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SKSP130: STUDENT 
EMPLOYMENT POLICIES 
AND PROCEDURES 
 

Issued by: 

Student Services 

Established:  

February 27, 2017 

 

I. 

PURPOSE AND SUMMARY 

1.  This publication, intended for both students and employers in the State University of 

New York (SUNY), Korea, is a reference document on student employment policies 
and procedures, as provided under Student Affairs. This provides users with a clear 
and concise resource.  

2.  Student employment programs at SUNY Korea serve several purposes. All types of 

student employment are part of Work-Study Program at SUNY Korea and it benefits 
both the student and the University. The program provides financial support for 
students who choose to work while attending school and furnish students with a 
vital educational experience. Student receive help with financing their education and 
develop important skills that will be useful in securing meaningful employment after 
graduation. In addition, the University is able to benefit from the intelligence, talent, 
and hard work of students to support daily operations. 

3.  To assist both students and employing departments, both Academic and Student 

Affairs strive to centralize information about employment opportunities, maintain 
standard practices and procedures for student employment, and increase the 
number and variety of available on-campus positions. 

4. 

Student’s primary role and responsibility is pursuing academic career and 
involvement of Work-Study Program must not impede the primary goal as a student 
at SUNY Korea. 

II.  DEFINITIONS 

1.  Confidentiality Agreement: An agreement form signed by the student employee 

about acknowledging that all information the student obtains during performance of 
his/her duties must be treated as confidential. 

2.  Department: An administrative or academic office on campus. 

3.  Department Funded Jobs: Campus-based student jobs where funds used to pay the 

student are from the department’s own private budget funds.  

4.  Hiring Form: A form submitted by a supervisor upon hiring a student. The Hiring 

Form list the student’s name, supervisor’s name, office/department of the job, date 
of employment, bank account information, etc. This form has to be completed and 
submitted to Student Affairs no later than the first month of the employment. 


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5.  Student Employee: a part-time employee who is concurrently enrolled at the State 

University of New York (SUNY), Korea with the primary goal of achieving a degree. 
Thus, the employment is interim or temporary in nature and is incidental to the 
pursuit of an academic program. There is no guarantee of employment, implied or 
otherwise. 

6.  Supervisor: The faculty or professional staff person(s) in a campus 

department/office who oversees student employees. 

7.  University Funded Jobs: Campus-based student jobs under student employment 

program (Work-Study Program) which is funded by the University through fiscal 
year allocation to the Student Affairs (Student Services Team). 

III.  IMPLEMENTATION 

1.  Implementation of this policy will commence from February 27, 2017 and onwards. 

All students and hiring departments are also required to review and adhere to the 
policies and procedures of the State University of New York (SUNY), Korea. 

IV.  ROLES AND RESPONSIBILITIES 

1.  Student Services Team  

A.  Student Services Team of the Student Affairs is responsible for compliance 

with University regulations and guidelines relevant to student employment and 
provides services and programs to supervisors, departments, and students in 
order to maximize the impact of student employment. 

B.  The Student Employment staff is available to campus-wide support on policies 

and procedures, providing current handbooks on the program on the website, 
providing and training on current, new, or revised programs and systems 
relating to student employment. 

2.  Academic Team 

A.  SBU & FIT Academic Teams of the Academic Affairs works closely with 

Student Services Team in administering scholarship recipients who are 
required to work on campus under scholarship condition and monitors their 
performances and evaluation results. 

3.  Finance & Accounting Team 

A.  Finance & Accounting Team of the Administration monitors and processes 

payroll time-reporting actions and offers guidance on specific payroll problems. 
All employment documents related to payroll such as hiring form, identification 
information, bank account information, are kept in the Department of 
Administration. 

V.  RIGHTS AND RESPONSIBILITIES 

1.  Student Employee Rights and Responsibilities 

A.  Each student employee has the right to the following: 

i. 

Information about the award amount and pay rate 

ii. 

A specific job description including the supervisor’s expectations and 
standards 

iii.  A clearly defined work schedule and the average number of hours of work 

to expect per week 

iv.  Adequate training to perform assigned tasks 

v. 

A safe and sanitary working environment 


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vi.  Regular supervision and review of work performed 

vii.  A clear explanation of the procedure for being paid 

viii.  Instructions on how to report an unexpected absence from a scheduled 

work shift 

B.  Each student employee has the responsibility to the following: 

i. 

Understand the specific job responsibilities including the supervisor’s 
expectations 

ii. 

