This page serves as a guide on policies, procedures, and best practices for being a Student Employee.
Equal Opportunity Employer
The University of West Georgia does not discriminate on the basis of race, color, religion, sex, national origin, sexual orientation, age, marital or veteran status, political affiliation, or the presence of a non-job related condition or handicap under Federal or State law.
The content of this procedural guidebook are guidelines only. Student Employment, Division of The Office of Career and Graduate School Connections reserves the right to modify of change procedures and guidelines at any time without notice.
As both a student and employee, you are a valuable member of the University of West Georgia. We rely heavily on student employees to help provide fast and efficient services to the many students and community members we serve. We hope you enjoy your experience working at UWG and that you have an opportunity to develop work habits, skills, and contacts that will serve you well in your future career.
This guidebook is designed to help students understand the terms of being a student employee and the responsibilities as a temporary employee of UWG. The information included is important for the student employees’ successful transition into the UWG campus employment culture and provide a better understanding of what is expected of the employees, supervisors, departments, and University. We hope that you find this guide helpful. Please read it thoroughly, and refer to it often.
The Student Employment office is part of the Office of Career and Graduate School Connections. Students who require assistance should call 678-839-6431 or email firstname.lastname@example.org.
Additional Contact Information:
3rd Floor, Parker Hall
1st Floor, Aycock Hall
Office of Career and Graduate School Connections/Student Employment
3rd Floor Row Hall, West Wing
In order to achieve the University of West Georgia’s goals, it is important for student employees to understand his/her role as a member of the University of West Georgia community. This handbook will acquaint you with the policies, regulations, and pay that apply to student employees.
This handbook is presented as a matter of information only and its contents should not be interpreted as an express, implied, or inferred contract of employment between the University and any of its employees. Your employment with UWG is “at-will” and entered into voluntarily. You are free to resign at any time, for any reason, with or without notice. Similarly, UWG is free to terminate the employment relationship at any time, with or without notice.
Please read this handbook carefully and keep it handy for future reference. One of your first responsibilities as a Student Employee is to become familiar with its contents. This handbook is only a summary of our policies, so please review it with your supervisor or the Human Resources Department if you have any questions.
All information contained in this handbook is subject to change at any time at the discretion of UWG with or without notice.
A student employee is a part-time, temporary employee whose primary purpose for being at the University of West Georgia is the achievement of a degree or certification. There are two categories in which a student can be classified: Undergraduate or Graduate. They are explained below.
Undergraduate: Undergraduate students are considered Student Assistants. They can perform many jobs within your office such as clerical support, web development, etc.
Graduate: Graduate Research Assistant (GRAs), Graduate Teaching Assistants (GTAs), and Graduate Assistants (GAs)
GRAs and GTAs are typically hired by the graduate schools to perform assistantships that are related to the student’s degree. Graduate Assistants can be hired to perform tasks within your department such as clerical support, web development, etc.
Student Employees are considered "at-will" employees. Their employment is interim or temporary and incidental to the pursuit of a degree or certification. Student employees may be terminated at any time without right to appeal.
During the summer break students that are not taking classes at any point during the summer break (May, June, or July) but are enrolled in the upcoming fall semester will need to be converted to temporary labor.
Temporary Labor is a “Temporary/Non Benefited Status”, which is subject to re-approval each 90 days for a period not to exceed 12 months of continuous employment. Upon completion of 12 months employment, a service break of 30 consecutive calendar days must be met to be eligible for further employment.
Volunteering in a Department
Students who have earned all of their federal work-study award are not allowed by law to volunteer in a position that normally receives monetary compensation.
The following policies are applicable to UWG Student Employees and can be found by referring to the UWG Employee Handbook which can be found by visiting: https://www.westga.edu/hrpay/ and clicking on “Employee Handbook” on the left hand side under Policies & Procedures:
- Equal Opportunity Statement
- Employment of Disabled Veterans of the Vietnam Era
- Americans with Disabilities Act
- Sexual Harassment Policy
- Title IX of the Education Amendments of 1972
- Discriminatory Harassment Policy and Non-Discrimination Policy Statement
- Drug and Alcohol Policy and Disciplinary Actions
- Conflict of Interest (Occupational & Political)
- Possession of Weapons/Workplace Violence
- Policy on Smoking
Working for a Relative
The Student Employment Office does not recommend the hiring of students in a department or agency where an immediate family member is employed. An immediate family member is defined, inclusively, as: spouse, parent, child, grandchild, grandparent, brother, sister, stepparent, stepchild, mother in-law, father in-law, son in-law, daughter in-law, brother in-law and sister in-law.
All students and student supervisors should be familiar with the Student Conduct Code. If a student employee is found to be in violation of the Student Conduct Code, the supervisor and/or Student Employment Office may file a complaint.
For more information regarding the Student Conduct Code please visit: https://www.westga.edu/studentconduct/
To report an Incident or Concern please CLICK HERE
The Family Education Rights and Privacy Act (FERPA) of 1974 as amended entitle students to review “official records, files, and date directly related” to the students which the university maintains. Students may also request a hearing regarding any alleged “inaccurate, misleading, or inappropriate” information. In most circumstances, the university will not release information from student’s records to third parties without their consent. An interpretation of the law is printed below, more detailed information can be found online HERE.
The following basic FERPA rule should be followed by UWG Student Employees:
Rule #1: FERPA recognizes a person enrolled in postsecondary education as a “student” and provides that individual certain rights, regardless of age. Therefore, a parent does not have an inherent right to access his/her student’s educational records.
