All students work through Student Employment
All Wheaton students must be paid through the Student Employment Program for work performed on campus. Students must be authorized to work by completing the appropriate work forms (i.e. I-9, W-4, Work Authorization Form and Direct Deposit Form). Students and supervisors will receive an email when they are authorized to begin working. Please keep in mind that both student employees and supervisors are responsible for submitting and approving hours worked. Supervisors must ensure that student employees submit hours worked in a timely manner. Students should enter hours on the inside Wheaton time sheet, and supervisors should approve and submit the time sheet to the Payroll Office within the stated Payroll Office deadlines. If students are allowed to work unauthorized, or without submitting hours that exceed one pay period, departments will be charged with the affected wages from their non work-study operations budgets.
Supervisors and students who fail to follow this procedure place the college out of compliance with federal payroll regulations. If audited and cited, the college could face significant fines.
Faculty and staff are asked to support the college’s hiring policy for federal work-study students (FWS). FWS recipients have a campus earnings expectation built into their financial aid awards, and therefore, all other things being equal, have priority for campus jobs.
The college has a primary obligation to ensure that positions are available for all FWS students who wish to utilize this part of their aid awards.
Departments should therefore be aware of the priority hiring policy when hiring current student employees for the academic year. The expectation is that departments expend 70% or more of their total student employment allocations for FWS wages. Supervisors may need to adjust the allocation of hours among students to ensure that the departmental expenditures on FWS are at least 70% of its student employment allocation.
As a result of this policy, departments are at liberty to hire FWS and WW student employees concurrently, maintaining 70% of its Student Employment budget for FWS student employees.
International students are eligible to work on campus. International students who qualify for college financial assistance may be eligible to receive Wheaton International Work-study awards (WIWS). If students receive WIWS, they will receive the same priority for jobs as students who receive federal work-study awards (FWS). Although they are included in a department’s Wheaton Work allocation, the department may request a transfer of funds be made from its Federal Work-study allocation for WIWS recipients they hire.
International students who do not qualify for WIWS awards are given Wheaton Work (WW) awards. They are hired using the same procedures as those used for other students with WW awards. Their wages are paid from a department’s WW allocation. Please consider, however, that these international students may not work off campus when hiring non aided students.
If an international student has not worked on campus before, there are additional steps that must be taken to secure their legal eligibility to work in the United States. Please follow the detailed instructions on the following page: International Student Employment.
Wages students earn as Hall Staff are not deducted from students’ annual work awards. Therefore, Hall Staff may work in one Wheaton Work position in addition to their Hall Staff position without penalty. Wages earned in the additional position will be paid through the College Payroll Office and are deducted from Wheaton Work awards.
Students who wish to obtain off-campus employment are encouraged to use the services of the Career Center, located in the Kollett Center for Collaborative Learning. Food Services and the Old Town Hall Bookstore are designated as “off-campus” employers, consistent with Wheaton’s treatment of all for-profit vendors on campus. Wheaton students who work in food service and Bookstore positions are paid for those positions by each employer, not Wheaton. Therefore, wages earned in a food service or Bookstore position will not be deducted from students’ on-campus work awards. This means that students who wish to earn more than their on-campus work allotments may do so by working at either employer.
Off-campus paid community service
Federal Work-Study (FWS) funds may be used off-campus by eligible students during the academic year and during the January break. Students should contact the Associate Director for Student Employment for additional information.
Non-academic year employment
(January Break, Senior Week, Commencement/Reunion Weekend and Summer Break)
On-campus student employment during the January Break, Senior Week, Commencement/Reunion Weekend, and Summer is considered non-academic employment. Departments fund student employees’ wages from the departments’ operation budgets.
Departments should post job openings on the Student Employment website. Students may apply directly to the departments in which they are interested in working. Students who are employed during the non-academic year periods must complete a new Request of Hire/Work Authorization Form (RWAF) for each job held.
The Student Employment Office uses the Job Classification Form to determine the classification and pay rate for each position. Student wages are set with certain objectives in mind: equity among students performing comparable tasks, availability of funds, and ease and consistency in administrative maintenance.
Wheaton currently uses a wage system with four levels of pay. As of January 1, 2017, the hourly academic year wage scale is as follows:
- Level 1 – $11.00
- Level 2/3 – $11.15
- Level 4 – $11.50
Supervisors may request a review of the classification and pay of a position during the Spring rehire period or during the summer.
Students should strive to reach the higher level positions in their departments or elsewhere on campus. Higher level positions not only provide students with additional responsibility and challenge, but also will pay more per hour than lower level positions. Students should be aware, however, that by working in higher paying positions, they may earn their work allotments faster.
On July 1, 2015 the State of Massachusetts established a sick time law which impacts part-time employees, including student employees who work during non-academic periods such as summer and winter breaks. Please see the Wheaton College policy on the right-hand side.
Injuries on the job
In the event that a student is injured at work, please refer to the Worker’s Compensation Memo from Human Resources on the right-hand side of this page.
Faculty and staff members (including student employees) who will be on campus when minors are present, are required to complete the forms necessary for Wheaton to conduct criminal and sec offender history checks. Those living in summer housing will also have criminal and sex offender history checks conducted. Students will complete their forms in Student Financial Services. Please refer to the memo at the right.
Probation and dismissal
Occasionally, problems arise between supervisors and students. When disputes occur, Student Financial Services urges supervisors and students to have open and candid discussions so that the problem might be resolved quickly.
When a supervisor encounters problems with a student’s work performance, the following three steps should be taken:
- The supervisor must give the student a verbal warning, disclosing the reasons for dissatisfaction. The purpose of the warning is to initiate discussion so that the specifics of the problem are understood and possibilities for correction and improvement are determined.
- If the verbal warning does not remedy the situation, the supervisor must then issue a written warning containing a statement of the problem and necessary corrections. The students must sign the statement. A copy of the signed warning should be sent to the Associate Director of Student Employment.
- In cases where the problem recurs after the written warning, the supervisor may suspend or dismiss the student.
When a student violates Wheaton College Policy, employment will be terminated and the employee dismissed. Such infractions include stealing, forgery, intoxication, insubordination, dishonesty, and a breach of confidentiality. Under these circumstances, the supervisor must notify the Associate Director of Student Employment in writing, citing the reason(s) for immediate dismissal.
Resignation and termination
When a student finds it necessary to resign, s/he should give supervisors as much advance notice as possible, i.e., at least two weeks. Supervisors must give students at least two weeks’ notice before s/he is terminated, except, of course, in cases of dismissal. In either situation, the Associate Director of Student Employment must be notified in writing. The notice should be signed both by the student and supervisor.