Perform assigned tasks in an efficient and timely manner 

iii.  Arrange a mutually agreeable work schedule with the supervisor, and 

work the assigned hours regularly 

iv.  Notify the supervisor immediately if a scheduled work period must be 

missed 

v. 

Accurately document work hours 

2.  Employer Rights and Responsibilities 

A.  Each employer has the right to the following: 

i. 

Have assigned tasks completed efficiently and correctly by the student 
employee 

ii. 

Have student employees record their time properly 

iii.  Expect student workers to adhere within reason to a regular work 

schedule 

iv.  Be notified immediately if a student must miss a scheduled work shift 

B.  Each employer has the responsibility to the following: 

i. 

Provide adequate orientation and on-the-job training to student 
employees 

ii. 

Clarify the required hours of work and expected duration of job to 
students 

iii.  Set expectations for the quality and quantity of work 

iv.  Attend staff workshop or information session about student employment 

to understand up-to-date policies and procedures 

v. 

Explain all office and department policies which are applicable to students 

vi.  Ensure students are hired and terminated through the proper student 

employment procedure 

vii.  Ensure no students work prior to receiving an approval of Department of 

Student Affairs, or continue working after termination 

viii.  Discuss any performance issues with student employees and complete 

an evaluation each period 

ix.  Ensure that proper payroll and clocking processes are followed 

x. 

Monitor the working hours of student employees, and to terminate 
students once working hours are exceeded 

xi.  Maintain open communication with Student Services Team, Finance & 

Accounting Team and students 

xii.  Correctly maintain student employment personnel files on every student 

employee 


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VI.  PERIOD OF ELIGIBLE EMPLOYMENT 

1.  The employment lasts for one semester and it is not automatically renewed unless 

mutually agreed upon by supervisor and students. A letter of resignation is not 
required at the end of the semester. 

A.  Fall semester only 

B.  Spring semester only 

C.  Summer session only 

D.  Winter session only 

VII.  TYPES OF JOBS AVAILABLE 

1.  Employment must not: 

A.  impair existing service contracts; 

B.  displace employees; 

C. 

fill jobs that are vacant because the employer’s regular employees are on 
strike; or 

D.  involve the construction, operation, or maintenance of any part of a facility 

used or to be used for religious worship or sectarian instruction. 

2.  Work-Study Program 

A.  Campus-based student jobs under student employment program (Work-Study 

Program) which is funded by the University through fiscal year allocation to the 
Student Affairs (Student Services Team) as work-study scholarship funds. 

B.  Please refer to the following examples: 

i. 

Administrative Assistant 

ii. 

Computer Lab Assistant 

iii.  Resident Assistant 

3.  Department Funded Jobs 

A.  Campus-based student jobs where funds used to pay the student are from the 

department’s own private budget funds. Department Funded Jobs must also 
abide by the Student Employment Policy. 

B.  Please refer to the following examples: 

i. 

Department Receptionist 

ii. 

Library Assistant 

iii.  Tech Assistant 

iv.  Peer Tutor 

v. 

Unpaid Intern 

 

 

 


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VIII. ELIGIBILITY CRITERIA 

1.  Students wishing to work under the Work-Study Program during the academic year 

must be enrolled AND matriculated in a degree program during each semester for 
which they seek employment. Depending on the job specifications, exemptions may 
apply to non-matriculated (IEC) students on their second semester or after. In such 
cases, the student must submit the recommendation letter from the Director of the 
Intensive English Center with the application. 

2.  Students wishing to work under Work-Study Program for the Summer or Winter 

must be enrolled in Summer or Winter session, or in the previous Spring or Fall 
semester AND matriculated in a degree program during each semester for which 
they seek employment.  

3.  Students expecting to graduate before the employment begins are not eligible for 

any position. 

4.  Also, they must be in good academic standing with a cumulative GPA of 3.0 or 

higher and must not be on academic warning or probation. If a student is on 
academic warning or probation, then the student will not be eligible to apply for the 
following summer/winter and academic semester (ex. If received a 
warning/probation on Spring 2021, then ineligible for Summer and Fall 2021). 

 

IX.  HIRING OF STUDENTS FOR THE 

UNIVERSITY FUNDED JOBS 

1.  Job Request  

A.  Employers interested in hiring a student for University funded jobs, first need 

to submit a Job Request Form to Student Affairs when Student Affairs 
announces the initiation of the hiring process. 

B.  Student Affairs will send out a Job Request Form to all departments and 

administrative offices on campus at the end of each semester for student 
employment in the following semester. 