Rule #2: Student employees may have access to education records for the sole purpose of performing their jobs professionally and responsibly. They have a responsibility to protect the confidentiality of education records in their possession, regardless of the medium in which the records are presented.
Rule #3: Education records are considered confidential and may not be released, with the exception of unrestricted Directory Information. In some instances students may have restricted their directory information so it is the responsibility of the student workers to verify that Directory Information is not restricted before releasing it.
The student ID photo is defined as confidential and should not be used or displayed in any public setting without the student’s permission. Class lists and student photos are confidential under university policy and federal law.
A student employee that violates this policy will be subject to disciplinary action, up to and including termination.
Student assistants are required to maintain UWG’s confidentiality policy. All student employees are required to abide by the policies governing review and release of student education records. The Family Education Rights and Privacy Act (FERPA) of 1974 mandates that information contained in a student’s education records must be kept confidential, including: Student’s Class Schedule, Academic Transcripts, Grade/GPA Information, and/or Student ID number (SSN) – may not be given out or posted in any manner.
Student Employee Confidentiality Policy:
As a student employee, you understand and accept the following conditions and responsibilities of my employment at the University of West Georgia as a student employee:
1. In the performance of my duties, I may have access to confidential information, which includes records of other students, faculty, or staff, business information, correspondence and reports. All of these types of information are considered confidential.
2. I shall treat ALL information accessible to me in the performance of my duties as Confidential Information, regardless of its format (e.g.,electronic, paper, oral), unless and until advised otherwise by my supervisor.
3. I agree to not access Confidential Information unless I am authorized to do, and I agree to maintain the confidentiality and privacy of Confidential Information during and after my period of student employment with the University. I shall not, directly or indirectly, communicate, orally, in writing, or by e-mail, any Confidential Information to any unauthorized person, including, without limitation, other students, work colleagues, family members, etc.
4. I may gain access to sensitive or confidential information and records that may be protected from disclosure by federal or state law. Examples include education records protected under the Family Educational Rights and Privacy Act of 1974 (FERPA). I understand that unauthorized disclosure of such Information can adversely impact the University, individual persons, or affiliated organizations.
5. I shall use my access to Confidential Information for the sole purpose of performing my job duties. I shall not disclose information to ANYONE without prior authorization from my supervisor.
6. I shall not permit myself or any other person to copy, reproduce, alter, delete, or enter any information other than what is required in the regular performance of my job duties.
7. I am aware that any breach of this agreement, release of Confidential Information, or any abuse of my position, may result in disciplinary action through The University of West Georgia or otherwise, including possible termination of my position, prosecution through appropriate University judicial processes, expulsion from the University, and civil and criminal legal sanctions.
8. The provisions contained in this agreement are considered condition of my participation in programs and employment offered by the University.
A student employee that violates this policy will be subject to disciplinary action, up to and including termination.
It is the responsibility of the University of West Georgia (UWG) to protect the privacy of its employees. As a service to employees, the Department of Human Resources will furnish, upon written request of third parties outside of the University, an employee’s dates of employment at the University and his or her title or position. In instances when payroll information is request (e.g., salary information for the purpose of obtaining a loan or assistance), the requesting party will be advised that this information will only be made available with the written consent of the employee.
Human Resources can provide information regarding gross earnings but we encourage you to access your pay statements and information from OneUSG.
All verifications of employment should be handled through the Office of Human Resources
Aycock Hall, Room 112
1601 Maple St Carrollton, GA 30118
Phone: 678-839-6403 Fax: 678-839-6425
In order to be eligible for on-campus student employment, students must meet the following criteria:
- Students must have a cumulative 2.0 GPA
- Students must be admitted to the University of West Georgia and enrolled in six hours or more.
- Students must not be holding another classification, such as “Temporary Laborer” or “Graduate Assistant” or be labeled as a "Move on When Ready" Student.
- Student must not be working more than twenty hours per week in all jobs combined.
*Move on When Ready Students are eligible to work in SRAP positions on-campus with the Departments approval.
*Background investigations shall be performed on regular full-time and part-time new hires and rehires, as well as student workers. For more information please refer to the University of West Georgia's Policy Statement.
A. Employment During the Academic Year
During the academic year, University of West Georgia students must be registered for a minimum of six credit hours per term (in a degree seeking program) to be eligible to work as a student employee. Exceptions can be made for one (1) semester for students who need less than six credit hours to graduate by submitting a written request for review to email@example.com prior to the student working.
B. Employment During the Summer
During the summer, University of West Georgia students must be registered for a class for one of the sessions during the summer semester (May, June, or July) to be eligible to work as a student employee. Students who will not be taking classes during the summer semester will have to be transitioned to a temporary employee.
Federal Work-Study (FWS) Student Assistants
Students who have award amounts remaining for Federal Work-Study (FWS) are able to work during the summer (through the end of June) earning their FWS award without being enrolled in classes for the summer. However, the students must be enrolled in the upcoming fall semester.
Students that have a FWS Award for the upcoming academic year can begin working in July earning their FWS Award as long as they are registered for classes for the upcoming fall semester.
C. Employment at time of Graduation
At the time of graduation, you become ineligible for further employment as a student employee with the University, unless you have been accepted as a full-time student in a University of West Georgia graduate program for the following semester. For example, if you graduate in the fall of 2015 your last day of employment will be Friday, December 11th. You are prohibited from working any hours past these date, unless you have been accepted as a full-time student in a University of West Georgia graduate program for the following semester.
