Employer's Handbook

Job Changes

PROMOTIONS AND RECLASSIFICATIONS

A student's job title within a department may be changed at any point during the year if the student's duties or responsibilities change. Employers should fill out a Federal Work-Study Employee Performance Evaluation Form. This form must be used when a Work-Study employee is performing duties that do not match the original job duties and responsibilities. Evaluation forms are available on this website under Employer Forms. A copy should be forwarded to the Work-Study Office. On-campus employers must also update their timekeeping records with new job code and salary information for payroll purposes. Off-campus employers must notify the Work-Study Office directly of any wage rate changes. All students should have a current job description on file at all times.

TERMINATION

Although terminations are infrequent, it is vitally important that all parties follow the University's policies when a termination occurs.

Student-initiated:
Students are expected, although not required, to work a minimum of one quarter before changing jobs. It is preferred that students change jobs between quarters, if possible. A student must give the employer two weeks notice when terminating; however, it is acceptable for an employer and employee to agree upon a shorter period of notice. A student must have the employer complete a Job Termination Form and an Employee Performance Evaluation Form before leaving the job. These forms must be received in the Federal Work-Study Office before the student may obtain a new Authorization Form for another job.

Employer-initiated:
If an employer is not satisfied with a student's performance, the following steps should be taken:

1) Discuss the problem with the student;

2) If the problem continues, write the student a letter describing the problem, the previously held verbal discussion(s), and a statement of consequences if the behavior is not corrected. (You may wish to give the student a particular time frame in which to correct the problem.) A copy of this letter must be forwarded to the Work-Study Coordinator immediately; and

3) If there is no correction of the behavior, the student's employment should be terminated. The employer should notify the student and should complete both a Job Termination Form and an Employee Performance Evaluation Form, being sure to state the reasons that the employee was terminated.

Problems such as dishonesty or theft call for immediate dismissal from the Program. Employers should contact the Work-Study Coordinator as soon as possible in such instances.

When a poor evaluation and/or termination is received by the Federal Work-Study Office, the Work-Study Coordinator will contact the student and provide counseling regarding the situation. If an employer initiates a termination for a non-negative reason, such as budgetary constraints or the completion of a project, the termination should be handled similar to a student-initiated termination with the employer giving the student at least two weeks notice. The Federal Work-Study Office will make every effort to assist in placing a student terminated for such reasons.