C.  To ensure priority consideration, requests must be submitted no later than: 

i. 

Spring semester 

– 2nd Friday of February 

ii. 

Summer session 

– 3rd Friday of May 

iii.  Fall semester 

– 2nd Friday of August 

iv.  Winter session 

– 3rd Friday of November 

2.  Allotment of Working Hours and the Number of Student Workers 

A.  Once all forms are submitted, Student Affairs reviews all requests for student 

workers, allotting the number of positions based upon the overall needs of the 
University as well as available funding. 

B.  Each department and/or office is then notified of the number of students 

and/or maximum working hours that they are authorized to hire and utilize. 

C.  Students will only be allowed to apply for positions, which have been 

authorized in advance by the Department of Student Affairs. 

3.  Job Listing and Application 

A.  Job listing will be posted on the University Announcement board at SUNY 

Korea’s website for students to apply and sent via University email. 


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B.  The students need to submit the application form to the Student Affairs at 

student@sunykorea.ac.kr and Student Affairs will distribute the student 
applications to each supervisor. 

4.  Hiring Process 

A.  The supervisors will review the application and may arrange for a job interview 

with the candidate students. The supervisor selects which candidate to hire. 
However, there is no guaranteed Work-Study placement. 

B.  Student Affairs will make an application result announcement to each 

applicant. 

C.  Before students can start working, the hiring supervisors must submit the 

required documents to Student Affairs so that the students can be registered 
on the payroll system. Copies of each document must be kept in the hiring 
department. 

D.  Required documents are the following: 

i. 

Student Hiring Form and Confidentiality Agreement 

ii. 

A copy of the first 

page of student’s bankbook 

iii. 

A copy of the student’s identification card or passport 

iv.  Both sides of the Alien Registration Card (only applicable for international 

students) 

E.  Students cannot begin working until all employment requirements are 

satisfied. If a student is hired without the University’s acknowledgement and/or 
completed paperwork, the hiring department is responsible for the 

student’s 

wages at its own cost. 

X.  HIRING OF STUDENTS FOR THE 

DEPARTMENT FUNDED JOBS` 

1.  Job Request 

A.  Employers interested in hiring a student for the department funded jobs 

requires an agreement on student employment details via University 
Groupware.  

B.  To get an agreement, the following items must be indicated: 

i. 

Hiring department and supervisor’s name and contact 

ii. 

Job title and job description 

iii.  Hourly wage and expected monthly wage for each student 

iv.  Maximum working hour per month plus per week if an international 

student 

v. 

Working period 

vi.  Name of hired student including student ID number, contact information (if 

any

2.  Job Posting and Application 

A.  Job posters may be posted on the University Announcement board at SUNY 

Korea’s website or on the notice boards (with an approval stamp of the Human 
Resources & Operations Team) on campus for students to apply. The 
students will also be notified via University email. 

 


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B.  Job posters must include the following items: 

i. 

Hiring department and contact point for the job inquiries 

ii. 

Job title and job description 

iii.  Job qualification and eligibility 

iv.  Hourly wage and expected working hours per week or month 

v. 

Working period 

vi.  How-to-apply information (application period, application method, etc.) 

C.  The students need to submit the application form to the designated contact 

point. 

3.  Hiring Process 

A.  The supervisor reviews the application and arranges the job interview with the 

candidate students. The supervisor selects which candidate to hire. 

B.  The supervisor informs the final candidates to Student Affairs for final 

background 

check and working hours’ allotment. 

C.  Academic Affairs reviews the 

students’ employment status. If a student is 

concurrently employed on campus, Academic Affairs may set the maximum 
working hours for the hiring student and the employer must comply with this 
limit. 

D.  The supervisor may request for a background check to Academic Affairs and 

Student Affairs (disciplinary record and/or previous evaluation record). 

E.  Before students can start working, the hiring supervisors must submit the 

required documents to the Finance & Accounting Team to register the 
students in the payroll system. Copies of each document must be kept in the 
hiring department.  

F. 

Required documents are in the following: 

i. 

Student Hiring Form and Confidentiality Agreement 

ii. 

A copy of the first page of student’s bankbook 

iii. 

A copy of the student’s identification card or passport 

iv.  Both sides of the Alien Registration Card (only applicable for international 

students) 

G.  Students cannot begin working until all employment requirements are 

satisfied. If a student is hired without the University’s acknowledgement and/or 
completed paperwork, the hiring department is responsible for the 

student’s 

wages as its own cost. 