D. Employment of Minors
If you are under the age of 18 you will be required to obtain a work permit to work at the University of West Georgia. The employment of all persons under the age of 18 years shall be in compliance with the regulations of the U.S. Department of Labor.
You can visit the following sites for more information
E. Satisfactory Academic Process for Federal Work Study
Federal and State financial aid rules and regulations require students to maintain Satisfactory Academic Progress (SAP) in order to be eligible to earn their work study awards. This progress is assessed at the end of each semester as soon as grades are finalized. There are 3 types of violations:
- Grade Point Average
- Completion Rate
- Over hours
The primary purpose of financial aid programs consists of helping students to successfully complete their degree or certificate programs. Students are required to meet satisfactory academic progress requirements while earning their degree or certificate programs to receive aid. Financial aid programs include grants, tuition and fee waivers, work study employment, need-based and non-need-based loans, and scholarship programs. Failure to meet satisfactory academic progress requirements will result in financial aid probation or suspension. Although aid-suspended students may petition for financial aid reinstatement, reinstatement is not guaranteed.
The Student Employment Office will notify employers if a student becomes ineligible to earn their award due to a violation of the SAP standards. Once notified, the student will either have to stop working for your department or will need to be set up as an hourly student and your department will be responsible for paying 100% of their hourly wage.
Students can appeal their SAP status, if they had extenuating circumstances. If their financial aid eligibility is reinstated, we will notify you immediately so that they can resume earning their work study. For more information about Satisfactory Academic Progress, see SATISFACTORY ACADEMIC PROGRESS POLICY.
On-campus employment can provide international students with valuable work experience, spending money, and the opportunity to get a social security number.
F-1 Students: F-1 students are eligible to begin working on-campus as soon as classes begin. F-1 students are allowed to work up to 20 hours per week when school is in session and more than 20 hours per week during breaks.
J-1 Students: J-1 students must get approval from ISP before beginning work on-campus. In order to get approval, you must first find a job and then make an appointment with a member of the ISP staff. J-1 students are allowed to work up to 20 hours per week when school is in session and more than 20 hours per week during breaks with authorization from their J-1 visa sponsor.
*Individuals who have a research assistantship or teaching assistantship that requires them to work 20 hours a week and individuals who are resident assistants in the dorms are NOT eligible for any additional on-campus employment.
In rare circumstances, under the immigration regulations governing F-1 status only, some employment opportunities at off-campus locations may be considered on-campus employment if the student is working under the direct supervision of a University faculty member conducting University research. In such instances, the student's pay must come from the University as opposed to the employer on whose premises the work may physically occur.
Who is eligible: Undergraduates and Graduates Students
A Student Assistant (SA) is a part-time employee who is currently enrolled at University of West Georgia (UWG) with a minimum of six credit hours, with the primary goal of achieving a degree. Student Assistant Positions are jobs located on campus. These jobs can range from clerical to landscaping positions.
Federal Work Study (West Community Student Engagement Program)
Who is eligible: Undergraduate and Graduate Students
Federal Work Study (FWS) is not a scholarship, but a chance to earn money for college. Please note that the University of West Georgia (UWG) does not guarantee that any student who qualifies for the Federal Work Study Program will be given a job. Federal Work Study (FWS) positions have a few differences from Student Assistant Positions. Federal Work Study Positions are federally funded; meaning paychecks are paid from government money. Students earn money on an hourly basis until they have earned the amount they were awarded. It is the responsibility of the student to keep track of earnings. Once a student earns their allotment, they must stop working, or be switched to a Student Assistant status. To apply for FWS jobs you must be awarded Federal Work Study through Financial Aid and also be enrolled in classes. FWS positions can be on- campus positions or off- campus positions, such as America Reads, America Counts, and Community Service.
For more information please visit our West Community Student Engagement Program Section.
Student Research Assistant Positions
Who is eligible: Undergraduate and Graduate Students
The Student Research Assistant Program (SRAP) is funded by the University of West Georgia Foundation. SRAP enables faculty and staff to employ undergraduates to assist in research or other college-related work. SRAP encourages students to participate in research and other educational opportunities anchored to their chosen fields of study in order to enhance their learning experience, improve their quality of life, advance their academic research skills, and promote the University of West Georgia. The program will also help diminish the attrition rates among underclassmen at the University of West Georgia while accomplishing at least one of the following goals: Contribute in some significant way to the quality of life on campus. Advance some recognized academic or research project. Promote the institution and enhance its reputation.
For questions and opportunities in the SRAP program please contact Stacey Rowland by phone at 678-839-0628 or by email firstname.lastname@example.org.
Graduate Assistant/Graduate Research Assistant/ Teaching Assistant
Who is Eligible: Graduate Students
The University of West Georgia provides a number of Graduate Assistantships, Graduate Research Assistant and Teaching Assistantships for our students. These assistantships offer valuable professional development opportunities in various programs and departments within the university for our degree-seeking students through supervised work experiences. Assistantships support the research, teaching, and service responsibilities of the University and help students pay for their graduate training. Therefore, graduate assistants must maintain satisfactory academic progress and performance and successfully complete the assigned research, teaching, or other responsibilities.
Off Campus Positions are jobs located in Carrollton and surrounding areas. The University of West Georgia Student Employment Office acts only as a Referral Service for off-campus, non-UWG positions and makes no particular recommendations regarding employers. Since off-campus, non-work study employment opportunities are not under the jurisdiction of UWG, the University assumes no obligation for verification of job standards, continued employment or affirmative action procedures.
