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

  •  Arrests
    • When a student-employee is arrested on or off University premises the student-employee must disclose such arrests or any convictions, as they occur after the date of hire. Upon this disclosure, or if the University discovers an arrest or conviction has occurred, the employer may take action as it deems necessary to protect the University community, which may include suspension of the student-employee pending further review or immediate termination. A review may be conducted by police officials and/or internally by University officials. If a review is conducted, which may be prior to a trial, legal adjudication or University discipline, a decision may be made by the hiring department in conjunction with the Office of Student Employment. Termination of student status immediately terminates the student-employment assignment.


  •  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.


  •  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.

  •  Confidentiality
    • Some positions require that students have access to other students' record information. All University employees, including students, must abide by the Family Education Rights and Privacy Act (Buckley Amendment) and other confidentiality provisions for state and federal law. Simplified, the amendment states:
             
       
      Employees are authorized to access only the student record information that is necessary to perform their job functions.
             
       
      Employees are not allowed to look at and/or communicate to others student record information other than what is necessary to perform their job functions.
             
      Breach of this law will result in University disciplinary action. Please refer to the Code of Conduct in the Student Life Handbook for details or contact the Office of HIPAA Privacy & Security for more detailed information.



  •  Employee Benefits
    • Every student employee is covered during his/her working hours by Worker's Compensation insurance. It is essential the employee report immediately any job-related accident or illness to the supervisor. Additional information regarding Worker's Compensation is available from the Director of Student Employment or from the Office of Risk Management.

      A student employee is NOT eligible to receive other employment benefits such as paid holiday, vacation leave, sick leave, retirement benefits or unemployment insurance.



  •  Grievance Procedures
    • A grievance is defined as any complaint by a student employee dealing with terms or conditions of his/her employment. Matters that are academic or personal in nature are not subject to processing under this procedure.
             
      A student employee having a grievance as defined above should:
       
      1.
      Attempt to resolve the grievance through a discussion with his/her immediate supervisor within 10 working days of the incident which gave rise to the grievance. If the employee is not satisfied with the resolution proposed, the employee may:
             
       
      2.
      Within 10 working days of the decision at step 1, attempt to resolve the grievance through discussion with the department or unit head next in authority above the immediate supervisor. If the employee is not satisfied with the resolution proposed in step 2, she/he may:
             
       
      3.
      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.
             
       
      4.
      The Director of Student Employment, or representative from the Office of Student Employment, will reach a decision and communicate it to the parties involved.
             
       
      5.
      Grievances, disciplinary action and unresolved issues may be referred to the Dean of Students for follow-up and appropriate action.



  •  Hours of Work/Work Hours
    • Most students schedule between 10 and 20 hours a week for work.

      If a student works more than 40 hours in one week, the employing department is responsible for paying time and one-half for all hours above 40. Overtime is only in effect for total weekly hours over 40, not hours in any one day. Federal Work Study funds will not cover overtime hours.

      Students are expected to adhere to their established work schedule (even during exam periods) as long as it does not interfere with their academic responsibilities. Students may not work during times they are scheduled to be in class. In cases of class cancellation, a student may work by providing reasonable evidence that the class has been cancelled. Employers are expected to be sensitive to students’ academic duties, in particular during periods of exams and school projects. Deviations from the established work schedule should be discussed in advance to ensure agreement by both the student and the supervisor.

      During the summer, a student may work if not enrolled, as long as the University has proof of enrollment for the next fall semester. Students should be aware that if they work full-time during the summer, a certain amount of their earnings will be considered as a resource for the next academic year and appropriate taxes will be deducted.
       


  •  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.



  •  International Students
    • International students are eligible to work on campus under all employment programs funded by the University of Miami. Federal or state employment programs (e.g., Federal Work Study program) are open only to US citizens or legal residents.
             
      To be eligible for on campus employment, international students must be in valid F-1 status which includes pursuing a full course of study. A full course of study is defined as a minimum of 12 undergraduate credits or 9 graduate credits during fall and spring semesters. International students are not required to be enrolled during the summer unless they are completing their course of study during that period. They may work during the summer provided they have proof of enrollment for the fall. Students in F-1 status may be employed on-campus during the academic year after verification of their employment eligibility through International Student Services.
       
      1.
      Students in F-1 status are eligible for on-campus employment of up to 20 hours per week during fall and spring semesters and up to 40 hours per week during vacation and semester breaks.
             