XI.  STUDENT PERFORMANCE 

EVALUATION 

1.  Employers are strongly encouraged to give regular feedback on job performance of 

their student employee and conduct performance evaluation at the end of the hiring 
period. 

2.  Evaluations of job performance should be conducted by 

the employee’s immediate 

supervisor. The substance of this evaluation of student- employee job performance 
is not subject to grievance procedures. 

A.  Student performance will be evaluated by the supervisor of the hiring 

department at the end of the hiring period. 


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i. 

The supervisor must share and discuss the evaluation result with the 
student employee. 

ii. 

The student employee must review the result and authorize the release of 
information on the evaluation to potential future employers. 

B.  Student Affairs will keep the evaluation result for future reference (i.e. 

recommendation letters, pay raises, etc.). 

i. 

If a student is evaluated and received a total percentage under 70%, the 
student will be suspended from applying in the following semester. 

XII.  HOURS AND WAGE 

1.  Maximum working hours 

A.  All students are not allowed to work more than 60 hours per month. 

B.  International students are limited to work no more than 20 hours per week. 

2.  Hourly wage 

A.  The minimum hourly wage for student employee is 9,000 KRW (subject to 

change). 

B.  The maximum hourly wage is 15,000 KRW. 

3.  Exceptions 

A.  Exception may apply to employment during the summer or winter session and 

project-based employment. 

B.  The department administration office receptionist can work a maximum of 20 

hours per week, 80 hours per month.  

XIII. DUAL APPOINTMENTS 

1.  Students may hold more than one position; however, they must not surpass 20 

hours per week for whatever type of position they hold. 

2.  International students cannot work over 20 hours per week during the academic 

semesters. 

3.  Exceptions: 

A.  Exception may apply to employment during the summer or winter session and 

project-based employment.  

B.  Depending on the job specifications, exemptions may apply under the 

approval of the Dean of Student Affairs. 

XIV. TIMESHEETS AND PAYCHECKS 

1.  Students will be logging in and out daily as they work. 

A.  They will be using Work-Study Program Monthly Timesheet section to 

complete this task. Supervisors will approve or deny timesheet entries. 

B.  It is recommended that supervisors approve entries in the monthly timesheet 

daily and weekly. 

2.  For University Funded Jobs, supervisors of the students must submit the completed 

monthly timesheet to Student Affairs by the 5th of each month. Then, Student 
Affairs prepares the payment report for the monthly wage of each month and submit 
to the Finance & Accounting Team at least a week before the payment transfer date 
each month. 


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A.  Monthly timesheet without the Supervisor

’s signature, with wrong calculations 

of the working hours and/or exceeding limited working hours will not be 
accepted. 

B.  Late submission of the monthly timesheet will result in the delay of the 

student’s payment to the next month. 

3.  For Department Funded Jobs, supervisors of the students must prepare the 

payment report for the monthly wage of each month and submit directly to the 
Finance & Accounting Team at least a week before the payment transfer date each 
month. 

A.  Monthly timesheet without the Supervisor

’s signature, with wrong calculations 

of the working hours and/or exceeding limited working hours will not be 
accepted. 

B.  Late submission of the monthly timesheet will result in the delay of the 

student’s payment to the next month. 

4.  Paychecks are available on the 15th of each month. 

A. 

Any discrepancies in a student’s paycheck should be reported immediately to 
the Finance & Accounting Team and resolved as soon as possible. 

XV. SUPERVISION 

1.  Supervision of student employees involves providing adequate orientation to work 

rules in the department or office and training for specific job duties. It also involves 
planning the student’s work schedule, confirming hours worked on the monthly 
timesheet and monitoring hours worked. 

2.  Each student employee must be supervised by a regular SUNY Korea employee 

who can attest to the quality of the student’s work and hours reported on the 
monthly timesheet. The student should know at all times who is his or her 
immediate supervisor and know whom to contact about problems arising on the job. 
All students must work at a place on campus where they are working under their 
supervisors on site with them and no work should be done outside of campus where 
there is no supervision on their work performance. 

3.  If a student employee is performing in such a manner that requires disciplinary 

action, his or her supervisor must notify Student Affairs immediately. 

4.  Students are allowed two written warnings. If after the second warning, the student 

continues his or her substandard performance, his or her supervisor can terminate 
the employment. When issuing a warning notice to a student employee, a copy of 
the note needs to be sent to Student Affairs, which will then forward to the Finance 
& Accounting Team. 