When Jobs Are Available
The largest number of jobs are available in August/September, with some departments posting positions as early as July. Keep in mind that August/September is also when the largest number of students are seeking employment. Jobs do become available throughout the year, and any student who is not immediately successful with a student employment job search should continue to look. It is common at mid-semester to have open jobs. All jobs are posted online via Wolf-Works.
Searching and Applying for Positions
All student employment position opportunities are posted on the Human Resources Website.
To log in to your Careers account follow these steps:
- Where the system ask for your user name you will enter your my.westga.edu email address
- Use wolfpack as the password
- Once logged in you may change your password
- To apply for jobs, your resume will need to be approved by a member of our Office of Career and Graduate School Connections team. We suggest that you upload your resume as soon as you log in the first time to help expedite the process.
the Office of Career and Graduate School Connections has Resume Guides available to assist you with your resume.
*Note: It is only necessary to upload ONE resume to Careers. Uploading multiple resumes will slow down the resume approval process.
Students are able to begin searching for positions as soon as their profile is complete and resume has been uploaded. Students are able to apply for positions as soon as the receive notification that their resume has been approved.
Additional Information for students with Federal Work Study
On the Careers online job board FWS positions are distinguished from other positions with an “FWS/” in front of the job title. Only students with FWS may apply for these positions.
If you are unsure about your FWS eligibility or the amount of your FWS grant, you should contact Financial Aid by email at: email@example.com .
Instructions on how to apply for each position are provided in the job posting.
Please note that being awarded Federal Work-Study does NOT guarantee the student a job.
Student Appointment Begin/End Dates are posted online.
Visit: https://www.westga.edu/student-services/careerservices/student-employment/hiring-process.php to see the most recent periods of employment.
*Please note that the dates for student job appointments are the same, whether the student is federal work study or hourly.
Once the job posting for the job you have applied for expires the hiring unit will review submitted applications. If your application is selected the department will contact you for an interview.
Please note: each department has their own interview and selection process.
Once You are Offered a Job
Students that are offered a Student Employment Job Offer Form that the student will take to Human Resources in Aycock Hall to complete New Hire Paperwork and Conditions of Employment. The following actions are required of all employees as a condition of employment:
- Work Authorization Form
- Condition of Employment Form
- Personal Data Sheet
- Federal and State Withholding Forms
- USG Security Questionnaire
- Employment Right-to-Know Acknowledgement and Training
- Social Security (Not Covered) Form
- Employment Eligibility Verification (Form I-9)
- Students must provide two (2) forms of original identification (no copies) for the
- Must present item from List A or an item from List B AND List C
- List of acceptable documents can be found here
- 20 Hours Rule Student Employment Agreement
- Statement of Confidentiality
- Georgia Defined Contribution Plan
- Direct Deposit Authorization
- Students must provide their banking information on an official bank document
- Must include Account and Routing Numbers
- Registration for OneUSG
Once the student has completed all required paperwork with Human Resources the student will need to:
- Return the completed Work Authorization Form to the hiring department so that they know you have visited Human Resources and completed all new hire paperwork.
- Get your hire/start date from the supervisor.
Select student employment positions do require pre-employment screening. This process currently consist of a background check.
Departments/Organizations may require a skills proficiency demonstration based on the assigned position, department, and job requirements.
Positions requiring a background check investigation will include, at a minimum, the following:
- A state and federal criminal history check covering a minimum of seven (7) years
- A nationwide sex offender search
- A social security number check
Offers of employment are conditional, pending the result of a state and federal criminal history check covering a minimum of seven (7) years. Positions of trust are those that involve interaction with children, after-hours access to facilities, and access to financial resources that have been otherwise identified by the hiring official to require a more extensive background investigation.
First Day on the Job
Beginning a new job can be exciting and overwhelming. There are two key items that you should discuss with your supervisor on your first day.
- Discuss with your supervisor when you will be allowed to complete mandatory training
- Risk Management
- Vehicle Risk & Safety
- Right to Know
- Discuss with your supervisor about emailing ITSservicedesk@westga.edu to request a work email address (westga.edu) for your student employment position. Usually the email address will match your current email address but will have the initials/abbreviation of your department added to the beginning and end with westga.edu
Classification and Compensation (Job Description and Rate of Pay)
Student employees are paid no less than the State minimum wage, however the employer may choose to begin the student at a higher rate of pay within the appropriate range if the student has previous job experience or special qualifications for the job.
The University of West Georgia uses three student assistant levels for all student employees. The general job descriptions for each of these levels can be found online by visiting: https://www.westga.edu/careerservices/student-employment/paying-student-employee.php.
The pay rates for each job category is determined by the knowledge, training, skills, and level of responsibility and risk assigned to that category.
Human Resources and the Student Employment Office will evaluate student positions based on the original position description submitted by a supervisor.
Students can view the classification and compensations information by visiting: https://www.westga.edu/careerservices/student-employment/paying-student-employee.php.
In most cases, student employees will be hired at the minimum rate within the pay range for the appropriate job classification. The employer may choose to begin the student at a higher rate of pay within the appropriate range if the student has previous job experience or special qualification for the job.
Types of Pay
Most student employment positions are in this category. Work-study students must be paid on an hourly basis. In order to maintain equity and consistency in the student work experience programs, Student Classification and Compensation Guidelines have been established.
