University of Wisconsin
Stevens Point
Student Employment Handbook
March 1990 First Printing
November 1991 Update
September 1993 Update
July 1995 Update
February 2001 Update
Mission Statement
. 4
Federal Work Study Program 4 - 6
Regular Work Program
.. 6
Job Location & Development
Program
. 6
Coop
Program
6
Basic Conditions for Student Employment
Student Employee Eligibility Status
. 7
Part-time Student
Employees
. 7
Full-time Student
Employees
. 7
Summer
Employment Eligibility
...
7
Foreign Student Eligibility for
Employment
. 7
Benefits ... 8
Complaints/Grievances ... 8
Discrimination . 8
Dual Positions . 8
Employment of Relatives 9
Exceptions to Rules 9
Hours .. 9
Injuries 9
Layoffs 9
Overtime Pay .. 9
Pay Rates 9
Rest Periods 9
Termination Other Than Layoffs 10
Unemployment Compensation 10
Wage Increases 10
Volunteer Workers .. 10
Workers Compensation . 10
Disciplinary Actions . 10
Hourly Student Employee Grievance Procedure . 11
Graduate Assistantship Grievance Procedure .. 12
Employer Bill of Rights .. 14
Employer Responsibilities
.. 14
Training Student Employees
14
Determination of Wages
.. 15
Rewarding Student
Employees
15
Time Cards
.. 15
QUEST Job Search
16
Employee Conduct Issues
16
Employers Procedure for
Responding
. 16 - 19
Verbal
Warning
Written
Warning
Termination of Employment
Finding a
Job - QUEST Job Search Instructions
20
Student Employee Rights
. 20
Student Employee Responsibilities
20
Time Cards
21
Ending Employment
.. 21
W-2 Statement
21
W-4 Form
21
A. Employer Guide to Using the QUEST Job
Search System
B. Wage Rate Schedule
C. Training Checklist
D.
Student Employee Evaluation Form
E.
Grievance Form
F.
Student Guide to
Using the QUEST Job Search System
Introduction
The mission of the employment component of the UWSP Student Involvement and Employment Office (SIEO) is to assist students in finding meaningful work experiences aimed at providing financial support while complementing their college and career goals. The SEO assists the University and surrounding community businesses by developing partnerships that will allow students to earn money, expand their academic preparation, and to explore career objectives through a quality college work experience.
The purpose of this handbook is
to provide students and employers with an overview of student employment
opportunities, programs, and policies.
The policies adopted by this institution have been established to
provide a systematic approach in the employment of students by all
departments. The Student Involvement
and Employment Office coordinates that effort.
The "Handbook for Student Employment" was approved by the Cabinet on March 26, 1990 and has been updated for factual accuracy. Any questions about student employment not covered in this handbook should be referred to the Student Employment Office (SIEO), 011 University Center, (715) 346-2174.
UWSP provides several opportunities for students to engage in employment
activities. The Federal Work Study
Program, Regular Pay Program, Job Location & Development Program, and the
Coop Program provide students with a number of employment opportunities. Each program is outlined in the following
paragraphs.
Federal Work Study
Program/FWSP:
The Federal Work Study Program provides funding to financial aid recipients for job opportunities that help meet the educational costs of attending college. The jobs, primarily on-campus, range from building maintenance to typing to career-related tasks and are available to eligible students. In some cases, particularly in the summer, off-campus Work Study jobs are also available. Students apply for positions by using an on-line job listing program called QUEST (http://www.uwsp.edu/stuemploy). The Student Involvement and Employment Office is available to help registered students navigate the on-line system and to discuss application and interviewing strategies. This process allows students a "real-life" experience in job seeking, while still having assistance and support during the process.
Work Study eligibility is determined strictly on a financial
need basis. Students interested in
being considered for a Work Study award must complete a Free Financial Aid Form
(FAFSFA) each year and indicate their interest in working. Awards will be made to students with the
greatest financial need and depends on the number of applicants and the amount
of program funding.
Students who qualify for the Work Study Program are awarded a sum of money to be earned. The amount of money a student is eligible to earn is called the Control Figure or Work Study Award. Students may not exceed the Control Figure amount unless approved by their supervisor. Students must EARN their Work Study awards. Money remaining at the end of the term will not be given to the student.
