Student Employee Handbook

Section I: Introduction

Welcome to student employment at Hope College! You are a valued part of our workforce and contribute in meaningful ways to the life and work of our campus. In addition to providing you with income, student employment is a part of the overall Hope College educational experience. It is our hope your employment will provide work and life skills that will be useful to you in the future, in addition to new connections and support networks on campus. One major benefit of on-campus employment is the fact that everyone knows you are here as a student first. This tends to allow for unique flexibility during times when you have exams or academic breaks that you might not find working elsewhere.

The Human Resources staff can help you with any questions or concerns you may have in regards to student employment at Hope College. Feel free to drop by Anderson-Werkman Suite 210 or call us at 616.395.7811 to ask questions or schedule an appointment.

Best wishes for a productive and enjoyable work experience!

Section II: Conditions of Employment

A. College Policies

Student employees are responsible for complying with all relevant policies applicable to employees at the college, as outlined in the College Policies and Employment section of the hourly part-time staff handbook.

B. Eligibility, Parameters, and Onboarding

Students must be enrolled for at least six credit hours to be eligible for on-campus employment, unless they are in their last semester.
Students may not work more than 20 hours per week during the semester combined between all jobs.

The only exceptions to the 20-hours per week rule include summer and official college breaks (lasting 7 days or longer), during which times students can work up to 40 hours per week (combined between all jobs).

Students may not work remotely outside of the state of Michigan due to payroll laws.
Students may not work overlapping hours for two different jobs. In other words, students may not do work for one job while physically working at the second job site, recording the same or overlapping hours on their timecards.
Once the student is hired, they will be able to start the onboarding process with Human Resources. Students need to complete the I-9 and tax forms (federal and state withholding) before or on the first day of work.

Completing this paperwork will require bringing in original documents (as listed here) to HR. We cannot accept copies or images of these documents, per federal law.
HR onboarding is only required for a student’s first on-campus job.

Once the employment forms are completed, students will receive a student employee (*SE) sticker to be placed on your Hope ID card.
Once you have completed your HR paperwork, let your supervisor know.

C. Available Positions and Applications

Available positions will be listed on Handshake. A filter is available for on-campus jobs.
Applicants can apply directly through Handshake for most jobs, although some departments might request completion of an additional form or application.

D. Federal Work Study

Federal Work Study (FWS) is not a loan or a scholarship. FWS provides funds to students with financial need to work part-time on campus, allowing them to earn money to help pay education expenses.
FWS funds are paid directly to students as they earn them throughout the academic year. Students can also choose to have their earnings paid directly to their student account, reducing their balance due to the college.
Students awarded Federal Work Study are not assigned to a specific job, but are encouraged to search for employment opportunities online or in person (see section C above).

Section III: Pay and Leave

A. Payroll Procedures

Pay periods are two weeks in length and run 12 a.m. Saturday to 11:59 p.m. Friday.
The work week runs Saturday–Friday (for the purposes of tracking total hours worked in a week)
Timesheets should:

Accurately reflect time worked for payment
Be completed after each shift worked
Only include hours for shifts worked in that pay period
Need to be submitted by 11:59 p.m. on the Sunday following the end of the pay period

Pay dates are every other Friday following the end of the pay period. A list of pay dates can be found on the HR website.
Hours that were not entered on a time sheet by the submission deadline need to be submitted via the Back Pay Request Form, found on the HR website. This is the only way to submit back pay — do not compensate by adding hours on future timesheets.
Pay check options:

Direct Deposit is strongly encouraged and should be set up if possible, and can be set up either in the College Account section of the Hope College app, or by filling out a form in the HR office.
For those that don’t have direct deposit, physical pay checks can be picked up at the Human Resources office on or after the pay date.
There is an option to set up a portion or all of your pay check to be applied to your student account by filling out a form at the Human Resources office.

Note: To stop payments to your student account a new form with stop payment instructions needs to be completed/submitted. Updating Direct Deposit information will not stop an active payment on account instruction.