On a Per Job Basis
An agreed upon sum is paid in return for services rendered to the University when the assignment or project is completed. This may include a one-time assignment or a series of related assignments or projects.
Salaried Positions- Non Uniform
The rate of compensation is based on a monthly amount. Currently, only Resident Assistant positions are salaried.
The rationale for determining salary rates must either be on file in Human Resources or with Student Employment.
*Special Notes regarding students receiving salaries or stipends:
Students paid through salaried positions or are receiving stipends must adhere to all University of West Georgia Policies. This includes the 20 hours worked per week maximum. Additionally, supervisors are responsible for tracking student work hours each week in order to ensure compliance with University policy.
If a student receiving a salary or stipend is employed in more than one student position, the total number of hours worked per week MAY NOT exceed 20 hours per week.
Wage increases are dependent on the budget of the department. It is the sole discretion of the hiring department when and if a student employee will receive an increase in pay. Departments should put a set process in place and apply it to all student employees. Common Practice is to offer an increase in a student employee’s hourly rate each academic year that they return. Increases can also be issued by increasing their job duties and level of responsibility that would then change the category of their position.
Holiday and Overtime Pay
As temporary employees, student employees are not paid for holidays unless worked. They are paid at their regular wage rate.
Student employees are not eligible to work overtime-over 40-hours per week.
Electronic Time Sheets (Electronic Time Keeping System) - OneUSG
The University of West Georgia’s payroll team is comprised of trusted professionals dedicated to serving the University community. Their mission in payroll services is to prepare all University payrolls accurately and in a timely manner. They strive to ensure University compliance with all governmental regulations and to provide exceptional customer service that is aligned with the high standards promoted by the University.
Student Employment realizes that there can be numerous questions in regards to various payroll processes and policies. We hope that this section of the policies and procedures will help answer any question you may have in regards to payroll policies and procedures.
If you have any questions, comments, or concerns regarding payroll services, please contact:
Payroll Services (Hours; Monday - Friday 8:00 a.m. to 5:00 p.m.)
1601 Maple Street, 300 Aycock Hall, Carrollton, GA 30118
E-Mail: firstname.lastname@example.org Phone: 678-839-6403 Fax: 678-839-6425
Paper Time Sheet
Federal Work Student Employees who work at an off-campus organizations are required to clock in and out at their organization using OneUSG and maintain a paper time sheet as well. Student Employees will be provided the time sheet once they are assigned to an organization.
Time sheets are due to Student Employment the Friday that payroll ends by 1:00pm, unless otherwise noted, and must be signed by your supervisor at the organization for which you are working.
Submission of Accurate Hours Worked
Any student who is found to be falsifying their hours worked will be terminated immediately and not able to work a student employment position for the remainder of the academic year.
Problems with Paycheck
If a student has any issues with their paycheck they must first speak to their supervisor who approves their time in OneUSG.
For more detailed information regarding the payroll process students can visit:
Student Employees are hourly paid employees.
The pay period is Saturday through Friday and paychecks are distributed bi-weekly.
Please refer to the Biweekly Payroll Schedule which can be found by visiting https://www.westga.edu/hr/payroll-schedules.php.
In accordance with the Board of Regents policy 126.96.36.199 all employees will be required to enroll in direct deposit.
If you believe that you are unable to participate in this payment method, request an exemption by completing and submitting an exemption request the Shared Services Center, otherwise the use of a pay card will be required. Once enrolled in direct deposit, employees are required to remain enrolled in direct deposit for the remainder of their employment.
Students should enroll in direct deposit by completing a Direct Deposit Authorization form when completing their new hire packet in Human Resources. Students should bring a voided check with them or provide their banking information (routing and account number) on their financial institution’s letterhead when completing the form.
If you have any questions, please contact Human Resources at 678-839-6403
Taxes and Withholdings
Every student employed by University of West Georgia is required to complete a W-4 Federal Tax Withholding Form, and a Georgia State Tax Withholding Form.
You may not begin working until this process is completed.
Once you are on the University of West Georgia payroll, you do not have to file new forms while you continue as a University of West Georgia student unless you wish to make a change- either in exemptions*, name or address - or you are an international student.
International students ONLY are required to complete new tax forms each calendar year.
*An exemption certificate is good for the calendar year. Any employee who claims “exempt” from withholding is required to complete a new W-4 form by February 16th of each year to continue being exempt for the following year. Otherwise, her/her exemption will become single with 0.
You will receive a W-2 Statement of Earning form by February 1st of the following year. This statement will be available to you electronically in OneUSG. International students should contact the payroll department for information regarding tax issues relating to them.
If an undergraduate student is enrolled for 6 credit hours they will be exempt from FICA withholdings and will not have to contribute to the Teachers Retirement System of Georgia (TRS). The student FICA exception and TRS withholdings will not apply to students who are not enrolled in class during school breaks of more than 5 weeks (including summer breaks of more than 5 weeks). If a student employee does not meet the enrollment hours requirement, they will automatically be enrolled in the Georgia Defined Contribution Plan (GDCP) for temporary employees and subject to a 7.5% deduction and the 1.45% employer Medicare contribution.
To request a refund of your contributions towards the Teachers Retirement System of Georgia (TRS) students will need to fill out the Application for Refund Contributions – GDCP form and submit it to Human Resources. Please contact Human Resources with any questions at 678-839-6425.