"Community Service Jobs" are recruited by the SIEO from local non-profit governmental and community organizations, as well as University departments and units. Such jobs are intended to improve the quality of life for community residents, particularly low income individuals, and to solve problems related to the needs of those residents. Jobs involving child care, health care, elderly care / assistance, literacy training, and tutoring elementary aged children in reading are all potential projects for Work Study eligible students interested in a career-oriented field experience.
The statutory definition of "community service" is broad. It includes services that are identified by an institution of higher education through formal or informal consultation with local nonprofit, governmental, and community-based organizations, as designed to improve the quality of life for community residents, particularly low-income individuals, or to solve particular problems related to their needs. They include, among others:
q fields such as health care, child care, literacy training, education (including tutorial services), welfare, social services,
q transportation, housing and neighborhood improvement, public safety, crime prevention and control, recreation, rural
q development, and community improvement;
q support services to students with disabilities; and
q activities in which a student serves as a mentor for such purposes as tutoring, supporting educational and recreational activities,
q and counseling, including career counseling.
Work Study eligible students should see the manager of the Student Involvement and Employment Office to explore the opportunities for "community service" appropriate to their training.
Students do not automatically re-qualify for Work Study eligibility. A student's eligibility to work on the WS Program invariably changes from year to year. Questions concerning eligibility -or lack of it- should be addressed to a Financial Aid Counselor for review.
Employers determine if a student is invited to return to the position for future semesters.
Regular Work Program/RWP (State Funded):
Regular Work Program positions (all jobs are located on
campus) are available to any UWSP student.
However, financial aid recipients need to consult the Financial Aid
Office to determine the potential impact on future aid awards.
The "Job Location and Development Program" (JLD) is designed to assist students in locating part-time jobs in the Stevens Point and surrounding areas during the school year. The program also aids all students in searching summer jobs, and resolving general employment problems. Community employers are recruited on a regular basis to ensure an ample listing of a variety of positions. A large variety of positions are posted through the UWSP JLD program. These positions range from one-time labor-intensive positions to professional/major related settings. Typically, there are over 300 different positions listed at any given time during the academic year.
Any
student enrolled full or part time at UW-Stevens Point or other institutions in
the UW System may use the service. No
fee is charged to either employers or students for this service. [GAPP 18, revised 7/91, 2.0, 1]
Cooperative Education
Program:
The UWSP Coop Program provides a
career-related work opportunity under an arrangement whereby a student with
excellent academic credentials and/or special skills is appropriately funded to
combine paid employment with academic endeavors. Students desiring more
information should address their questions to Career Services, 134 Old Main.
Basic
Conditions for Student Employment
Part-Time Student Employee
(enrolled)
A student employee is one who is duly enrolled and carrying at least 6 undergraduate credits or 5 graduate credits in this institution during the academic year or 3 undergraduate or graduate credits during the summer session. The student employee's role is to be interim or incidental to academic pursuits and is not to be an average of more than 20 hours a week, averaged over the period of enrollment. During vacation periods and between semesters, a 40-hour week is permissible.
Full-Time Student Employee
(non-enrolled)
During
the summer, a person is considered to be a student, even though not enrolled,
if that person is registered for the Fall term. The student not enrolled in summer session may work a 40-hour
week. The student enrolled in summer session
also may work a 40-hour week, but only between the sessions for which that
person is enrolled.
While
Federal Work Study Program (FWSP)
regulations permit full-time summer awards, this institution's Financial Aid
Office does not usually make full-time summer FWSP awards because of potential
negative impact on some aid. The decision
to disallow full-time summer FWSP employment awards is made on an annual basis.
Eligibility for summer employment
extends to: 1) students enrolled for
the summer term, 2) students registered
the prior spring term who are planning to continue as students during the fall semester, or 3) new students or
pre-registered continuing students accepted for the next fall term. [GAPP 18, revised 7/91]. Students from other universities may be
eligible for employment as student employees at UWSP with written documentation
from their institution verifying their enrollment for the following term.
Foreign Student
Eligibility
Immigration
regulations place certain restrictions on hiring foreign students who are
enrolled in educational institutions in the United States. Enrolled foreign students with F-1 status
are entitled to work for UW-Stevens Point only under the RWP (Regular Work
Program), food service, or the University Centers maintenance department. To work either part time or full time off
campus, foreign students must obtain permission from the U.S. Office of
Immigration through the Foreign Student Office, Nelson Hall, 346-3849/3844.
