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All University of Miami student employers are expected to adhere to the established employment policies and procedures as outlined throughout this website and in the Employment Practices and Procedures Manual.
 
Click on the links for detailed information on:

  •  Absences
    • Student employees are to notify the supervisor no later than the beginning of the scheduled work period when he/she is unable to work. In case of an extended absence, the anticipated duration should be reported to the supervisor as soon as possible. Student employees are responsible to notify his or her supervisor of an expected absence on a scheduled work day due to the observance of a religious holiday as described in the University of Miami Bulletin. Supervisors have the right to request a doctor's note if the student has or will be absent for several days as a result of an illness. Students are expected to adhere to their work schedule. In cases where work interferes with a student's academic responsibilities resulting in excessive* tardiness or absences, it may be necessary to dismiss the student from the job assignment.
        *the definition of what constitutes excessive is to be determined by the supervisor depending on the job requirements and responsibilities, however, it should be clearly communicated to the student employee along with consequences.


  •  Background Checks
    • Student employees hired to work with children (summer camps, special projects, etc) must comply with Florida law and follow the following procedures. It’s the supervisor’s (hiring manager) responsibility to ensure compliance with the law.
      Instructions for Level 2 Background Search
      ●   Department/Summer Student must complete the Background/Scholastic Verification Form (available from the Department of Human Resources/forms)
      E-mail or Fax the form to Human Resource – Alexis Brown.
      Have the student schedule an appointment with South Florida Fingerprinting, located at 1550 South Dixie Hwy, Suite 212, Coral Gables, Florida 33146, 305 661-1636. The hours are Monday, Wednesday and Thursday from 7:45AM – 515PM.
      The result from South Florida Fingerprinting and the Florida Department of Law Enforcement will be faxed and emailed to Alexis Brown.
      The departmental account will be billed at the latest rate published by Human Resources.


  •  Breaks
    • In keeping with the University of Miami Human Resources policy for non-exempt (hourly) employees, student employees working 7.5 hours a day may take a half-hour (non-paid) lunch break. Employees working 4 consecutive hours a day are entitled to a fifteen-minute, paid break. Breaks may not be taken at the beginning or end of the work period and are not cumulative. The supervisor determines when breaks are to be taken.

  •  Cancellation of Employment
    • Student employees are hired for a specified time period, usually, but not necessarily in accordance with the University academic calendar. Student assignments end at the end of the specified time period. Supervisors and students are not required to renew the work assignment after the end-day of an assignment. Student employees are terminated immediately from an assignment if the student employee is no longer a student at the University of Miami (not financially registered during fall/spring semester; not a degree seeking students with intentions to return to the University following a period of not-enrollment, such as end-of-year holidays and summer terms, and/ or graduation. If a student employee violates any established University rules and regulations (see www.miami.edu/dean-students) that would be immediate grounds for termination of work assignment.
      Other reasons for terminations are:
           
        ●  Excessive and/or unauthorized or patterned tardiness or absenteeism.
        ●  Failure to comply with University or departmental policy or regulations.
        ●  Refusal to follow instructions of the duly assigned supervisor; i.e., insubordination.  
        ●  Use of vile, intemperate or abusive language, fighting, pushing, making a threat, or acting in a threatening manner to any University employee, student or visitor, or in the presence of a patient, student or visitor.
        ●  Negligence resulting in damage or defacement of University property.  
        ●  Destruction of, falsifying, or omitting information on employment records, University records, or non-University records.  
        ●  Sleeping while on duty.  
        ●  Illegal or immoral conduct on or off University premises which would bring unfavorable attention to the University.  
        ●  Failure to disclose an arrest or conviction occurring after the date of hire. Please see ARREST section further back in this policy.  
        ●  Unauthorized possession, use, copying, or reading of University records or unauthorized disclosure of information contained in such records to persons without direct need to have this information.  
        ●  Unauthorized access or use of University computing, telephone/voice mail systems, hardware or software, or any other violations referenced in University policies.
       