Total Maximum Weekly Hours
Student employees are not permitted to work more than 20 hours per week during the academic year and no more than 40 hours per week during the summer and semester breaks. International students are not permitted to work more than 20 hours per week during the academic year and no more than 40 hours per week during the summer and semester breaks. These hour restrictions must be followed regardless of the number of on-campus jobs held by the student.
Student employees are prohibited from working in excess of 40 hours in a work week. Students are only allowed to work over the 20 hour limitation during the summer and semester breaks. Violation of this policy can result in disciplinary action up to and including termination.
Total Maximum Yearly Hours
Student employees may not exceed a total of 1,300 hours worked in a 12-consecutive month period. The 1,300 hours can be accumulated in any combination during the 12 month period. Student employees’ are not subject to the re-employment restriction requiring a break-in-service after 12-consecutive months of employment. International students in lawful F-1 and J-1 status who are enrolled full-time are eligible to work for an institution but must not work more than 20 hours per week in accordance with visa restrictions and must ensure compliance with Federal Work Study requirements.
Number of Jobs Permitted - Multiple Positions
A student employee may have a maximum of two positions within the University at the same time.
FWS students cannot have more than one FWS position at a time but can be employed in a FWS position and a Student Assistant (SA) position.
If a student chooses to work more than one position, the student is responsible for informing the supervisor of the other job and the student is responsible for assuring that the maximum hour (20 per week) limitations are not exceeded.
Paid and Unpaid
The University of West Georgia provides a 30 min, unpaid meal break to all student employees that work more than six consecutive hours in a day. If the student employee works more than four consecutive hours, s/he is allowed a 15-minute rest period (paid). Any additional rest breaks are given at the sole discretion of the supervisor and are provided with pay according to the following guidelines: breaks may not exceed 15 minutes; may not be taken at the beginning or end of the student's work hours; may not be used to cover late arrivals or early departures from work, may not be added to a meal break; and rest breaks may not be accumulated.
Supervisors have the authority to determine when breaks may be taken to ensure that work assignments are completed and office/stations are covered appropriately.
- Work a shift of four hours or more: must take a 15-minute break with pay
- Work a shift of six hours or more: must take a 15-minute break with pay and must take a 30-minute unpaid lunch
- Work a shift of eight hours or more: must take (2) 15-minute breaks with pay and a 30-minute unpaid lunch
- During unpaid breaks, you must be relieved of all duties, perform no work whatsoever, and must take an “uninterrupted” break. If you fail to do so, you will risk disciplinary action up to and including dismissal from employment.
- Any student who believes s/he is not being permitted to take the unpaid breaks noted above should notify his or her manager, the head of his or her department, or the Office of Student Employment immediately.
- Please note, students must clock out for their 30-minute unpaid lunch.
It is very important to work you’re agreed upon days and hours and to arrive promptly. Make sure to carefully review the section entitled “Total Maximum Weekly Hours” for restrictions related to your work schedule and weekly hours.
Students should establish a work schedule with their supervisor that does not interfere with their classes and one to which they can commit. Students are prohibited from working during when they have a class scheduled. Even if the student’s class is canceled they are prohibited from working during those hours.
Student Employees are expected to adhere to his/her scheduled hours. The supervisor sets the work schedule according to your availability (determined by your class schedule). If the employee is unable to report to work as scheduled for any reason, the employee should promptly notify his/her supervisor. It is not sufficient to leave a message with a co-worker nor should the notification be made by a friend or family member except under emergency situations. Such notification should be made as far in advance as possible. Failure to give the appropriate notification may result in disciplinary action, up to and including termination.
Make sure to discuss with your supervisor the preferred procedure for calling out for that specific department.
Requesting Time Off
If you need time off, you should arrange this with your manager in advance. If you are ill, you should notify your manager as early in the day as possible. Managers understand that school is your top priority, but they are also responsible for seeing that the work of the department gets done.
If you are frequently absent or late, absent without notifying your department, or frequently requesting time off, you may be asked to leave your position. This could also have an impact on you obtaining employment with other University departments. Discuss with your manager if there are any specific procedures you should follow when you are going to be absent or tardy.
The Department of Human Resources maintains for each employee a personnel file that contains vital employment information. To ensure that personnel records are up-to date, it is the employee’s responsibility to promptly notify Human Resources in writing of any changes in name, home address, marital status, number of dependents, telephone number, and person to notify in case of emergency.
It is recommended that each hiring department have a student employment file for their student employee where you can maintain disciplinary actions, request off and other documents accumulated during the student’s employment in your department.
Access to Employee Records
Access to employee records is subject to state statutes on personnel records. The University of West Georgia is a public university and is therefore subject to the Georgia Open Records Act, which means that employee information can be made available upon request.
In order to respond to possible emergencies and to provide employees with important notices relating to their employment, it is important that the University have current and accurate records. Accordingly, it is the employee’s responsibility to keep the OneUSG profile current (address, telephone number, marital status, number of dependents, etc).
Duty to Report Criminal Charges/Determinations
Any Student Employee of the University of West Georgia who is charged with a crime (other than a minor traffic offense and/or local ordinance violation) are required to report having been charged to his or her supervisor within 3 days of becoming aware of such charge. The employee shall report the crime(s) he or she has been charged with, and provide documentation of the charges upon request. Within 3 days of receiving notice from the employee, the supervisor will contact Student Employment so a determination can be made as to what action, if any, is immediately warranted.
Within 3 days of the employee receiving a disposition of the criminal charges, he or she is required to notify the supervisor and provide documentation of the disposition. Within 3 days of receiving notice from the employee, the supervisor must contact Student Employment so a determination can be made as to what action, if any, is warranted. Failure to report under this policy may result in disciplinary action, including termination of employment.