All campus-wide student employment policies pertaining to wages, hours worked, hiring procedures, and utilization of student labor at UW-Stevens Point have been established by the Student Employment Advisory Committee (formerly COFAPP/Committee on Financial Aid Policies and Programs) and are to be implemented by the Student Involvement and Employment Office.
University policy provides equal employment opportunities
for all students regardless of age, race, creed, color, handicap, sex, national
origin, or ancestry. Moreover, all
University of Wisconsin - Stevens Point students are subject to the same basic
conditions of employment, regardless of the department/agency for which they
work.
Every job has unique characteristics that cannot be detailed
in a general policy statement.
Therefore, it is the responsibility of the employer---at the time of
hiring---to outline the specific conditions of employment to which the student
will be subject. Those conditions should include: Job Description/duties,
number of hours/specific hours of work, wage rate, responsibilities, rights,
and any additional departmental personnel policies.
BENEFITS: Students are not eligible for benefits such as sick leave, holiday pay, vacation, or retirement, but they are eligible for Worker's Compensation under provisions of Wisconsin Law.
COMPLAINTS/GRIEVANCES: If a student believes treatment during the employment period was unfair, he or she may follow the procedures set forth in the GRIEVANCE PROCEDURES section of the Student Employment Handbook (p. 11).
DISCRIMINATION: UW-Stevens Point is an affirmative action/equal opportunity employer. The Student Involvement and Employment Office affirms its commitment to the "public policy of the state to encourage and foster, to the fullest extent practicable, the employment of properly qualified persons regardless of their age, race, creed, color, handicap, sex, national origin or ancestry." [Wisconsin Statutes 111.31] Discrimination in establishment of wage rates is also prohibited.
DUAL POSITIONS: Students may be employed at more than one location on campus. Employers are encouraged to discuss with student employees the possible ramifications of holding more than one job. The Work Study employee who needs more than one job to reach an earning limitation (Control Figure) needs coordination of work by supervisors so that neither earnings nor hours of work limits are exceeded. Departments may have conditions or terms of employment that prohibit dual jobs provided that those departments offer students reasonable capability of reaching their earnings needs.
EMPLOYMENT OF RELATIVES: The University System nepotism policy allows the hiring of two members of the same family, even within a single department.* The policy requires that an open position be offered to the "best qualified...available" candidate, without regard to relationship. However, decisions on hiring, wages, and retention are not to be made about any employee by a related person. This policy applies also to student employment. *[See UNIVERSITY HANDBOOK, IV, 12.]
EXCEPTIONS TO RULES: Exceptions to wage rates and the 20-hour maximum work week are made by the Personnel Director. Student status is determined by the Registrar. Student aid exceptions are determined by the Financial Aid Office staff.
HOURS: The weekly average hours of employment may not exceed 20. Payrolls are monitored for excessive hours. Departments wanting to exceed the "reasonable expectation" of 20 hours a week averaged over the period of enrollment must seek approval from the Personnel Director. During summer and vacation periods, students may work a 40-hour week.
INJURIES: Students injured while performing work for the University are covered under
Worker's Compensation Insurance. Such injury
should be reported immediately to both the student's supervisor and Protective
Services (346-3456). Protective Services will then arrange for needed medical
assistance and conduct the required investigation of the accident.
LAYOFFS: If a student should be laid off for reasons other than unsatisfactory performance or behavior on the job*, at least one week's notice, in writing, must be given by the employing department. * [Example: funding shortfall.]
OVERTIME: Students
working more than a 40-hour week are to be paid at time-and-one-half for hours
over 40 on the Regular Payroll. Work
Study students working over 40 hours will have their hours charged to the
employing department at time-and-one-half and will be paid from regular
funds.
PAY RATES: All students will be paid an hourly wage rate in accordance with the "Student Employment Classification and Wage Rate Schedule." (Appendix B).
REST PERIODS: Student employees should be given a 15-minute rest period during each continuous four hours of work. The rest period is to be preceded and followed by a work period. It should not be used to cover student's late arrival or early departure. Rest periods are scheduled by the supervisor and cannot be accumulated.