        ●  Absence for three consecutive days without properly notifying the University.  
        ●  Failure to report to work upon expiration of an approved leave of absence.  
        ●  Concealing or having possession of any weapons, firearms, or explosives while on University premises.
        ●  Unauthorized use, possession or distribution of intoxicants, illegal drugs, designer drugs, controlled substances; use of or possession of other drugs which would adversely affect an employee's performance on University premises. Reporting for, or being in the workplace, while work under the influence of drugs or alcohol, or the unlawful manufacturing, distribution, dispensation, possession and/or use of a controlled substance.
        ●  Unauthorized removal or theft of University property or that of other employees or students.
        ●  Any willful act, careless act, or conduct detrimental to University operations or the safety and rights of other persons on University premises.
        ●  Excessive or unauthorized use of University telephones for other than University business.
        ●  Unauthorized use, willful destruction, defacement, or misuse of University vehicles or property, or property of another person on University premises.
        ●  Substandard work performance.
        ●  Failure to work assigned schedule.
        ●  Failure to cooperate in or impeding a University conducted investigation.
        ●  Violations of Federal, State or local Laws or ordinances.
        ●  Improper application for, misuse of, or converting a University benefit or privilege for personal gain of employee, or others not entitled, not eligible for the benefit.
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  •  Completing the I-9 and E-verify
    • The Immigration Control and Reform Act of 1986 makes it unlawful to knowingly hire aliens who are unauthorized to work in the United States. All individuals, including students, who are hired must verify their identity and work authorization by completing the Form I-9 and by being E-Verified, or the employer will be subject to civil fines and penalties. The Act also prohibits discrimination in employment based on national origin or citizenship status. The Form I-9 must be completed by the student employee before or within 24 hours of the beginning of the job assignment. Employers must complete the employer's section before or within 72 hours of the beginning of the student employee's job assignment.

      As of January 4, 2010 we are no longer able to accept paper copies of the Form I-9. Student Employees working for the first time at the University of Miami must complete the electronic Form I-9/E-Verify at the hiring department. The Office of Student Employment cannot process the SEAF until the Form I-9/E-Verify process is completed.

      The designated E-Verifier in the hiring department will invite the student to electronically complete Section 1 of the Form I-9. Once the student employee completes Section I, the designated E-Verifier will complete Section 2. Section 2 of the Form I-9 requires that individuals verify their identity and authorization to work by presenting original documentation.

      The following are lists of acceptable documents to verify identity and work authorization. Student employees must present either one document from the following list A or one document from both list B and C:

           
       
      A.
      Documents establishing BOTH identity and work authorization (all documents must be unexpired):
           
       
      1.
      United States Passport
       
      2.
      Permanent Resident Card or Alien Registration Receipt Card (Form I-551)
       
      3.
      Foreign passport that contains a temporary I-551 stamp or temporary I-551 printed notation on a machine-readable immigrant visa
       
      4.
      Employment Authorization document that contains a photograph (Form I-766)
       
      5.
      In the case of a nonimmigrant alien authorized to work for a specific employer incident to status, a foreign passport with Form I-94 or Form I-94A bearing the same names as the passport and containing an endorsement of the alien's nonimmigrant status, as long as the period of endorsement has not yet expired and the proposed employment is not in conflict with any restrictions or limitations identified on the form.
       
      6.
      Passport from the Federal States of Micronesia (FSM) or the Republic of the Marshall Islands (RMI) with Form I-94 or Form I-94A indicating nonimmigrant admission under the Compact of Free Association between the United States and the FSM or RMI
       
      There are separate provisions applying to minors under the age of 18.
           
       
      B.
      Documents providing ONLY IDENTITY:
           
       
      1.
      Driver's License or ID card issued by a State or outlying possession of the United States provided it contains a photograph or information such as name, date of birth, gender, height, eye color, and address.
       
      2.
      ID card issued by federal, state, local government agencies or entities provided it contains a photograph or information such as name, date of birth, gender, height, eye color, and address.
       
