Student Employment Guidelines for Supervisors & Student Employees
This resource guide is intended to provide guidelines only, which are informed by student employment, human resources and financial aid. These may be modified or supplemented at any time.
Purpose of Work
Through student employment, student employees will access learning and professional development opportunities, gain experience and obtain transferable, if not direct, skills. Student employees are students first and they have added responsibility and commitment to their work. We ask supervisors to be supportive and flexible by building schedules around class and finals week and helping guide their student employee with the unforeseen. We ask student employees to be communicative about needs and challenges and honor commitments.
Nuances of Undergraduate & Graduate Student Employees
Depending on the position and type, there may be a higher level of commitment and hours asked of for graduate students. The projects and responsibilities assigned may also be higher level in scope. Graduate Assistant positions, for example, are typically created with the goal of giving the graduate student specific experience in a field so that student may pursue a career in the same field after graduation. Establishing the supervisory relationship between the supervisor and student employee is key to determining these nuances and defining expectations early.
While navigating wearing both a student hat and a student employee hat can be challenging, we believe this part of what makes the student employment experience so great. Students can learn this navigation of work life integration or balance early, making them more prepared for their careers and lives of purpose. Supervisors can learn coaching techniques and flexibility as they take this journey with their student employees.
For information on graduate assistantships, please check out this resource.
A note on language:
You will notice throughout this guide we use the term “student employee” to describe students who have either work-study or non-work study funding. The term student employee encompasses both funding sources. Work-study is a funding source and not a way to describe students. It’s also important to keep in mind that when a student is called “a work study” formally and publicly, their financial need is revealed.
We encourage supervisors to begin using “student employee” when referring to their employees. Where policies differ, the guide will state “work study funded student” or “non-work study funded student”.
Federal Work Study
The work-study program provides job opportunities for students with financial need, allowing them to earn money to help pay educational expenses. Work-study jobs are available both on and off campus. Departments on-campus may open work study positions for students, with federally sourced, rather than department, funding. If the student works off-campus, then the employer must be an approved private, nonprofit organization or public agency. The work performed must be in the public interest.
Although many students qualify, a work-study award is not offered to all eligible students due to limited funding. We make a conscious attempt to support employment needs of all University of Denver students to the greatest extent possible.
Student Employee Eligibility
For students who do not have work-study funding, there are no qualification requirements related to citizenship, FAFSA completion or credit hours. For students interested in work-study funding, they must:
- Be a U.S. citizen, permanent resident, or be an otherwise eligible non-citizen (as determined by FAFSA)
- Complete and file a FAFSA (if a student’s FAFSA is selected for Verification, additional documents must be submitted)
- Be enrolled in at least a half time class status (UG: 6 credit hours, GR: 4 credit hours)
- Demonstrate financial need
Priority awarding will be given to students who meet the priority application deadline. work-study awards may be prorated for students that do not attend the University for the full academic year. Students may only have one work- study position at a time. Work-study awards may not be utilized in combination with a GTA or GRA waiver within the same quarter or semester.
The University of Denver is committed to the philosophy that academic pursuits come before all else. To support students, we strongly advise undergraduate student employees with a full-time course load to work no more than 20 hours per week while classes are in session. An average is 10-15 hours per week.
Research shows undergraduate students working 10-19 hours per week show greater academic performance and is a more optimal work-college balance (Dundes & Marx, 2007). It also allows student to be involved in other developmental activities like student organizations and community service (Furr & Elling, 2000).
Depending on the position and type, graduate student employees may be expected to work more hours as the position is connected to their academic studies and department. Graduate Fellows, for example, work an average of 25 hours per week.
The shift length per day for student employees varies, but the average is 2-4 hours. There may be times when the student employee is needed to work more hours in a day. Please refer to the next section regarding breaks and meal period.
During University holidays, students may work 37.5 hours per week. Students are prohibited from working on official University holidays. However, if an office must remain open during an official University holiday, students are permitted to work if a supervisor is present. Work-study funded students cannot receive a higher wage for work performed on a holiday.