TERMINATION OTHER THAN LAYOFFS: If performance or behavior on the job is unsatisfactory, the immediate supervisor should discuss the action with the student. When improvement is not sufficient, the supervisor should give a written evaluation of the employee's performance, stating the deficiencies and the time frame for improvement. If performance or behavior continues to be unsatisfactory, the supervisor may consider termination. The procedure to follow, then, is listed under Employee Conduct Issues (p. 16 19) in the Employer Section of the Handbook.
UNEMPLOYMENT COMPENSATION: Student employees of UW-Stevens Point who work less than full time generally are excluded from coverage. Questions on specific cases should be addressed to: Wisconsin State Job Service, 1650 Briggs Street, Stevens Point, WI 54481 (715-345-5330). [Sec. 108.02 (5) (G) 20.]
VOLUNTEER WORKERS: The Fair Labor Standards Act of 1983, as amended, prohibits institutions from accepting voluntary service from any employee without prior agreement between employer and employee. Moreover, voluntary activity may not be the same as the job for which the employee has been paid. [See WISCONSIN PERSONNEL MANUAL, Chapter 516, pp 19 and 20, 4/6/87 edition.]
WAGE
INCREASES: Students who have
performed their jobs well should be given wage increases at appropriate
intervals for seniority, merit, or increase in responsibilities.
WORKER'S COMPENSATION: Worker's Compensation covers expenses for medical care and certain benefits for loss of pay resulting from injuries or disabilities incurred on the job. Supervisors must be informed as soon as possible about on-the-job injuries. All accidents/injuries that cause an employee to miss work must be reported to the Personnel Office (346-2606) within 24 hours.
Disciplinary Actions
Participation in any of the following behaviors may result in immediate dismissal from a student position. Students may also be referred to the Student Conduct system for further sanctions. Other behaviors that result in harm to another or misuse of University property/funds may also be grounds for removal from a position.
· Failure to comply with departmental health, safety, and sanitation standards.
· Unauthorized disclosure of confidential information, or falsifying information.
· Unauthorized personal business is not to be conducted on the job (i.e. completing homework, using the telephone for personal calls, utilizing the computer to check email or to surf, etc.)
· Improper use of any University property, including office supplies, keys, equipment, University vehicles, mail or phone service.
· Unauthorized entry into University buildings outside of normal working hours, or entry into restricted areas.
· Threatening, attempting, or doing bodily harm to another person.
· Making false, malicious statements concerning other employees, supervisors, students or the University.
· Use of alcohol or illegal drugs during working hours or reporting to work under the influence of such.
· Possession of weapons.
· Falsification of hours on a Time Card.
· Theft of money, equipment, personal or University property.
Occasionally, student employees may
encounter a situation in the workplace that is difficult to resolve. The UWSP Hourly Student Employee Grievance
Procedure is designed to resolve the conflict as quickly and equitably as
possible for all undergraduate students and graduate students paid on an hourly
basis.
At the onset of a problem, the student employee is encouraged to informally discuss his or her concerns with the immediate supervisor to help resolve the situation (whether the situation involves the employer or not). If the result of the meeting is not met satisfactorily, the student employee can follow the formal process of filing a grievance.
Confidentiality is a key component in resolving a
grievance and it is expected that employers and employees would keep
information related to a given situation only to those involved in the process.
Filing a Grievance:
LEVEL I. The student completes the Student Employee Grievance Form (Appendix E) within 30 days of the incident. The student provides one copy of the form to the immediate supervisor and one copy to the Student Involvement & Employment manager. The supervisor has seven business days to respond to the grievance. The supervisor will provide the student with a written copy of their decision.
LEVEL II. If the student disagrees with the outcome of the grievance decision, he/she can appeal the decision to the supervisor's superior within three business days of receiving the written response from the supervisor. To appeal, the student will re-submit the original grievance form with the supervisors decision to the supervisors superior. This person will have seven business days to respond to the students appeal (to include meeting with the student personally) and the student will be provided with a written copy of his/her decision. A copy of the decision will also be forwarded to the Student Involvement and Employment Manager.
LEVEL III. If the student disagrees with the outcome of the first appeal, he/she may submit a final appeal to the Student Employment and Involvement Office within three business days from the date of the last decision. The grievance will be reviewed by a three person panel comprised of a representative selected by the student, a representative selected by the supervisor, and an impartial member selected by the Assistant Chancellor for Student Affairs. The student filing the grievance will be asked to submit the name of a representative to the Student Involvement and Employment Office within five business days of submitting the final grievance as will the supervisor and Assistant Chancellor. The panel will review the previous grievances, meet with the persons involved, and make a recommendation(s) for resolution to the Assistant Chancellor for Student Affairs. The Assistant Chancellor has fourteen business days to issue a decision on the final appeal.
