, some departments do remain open. Please speak to your supervisor regarding the office hours of your particular department.
The maximum number of hours per week that you can work during the academic year is 20, with a maximum of 35 hours per week during vacation periods. Full-time employment during the breaks is not a requirement and is contingent upon the needs of the department.
Your Work Schedule
Each semester, you and your supervisor should establish your work schedule. Every attempt will be made to schedule work hours at convenient times and in accordance with your class schedule. However, the department, too, has needs that it will take into consideration when determining your work hours. You should discuss any special requests or schedule conflicts well in advance with your supervisor. Once your work schedule has been agreed upon, your inability to maintain this schedule will impact the coverage needs of the department and may result in your termination from employment.
Meals and Breaks
Student workers are not eligible vacation or holiday pay, nor compensation for emergency school closings, delayed openings, nor continuation of salary for time served on jury duty. Student workers may not participate in employee health plans, long term disability, unemployment insurance, or retirement programs. Students are covered, however, by New York State Disability (STD) benefits and worker’s compensation. In addition, eligible Regular Student Workers (non-College Work Study) may earn sick time under the NYC Earned Sick Time Act. More information on sick time is provided at the end of this section You can contact the Benefits Department in the Office of Human Resources at 718-990-2020 if you have further questions.
Your hourly rate is determined by your job category. Regular student workers are paid by department funds. If you are a College Work Study student, you are paid through a federally-funded grant and receive a specific allocation to indicate the total wages you are allowed to earn during the academic year. You are responsible for monitoring the balance in your grant agreement regularly to make sure there are funds remaining to allow you to continue to work. Your employment will cease once federal Work Study monies are depleted, unless the department has funds in the budget to pay for the your continued employment. The Office of Student Financial Services will send you and your supervisor a letter when your funds are nearly exhausted.
Managing Your Federal Work Study Grant
Both you and your supervisor are required to monitor your earnings to ensure that you do not exceed your approved grant agreement amount. By utilizing the St. John’s University Web site, you will be able to monitor your money in a quick and convenient way. Please follow the directions below to access your Federal Work- Study Grant:
- Go to www.stjohns.edu/uis
- Provide your User ID and PIN, then click Login
- Click: Student Services and Financial Aid
- Click: Financial Aid
- Click: My Award Information
- Click: Award History
- Locate appropriate year (i.e. 2013-2014) Academic Year
- Locate College Work Study in the fund column:
- In the Amount column you are provided with the approved amount of your grant agreement (note: this is the amount that you may not exceed)
- In the Paid to Date column you are provided with your earnings for this current year
- To calculate how much is left on your contract, subtract the Paid to date column from the Amount column.
Make sure that both you and your supervisor are aware of the status of earnings and grant monies remaining at all times. Once you have exhausted your Federal Work Study Grant you will no longer be eligible to work as a college work study student. Your supervisor will have the option to convert your status to that of a regular student worker or terminate your employment. If your employment is terminated, you will be eligible to work again in the new grant year.
Student workers are required to complete timesheets electronically via UIS each pay period showing the exact number of hours worked (excluding any unpaid meal period) and any leave taken. You will complete your timesheet online and submit it for approval to your supervisor. Some departments file time sheets electronically on behalf of employees and students, so be sure to check with your supervisor for specific department procedures.
Falsification of a timesheet is grounds for immediate termination of employment. Employees and students are not permitted to complete or make entries on a timesheet on behalf of another person.
- Time should be rounded up to the nearest quarter hour (15 minutes). Time taken as leave must be clearly indicated on the timesheet. If using unpaid time, enter 0 under earn code on timesheet.
- Students are required to notify their supervisor when they are sick and unable to work. Regular student workers (non-work study students) accrue sick time according to the sick time policy (refer to Sick Time in the Work Hours and Compensation section). To record sick time taken on the timesheet, a student should enter hours under the “Sick” column. Only hours that the student has already accrued will be paid. Students can check their available sick hour balance on UIS under the Employee tab by clicking on “Time off current balances and history.”
- The online timesheet will calculate all hours; please review and click submit.
- In the unusual event that you should work through an otherwise unpaid meal period, that time must be recorded as time worked and compensated at the appropriate rate.
- Timesheets must be submitted electronically on or before the end of the pay period. Supervisors will review and approve student timesheets and submit them electronically to Payroll via UIS.