      3.
      School ID Card with photograph
       
      4.
      Voter's Registration Card
       
      5.
      US Military card or draft record
       
      6.
      Military dependent's ID Card
       
      7.
      United States Coast Guard Merchant Mariner Card
       
      8.
      Native American tribal document
       
      9.
      Driver's license issued by a Canadian government authority
          For persons under age 18 who are unable to present a document listed above:
       
      10.
      School record or report card
       
      11.
      Clinic, doctor or hospital record
       
      12.
      Day-care or nursery school record
           
       
      C.
      Documents providing ONLY EMPLOYMENT ELIGIBILITY:
           
       
      1.
      Social Security Account Number card other than one that specifies on the face that the issuance of the card does not authorize employment in the United States
       
      2.
      Certification of Birth Abroad issued by the Department of State (Form FS-545)
       
      3.
      Certification of Report of Birth issued by the Department of State (Form DS-1350)
       
      4.
      Original or certified copy of a birth certificate issued by a State, county, municipal authority or territory of the United States bearing an official seal
       
      5.
      Native American tribal document
       
      6.
      US Citizen ID Card (INS Form I-197)
           

      Completing the I-9 (Employment Eligibility Verification Form) Form:

      Section I must be completed electronically by the student being hired at the time employment begins, the student must complete all the required fields using the link provided.

      Section II  must be completed by the department's designated E-Verifier. A list of departmental E-Verifiers can be found here. See Immigration Control and Reform Act of 1986 above for a list of acceptable documents.The following are examples that illustrate the correct procedures for completing SECTION II of the I-9 form:

           
      Documents establishing BOTH identity and work authorization:  
       
      ● 
      if a US passport, include passport number and expiration date  
       
      if an unexpired foreign passport, include INS-authorization, passport number, issuing authority, and expiration date  
       
      if an Alien card, include Alien card number and expiration date  
             
      Two documents, one providing only identity and the other providing employment eligibility  
       
      if a driver's license, include issuing state, license number, and expiration date  
       
      if a Voter Registration card, include identification number  
       
      if a signed Social Security card, include social security number  
       
      if a birth certificate, include registration number  
       
      All the dates appearing on the I-9 form must be consistent and must occur before the date the student begins working OR the same date the student begins working. Tentative Non-Confirmation Status:
      In the event that a student employee receives a Tentative Non-Confirmation (TNC) status, the E-Verifier MUST notify the student employee within 3 Federal Government working days and provide him/her with the opportunity to contest. The E-Verifier will present the TNC notice and referral letter provided by HireRight and review it with the Student Employee. The Student Employee will have the option to Contest or to Not Contest. Both the E-Verifier and Student Employee must sign the documents and a copy must be given to the Student Employee. A copy of the signed letter must be immediately sent to the Office of Student Employment by fax or e-mail. Questions or concerns must be directed to the Office of Student Employment.

      A Student Employee receiving a TNC is authorized to work during the Contest period, and must not be retaliated against in any way in the workplace during this time. Regulations provide that the employee must initiate contact to resolve the TNC with the appropriate government agency (SSA or DHS) within 8 Federal Working Days. Student Employees will not be paid for time off to resolve their case. Any requests for time off must be coordinated in advance with the supervisor. Supervisors are expected to be as accommodating as possible.
      For additional policies and procedures, please view the Office of Student Employment Electronic I-9/E-verify User Guide.
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  •  Dress Code
    • Student employees are expected to dress in accordance with the functions and responsibilities of their job duties and respectful of the department or office they represent. Each department and/or office may establish a sensible dress code for student employees, while keeping in mind the employee's dual role as a student at the university. In general, students are not to wear clothing that may be offensive to others or inappropriate for an educational setting. Departments should communicate specific dress codes to their student employees before or soon after the beginning of the work assignment. A student who objects to a specific dress code has the option of looking for positions which may afford a more flexible code.
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  •  Employment Issues
    • Employee/employer problems are best resolved at the department level. However, the Office of Student Employment is available for consultation on employment disputes.
             