Where required by law and in certain situations where the department deems appropriate, student employees may have a paid 10-minute rest period every 4 hours worked. At the supervisor’s discretion, the lunch period may be considered the break, if it falls within the four-hour timeframe.
A meal period of not less than 30 minutes is required if a student employee works for a period of more than 5 hours. When a work period of not more than 6 hours will complete the day’s work, the meal period is optional.
If the student employee is required to remain in the work area all day (e.g., to answer phone calls, handle walk-in inquiries, etc.) an “on duty” meal is permitted, which shall be paid time and counted as time worked.
Period of Employment
Students may work during the summer and after graduation if it is approved by their supervisor and is funded through the department. Work study funds may not be used during certain parts of the summer or after graduation. Students with work-study funding must follow specific guidelines related to the period of employment:
- The first day students can earn wages from their work-study award for the 2020-21 academic year is July 6, 2020.
- The last day for students to earn wages from their work-study award for the 2020-21 academic year for Law Students is May 20, 2021; Undergraduate/Graduate Students is June 10, 2021.
- Students should be registered for the fall quarter before beginning to earn wages from their work-study award.
- A student with a work-study award is not permitted to work using work study funds after they have graduated. The last day for a student to use their work-study award is the last day of finals for the student’s last term.
We strongly do not recommend student employees to work more than 37.5 hours per week while enrolled fulltime. However, if a student employee works more than 40 hours in a work week (Monday– Sunday) or 12 hours in a single day, then the student must be compensated at a time and half pay rate.
In accordance with the Federal work-study rules and regulations, work-study funds cannot be used to compensate a student for overtime hours. Therefore, your department will be 100% responsible for any overtime paid to all student employees.
Volunteering at Work
The Fair Labor Standards Act of 1938, as amended, prohibits the University of Denver from accepting voluntary services from any paid employee. If a student is participating in a “Service Learning” course and the community service work-study program, they may not volunteer and work at the same agency.
Student Employee Separation
Employment at DU is at will, meaning that the employee or DU may terminate the employment relationship at any time, for any or no reason, with or without advance notice. Because student employment is a learning, growth and development opportunity, we encourage alternative methods before reaching separation. We also encourage students to use best practices by giving supervisors ample notice of separation so they may prepare to transition position duties.
For guidance on how to handle challenging behavior or conflicts before separating student employees, please contact firstname.lastname@example.org. If students have simply completed their period of employment with your department, contact email@example.com to separate students with work study funding or follow these steps for students with non-work study funding.
- Hire student employees using the hiring checklist and read the Student Employee Guidelines.
- Ensure your student employees complete required paperwork and training, including this video on PioneerTime.
- Communicate expectations of the position to your student employees.
- Learn more about your student employees and their communication and feedback styles. Consider using this questionnaire as a starting point.
- Develop your student employee by encouraging them to attend Career & Professional Development programs and events or invite Student Employment to come to your staff meeting to provide training.
- Be open to change, growth and adjustments of your supervisory style. Develop your supervisory skills by attending training. Student Employee Supervisor Training coming soon.
- Encourage reflection from your student employee as it relates to the connection between their work and academics as well as diversity, equity and inclusion.
- When the position duration comes to an end, separate student employees in the appropriate system.
Student Employee Responsibilities
- Read Student Employee Guidelines.
- Complete required paperwork and suggested trainings.
- Watch PioneerTime training video and approve timecard bi-weekly.
- Learn more about your supervisor and their communication and feedback styles. Consider using this questionnaire as a starting point.
- Discuss what professionalism looks like with your supervisor and for the department you were hired.
- Communicate your work schedule early and often to your supervisor and honor commitments.
- Be open to change, growth and adjustments to your working style. Develop your professional skills by attending trainings. Student Employee Training coming soon. Career & Professional Development events can be found here.
- If resigning, give your supervisor adequate time to transition your position duties and hire a replacement.
Pay Rates and Compensation
We are working on developing a consistent pay structure for student employees. In the meantime, contact firstname.lastname@example.org for pay rate recommendations for student employee positions.