In instances of sexual harassment or discrimination issues, students may choose to follow the UWSP Hourly Student Employee Grievance process or contact the Affirmative Action Office for assistance. If students choose the Hourly Student Employee Grievance process, the Affirmative Action Office will be notified of the complaint.
Occasionally, graduate assistants may
encounter a situation in the workplace that is difficult to resolve. The UWSP Graduate Assistant Grievance
Procedure is designed to resolve the conflict as quickly and equitably as
possible for all graduate assistants paid on a salaried basis.
At the onset of a problem, the graduate assistant is encouraged to informally discuss his or her concerns with the immediate supervisor to help resolve the situation (whether the situation involves the employer or not). If the result of the meeting is not met satisfactorily, the graduate assistant can follow the formal process of filing a grievance.
Confidentiality is a key component in resolving a
grievance and it is expected that employers and employees would keep
information related to a given situation only to those involved in the process.
Filing a Grievance:
LEVEL I. The graduate assistant completes the Graduate Assistant Grievance Form (Appendix E) within 30 days of the incident. The student provides one copy of the form to the immediate supervisor and one copy to the Student Involvement and Employment Manager. The supervisor has seven business days to respond to the grievance. The supervisor will provide the student with a written copy of their decision.
LEVEL II. If the student disagrees with the outcome of the grievance decision, he/she can appeal the decision to the supervisor's superior within three business days of receiving the written response from the supervisor. To appeal, the student will re-submit the original grievance form with the supervisors decision to the supervisors superior. This person will have seven business days to respond to the students appeal (to include meeting with the student personally). The student will be provided with a written copy of his/her decision as will the Student Involvement and Employment Manager.
LEVEL III. If the student disagrees with the outcome of the first appeal, he/she may submit a final appeal to the Vice Chancellor for Academic Affairs within three business days from the date of the last decision. The grievance will be reviewed by a three person panel comprised of a representative selected by the student, a representative selected by the supervisor, and an impartial member selected by the Vice Chancellor for Academic Affairs. The student filing the grievance will be asked to submit the name of a representative to the Vice Chancellor for Academic Affairs within five business days of submitting the final grievance as will the supervisor. The panel will review the previous grievances, meet with the persons involved, and make a recommendation(s) for resolution to the Vice Chancellor for Academic Affairs. The Vice Chancellor has fourteen business days to issue a decision on the final appeal.
In instances of sexual harassment or discrimination issues, students may choose to follow the Graduate Assistant Grievance process or contact the Affirmative Action Office for assistance. If students choose the Graduate Assistant Grievance process, the Affirmative Action Office will be notified of the complaint.
Employer
Section
It is reasonable for
student employers at the University of Wisconsin-Stevens Point to expect:
·
Quality work
from your student employee.
·
Student
employees that report to work in a timely fashion.
·
Your student
employee to follow the work schedule you have agreed upon.
·
Your student
employee to follow requirements of your office or department.
·
Quality
customer service.
·
Timely
notification from a student employee about adjusting work hours and providing a
replacement for those hours.
·
Employees to
wear attire deemed appropriate in the workplace.
·
To be notified
if someone is injured on the job.
·
To be notified
of an employees limitations so that accommodations may be made.
Employer
Responsibilities
Employers are responsible for ensuring that the student employees within their department are able to perform their jobs as efficiently as possible. Effective communication between supervisor and student is imperative to a smooth employment relationship. A detailed job description for each student employee will prevent major disagreements and/or misunderstandings from occurring.
· Each student employee should be made aware of department requirements and the details of their specific job description.
· Any specific requirements unique to your department (i.e. dress codes, acceptable behavior, security, etc.) should be discussed with the student at the time of hire.
·
Documentation of the student's performance, both
positive and negative, should be in
writing in the student's departmental
personnel file. Employee appraisals should be conducted on a
regular basis: early in the student's
employment (one month, for
example) and at the conclusion of
employment for the summer and/or academic year period. An employee appraisal
tool is available upon request from the
Student Involvement and Employment Office.