      The following are successful methods for handling problems:
        ●  Address problems as they arise, not after they accumulate. Deal with minor concerns before they become major problems.
        ●  Review job responsibilities and the supervisor's expectations in an open discussion. Specify where change or improvement is necessary.
        ●  Within 10 working days of the decision at step 2, submit to the Director of Student Employment a written statement of the grievance and the remedy desired. The Director of Student Employment, or representative from the Office of Student Employment, will conduct an investigation into the matter, which may necessitate a meeting with both the employee and the immediate supervisor present. The Director of Student Employment and/or the representative may invite any other individual they deem appropriate to attend the meeting.
        ●  Preserve the employee's dignity. Avoid embarrassing the student. Any discussion should occur in a private place.
        ●  Be fair and objective. Reprimand or discipline based on genuine evidence. Approach the student in a positive way.
        ●  Be a good listener. It may help to hear the situation explained from the employee's perspective.
        ●  Exercise restraint and remain in control of the situation. The supervisor's purpose is to educate and to change behavior, not to punish.
        ●  Establish a specific time period for improvement. After discussing the situation, identify a target date at which time the student's performance will be re-evaluated. Two weeks is a reasonable length of time.
        ●  Follow-up. If the student's performance improves, an evaluation indicating the improvement will be a big morale booster. Follow termination procedures outlined in this manual if the student fails to improve.
      Students involved in incidents that require criminal investigation may be suspended from their current work assignments at the discretion of the Director of Student Employment and/or the Dean of Students. Any student under investigation who has been suspended from classes will be automatically suspended from working until the investigation is completed.
      In compliance with established University of Miami Employment of Relatives guidelines, a family member should not directly supervise a student employee or be responsible for evaluating the student employee's work.
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  •  Evaluations
    • A written evaluation of a student employee's work performance is recommended at the end of every assignment period; however, it is not mandatory (with the exception of the Miami Commitment Program). It is highly recommended that the supervisor let the employee know on a regular basis how she/he is performing the assigned job duties.
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  •  Gifts to Student Employees
    • The Office of Student Employment follows the established University of Miami Human Resources’guidelines regarding gifts to employees. Recognition gifts given to student employees during National Student Employment week and the holidays are considered de minimis factors and are not subject to withholding and reporting but must have a valid university business purpose. Click here for more information on the University's Gift Policy guidelines.

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  •  Injuries On The Job
    • Student employees injured on the job should report the injury immediately to their supervisor. They must ask the supervisor for information on where to get treatment. All UM supervisors have a list, issued by Risk Management, of the UM approved medical providers (including the approved emergency care centers).
      Supervisors should notify Risk Management within 24 hours of the incident at (305) 284-3163. As a follow-up, students must complete the Florida First Report of Injury. Supervisors must certify this form and return it to Risk Management.


    •  Job Descriptions
    • Job descriptions are required in order to post a student employment position in the Student Employment Job Bulletin (myUM). Departments may submit “pool” positions, which provide a general description of the duties, skills required, skills to be developed and overall information about the position. If a student employee is hired (or later assigned) for duties and requirements that deviate significantly from the original “pool” position submitted to the Office of Student Employment, the department should develop, maintain and provide the student employee with a description of the revised (new) job duties. A good job description will include the following information:

      Job Title
      Job Duties and Responsibilities
      Required Qualifications
      Preferred Qualifications
      Employers are encouraged to submit the Student Employee Job Description Form so that the Office of Student Employment may determine if your job description meets the established guidelines and policies.


  •  Orientation
    • In addition to the job description, students should expect an orientation from their supervisors. Employers take on the role of teacher as well as supervisor when a new employee arrives in the office. Many students need instruction in how to be effective employees, and guidance in how to establish good relationships with co-workers. Students may arrive with little or no job experience and direction in proper office etiquette. A supervisor establishes good working habits, instills a sense of pride in what the student does, and gives the student employee confidence in his/her abilities. An employee’s sense of contribution to the department has a significant effect on job performance and satisfaction.

      The supervisor's impact may last long beyond the student's employment in the department. Training can ensure that each student gets a positive start on the job, and may be valuable when the student graduates and enters the job market.

      Prospective employers look for verifiable job experience in addition to academic achievement.

      The following suggestions may assist in the orientation:

       
      Explain to the new employee how the office operates and the general reporting structure. Describe the goals and objectives of the department.
       
      Introduce the new employee to co-workers.
       
      Describe the student's specific duties and responsibilities. Try to include information about the relationship of the student’s job to the office’s activities. If appropriate, have the student observe other staff members for a brief period. Encourage the student to ask questions.
       
      Discuss supervisor expectations of the student's work performance, including quality and quantity standards.
       
      Assign a work station. Show the student where to find work assignments and messages, and where to secure personal belongings.
       
