The following synopsis of university policies covers general personnel matters.  In the absence of a departmental policy, please consider policies regarding Nonexempt Staff Personnel

Accommodations for Employees with Disabilities
Anti-Harassment Policy
Anti-Nepotism
Break Periods
Confidentiality
Drug Abuse Policy
Equal Opportunity and Affirmative Action Policy
Evaluation of Work Performance
Illness
Information Technology Users Policy
Personal Appearance
Personnel Problems
References
Sexual Harassment Statement
Smoking Policy
Student Drivers
Student Work Hours
Timekeeping
Weapons Policy
Worker's Compensation

Accommodations for Employees with Disabilities

Ball State recognizes the wide variation in the needs of student employees with disabilities. When needs arise, employees should discuss necessary accommodations with their supervisors. To assist supervisors and employees in determining appropriate accommodations, the university has an accommodations committee that verifies disabilities and needs, explores possible accommodations, and approves requests for accommodations. It is appropriate and responsible for you as a supervisor to refer requests for accommodations to this committee by contacting the Office of University Compliance at 285-5162.

Anti-Harassment Policy

Ball State University will not tolerate harassment of students or employees or other agents of the university, and will respond in a suitable manner to every complaint. To assure the university is free of harassment in work and study, appropriate sanctions will be imposed on offenders over whom the university has jurisdiction. A complete text is available on the World Wide Web.

Anti-Nepotism

Ball State University has a general policy against employing or continuing to employ on a regular, part-time, or temporary basis related people within the same department or administrative office. The policy also prohibits employing people under the direct supervision of their relatives. For the purposes of this policy, a relative is defined as a person for whom one has been assigned legal responsibility in a guardianship capacity; a parent, child, brother, sister, spouse, aunt, uncle, niece, nephew, grandparent, or grandchild; or any other person related by blood or marriage.

No university employee shall initiate, participate in, or in any way influence institutional decisions involving a direct benefit (initial appointment, retention, promotion, salary or wage, leave of absence, grievance adjustment, etc.) affecting his or her relatives.  A complete text is available on the World Wide Web.

Break Periods

Student employees who works four hours consecutively are entitled to a fifteen-minute break period. Break periods may not be used to cover late arrivals or early departures from work, and they may not be accumulated.

Confidentiality

Handling confidential information about the university, faculty, staff, or students is one of the most serious responsibilities in some job assignments. You must make your student employees aware of the importance of confidentiality concerning any information to which they may have access and they should be encouraged to protect the confidence placed in them. If it is applicable to your student employee's position, you should require a signed confidentiality agreement.  More information is available on the World Wide Web.

Drug Abuse Policy

Ball State University does not condone the inappropriate use of controlled substances by any individual employed by the university. Therefore, the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance in university facilities that is a violation of federal or state laws is prohibited. Compliance with this policy is a condition of employment, and violations may be cause for disciplinary actions, which may include termination of employment. A complete text is available on the World Wide Web.

Equal Opportunity and Affirmative Action Policy

Ball State University is committed to the principles of nondiscrimination and equal opportunity in education and employment. Further, the University is committed to the pursuit of excellence by prohibiting discrimination and being inclusive of individuals without regard to race, religion, color, sex (including pregnancy), sexual orientation, gender identity or gender expression, disability, genetic information, ethnicity, national origin or ancestry, age, or protected veteran status. This commitment enables the University to provide qualified individuals access to all academic and employment programs on the basis of demonstrated ability without regard to personal factors that are irrelevant to the program or job requirements involved. A complete text is available on the World Wide Web.

Evaluation of Work Performance

The Career Center strongly encourages you to evaluate student employees periodically. A student employee's most important responsibility is to do a good job. A performance appraisal will encourage good performance, correct substandard performance, and provide a baseline for future actions. You should provide training and assistance necessary to ensure your students' success.  Such evaluations should always use a current job description for the basis of performance.