- If you have any questions, ask your supervisor or the Student Employment Supervisor in Human Resources, or call the Payroll Office directly at 718-990-6374 or 6345.
The University pays its student workers on a bi-weekly basis (every other week). If you signed up to receive your pay via direct deposit, you will receive an email notification on or before each pay date and can view your paystub online. If you receive paper pay checks, these are distributed on the Thursday following the end of the pay period. The Director of Payroll establishes the bi-weekly pay schedule and distributes it to all departments at the beginning of each calendar year. The pay schedule is also available on the Payroll website.
Students on the Queens campus who do not have direct deposit may pick up their paychecks from the Payroll office in the University Center between the hours of 10:00 a.m. and 3:00 p.m. on the pay date. Students on Staten Island and Manhattan should pick up their checks from their supervisor by 3:00 p.m. on payday. Any paycheck that is not picked up from the Payroll office or the student’s supervisor by 3:00 p.m. on payday will be mailed to the current address on file for the student.
You are encouraged to sign up for direct deposit, a service that authorizes St. John’s University to deposit all or part of your paycheck directly into your savings or checking account. This service is completely secure, confidential and free of charge. Direct Deposit also protects against lost, stolen or mutilated checks. The direct deposit form is part of your hiring paperwork, or it can be completed via the Employee Toolbox on UIS. For information regarding procedures for requesting direct deposit, please contact the Payroll Office at 718-990-6345.
Lost, Stolen or Mutilated Paychecks
If you become aware that your paycheck has been lost or stolen notify the Payroll Office immediately. The Payroll Office will place a stop payment on the lost check and a new check will be issued. In general it may take up to 10 business days for a replacement check.
Taxes/Withholdings for Students With F or J Visa Status
The information provided here is intended only to give you a general overview of taxpaying requirements and may not be relied upon in preparing your individual tax return. The Internal Revenue Service (IRS) through its website, forms and publications provides specific instructions. Tax forms may be printed from the IRS website. Tax returns must be filed by April 15 if you had income the previous year, or June 15 if you did not. For more tax information, you may also call the IRS office at 1-800-829-1040.
The IRS is the United States government agency responsible for the collection of federal income taxes. All non-immigrants in F or J status (both the principal and all dependents) are required to file an individual income tax return — even if they have no U.S. source income of any kind — if they were in the U.S. during the tax year. The tax year begins January 1 and ends December 31. As the penalties for failure to file are severe, you should read this section carefully.
If you hold F or J immigration visa status, in general, you are considered a nonresident for tax purposes for a period of five tax years. If you have U.S. source income, you must file a 1040NR or 1040NREZ, an Individual Federal Income Tax Statement, and file a state and local tax return. Nonresidents for tax purposes whose earnings in the United States during a taxable year are less than the amount of the “personal exemption” (a dollar amount specified in the instructions to form 1040NR which changes each year) pay no taxes; however, all nonresidents in F or J status (both principals and dependents) must file a form 1040NR and an Individual Federal Income Tax Statement. You should send your forms to the IRS Center, Philadelphia, PA 19255 by April 15 for the previous tax year. In order to file an income tax form, every person must have a social security number or taxpayer identification number.
Scholarships and fellowships awarded are subject to taxation and federal withholding on the amount in excess of tuition and fees. All teaching and research assistantships are taxable and subject to withholding based on your rate of pay.
All F and J visa student employees who will receive a paycheck from the University are required to complete various tax withholding forms. Please contact the Payroll Office on or before your first date of employment. The Payroll Office is located in the University Center on the Queens campus, or call 718-990-1471.
In addition, forms will be provided at the end of the year to F1 student workers, and the office of Student Financial Services provides more information.
Student workers are covered by New York State Disability insurance. Short-term disability (STD) benefits are available to replace, in part, wages lost due to injuries or illnesses that do not arise out of or in the course of employment. Disability benefits include cash payments only; and medical care is the responsibility of the claimant. Contact the Benefits Office at 718-990-2363 for more information on this benefit.