B. Sick Leave

Hourly jobs: Hourly jobs will accrue sick time at the rate of 1 hour of sick leave per 30 hours worked.
Summer Stipend based jobs (SHARP, Awakening, HRT, etc.): Sick pay will accrue based on the number of hours per week the stipend is based on, not actual hours worked. SHARP hours tracking logs will be periodically monitored to confirm hours worked is not drastically different from estimated hours for stipend.
Sick leave may be used under the following conditions and with the rights as outlined in this document.

C. Summer Hours:

Students who work summer jobs are eligible for shortened summer work hours in certain circumstances. Students who work one (1) campus job that has a normal 35 hours (or more) per week schedule in May that would be impacted by the reduced office hours in June and July are eligible for the “½ hour per day pay without actually working.” Students are not eligible if they:

Are working on research assignments
Have schedules that are not affected by the college’s reduced summer office hours (including working less than 35 hours in one job)
Are working more than one (1) job on campus.

Section IV: Professional Expectations and Conduct

A. Job Expectations and Conduct

As representatives of Hope College and a role model to peers, students are expected to conduct themselves in a professional and courteous manner demonstrating appropriate standards of behavior.

Students are expected to arrive at their scheduled shift on time. If unable to work your scheduled shift, inform the supervisor as far in advance as possible. In circumstances where earned sick time is needed, students are expected to inform their supervisor of their absence due to approved uses under the sick leave policy as soon as they are able. Students should ensure they know how their supervisor would like them to communicate absences or other time-critical information.

1. Professionalism

Arrive on time and ready to work for all scheduled shifts.
Dress appropriately based on the department’s dress code.
Communicate respectfully with supervisors, coworkers, and students.

2. Dependability

Notify supervisors in advance if late or absent.
Follow through on assignments and meet deadlines.
Avoid excessive absences or tardiness.

3. Confidentiality

Maintain privacy regarding student records, personal information, or any sensitive data encountered on the job.
Do not discuss confidential information with unauthorized individuals.

4. Integrity

Be honest in work and interactions.
Accurately report hours worked and never falsify time sheets.
Do not work two different jobs simultaneously and record overlapping hours for both.
Avoid personal use of office resources or equipment unless permitted.

5. Communication

Check and respond to work-related emails/messages in a timely manner.
Ask for clarification if unsure of responsibilities or expectations.
Report any workplace concerns or issues to your supervisor.

6. Use of Time

Use work hours productively and avoid excessive personal phone/computer use.
Do not study, do homework, or socialize excessively while on the clock unless otherwise approved in your position.
Students are not allowed to work overtime unless they have received approval ahead of time.

7. Compliance with Policies

Follow all college policies and guidelines.
Adhere to all workplace safety protocols and procedures.
Report violations of conduct or safety immediately.

8. Positive Attitude

Demonstrate a willingness to learn and take on new tasks.
Accept constructive feedback and strive for continuous improvement.
Support a welcoming, inclusive, and respectful environment for all.

9. Workplace Issues or Concerns

Problems should be discussed first with the immediate supervisor. The second step to be taken, if no resolution has occurred, is to refer the matter to the next higher level of supervision. If dissatisfied with these results, the employee should ask for a meeting with the Associate Director of Human Resources.
If an injury occurs while on the job, the appropriate procedures should be used under our OSHA policies and guidelines.
If the dispute is something that is covered in the protections outlined in the Equal Opportunity, Harassment and Nondiscrimination Policy, that reporting system should be used through the Title IX and Community Belonging office.

Section V: Contact/Resources

Human Resources

Anderson-Werkman Financial Center
100 East 8th Street, Suite 210
Holland, MI 49423

Business Hours

Monday–Friday, 8 a.m.–5 p.m.
(Summer hours 8 a.m.–4 p.m.)

Primary Contact:

Marlene Pedraza
Employment Coordinator-Student Specialist
Phone number: 616.395.7811
studentjobs@hope.edu

Payroll:

Ana Loredo
Payroll Coordinator
Phone: 616.395.7820
payroll@hope.edu