The prevention of accidents and the promotion of safety are the responsibility of everyone in the University community, including Student Employees. Student Employees should be alert to and report any unsafe practices and conditions that may present an imminent danger to individuals or property. Student Employees should report these type of conditions to their immediate supervisor or to the Risk Management Office. Risk Management provides support to the University in all areas of environmental and chemical safety, including chemical and other hazardous waste removal and radiation safety. If there are any concerns with fire safety, worker’s compensation, accident prevention and property and liability insurance, employees are encouraged to contact the Department of Risk Management and Environmental Health and Safety for these services.
In the event of a serious or life threatening emergency, call 911 for immediate assistance. If the situation is not an emergency, University Police may be contacted.
If You Are Injured On The Job - Workers Compensation
All employees of the University of West Georgia are covered under the provisions of the Worker’s Compensation Act. This act provides protection in the event of an injury, illness, or death that arises out of the course and scope of employment for the University. When an on-the-job injury or illness occurs, the employee must notify his/her supervisor and fill out a FROI (First Report of Injury) form immediately. The supervisor is responsible for forwarding the FROI to the Risk Management/Environmental Safety and Health Department. If medical attention is required, treatment must be coordinated through the University's; insurer.
However, in the case of emergency, immediate treatment should be obtained from the nearest hospital emergency room. If emergency services are required, first contact the University Police at (678)839-6000.
When an employee returns to work, it is the responsibility of the supervisor to inform Risk Management/Environmental Health & Safety immediately.
For more information and the First Report of Injury Form (FROI) please visit Campus Planning & Facilities.
Pledging and Work
If you are pledging a sorority or fraternity, please remember that NO pledging activities are permitted on the job. You may find that you are interacting with full members or other pledges at work, but while you are working, your relationship to these students must be strictly business-related.
Dress Code for Student Employees
Students are expected to be appropriately attired for the position they hold; however, some departments may have a specific dress code to follow. The Student Employment Office has some established guidelines for student dress code. They are as follows:
- Shoes must be worn at all times.
- Everyone must wear shirts (including those working in Grounds, Maintenance and on Paint crews).
- If your department allows students to wear shorts, the shorts should be of appropriate length.
- Bathing suits, tube tops and halter-tops are not allowed.
Individual departments should communicate what constitutes appropriate dress. Business casual dress is generally appropriate for most departments on most days, although certain activities may warrant something more formal or more casual. Although we understand that our students may not have the funds to purchase new clothes to wear to work, modest, clean and appropriate dress is expected.
Each student employee should be oriented to their specific position and job duties, as well as to the overall department, including job functions, departmental policies, their work schedule and expectations.
Ask your manager how you are expected to answer the telephone, how you should address the people in the department or those that visit and how you should handle requests for information. Any requests for information should be referred to your manager or other appropriate department staff member staff member unless instructed to follow other procedure. Please also refer to the section entitled “Confidentiality”.
You should ask your manager how to use the office phone, as it is different from phones most students have used.
Telephone training should be provided by the supervisor and should include the proper way to answer the telephone, placing a caller on hold, transferring a call, and taking a message. Students should limit use of the phone for personal calls and may not make long-distance personal calls from work. Students should limit use of their cell phone during work hours for only urgent issues.
Use Of Department Equipment
University equipment--including telephones, computers, and copying machines--is provided for university business and not personal use. For example, you should not make personal telephone calls, use the copy machine for non-University business (such as for course work), or surf the internet for shopping or to check your personal email account.
Job Responsibilities and Work Performance
Once you begin work, you should discuss what is expected of you with your manager. Each department has the right to set standards for its student employees. Department managers may ask a student to leave a position if the student does not meet job responsibilities.
Your manager should clearly define your job responsibilities, including: how you are expected to interact with other department staff; how to respond to outside requests for information; what the department policy is regarding absence or tardiness, including who you should call; when and how to submit hours worked to ensure timely payment.
Moreover, some departments, such as Public Safety, may also require you to comply with student employment policies and procedures that are additional to the policies and procedures set forth in this handbook.
*Visit the Student Employment Training “Student to Exceptional Employee (SEE)” page for training materials to help you get started in your student employment position.
The University of West Georgia supports a consistent, continuous and communicated performance management process. Student Employees will receive a formal, written performance evaluation prior to the end of each semester. The performance evaluation will include an evaluation of the employee’s capability, productivity, efficiency, initiative, and potential for departmental and institutional development.
UWG Student Employment has established a performance evaluation form for student employees. This evaluation can be used in making decisions to dismiss a student, promote a student, and re-hire a student for the following semester and/or academic year.
The job performance of each Student Employee should be conducted at a minimum of once an academic year although an evaluation each semester is recommended.
Discipline and Dismissal
Student Employment is an “At Will” basis. This means that your employment with the University may be terminated at any time with or without cause or advance notice by you or your employing department.
Progressive Discipline Process
1. Verbal Counseling is issued for minor infractions.*
2. Written Counseling is issued after previously issuing a Verbal Counseling, or for those infractions of a serious nature.*
3. Final Written Counseling is issued if a Written Counseling has been issued within the last 12 months or for a first offense of an extreme serious nature.*
4. Termination is issued if a Final Warning has been issued within the last 12 months or for those infractions of a serious nature.*
Discharge is recommended for gross misconduct or after all progressive discipline procedures have been followed without significant and/or satisfactory improvement in behavior and/or performance.