Timely payment for services rendered. Employers are responsible for completing necessary paperwork to ensure students are paid EVERY TWO WEEKS for the work they performed the previous two weeks.
Training Student Employees
Adequately training student staff members provides the employer and the student with the best approach to a positive work relationship. A generic training checklist is provided in Appendix C for your training needs. Add additional topics that are appropriate to your area.
Determination of Wages
A student employee must be paid at least the federal minimum hourly rate -or the institutional minimum- whichever is higher. The employer determines the wage rate at the time of referral, using the "Student Employment Classification and Wage Rate Schedule." [See Appendix B.] Depending upon skill and experience, the nature of work to be performed, and the quality of work effort, a higher wage rate can be assigned. Beginning July 1, 2001, the UWSP campus minimum wage will be increased to $5.65 per hour.
Rewarding the Good
Student Employee
Just as with full-time staff, it is important to recognize positive performance of student employees. Employers are encouraged to determine a pay raise schedule consistent with the performance of your student employee staff and your budget allowances. Consider the following options as methods for determining pay raises. Other methods may be utilized as well.
*Increasing the pay rate of a good employee on a regular basis ($.05 every 100 hours, for example), demonstrates the employer's continuing satisfaction with a well-done job and recognition of increasing seniority and experience on the job.
*Increase wage by $.10 - .25 per semester completed.
*Merit increases for the good employee demonstrates the employer's recognition of a student's superior work performance.
Time Cards
1. Must be issued before students are allowed to work. Time Cards will not be issued until I-9 and W-4 forms have been completed for Personnel Office records.
2. Require student employees to list hours personally and to sign the card as verification of the hours.
3. Must also be signed by the employee's supervisor, after checking hours for accuracy.
4. Must be submitted to the Student Payroll Office by the published deadlines (listed on the payroll schedule) so that students will be paid on time. Students ARE NOT to have access to the timecard once it is signed by the supervisor. If a student delivers the time card to the Student Payroll Office, it must be placed in a sealed and signed envelope.
5. Hours worked may not be "banked" and paid at a later date.
QUEST
Job Search
The QUEST Job Search Program allows employers to quickly update student employment openings, print payroll authorization forms, and to search for potential student employees. See Appendix A for complete instructions on utilizing this system.
Employee Conduct Issues
1) Oral warning - discuss the problem with the student. Focus on the behavior at
hand, not personal attributes of the student. Set an expectation for behavior change to include a timeframe (by when will this problem be resolved) and methods that may assist the student in meeting those expectations.
2) Written warning if the problem persists discuss the problem(s) again with the student. Ask for feedback on why the behavior is not changing. Again indicate your expectations, the timeline in which the problem needs to be resolved, along with other expectations you have. Indicate in both the meeting and the following written warning of possible future consequences of the continued behavior. Copies of the written warning should be placed in the students personnel file within the department and to the Student Involvement and Employment Offices manager.
3) Termination Notice - further evidence of continued misconduct must be fully
documented and discussed with the student. At this time, the student is to be notified of his/her termination in person (if possible) and in writing. Employers may choose to have the student sign the termination letter simply to show the student has read the document, not as an indicator of agreement with the document. Copies of the termination notice should be placed in the students personnel file within the department and to the Student Involvement and Employment Offices manager.
Employers may request the Supervisors Guide to Student Employee Conduct pamphlet from the SIEO for further tips on working with student employees.
EMPLOYER PROCEDURES
FOR RESPONDING TO FORMAL GRIEVANCES
Student employees and their employers are encouraged to resolving minor
disagreements without resorting to formal grievance procedures. The Student
Employee Grievance process in available for students to appeal employment
decisions in a formal manner.
A grievance is a written complaint alleging that a supervisor violated a
specific provision of University and/or State Employment Policy. A formal
grievance procedure is written for the purpose of resolving disputes relating
to interpretation of policy, rules, and decisions made in the work environment
that affect student employees. The
following checklist provides a guideline to employers in conducting a factual
review of the student employee grievance.
LEVEL I
Student Grievance Is Filed
The student files a formal grievance with their immediate supervisor within 30 days of the event causing the grievance. The supervisors role is to review and investigate the grievance, meet with the student to discuss the findings, and then to provide a written decision to the Student and Student Involvement and Employment Office within seven business days of the date the grievance was filed. Step by step instructions follow this procedural outline.