On-the-Job Injury or Illness
Student workers are covered by worker’s compensation insurance. The University pays the cost of this insurance, which provides weekly cash benefits and/or medical care for employees who are injured or become ill as a direct result of their job. If you are injured or become ill on the job, inform your supervisor and then report to the Health Services Office. If a nurse is not on duty, you should report to the Public Safety Department. Either a nurse or a Public Safety Officer will complete a form C-2 and forward it to the HR Benefits Office for processing and follow-up with you. In the case of an emergency, you should obtain treatment from any emergency facility, such as a hospital. For more information on worker’s compensation, contact the Benefits Office at 718-990-2363.
Sick Time for Regular Student Workers
(Work-study students are not eligible for sick time)
The New York City Earned Sick Time Act, effective April 1, 2014, introduced sick time benefits for regular student workers who work in NYC. Regular student workers who work at least 80 hours per year will be eligible for sick time under the law. The Act does not pertain to student workers being paid under the federal work-study program.
Eligible student workers are entitled to accrue 1 hour of paid sick time for every 30 hours worked, and may use up to a maximum of 40 hours of paid sick time a year. Unused sick time that has accrued will carry over to the following calendar year; however use of time off is subject to the 40 hour maximum permitted by law.
Refer to the Notice of Employee Rights posted on the HR website to learn about rights and protections afforded by the Act. You can also read HR policy #402C for a detailed description of the University’s sick time policy and procedures.
Tracking Sick Time accrual and use – The Payroll web time entry system will be used to track the sick time you earn and the time you use. Student workers already use web time entry, but not all students record their work time using the web time entry system. Please contact your supervisor with any questions regarding how the hours will be recorded for sick time in your department. Please call the Payroll/HRIS team at 718-990-6345 if you need training.
- Workplace Attire
- Resignation Procedure
- Student Worker Transfers
- Performance and Related Concerns
- Use of University Property, Equipment and Resources
- Access to Banner and Shared Network Drives
- Telephone Usage
- Policy against Discrimination and Harassment and Related Complaint Procedures
- Diversity and Respect
- Drug and Alcohol Policy and Guidelines
- Services Provided by Campus Public Safety
- Pregnant Workers Fairness
As a member of the St. John’s University community, you assume an obligation to act in a manner conducive to the maintenance of good order and respect for the rights and property of others. Your conduct is expected to be consistent with the University’s Core Values and compatible with the goals and purposes of an educational institution established in the Vincentian tradition. As a representative of the University, you are expected to exhibit professionalism on the job and in your contact with others. Professional conduct includes the manner in which you answer the telephone, address a visitor, your attire and the integrity and honesty with which you perform your work. Violations of University policies may result in disciplinary action and/or termination of your student employment.
Each semester you and your supervisor should establish your work schedule. Every attempt will be made to schedule work hours at convenient times and in accordance with your class schedule. Please understand that the department has scheduling needs that must be taken into consideration when assigning work hours. You should discuss any special requests or schedule conflicts well in advance with your supervisor. Once you have agreed to a work schedule, your inability to maintain this schedule may impact the coverage needs of the department and could result in your termination from employment.
You are not permitted to work during your scheduled class time, even if the class was cancelled. Exceptions are University-approved class holidays, such as Spring Break and Winter Break.
You are permitted to work while participating in a Study Abroad program. If you leave your student worker position in the US in order to study abroad, be aware that the department is not required to hold your position until you return.
Your student employment is a training ground for future professional employment, which will require appropriate workplace attire. While the University recognizes your primary status as a student, you are nevertheless expected to report to work in attire that is neat, clean and reflects the core values of the University, as well as the specific job you hold. When in question, supervisors have the discretion to make decisions on what constitutes appropriate attire. Failure to comply may result in termination of your employment. It is to your advantage to present yourself well and make a good impression, regardless of where you work.
Your supervisor expects you to be at work when you are scheduled to begin and to not leave before the end of your scheduled hours. Your supervisor also expects you to take any agreed-upon breaks. If circumstances prevent you from arriving to work on time, or if you need to leave early, you must make every effort to give your supervisor as much notice as possible. The department depends on you to do the job you were hired to do. When you are late, your actions may prevent the department from functioning as well as it should. You should also be aware that you could be docked for lateness on your time sheet.
Every St. John's employee and student worker is vital to the operation of the University, and absences may necessitate temporary adjustment of work schedules. You are required to notify your supervisor directly, and on a daily basis, no later than 30 minutes after your scheduled start time, if you will be late or are unable to work. Failure to notify your supervisor will be considered an unexcused absence. Frequent absences and lateness impair the value of your service and could result in your employment termination.