XVI. NON-DISCRIMINATION STATEMENT 

1.  SUNY Korea prohibits discrimination on the basis of race, sex, sexual orientation, 

gender identity and expression, religion, age, color, creed, national or ethnic origin, 
disability, marital status, familial status, genetic predisposition, criminal conviction, 
domestic violence victim status, veteran status and/or military status and all other 
protected classes and groups under Federal and State Laws in the administration of 
its policies, programs, activities, or other SUNY Korea administered programs or 
employment.  

XVII. CERTIFICATE OF EMPLOYMENT 

1.  If a proof of employment history on campus is required, a student may request 

Certificate of Employment to the University. It costs 2,000 KRW in cash and takes 
2-5 business days to process. Please send a request email to the Student Services 
Team at student@sunykorea.ac.kr.  


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2.  Certificate of Employment issued under the Dean Student Affairs includes the 

following information: 

A. 

Student’s information including student ID, major, entry year and semester 

B.  Employment history including hiring semester, hiring department, and hiring 

period 

3.  Employment before February 27, 2017 

A.  A student may request the certificate to Student Services Team 

(student@sunykorea.ac.kr) via email. 

4.  Employment on or after February 27, 2017 

A.  A student may contact the employing department for document request. 

B.  Employer needs to request the certificate to the Student Services Team and 

the following items should be provided with the request: 

i. 

Hiring period (start and end date of the employment) 

ii. 

Name of the hiring department and team 

iii. 

Student’s name and student ID number 

XVIII. 

EMPLOYER/EMPLOYEE 

CONFLICTS 

1.  Occasionally, work-related problem arises. When this occurs, the employer and 

employee should attempt to resolve the program informally. Often, discussion 
between the two parties brings about a resolution. However, many problems can be 
averted through open communication of realistic expectations on the part of both 
the supervisor and the employee. 

2.  The following guidelines have been used successfully in dealing with 

employer/employee conflicts: 

A.  Address problems as they arise, not after they accumulate. 

B.  Deal with minor concerns before they become major problems. 

C.  Review responsibilities, duties, and expectations. Make sure they are clear to 

both the supervisor and the students. 

D.  Avoid personalizing critical moments. Discussions regarding performance 

should be conducted in private. 

3.  If this process is not successful, the supervisor should contact Student Affairs for 

assistance. Students may be replaced to a different position in a different 
department or office depending on the circumstance. 

XIX. RESPONSIBLE OFFICER 

1.  The Dean of Student Affairs is responsible for the development, compliance 

monitoring and review of this procedure and any associated guidelines.

 

XX. IMPLEMENTATION OFFICER 

1.  Student Services Team is responsible for the promulgation and implementation of 

this procedure in accordance with the scope as outlined above. Inquiries about 
interpretation of this procedure should be directed to the implementation officer. 

 


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XXI. REVIEW 

1.  This procedure is to be reviewed by May 14, 2021. 

XXII. VERSION HISTORY 

Version  Approved By 

Approval 
Date 

Effective 
Date 

Sections Modified 

Dean, Academic 
and Student Affairs 

February 
3, 2017 

February 
27, 2017 

New 

Dean, Academic 
and Student Affairs 

June 20, 
2017 

June 15, 
2017 

Hours and Wage 3.1, 
Dual Appointment 3.1 
Hours and Wage  
3. Exceptions 3.3 

Acting Dean, 
Academic and 
Student Affairs 

March 27, 
2018 

February 
1, 2018 

Format change 
Naming of the offices 
and teams; 
VII.2.B. and VII.3.B. 
Peer Tutor; 
VIII.5. Exceptions of 
the Eligibility Criteria 
XII.2.A. Minimum 
Wage; 
XVI. Non-
discrimination 
Statement 

Acting Dean, 
Academic and 
Student Affairs 

 

February 
18, 2019 

Naming of the offices 
and teams; 
VII.3.B.ii. Library 
Assistant; 
XII.2. Hourly wage 

Dean, Academic 
and Student Affairs 

June 2, 
2020 

June 8, 
2020 

XII.2. Hourly wage 
XVII.1. Certificate of 
Employment 

Dean, Student 
Affairs 

May 14, 
2021 

May 17, 
2021 

Naming of the offices 
and teams; 
XII.2.B Maximum 
hourly wage; 
XII.3.B. Annual raise 
(removed) 

 

Direct Questions to: 

Student Services Team 
Academic Building A208 
Phone: +82-32-626-1198 
student@sunykorea.ac.kr 

 
Revised: 

May 12, 2021