LEVEL II
Student Appeals To Next Level
The Second Step follows a similar pattern with the next highest level of
supervision becoming involved. The Student Involvement and Employment Office
manager may sit in at the second step hearing as a neutral representative of
the University.
A reversal of the supervisor's decision may result where:
q Additional facts come to light that were not available at the first level.
q The need to review or change a policy becomes apparent at the same time or as a result of this particular grievance.
q
The supervisor has made an error in a previous
decision.
LEVEL III Final Student
Appeal
If a student does not agree with the appeal in LEVEL II, he/she may choose to appeal one final time to a three person panel comprised of a representative selected by the student, a representative selected by the supervisor, and an impartial member selected by the Assistant Chancellor for Student Affairs. The employer named in the grievance will be asked to submit the name of a representative within five business days as will the student and Assistant Chancellor. As this is an educational process, legal counsel will not be involved as representatives. The panel will review the previous grievances, meet with the persons involved, and make a recommendation(s) for resolution to the Assistant Chancellor for Student Affairs. The Assistant Chancellor has fourteen business days to issue a final and binding decision.
Step-by-Step Guidelines for
Responding to Level I Grievance
Review of Grievance
q The supervisor examines the grievance to ensure that it is in compliance with all the required written information documenting the grievance.
q The student has listed his/her name, phone number, address, title, department, supervisor, supervisor address and phone.
q The student has written their grievance/complaint and identified their expected result from the grievance process.
q The student signed and dated the document.
q Verify the date of the grievance is within thirty calendar days of the event(s) causing the grievance to be filed.
q The supervisor will then conduct a preliminary review of the facts, issues, departmental policy or practices, and language of the Department-Student Agreement (if one exists).
q Familiarize yourself with the facts and the issue or issues involved.
q Read the grievance to understand the employee's allegations.
q Review University and department policies and practices. Were policies broken, procedures not followed?
Student
Meeting
q Meet with the student (schedule a time to meet that works for both persons)
q Let the grievant tell his/her story. Listen carefully. Do not interrupt.
q Share with the student that you will be taking notes of the meeting for documentation purposes.
q Ask relevant questions clarify the situation.
q Ask the grievant to express the remedy being sought.
q Summarize the grievance in your own words. Ask for verification from the student that you understand what they are concerned about.
q Share with the student why you chose to respond based on the information you had at the time of the event. Cite pertinent office, departmental, university regulations.
q Once the grievant agrees that you understand the issue and the remedy desired, close the meeting. Indicate that you will provide your decision to the student in writing. Indicate to the student that you will review their grievance and will respond in writing to them. Do not make a decision at the meeting. Your decision must be made available to the student and the Manager of the Student Involvement and Employment Office within seven business days from the date the grievance was dated.
Deliberating
the Decision
q After completion of the meeting, the supervisor evaluates all of the facts and makes a decision regarding the grievance.
Notification
of the Decision
q Provide your decision in writing on the grievance form to both the student and the manager of the Student Involvement and Employment Office within seven business days from the date the grievance was dated.
q If you find the student has a grievance that can be resolved in a manner different than your original response and you agree to overturn your original decision, then indicate in the Action Taken section that the grievance was recognized and list what steps will be taken to restore the employment situation.
q If you find the student grievance cannot be resolved to the students request, indicate in the Action Taken section why their grievance is being denied. It is helpful when writing your response to be factual, leaving out comments that cannot be proved, and to cite written policies that either support your original decision.
q You may choose to negotiate a compromise with the student as a means of resolving the grievance.
STUDENT
SECTION
All instructions for gaining access to the UWSP Student Involvement and Employments QUEST Job Search can be found in Appendix F or on line at http://www.uwsp.edu/stuemploy under the Student Section. Students can look for Work Study positions, Regular Pay positions, on and off campus positions, permanent part-time, one-time, and full-time summer positions.
Student Employee Rights
It is reasonable for
student employees at the University of Wisconsin-Stevens Point to expect:
·
To be treated fairly
and equitably by your supervisor.
·
To know what is
expected of you concerning your work schedule, actual duties, and any other
requirements made by the supervisor.
·
To be informed
about your work performance through verbal communication and performance
evaluations.
·
To an
explanation if you are terminated.
·
To review your
employment file including department evaluations.
·
To use your
campus jobs as references for future employers and/or credit institutions
·
To be paid in a
timely manner.