      Agree on a specific work schedule. Federal Work Study students must complete the Class/Work Schedule form.  Supervisors must keep this form for two years after the termination of the student's employment in the department.
       
      Summarize in writing the orientation information and/or have a procedures manual to which the student can refer, since information given orally is difficult to remember.
       
      Update the student employee regularly on policy and procedure changes or other information that may affect his/her employment.


  •  Pay Classification & Rates
    • The Student Employment Job Levels pertains to students paid on an hourly basis at the University of Miami (Job Code L). Whether Federal Work Study (FWS) or Student Assistant Program (SA) student employees with the same duties and responsibilities should be compensated within the same job level and pay rate category for the job performed. Offices/Departments must maintain a job description for each and every student employment position. In situations where more than one student is hired for the same job duties and responsibilities (pool position), it's acceptable to develop and maintain one job description. The Student Employment Job Request form submitted to the Office of Student Employment and is used to post open positions which serves as the job description for student employment jobs. Changes made in job descriptions after positions are filled must be documented in an updated job description. A sample job description form is available at the Office of Student Employment website.

      The hiring department determines pay rates after a careful review of the skills and responsibilities required to perform the job duties. Pay levels listed below incorporate degrees of skills, responsibility, and experience and serve as a guideline to establish equitable pay rates across all university departments. In addition, the hiring department may take into consideration the particular student skills, proven job performance, conditions of employment, available pool of students and department needs when establishing a pay rate. The Office of Student Employment understands and respects the departmentalized nature of employment at UM. However, in some instances, it will request additional information and/or require a more appropriate pay rate.

      Student Employment jobs are part-time and temporary in nature and as such, pay rate increases are not mandatory. However, recognizing student employees for good performance (merit), length of job assignment (seniority), exceptional work behavior and/or increase job expectations (experience) is highly suggested. Departments devise pay raise schedules as their budgets allow, as long as there is documented consistency and fairness in their pay increase practices. In addition, supervisors should recognize that a pay increase is a great incentive for employee satisfaction and job retention. The following job levels are guidelines for departments when determining student pay wages.

      Specific pay rates (not ranges) must be indicated by the supervisor on the Student Employment Form (SEAF-1) when hiring a student employee.

      Pay Levels serve as guidelines to departments and have been established to maintain fairness and reasonable pay equity for all student employees. As in all competitive job markets, budgets, special demands and other unquiet circumstances, may influence a department's hourly rate offer.

       
      Level Hourly Pay Range Description
           
      1 $7.93 - $8.29 Entry level positions. Basic clerical, reception and/or office duties. Minimum experience or training required. Close supervision. Duties include mostly routine or repetitious work.
      2 $8.30 - $9.09 Responsibilities require some previous experience or training. Supervision will be available but student will be expected to work independently. Duties include routine work with some variation and/or the need for decision making.

      3

      $9.10 - $10.99 Responsibilities require considerable proficiency in an area of specialized knowledge or skill. Ability to work independently with a proven record of decision making. Moderate to minimum supervision is provided.
      4 $11.00 - $14.99 Responsibilities require significant training or experience. Students work with little day to day supervision on self-directed tasks in critical and/or essential matters.
      5 $15.00 and above Responsibilities require advanced training and/or certification. Previous work related experience absolutely necessary. Position requires extensive knowledge of an area of specialized knowledge and/or skill. Projects are self directed with minimum supervision. Special approval from the Director of Student Employment may be required.
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  •  Termination Procedures
    • If a student is a FWS employee, employment must be changed to Student Assistant (A04) or terminated when the student's total financial aid award is earned.

      A student's employment may be terminated by the student. If a student intends to resign, reasonable notice should be given to the supervisor.

      A new SEAF - Part 1 is required to terminate student employees. However, if the stop date on the current SEAF on file in the O. S.E. accurately reflects the end of the assignment (employee’s actual end date), then a termination SEAF will not be necessary. The employer is responsible for completing the termination SEAF and submitting it to the O.S.E.

      For circumstances in which a student employee is not performing his/her job in a responsible manner, the following procedures provide an equitable and consistent system for termination. In the event of a termination, these procedures must be used by all employing departments and apply to all student employees. The Office of Student Employment will not be responsible for the consequences to any employer who fails to follow these procedures.

