Student Worker Responsibilities
Student work awards are made based on the assumption that each student is enrolled full-time and will be on the Luther College campus during the semester(s) for which work is awarded. January term is included with second semester awards unless other arrangements are made. Should students decide to participate in academic programs off campus or cocurricular activities which make it impossible to complete their work awards, they will be expected to notify the Student Employment Office and their supervisor.
Scheduling and Performance
Every effort will be made to coordinate work hours with each student’s class schedule and the work needs of the college. The Student Employment Office will provide assistance to students who have not secured work after making a reasonable attempt on their own. Students, as employees, are expected to fulfill the responsibilities of their work assignments.
If for any reason students are unable to work on a given day, they must notify their supervisors in advance of their usual reporting time. In certain departments, students may be required to find a replacement. Failure to show up without notice is grounds for disciplinary action.
Students who wish to reduce or terminate their work assignment before the end of a semester or academic year may do so by notifying their supervisors. Generally, two-week notice is requested in order to allow sufficient time to find a suitable replacement.
Student work assignments may also be terminated by supervisors for just cause, including reasons such as refusal to work, violation of job rules, insubordination, habitual tardiness, unexcused absences, misconduct, endangerment to life and/or property, possession of alcohol or drugs, working under the influence of alcohol or drugs, or deliberate actions which make equipment function improperly.
Generally, students will be informed in writing by their supervisors of any inappropriate behavior, with copies of the reprimand sent to the student and the Student Employment Office. Students for whom three reprimands are issued in a school year will be terminated from employment. A student may be terminateed without written reprimand if the nature of the inappropriate behavior warrants immediate dismissal. Luther College is not responsible for helping terminated students find other work assignments or replacing any unearned work-study earnings with other forms of financial aid.
Students may appeal termination decisions by submitting an appeal to the Student Employment Office. The Director of Financial Aid is responsible for gathering information reflecting both student and supervisor perspectives and forwarding it to the Student Employment Committee for review.
The appeal process may result in: reinstatement of work, immediate reassignment without penalty, placement on a work-study waiting list for possible reassignment, or forfeiture of the right to any student-work assignment.
Student workers are required to complete I-9 forms and state and federal W-4 forms prior to starting in their work study position. The I-9 form need only be completed once while at Luther. It is the responsibility of each student to have valid W-4 forms and I-9 forms filed with the Student Employment Office. If a W-4 form is not received, a figure of zero (0) allowance will be used in calculating tax withholdings. Timecards will not be processed until the I-9 form is completed and a "stop work" notice will be issued for students who have neglected this obligation.
Students are generally paid on an hourly basis. By law, students must record only those hours actually worked and those hours must be recorded on the actual date worked. Timecards for previous months must be submitted to the supervisor no later than the second day of each month. Cards submitted after the second day of each month may not be processed until the following month.
Students will receive earnings statements on approximately the 14th day of each month reflecting work completed through the last day of the previous month. Statements will also indicate year-to-date earnings. Students should monitor year-to-date earnings closely to ensure that the amount earned matches the amount on their timecard. Students should also monitor their earnings so they do not exceed their assigned work allocation.
Finally, each student is encouraged to a complete a direct deposit form so earnings can be deposited electronically to the proper account.