As St. John’s University is an “at will” employer, a student’s employment with the University may be terminated at any time, with or without cause or reason, as determined by the department supervisor. Similarly, you, the student worker, may resign at any time, although the University prefers a two-week notice of resignation. For more information on Employment at Will, refer to the section Your Employment in this handbook.
If you wish to resign from your position during the year, first notify your supervisor in person. Your supervisor will work with the Student Employment Manager and Payroll department to confirm that you have received all hours owed and that your final payment can be made. You can also make an appointment to meet with the Student Employment Manager if you wish to continue employment with the university in the future in another department.
Upon your graduation from the University, you become ineligible for further employment as a student worker. Therefore, your student employment must end prior to graduation day. The only exception to this occurs when a student has been accepted full-time in a graduate program in the University for the following semester. Seniors who complete their degree in December or May are permitted to work until the last day of final exams.
Student Worker Transfers
The University believes that providing you with the opportunity for mobility will enhance your skills and experiences, and promotes the retention of student workers, a vital component of a healthy institutional culture. Accordingly, student workers are eligible to apply for positions outside of their current department, provided they have worked for their current department for at least one full semester. To explore other student positions, check the Student Employment website.
Student employment provides students with an opportunity to build professional and technical skills, and therefore, you will not work unsupervised. A staff, faculty or administrative member within your assigned department will monitor your job duties and performance. This person’s function is to help you be successful as a student worker as well as guide your work and monitor your performance.
Performance and Related Concerns
You are expected to fulfill specific job requirements and meet established job standards while in the employment of the University. Although there is no formal performance management program in place for student workers, your supervisor is encouraged to discuss and resolve with you any job performance concerns or complaints that arise over the course of employment.
If at any time you experience conflicts on the job, you are encouraged to discuss work-related problems freely and openly with your supervisor. Good communication with your supervisor is necessary so that you clearly understand job expectations and performance requirements. If you are unable to resolve the issue with your immediate supervisor, you may address it with the next level administrator in the department. You are also welcome to contact the Student Employment Manager at 718-990-2331.
Use of University Property, Equipment and Resources
The use of University property and resources (i.e., facilities, supplies, computers, the University’s name, stationery, equipment, including telephones, fax and copy machines) by students shall be limited to University business purposes only. University property and resources are provided for University business, not personal use. Problems with University equipment should be immediately reported to your supervisor.
Furthermore, the University’s computers, network system and voice mail system are intended for the University’s business use. All records (including e-mail, voice mail and other messages) generated or stored on these computers or systems are considered University records. The University reserves the right to access and disclose, at any time and for any purpose, all records sent over or stored in its systems. A person’s use of the University’s computers and/or systems constitutes his or her consent to this access and disclosure.
Student workers are responsible for understanding and complying with the University Computer and Information Security policy that governs the use of computing equipment, networks and information resources. This policy is available in the Student Handbook.
Access to Banner and Shared Network Drives
Banner access by students should be granted only to those students who must access the system’s records and information in order to perform their job functions. When you are hired, if your supervisor determines that you will need limited access to the Banner system and/or to shared drives on the network, you will be given temporary access. Authority to grant and limit user access is the sole responsibility of the University’s Banner Data Owners, and access will be removed or modified as necessary to maintain information security.
As a student worker, you may have access to confidential material such as financial information, employee information, grades, telephone numbers, addresses, etc. You are prohibited from sharing information with others or using it yourself for any reason not connected with University business. Under no circumstances are you permitted to release any information to any unauthorized person, including but not limited to a friend, outside caller or other departments. Rather, you should refer all requests of this nature to your supervisor. Breach of confidentiality is a serious offense and may result in termination from employment.
You are reminded that maintaining confidentiality is mandatory, as stated in the Confidentiality Agreement that you were required to read and accept online when you began work. This agreement is accessible through UIS under the Employee tab and the Employee Toolbox menu.
Office telephones are an important means of conducting University business. Personal calls can interfere with important business calls and should be made only in an emergency. Urgent personal calls should be kept as brief as possible. Similarly, visits to the workplace from friends during your work hours are not permitted. It is also important to remember that you should limit the personal use of your cell phone while you are at work.
