Financial Aid Students
Students receiving financial aid may be expected to meet a portion of their educational expenses with a campus job. The opportunity for on-campus employment is offered to most financial aid recipients as part of their financial aid package. Returning financial aid students must secure their own position and they should be given first preference in holding campus jobs. However, ALL first-year and transfer financial aid students are assigned a position and notified of their job placement upon their arrival.
Assignments for first-year students cannot be changed since they are based on the carefully considered needs of the various College offices and departments. ALL first-year students will be assigned to a job - they cannot seek their own job or be independently hired by another department or office.
Authorization
In order to hire students supervisors must complete the Student Employment Authorization Form.
Note: all student employees must be authorized by the Office of Financial Aid before they may begin work.
Scheduling
Department/office student employment supervisors are expected to work out a schedule with the students working for them. A schedule of set hours by semester is the most satisfactory arrangement for most jobs. In some cases it may not be possible to schedule hours for an entire semester. However, at the very least, students should be scheduled on a monthly basis.
The academic year includes reading and exam periods and partial weeks at the beginning and end of vacation periods. Therefore, the duration of a job is approximately 30 weeks. Employers are urged to schedule first year students between 6-7 hours/week and upperclass students 8-10 hours/week.
Some departments may have special projects or peak periods when they wish to schedule students for concentrated blocks of time. Students working for these departments are expected to make themselves available as needed and should inform their supervisor of known conflicts in their work/academic schedules and if they will be unable to work during their scheduled hours. Departments, in turn, should consider the academic workload when determining student schedules. Reading and examination periods are considered part of the academic year, and although students are expected to work during these periods, departments are requested to rearrange individual student's schedules, if necessary, so that each student will have adequate opportunity to prepare for his/her examinations.
Full Time Job
A full time job during the academic year is defined as 7-8 hours per week for first year students and 8-10 hours per week for upperclass students. Only properly authorized students may hold a full time job. In general, a student may not hold more than one full time job. Students who cannot meet their earnings expectation within their full time job may be able to hold a second job with approval from the Office of Financial Aid.
Timecards
Student employees must:
- Record hours and days worked on the back of the card (for each period).
- Enter total hours in the space provided on the front of the card and fill in the appropriate circles.
- Enter their Williams ID and Job # and fill in the appropriate circles
- Sign and date each card.
Supervisors must:
- Complete the Student Employment Authorization Form. Once completed and processed they will receive a Job # for that student. Supervisors are sent an updated list of their student workers whenever students are added or removed from their worker list.
- Enter the Job # and account number from which student will be paid in the space provided on the front of the card and fill in the appropriate circles.
- Check the numbers of hours each student worked and sign each card. Student Managers may NOT sign time cards.
- Collate cards in alpha order and include a tape of total hours worked and bring to the Office of Payroll on dates designated on the Payroll Schedule. Students cannot submit their own timecards.
Paying students to host parties, sell tickets, hang-up publicity, do research, create web sites, or any other work on campus must be done through the student payroll and according to the Student Employment Pay Rates. This means the student must fill out student time cards, making sure to record the hours worked on the back of the card.
Payroll dates are listed on the Student Payroll Schedule, which should be posted in each department/office. Timecards received after the date will not be processed until the following pay period. There will be no exceptions. Do not count on campus mail delivery to meet these deadlines. Please submit timecards during the pay period worked. Do not allow students to accumulate and submit timecards for multiple pay periods. No wage advances or special checks will be issued.
Reminder: The Controller’s Office/Accounts Payable will not accept Vouchers to pay students for work. The Voucher system is used to pay bills, for reimbursements, and to pay vendors for services rendered.
Student Responsibility
Students are expected to take their job seriously. A campus job is an opportunity to help with some of their expenses while giving needed support to the many varied and vital services that are involved in the operation of a complex residential college. Often the work experience, even for several hours a week, can provide a needed break from academic rigors, an opportunity for contact with non‑academic personnel, and a fresh learning experience.
Absences
If illness or some other unavoidable circumstance prevents attendance at work, the student employee must notify the supervisor in advance. It is the student employee's responsibility to find an approved substitute if the supervisor has supplied a list of names for that purpose. As a general rule, one unexplained absence is cause for a supervisor to warn a student employee. Continued absenteeism is cause for dismissal.
Accountability / Warnings
The College depends on its student employees to be reliable and conscientious. Repeated negligence such as absenteeism, tardiness, laziness or an indifferent attitude towards others in the department/office can warrant a warning or even a dismissal. (Employers may wish to be more specific in their expectations.) Supervisors must notify a student in writing in the case of a warning or a dismissal. A copy of this letter must be sent to the Office of Financial Aid. Students dismissed for valid and supportable reasons will lose all campus job placement privileges for the remainder of the year.
Grievance Procedure
Most job related difficulties or misunderstandings should be worked out between the individual student and his/her supervisor. Should a problem of a more serious nature develop, the Office of Financial Aid should be consulted.
Taxation Information
ALL STUDENT EMPLOYEES are required to complete an I-9 Form (Employment Verification), M-4 (Massachusetts) and W-4 (Federal) Withholding Statements in the Payroll Office. These federal and state forms must be on file before students can begin to work.
Maximum Earnings
Generally, depending on their class designation, students are limited to the following earning expectations:
| First-year | $1,800 |
|---|---|
| Sophomores | $2,100 |
| Juniors | $2,100 |
| Seniors | $2,100 |
Financial aid students and their supervisors will be notified before these limits are reached. If a financial aid student knows that he/she is going to be in a position which is at a higher rate of pay and/or may require more than typical hours, such as a Student Supervisor, they should make an appointment with a Financial Aid Officer to have the amount of their campus employment earnings reviewed.
Job Postings
In order to post a position please notify the Office of Financial Aid to update the job description on file. A job posting contains the job title, description, wage and contact name so that students may select the most appropriate work choice. All job postings will be available on the Student Employment website. We ask that you contact the Office of Financial Aid once the job has been filled.
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