Student Employees must be responsible for his or her own behavior. Common sense, good judgment, cooperation, and appropriate personal behavior are part of the essential responsibilities of Student Employees at UWG. Though jobs may vary across the University, there are some common conducts that are unacceptable.
The following are examples of inappropriate behavior (this is a non-exhaustive list):
- Falsification of employment or other records, including time sheets
- Excessive absenteeism or tardiness
- Sleeping on the job
- Failure to maintain professional standards of conduct with clients and co-workers
- Neglect of duty or failure or refusal to perform job-related duties and assignments
If dismissal is for gross misconduct, the employee must be dismissed immediately and no notice is required. This is a non-exhaustive definition of gross misconduct which includes:
- willful or deliberate behavior by an employee that is inconsistent with the continuation of employment
- conduct that causes imminent and serious risk to
- health or safety of a person; or
- the reputation, viability or profitability of the UWG operations
- the employee, in the course of his/her employment, engaging in:
- theft, fraud, or assault
- the employee being intoxicated at work an employee refusing to carry out a lawful and reasonable instruction (insubordination)
If gross misconduct is the cause of the dismissal, the employee will be given the reason for the dismissal and be given a chance to explain his/her conduct to the supervisor making the decision to dismiss him/her. Dismissal actions must be approved by Student Employment.
Factors in Determining Severity of Disciplinary Action
The following list identifies some factors for managers to consider prior to imposing any disciplinary action.
- Degree of severity of the infraction/offense
- Student Employee’s length of service in student employment position
- Provocation, if any, that may have led to the offense
- Number of previous offenses
- Previous warnings or other disciplinary action for previous offenses
- Student Employee’s pattern of conduct
- Fairness of past and present supervisory practices
- Clearly communicated University and department rules
- Consistently applied University and departmental rules
- Appropriate penalties for similar offenses
- Past practices of the department for handling similar offenses
Employee’s Responsibility During the Disciplinary Process
- Work cooperatively with the manager to develop a plan of action to restore behavior, conduct and/or performance to a satisfactory level
- Contact the Office of Student Employment for additional guidelines if necessary
- Provide clear and concise information regarding incidents or performance issues in question
- Ask for clarification of issues or concerns that are unclear
- Agree on a final plan of action to ensure success
ANY STUDENT WORKERS WHO ARE DISMISSED FROM THEIR STUDENT EMPLOYMENT POSITIONS BASED ON VIOLATION OF POLICY, INSUBORDINATION, FRAUD, EXCESSIVE TARDINESS OR THE LIKE WILL BE PROHIBITED—AT A MINIMUM—FROM WORKING FOR ANY UNIVERSITY OF WEST GEORGIA DEPARTMENT FOR THE MINIMUM OF THE REMAINDER OF THAT SEMESTER.
Student Employees may be terminated at any time based upon failure to meet the conditions of employment. The University of West Georgia encourages all supervisors to follow the performance improvement process for student employees; however, there are certain offenses that warrant immediate termination. Those offenses should be discussed with employees by their supervisors. When notified of termination, the employee must return all University property that was issued for the purpose of their student employment position.
Resignation is voluntary relinquishment of employment by an employee. An employee should submit written notification of termination a minimum of two weeks prior to his or her last day worked. Before leaving, the employee must return all University property that was issued for the purpose of their student employment position.
Student employment at the University of West Georgia is terminable at the will of either the student or UWG. This means that the student may quit at any time, with or without notice, or with or without cause. However, students should be aware that quitting without giving their supervisor at least two weeks’ notice (not counting finals week) may result in the supervisor refusing to provide the student with an employment recommendation.
The University of West Georgia may discharge a student employee at any time, with or without notice or with or without cause. No representative of University of West Georgia has any authority to make any contrary promise, unless in writing and signed by the President. Students who feel they have been asked to work more than the maximum allowable hours per week or discharged unfairly may address their concerns in writing to Human Resources by emailing email@example.com.
- Undergraduate and Graduate students in good standing are eligible to work until date degree is conferred.
- Must be at least half-time in matriculating program (6 credits for undergraduate students; 4 credits for graduate students) for non-federal work study positions. Once you graduate you may no longer work as a student employee.
- Must be full-time in matriculating program (12 credits for undergraduate students; 9 hours for graduate students) for federal work study positions. Once you graduate you may no longer work as a student employee.
- International students require additional paperwork and must maintain full-time student status.
- Students may not begin working until: all required employment paperwork is completed, including the federal Form I-9. HR will give you a form stating you are cleared to begin work.
- Academic Year weekly maximum hours are 20 hours. MAXIMUM of 40 hours is allowed during the summer and school breaks. OVERTIME IS PROHIBITED.
- Student cannot hold more than two positions on campus at a time. Only one position can be funded by Federal Work Study.
- Students who work more than 6 consecutive hours must take an unpaid, uninterrupted meal break as further detailed in the Student Employment Procedural Guidebook.
- Students must have a minimum of a 2.0 Cumulative GPA in order to apply for jobs on-campus.
- If a student falls below the 2.0 minimum GPA while they are currently employed on-campus they will be placed on one semester of probation, during which time they will be allowed to continue working in their current position, but will need to complete 3 coaching sessions with the Center for Academic Success in order to attempt to bring their GPA back up above the minimum. *Students will not be able to be hired into a new position on-campus while their cumulative GPA is below a 2.0.