Policy against Discrimination and Harassment and Related Complaint Procedures
Consistent with the University’s mission as a Catholic, Vincentian, and metropolitan institution of higher education, the University abides by all applicable federal, state and local laws which prohibit discrimination on the basis of race, religion, color, national or ethnic origin, age, sex (including sexual harassment and sexual violence), sexual orientation, gender identity and gender expression, marital status, status as a victim of domestic violence, citizenship status, disability, genetic information, or status in the uniformed services of the United States (including veteran status) in any educational or employment program, policy, or practice as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990 and the Amendments Act, Section 504 of the Rehabilitation Act of 1973, Title VI or Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies.. In accordance with these laws, the University also prohibits retaliation against anyone who has complained about discrimination or discrimination related harassment or otherwise exercised rights guaranteed by these laws. All University policies, practices, and procedures are administered in a manner that preserves its rights and identity as a Catholic and Vincentian institution of higher education. Any student who believes that he or she has been the victim of discrimination or discrimination-related harassment or sexual harassment, and wishes to file a complaint, may contact Employee Relations and Compliance at 718-990-2660.
Please refer to Chapter 6 in the Student Handbook for the complete Policy Against Discrimination and Harassment and Related Complaint Procedures. Other related policies, which apply to student workers as well as other members of the University Community, include the University policy against all forms of Sexual Misconduct, Sexual Abuse of Minors and the Bias/Hate Crimes policy. You will find these topics and more addressed in the Student Handbook. The University’s Notice of Non-Discrimination can be found on the Policies page.
Diversity and Respect
In your role as a student worker, you should be aware that the St. John’s population is diverse and seeks to appreciate and constructively negotiate differences between and among people. In all your interactions with people you are expected to treat others with respect and understanding. St. John’s University embraces the Judaeo-Christian ideals of respect for the rights and dignity of every person and each individual’s responsibility for the world in which we live. These beliefs are central to the University’s Mission and are aligned with its Core Values. Please refer to the beginning of this handbook for the University Mission Statement and Core Values. You can also refer to our web page on Diversity and Inclusion in Employment.
St. John’s University complies with applicable laws that prohibit employment discrimination on the basis of disability, and that may entitle qualified applicants and employees with a disability to reasonable accommodations to enable them to apply for a job or to perform their job. As a student worker, if you are unable to perform a function of your job because of a physical or mental impairment, you should discuss the matter with your supervisor. Be aware, however, that supervisors are not authorized to make decisions regarding requests for accommodations. All inquiries regarding disabilities and requests for accommodations should be directed to the office of Human Resources Services. All documentation pertaining to a disability will be maintained in a separate and confidential file. Human Resources Services can be reached at 718-990-1502.
Drug and Alcohol Policy and Guidelines
St. John's University is committed to maintaining a drug-free workplace in compliance with applicable laws. The unlawful possession, use, distribution, dispensing, sale or manufacture of controlled substances is prohibited on University premises.
To comply with the Smoke-Free Air Act as enacted by the city of New York, and in order to provide employees and students with a healthy environment, it is the policy of St. John’s University to prohibit smoking and use of electronic cigarrettes in all building and facilities. University policy also prohibits smoking and use of electronic cigarrettes within 30 feet of any entrance, exit, open window or air intake to a building or facility.
Services Provided by Campus Public Safety
The Department of Public Safety provides members of the University community with many services, including emergency phone service, late night van service for off-campus residents, and escort service for pedestrians on and around campus. Sign up for emergency alerts via up-to-the-minute text and voice messages to stay connected.
Pregnant Workers Fairness
St. John’s University complies with New York City Human Rights law that prohibits discrimination in employment based on pregnancy, childbirth or a related medical condition. The University further complies with all applicable federal and state laws that prohibit discrimination in employment. The University will work with student workers who seek reasonable accommodation to perform functions of their job where they need assistance due to pregnancy or recovery from childbirth. Some examples of accommodations may include bathroom or other breaks, assistance with manual tasks, unpaid medical leave and changes to the work environment.
Supervisors are not authorized to make decisions regarding requests for accommodation. Student workers or supervisors who need assistance in securing accommodations should contact a member of the Human Resources Services team at (718) 990-1502. Published information about Pregnancy and Employment Rights is posted on our website for your review.
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