       
      2.
      Students with F-2 or B-2 status are prohibited by federal regulations from any type of employment.
             
       
      3.
      Students with J-1 status must obtain permission to work on-campus from their program sponsor.
             
       
      4.
      Students with J-2 status must apply to the Immigration and Naturalization Service to receive permission to work. Applications may be arranged through International Student Services.
             
      For questions regarding status or employment for international students, please contact International Student and Scholar Services, 5600 Merrick Drive, Building 21-F, Coral Gables Campus, (305) 284-2928.

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  •  International Students Job Assignment Process
    • International Students (IS) are eligible to work on campus as Student Assistants or Graduate Assistants.
       
      1.
      IS must receive a job offer in writing. This offer letter is presented to the Office of International Student and Scholar Services, along with the I-94 and the I-20 which issues a Certification of On-Campus Employment Eligibility.
             
       
      2.
      Next, the IS is directed to apply for a Social Security Card. The identification number issued to students by the University is not valid for employment purposes. When applying for a Social Security Card, international students must present:
      - Valid Foreign Passport
      - I-94
      - I-20 or IAP-66
      - Certification of On-Campus Employment
             
       
      3.
      Upon obtaining a valid Social Security Card, the IS must officially record the new number at the Office of the Registrar.
             
       
      4.
      The employer must send the following forms to the Office of Student Employment to finalize the hiring process:
      - Completed SEAF-part I form
      - Completed I-9. In order to complete the I-9, the employer will need to see the student’s valid foreign passport with it’s correspondent I-94.
      - Certification of On-Campus Employment
      - Employment Eligibility issued by ISSS (see Step 1)
      - Drug-free form (for graduate students only)
      - Checklist for UM Right-to-know and Hazard Communication Policy (only students who work with chemical or bodily fluids
             
       
      5.
      Finally, the student must visit the Payroll Office to complete the Foreign National Form. The IS must present:
      - Foreign National Form (provided by the Payroll Office)
      - I-20
      - I-94
      - Valid Foreign Passport

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  •  National Student Employment Week
    • During the second full week in April each year, the University of Miami celebrates National Student Employment Week. This celebration gives departments and employers a chance to recognize and thank student employees for their valuable contributions. Many events take place during the week, including giveaways, food and drink specials, and the competition for the Student Employee of the Year. Check your mail for announcements.



  •  Pay Rates
    • 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 unique circumstances, may influence a department’s hourly rate offer.
       
      Level
        Hourly Pay Range  
      Description
      1
        minimum wage* - $7.99   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
        $8.00 - $8.99   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
        $9.00 -$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.
      * Currently $7.79 per hour –Federal or State of Florida approved minimum wage – whichever is highest.


  •  Taxes/Tax Forms
    • Students’ wages are considered earnings and are subject to all federal, state and local taxes. Students will receive a W-2 form from the University Payroll Office before the tax filing deadline. Earnings must be reported on federal and state tax returns as income.
             
      Federal Income Tax:
      Students are required, as a part of the job assignment procedures, to complete and submit a federal W-4 form (Employee's Withholding Allowance Certificate). A student CANNOT claim exempt from federal withholding tax if: (a) his/her income exceeds $800 and includes $250 of unearned income(interest, dividends); (b) another person can claim him/her on their income tax.
             
      In order to claim "exempt" from federal withholding tax, you must meet both the following eligibility requirements:
       
      1.
      Last year, you did not owe any federal income tax and had a right to a refund of ALL Federal income tax withheld because you had no tax liability; and
             
       
      2.
      This year you expect a refund of ALL Federal income tax withheld because you expect to have no tax liability.
             
      If you do not complete a W-4 form, the University Payroll Office will apply federal withholding tax based on "0" allowances.
             
      Once the W-4 form is complete, it can be sent to the Payroll Office or returned to the Office of Student Employment along with the SEAF -Part 1.
             
      Social Security (FICA) and Medicare Tax:
      Students are exempt from FICA and Medicare taxes as long as they are fully, financially enrolled in a degree-seeking program at least half-time for each semester. If, at any point, the student is not financially registered in full, he/she will no longer be exempt, and the FICA/medicare taxes will be deducted.
             
      Calendar Year Tax Forms:
      All University of Miami employees, including students with reportable income will be provided with an annual W-2, 1042-S and/or 1099-R form as appropriate on or before January 31 for the prior year's earnings, by the Payroll Office. It's the responsibility of update their current address at MyUM or at the Registrar's Office in order to receive their W-2 at the desired permanent address.


  •  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.”