Illness

Inform students of your department's policy about absenteeism or illness. If a student misses seven or more consecutive workdays because of illness, you can require the student to get a clearance from the Health Center before returning to work.

Information Technology Users Policy

Access to computing resources is a privilege, not a right, made available to all university faculty, staff, and students. Certain responsibilities accompany that privilege, and understanding them is important for all computer users. Users must comply with all federal, state, and local laws; all university policies; and all applicable contracts and licenses. A complete text is available on the World Wide Web.

A complete copy of Ball State's Computer Users' Privileges and Responsibilities Policy is available from Information Technology Services, RB 237, 765-285-8111.

Personal Appearance

The university does not have a dress code for student employees. However, students should dress in good taste, consistent with the functionality of the workplace. Departments or hiring units may establish specific dress regulations for their employees if necessary to meet health regulations or to conduct the specific activities of the area.

Personnel Problems

Pressures on student employees and employers occasionally result in employment-related conflicts.

When a student employee is consistently tardy or absent or fails to perform specified tasks to your satisfaction, you have the right to terminate his or her employment. However, you should make every effort to counsel the student and offer him, or her, a chance to improve before terminating the employment; in addition, you must tell the student the reason for dismissal.

You are responsible for calling any concerns you may have about performance to the attention of the student, to initiate a conference, and to record the problem and results. Progressive discipline should be used where applicable, including verbal warning, written warning, and finally discharge if the seriousness of the offense warrants it.

Usually you and your students can resolve misunderstandings or misinterpretations of student employment policies, procedures, or work practices. When such problems cannot be resolved, a formal complaint procedure is available. The student should pursue the following before initiating a formal complaint:

  1. Meet with the immediate supervisor as soon as possible to discuss the problem.
  2. If the problem is not resolved, take the matter to the next management level and request further action.
  3. If the problem is still unresolved, the student may request an appointment with a Career Center student employment specialist, who will work with the student and the department to resolve the problem.

Complaints about discrimination because of race, color, religion, sex, national origin, sexual orientation, or physical or mental disability should be submitted to the Office of University Compliance, Administration Building, AB-308.

References

Our office does not give references about former student employees to prospective employers. Written requests regarding a student's university employment will be referred to the Payroll Department. The request must include a release signed by the former student.  Should a student request you provide them with a personal reference, please keep in consideration that you are a custodian of the university’s security and review guidelines for being a reference.

Sexual Harassment Statement

Ball State University will not tolerate sexual harassment of students or employees by members of its faculty or staff, its students, or other agents of the university and will respond in a suitable manner to every complaint. To make a complaint, please contact the Office of Equal Opportunity and Affirmative Action, AD 335, 765-285-5162. A complete text is available on the World Wide Web.

Smoking Policy

As of March 17, 2008, students and employees of Ball State University are subject to a $50 fine if caught smoking on campus outside of the 11 designated smoking areas. The designated areas are identified by signs and are located strategically throughout campus. A complete text is available on the World Wide Web.

Student Drivers

Whenever a student employee's duties include driving a university vehicle, the supervisor should contact the transportation department (285-8502), which will do a Bureau of Motor Vehicles check on the student.

Student Work Hours

Students may work 20 hour a week during the academic year and up to 40 hours a week during breaks and summer months.  Generally, this translates to 4- and 8-hour work days, respectively.  Because there has been a great deal of confusion regarding this issue, a more detailed explanation is now offered. 

This online Supervisor’s Handbook states, “When the university is in session during the academic year, student employees may work up to 20 hours a week or 40 hours during a two-week pay period.  Students may be eligible to work more than 20 hours a week during breaks. … According to university policy, students may never work more than 40 hours a week.”  The rationale for this policy is rooted in two specific pieces of legislation; the Federal Insurance Contributions Act and the Fair Labor Standards Act.

