Below you will find a list of policies that must be followed at GVSU by student employees and their supervisors. If you have any questions about these policies, please contact the Student Employment Office at 616-331-3238 or [email protected]. To view a full list of all GVSU policies, please visit the University Policies website.

ANTI-HARRASSMENT POLICY

Grand Valley State University strives to maintain a university community characterized by respect for each other. This includes, but is not limited to, a commitment to providing an educational environment, workplace, programs, and activities that are free from all forms of harassment. GVSU Policy prohibits all forms of harassment and discrimination under Title IX of the Education Amendments of 1972, 2020 Title IX Regulations (34 CFR § 106), Section 304 of the Violence Against Women Reauthorization Act of 2013 (VAWA), Title VII of the Civil Rights Act of 1964, and other applicable statutes, including the Elliott-Larsen Civil Rights Act, Michigan PA 453 of 1976.

This policy prohibits a broad continuum of behaviors, some of which are not legally prohibited but which reflect GVSU’s standards and expectations for a positive working and learning environment. To learn more, visit the University Policies Website.

CLASS CANCELLATION

Students are not permitted to work during class time. Exceptions can be made if a class is cancelled in which case the student must provide written proof from their professor or class instructor. Supervisors must keep these records on file and make a note of this class cancellation when approving student hours. This can be done in the "Comments" section of the time approval process in Workday. This policy is especially important for students utilizing their Federal Work-Study (FWS) award. More information on FWS students working during scheduled class time can be found on the Federal Student Aid website.

CREDIT ENROLLMENT

A student must be registered for a minimum of 6 credits to be eligible to be a student employee within the semester they wish to be employed. Students who wish to work during the Spring/Summer semester must be enrolled during the Spring/Summer semester or the upcoming Fall semester.

Enrollment is checked each pay period and upon falling below the minimum credits required, a student’s position will be terminated. Students who are below the credit limit and wish to continue working as a student employee on campus should contact the Student Employment Office to request a Student Employee Exception Form. This form allows students to explain their reasoning behind their low credit enrollment. These reasons are often based on extenuating circumstances such as this being the student's last semester and they only need one class to finish their degree. To qualify for this exception, students must be currently enrolled in at least 1 course and pursuing a degree at Grand Valley State University. Students who are not enrolled in any credits do not qualify for an exception.

EQUAL OPPORTUNITY

Grand Valley State University is an affirmative action, equal opportunity institution. It encourages diversity and provides equal opportunity in education, employment, its programs, and the use of its facilities. It is committed to protecting the constitutional and statutory civil rights of persons connected with the university.

Title VI of the Civil Rights Act of 1964 states:

"No person in the United States shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance."

Title IX of the Higher Education Act states:

"No person in the United States shall, on the basis of sex, be excluded from participation in, be denied the benefits of, or be subject to discrimination under any education program or activity receiving Federal financial assistance."

FERPA

Family Educational Rights & Privacy Act of 1974 (FERPA) is a federal law that protects the rights and privacy of student educational records. FERPA requires that the university establish a policy and adopt and enforce procedures to protect the confidentiality, accuracy, and privacy of the information it collects on its students. FERPA grants student rights, including the ability to view their educational records and disclose, or prevent some disclosure, of their educational records. All student employees must abide by FERPA. Please visit the Registrar’s website at www.gvsu.edu/registrar or contact their office at [email protected] for more details.

FICA CHARGES

The hiring department and the student employee will be charged FICA taxes (7.65%) if the student is not enrolled in a minimum of six credits during the semester in which they are employed. This most often takes place during the Spring/Summer semester or if a student has received an exception that allows them to work despite low credit enrollment. International students with visas lasting less than five years are exempt from paying FICA taxes even if they are enrolled in less than 6 credits.

HOUR REGULATIONS

Traditional student employees shall not work more than 25 hours per week during the academic year.  All student employees can work up to 40 hours per week during the Spring/Summer semester and during breaks. Specific break periods include Winter Break and Spring Break. Exam weeks, Fall Break and Thanksgiving recess do not count as official breaks. Those weeks are still under the 25-hour limitation due to classes still being in session. Traditional students who work over the allotted hour amount will receive a violation and a notice via email. After three violations, the hire will be terminated and the student will no longer be able to work on campus.

International students are limited to a maximum of 20 hours per week during the academic year but are allowed to work up to 40 hours during breaks. This policy follows U.S. Citizenship and Immigration Services (USCIS) regulations. International students who exceed their hour limitations risk their employment being terminated after a single overage and also risk violating their F-1 visa status. More information on international student employment can be found on the ICE website.

PAID MEDICAL LEAVE

Student employees do not qualify for paid medical leave. In the event of illness, the student employee must notify his/her supervisor as early as possible on each day of absence. Failure to give notification shall be cause for dismissal or other appropriate employment corrective action. See the State of Michigan Paid Medical Leave Act (PMLA) policy for more information.

STUDENT CODE

Standards of conduct are established in order to foster a community and environment where the mission, vision and values of Grand Valley State University (hereafter “University”) can flourish. These standards are embodied within a set core of values that include integrity, community, inclusion & equity, respect, and responsibility.  The University conduct process exists to protect the interests of the community and to challenge those whose behavior falls outside of these values and our policies. To learn more about the student code, visit the University Policies Website.

TEMP vs. Student Employment

Employees at GVSU cannot be employed under more than one employee class within a given pay period. For example, a student employee cannot be hired as a student employee and a TEMP employee at the same time. Students who have graduated and are no longer pursuing a degree at GVSU, but who wish to continue working on campus, can be employed as a TEMP employee through the Human Resources Office. In order to process this change, the student hire will need to be terminated and the TEMP hire cannot begin prior to the student employee position ending. 

If a student is enrolled in classes but wishes to work as a staff member at GVSU they must terminate all student employee positions on campus and work only as a staff member. The student and their hiring department will then be required to pay FICA taxes (7.65%) on each paycheck.

WORKERS COMPENSATION

All employees of the university (including student employees) are protected by the provisions of the Worker's Compensation Act.  This law provides for expenses for medical care, as well as certain benefits for loss of pay because of any injuries and subsequent disability received during the regular performance of university duties. More information can be found on the Human Resources website at https://www.gvsu.edu/hro/workers-compensation-28.htm.