Policy Owner: Human Resources

Policy Purpose

The intent of this policy is to provide a concise source of information concerning the employment procedures related to the employment of hourly-compensated student employees at Florida Tech.

Policy Scope

College Role and Federal Work Study Student Employees.

Policy Statement

1. It is the responsibility of management to ensure that the policies and procedures detailed in this document are followed. Individuals responsible for violation of these policies are subject to appropriate disciplinary sanctions up to and including discharge.
2. The university deems a student’s primary role while attending Florida Tech as the pursuit of an education and, ultimately, a degree. As such, the university limits students who are also employees, as defined by this policy, to a maximum of twenty (20) hours of work per week during the academic year, defined as fall and spring semesters. Hours may be worked in a single position, or as the combined total hours in multiple jobs.
   The only exceptions to this general limitation are indicated below. Please note that sections (b), (c), (d), and (e) do not apply to international students.
   1. During break periods (winter break, spring break, and summer break), student employees may exceed the twenty (20) hour per week limitation whether enrolled as a full-time student or not (at the discretion of the student’s supervisor and academic department). The maximum combined hours in all positions held during these break periods is forty (40) hours per week.
      1. In accordance with federal law, when a student employee works during summer but is not enrolled as a full-time student, his/her earnings are subject to FICA taxes unless the individual is a Nonresident Alien and designates such status in Form W-4 federal tax withholding elections.
   2. Domestic students employed as Residential Housing Staff, to include Residential Assistant, Community Director, and Residential Director positions or as Tour Guides may hold other student employment that, when combined, may result in more than twenty (20) hours of work per week, even during the academic year.
   3. Domestic students performing dispatch duties at the airport as part of required course work may hold other student employment that, when combined, may result in more than twenty (20) hours of work per week, even during the academic year.
   4. The combined hours worked of a domestic student employee who qualifies for any of the above exceptions noted in sections (b), (c), and (d) cannot exceed twenty-seven (27) per week during the academic year.
3. Student employees are considered employees of Florida Tech and must be paid through the Human Resources/Payroll system. The use of check requisitions as a method of payment for student employees is expressly prohibited.
4. Before an international student may start to work, his/her proposed appointment must be reviewed by the Office of International Student and Scholar Services to clear the international student for employment, dependent upon the limitations that may exist with his/her visa.
5. All student employees must be appropriately designated in Workaday. Temporary Full-time and Temporary Part-time staff position designations may not be used for the employment of students, as system checks ensuring student adherence to maximum work hour requirements are not utilized.
6. Students cannot work on campus and at FIT Aviation concurrently or at both locations within the same calendar year.
7. Before any employee may start to work for the university, the documents indicated below must be completed and submitted to the Office of Human Resources. Permitting an individual to work prior to completion of these documents subjects the university to serious and costly penalties and fines from the Internal Revenue Service, the Department of Homeland Security, and the Department of Labor.
   1. Approved authorization to hire signed by the appropriate hiring official.
   2. W-4 federal tax withholding completed by the employee.
   3. Completed I-9 with original documents submitted as proof of identity and eligibility to work.
8. All student workers must be paid in compliance with the Florida Minimum Wage law.

Procedures/Guidelines

1. Eligibility Requirements
   1. Students must be enrolled as full-time or part-time students in a matriculated program.
   2. Online students who are local to Florida Tech may apply for on-campus positions.
      1. Online students should be enrolled full-time of 6 credit hours per 8-week term.
      2. Hiring departments must be aware of Online Learning’s calendar year and ensure that students are not working more than 20 hours a week during the Online Learning’s 48-week class cycle.
   3. Students who have graduated, but who are completing certifications through a Florida Tech program related to their degree and that are needed to begin work in their field of study are eligible to hold payroll- compensated hourly student positions. However, they must submit a letter of enrollment to Career Services verifying the student’s registration in courses.
   4. All documents pertaining to this policy must be completed before employment commences.
   5. Prior to beginning work, the following must occur:
      1. Review by the Office of International Student and Scholar Services to clear any international student for employment dependent upon the limitations that might exist with his/her visa.
      2. Review of student employment eligibility to verify an individual’s course registration and good academic standing.
2. Recruitment Process
   1. Supervisors or their HR Partners complete a Create Position request to receive 1 or more assigned positions. Upon assignment and budgeting approvals, the supervisor or HR Partner submits a Job Requisition noting position details and requirements. Following approval of a submitted Job Requisition, Human Resources posts the associated position(s) for applications in Workday’s Students Jobs.
   2. A waiver to this process will be considered if an FWS student worker exhausts their FWS award for the academic year and a College Role position in the same department mirroring the student’s current job duties is available.
   3. Employing units will select the student who possesses the most appropriate experience for the job without regard to race, sex, color, religion, national origin, genetic information, sexual orientation, gender identity or protected veteran status and will not discriminate on the basis of disability.
3. Application Process
   1. Students must apply to posted positions using their Workday account. The Career application found on the student’s Workday dashboard, includes Find Student Jobs.
4. Students must continue to meet the eligibility requirements of this policy during employment.
5. Continued employment is at the discretion of the employing unit. The Director of Human Resources must approve all involuntary terminations.
6. Hourly Student Employment Standards
   1. Students should be in good academic standing.
   2. Students will not be permitted to work during scheduled class hours.
   3. If working in more than one employing unit, rates of pay may be different for different types of employment, but the total hours may not exceed twenty (20) in a week during the academic year.
   4. FWS positions are subject to additional requirements of the Federal Work Study program.

Definitions (if applicable)

College Role are hourly-compensated jobs available to undergraduate and graduate students utilizing department, gift, or grant funding.

Federal Work Study (FWS) are hourly-compensated jobs available to undergraduate and graduate students utilizing FWS program funding, and positions must meet the program’s requirements. Candidate must be a US Citizen, US Permanent Resident, or US Non-Citizen National who has received and accepted a Federal Work Study (FWS) award for the current academic year.

Compliance Reference

Internal Revenue Service, Department of Homeland Security, and U.S. Department of Labor.