Our compliance with the Federal Insurance Contributions Act (FICA) limits our students to working only 20 hours a week during the academic year.  Interpretations of this act assume students to be working half-time over a five-day work week or four hours each of the five days.  This interpretation is, in part, based upon assumptions made by the federal Fair Labor Standards Act (FLSA), which use a 40 hour work week based on eight hours each day as a basis for all regulation.  The FICA governs contributions the employer must pay for hours worked and grants exemptions for our student employees during the academic year up to 20 hours.  The Ball State Board of Trustees recognized this exemption in its policy, most recently ratified in September 2008, which subjects our student employment program to accepted interpretations of the act.

The principles of an accepted standard work week are reflected in our own policy for non-exempt staff.  As you might be aware, in the absence of specific student employment policy, the Career Center defers to the Handbook for Non-Exempt Staff Personnel.  Section 3.3 of the handbook defines the work week and discusses options available for employees.  These options include the opportunity to earn “comp” time for hours worked over the standard 40 hour work week or the opportunity to “flex” hours from a non-standard work day within the course of a regular work week.  These options are not available to student employees since they are classified as both student and part-time employees.  The FLSA allows employers to be somewhat flexible with the terms of their customary work week.  For example, five eight-hour days may be changed to four ten-hour days provided that the employer institutionalizes the change for all employees in a particular category.  Because of the limitations placed upon the university as an institution under relevant provisions of the FLSA, such changes regarding student employment are both impractical and unlawful.

Therefore, the Career Center recognizes that in the case of student employment a regular work day is determined to be 4 hours during the academic year and 8 hours during university observed breaks.  Minor deviations may be made to accommodate special circumstances but they should be applied in a reasonable manner.   If you have any questions about this guideline, contact the Career Center.

Please note : As stated in the Student Employment Handbook, it is incumbent upon students to monitor their own hours to be sure that they do not work beyond the hours allotted.  They should be working with their supervisors, particularly when they have more than one campus job, to ensure compliance.  If a campus supervisor is unable to coordinate with the student within reason, then it might be reasonable to replace that student worker with another.  There is no penalty to the department for replacing one student worker with two and dividing the hours between them.

Timekeeping

Students working in different categories may have different timekeeping methods.  In all cases, however, supervisory personnel are responsible for “signing off” on student hours authenticating hours worked.

Most students, particularly undergraduate student employees, will either log on to Kronos or swipe their I.D. (with barcode affixed) through one of the many time clocks dispersed throughout campus.  Students logging on have a student Kronos Website they may use which is different from that used by regular university personnel.  Those using a time clock must have a barcode attached to the back of their I.D.  If a student has more than one position on campus, he or she uses the same barcode for each position but must input the corresponding function key appearing on the time clock.  The number on the barcode should be input during the Student Employment Authorization process at the time the student is put on payroll.  Additional time clock information is available on the World Wide Web.

Graduate students with graduate assistantships, undergraduate fellows, residence hall assistants, or any students paid on a stipend basis complete their B-77s (Individual Absence Reports) as always.  If they obtain a student employment position in addition to their assignment, they may use any timekeeping method used by the hiring department, but they must also complete their B-77s biweekly.

Weapons Policy

Employees of Ball State University are prohibited from possessing or carrying weapons of any kind while on university property, regardless of whether they are licensed to carry the weapons or not. A complete text is available on the World Wide Web.

Worker's Compensation

In accordance with the state Worker's Compensation Law, the university provides specific benefits for all employees.

The University Health Center directs the medical care of student employees injured on the job. Any injury "arising out of or in the course of employment" should be reported immediately by the employee's supervisor to the Health Center (285-8431). The reporting of all accidents is necessary and must be prompt and accurate to assure proper handling of claims. Worker's Compensation does not cover medical care or treatment that is not requested by the university.

In emergency situations immediately after an on-the-job injury, emergency room care and ambulance charges are covered by Worker's Compensation. Although the emergency room may advise the student employee to return to the emergency room or to consult a personal physician for follow-up care such as suture removal, etc., return visits to the emergency room of a non-emergency nature and visits to personal physicians are not covered by Worker's Compensation. Employees must seek follow-up treatment at the University Health Center.