      Step 1:If the student-employee is not meeting the job responsibilities as defined in writing to the student by the supervising department, the supervisor should send a written reprimand to the student which explains the specific areas of deficiency along with an appointment to meet with the student in an attempt to resolve the problem.

      Step 2:Continued unsatisfactory performance, as specified in writing, may result in termination of employment. A written notice of termination must be sent to the student and a Termination/Evaluation form must be completed and sent to the Office of Student Employment in the case of FWS assignments. A SEAF must be submitted to the Office of Student Employment to terminate assignments under all other programs.

      In cases of insubordination, substance abuse, unexcused absences, and/or unprofessional behavior, a student can be terminated/fired on the spot.


      Please review the policies and procedures listed under Student Responsibilities for additional information.


  •  Travel
    • Unless otherwise specified, on-campus student employment jobs should be reasonably performed within the University community (campus’ perimeters). If the job requires that the student employee travels outside of campus, the hiring department should contact the Department of Risk Management for guidelines pertaining to liability information.

      Students who use their own vehicles when travel are required in connection with their employment (excluding travel to and from work) are covered under Worker’s Compensation. Departments who wish to reimburse students for business travel may do so by reporting the mileage on a Business Expense Reimbursement Form (Stock # 331260). Students will be reimbursed based on the University’s standard mileage allowance. Reimbursements cannot be charged to the Federal Work Study Program.

      If a student is using his or her auto to perform travel on behalf of the University, the vehicle must be insured for automobile liability with minimum limits of $25,000/$50,000 for bodily injury and property damage. The University’s automobile liability would be excess of the employee’s coverage. The student is expected to purchase his or her own collision coverage.

      If the student spends more than 20% of her or his time engaged in business travel, a motor vehicle check is mandatory. In order to accomplish this, a photocopy of the student’s driver’s license must be sent to Risk Management. For more information, contact Risk Management at (305) 284-3163.



  •  Verification of Enrollment
    • Students must be degree-seeking, enrolled at least half-time (six credits per semester) and financially registered (i.e., paid or have made arrangements to pay for the semester) to be eligible to work as a student employee. Upon receipt of student employment documents, the OSE will verify enrollment status with the Registrar’s records. Students who do not meet eligibility criteria will not be processed.

      For the FWS program, a student must be enrolled full-time and financially registered before the FWS assignment can be posted to the payroll system.



  •  Worker's Compensation
    • Any student who is employed by the University either full or part-time and who receives a University paycheck is protected by the Worker's Compensation and Occupational Disease Act of Florida.

      Accidents involving University employees are covered by Worker's Compensation Insurance if any injury occurs while the employee is carrying out assigned duties. This protection extends to travel in a privately owned vehicle, only when the travel is directly related to the employee’s job (excludes travel to and from work).

      A student who works for an off-campus employer is covered under that employer’s Worker’s Compensation Insurance and should notify the supervisor in the event of an injury.

      All injuries must be reported immediately (within 24 hours) by the injured employee to his/her supervisor. Failure to report an injury within 24 hours may result in a loss of benefits.

      Worker's Compensation claims for on-campus employees are processed by the Department of Risk Management, (305) 284-3163. For procedures following an injury, see Injuries on the job.



  •  Working with Children
    • Student employees hired to work with children (summer camps, special projects, etc) must comply with Florida law and follow the following procedures. It’s the supervisor’s (hiring manager) responsibility to ensure compliance with the law.

      Instructions for Level 2 Background Search
       
      Department/Summer Student must complete the Background/Scholastic Verification Form (available from the Department of Human Resources/forms)
       
      E-mail or fax the form to Human Resource – Alexis Brown.
       
      Have the student schedule an appointment with South Florida Fingerprinting, located at 1550 South Dixie Hwy, Suite 212, Coral Gables, Florida 33146, 305 661-1636. The hours are Monday, Wednesday and Thursday from 7:45AM – 515PM.
       
      The result will be fax and Email to Alexis Brown from South Florida Fingerprinting and Florida Department of Law Enforcement.
       
      The departmental account will be billed at the latest rate published by Human Resources.