mecㆍviewer v1.4 :: sksp130_student employment policies and procedures

SKSP130: STUDENT
EMPLOYMENT POLICIES
AND PROCEDURES

Issued by:

Student Services

Established:

February 27, 2017

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.

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.

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:

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

A safe and sanitary working environment

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:

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

Accurately document work hours

2. Employer Rights and Responsibilities

A. Each employer has the right to the following:

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:

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

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

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

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;

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:

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:

Department Receptionist

ii.

Library Assistant

iii. Tech Assistant

iv. Peer Tutor

Unpaid Intern

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:

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.

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:

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:

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

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.

B. Job posters must include the following items:

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

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.

Required documents are in the following:

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.

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.).

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.

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.

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.

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

following information:

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:

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.

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