The University of St. Thomas

Policies


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Student Work Policies

Orientation/Training

It is important to implement a formal orientation process for new student employees in the department. This orientation should include an introduction to the department regarding departmental mission, philosophy, policies and procedures, introduction to other department employees and faculty, and a tour of the department. This is also a time to review the department student handbook with the student to discuss other important issues, such as responsibilities and expectations.

Student employees must also be trained in the areas in which they will be working. Make sure the students have the proper training to complete assigned tasks effectively. This can include, but is not limited to such tasks as answering telephones and questions, filing information, and using computer programs and other office equipment.

Hours of Work

It is strongly recommended that students do not work more than 20 hours per week. Working in excess of 20 hours may affect a student's social security exempt status. It is mandated that students may NOT work more than 40 hours per week between ALL student employment positions. If a student is employed by more than one department, the student and his/her supervisors must work together to insure the student's hours do not exceed the maximum. If a student is working over 20 hours per week, then it is recommended the supervisor hire an additional student(s). This will allow for more on campus opportunities for students.

Due to differing treaties, international students should check with International Student Services to learn of requirements and restrictions for on-campus employment.

Breaks and Lunches

A fifteen (15) minute break is allowed during each four (4) hour work period. Each break is to be preceded and followed by an extended period of work. Break times may not be saved to be used at another time.  Example: If a student works 4 hours, they are entitled to a 15 minute break after approximately 2 hours of work.

A meal break of 1/2 hour (without pay) is added to each eight-hour work period. Unpaid lunch periods may not be waived and added on as additional payable hours.

Holidays and Vacations

Students are not required to work on Holidays or during student vacations. If a student chooses to work a Holiday, they may not be compensated for holiday or vacation pay of any kind. Students will be compensated for time worked, at their regular rate of pay.

Performance Evaluations

Performance evaluations provide both the supervisor and the student with the opportunity to discuss concerns relevant to the assigned work and working conditions. On the most basic level, performance evaluations focus on performance problems and workable solutions to those problems. Performance evaluations also open the lines of communication between a supervisor and an employee, work to eliminate the 'surprise' factor of future concerns or changes, and promote the discussion of long term plans and expectations. In addition, performance evaluations prepare the student employees for the reality of the working world outside the University. It is suggested that student performance be evaluated on a regular basis. Download Performance Evaluation Form

Performance Appraisal Discussion

  1. Schedule the meeting in advance.
  2. Create the proper climate for the discussion. The discussion should be held in a private place, free of interruptions and other distractions. Sufficient time should be allowed for the discussion.
  3. Discuss accomplishments and concerns. Allow the students to discuss his/her progress as well.
  4. Resolve any problems, concerns, or disagreements together.
    Some suggested approaches are:
    What would help you do your job better?
    What can I do to help you?
    What solution do you suggest?
    Give the student employee the opportunity to voice opinions and feelings and to receive a reasonable explanation for any question he/she may have.
  5. Formulate a development plan.
    a. Jointly discuss the steps the student employee can take to build on his/her own strengths.
    b. Determine if specific 'checkpoints' need to be set up to evaluate the degree of improvements.
    c. Jointly discuss what can be done if problems are encountered between now and the next appraisal.
  6. Summarize the discussion. Ask the student employee to summarize the discussion to check his/her understanding of the meeting.

Termination of Student Employees

Termination of student employees may occur for the following reasons:
* resignation
* student becomes ineligible for financial aid or withdraws from classes
* department budget can no longer support student employee
* position no longer exists
* discharged due to poor performance

Individual departments are responsible for notifying Payroll if a student is no longer working in the department. Notification can be through written or emailed memo. Departments using timesheets should write on the timesheet if the student is no longer working in the department and return it to the Payroll Office.

Grievance Policy

Student employees may file a grievance if they feel a term or condition of their employment has been violated. Students are encouraged to deal with conflicts with the supervisor(s) directly, to the point with which they are comfortable. If the conflict is not resolved within the department, the student has the right to bring the grievance to the Dean of Student Life. Refer to the Student Policy Book for further information. Performance evaluation discussions are recommended to help avoid situations that may lead to the filing of a grievance.

UST Policies and Procedures

A. Safety and Security

  • In case of an emergency call Public Safety and Parking Services at 2-5555.

  • For all other non-emergency calls to Public Safety and Parking Services, call 2-5100

  • In the event of a fire, all individuals in the building will be evacuated and directed to the nearest exit. At the sound of the fire alarm, you are expected to immediately leave your workstation and exit the building.

  • At the sound of the National Weather Service siren (excluding Wednesday test periods), all office personnel and office occupants should go to the lower level of the building they are in and await further instructions. Be sure to stay away from windows.

  • All work-related injuries, however minor, must be immediately reported to your supervisor and the Human Resources Department. A First Report of Injury will be filed with the Minnesota Department of Labor and Industry for each reported injury. First aid treatment may be provided through the university’s Health Services or by a Security Officer.

B. Equal Employment Opportunity

  • The University of St. Thomas affirms its policy of providing Equal Opportunity to all employees and applicants for employment in accordance with all applicable Equal Employment Opportunity/Affirmative Action laws, directives and regulations of Federal, State and Local governing bodies or agencies, specifically including Chapter 139.50 and 141 of the Minnesota Civil Rights Ordinance and the Rules and Regulations as applicable. The University of St. Thomas will not discriminate against or harass any employee or applicant for employment because of race, color, creed, religion, ancestry, national origin, sex, sexual orientation, disability, age (40 and over), marital status, or status with regard to public assistance. With respect to religion and creed, as permitted by law, the university reserves the right to exercise discretion in employment decisions to employ persons who share and are committed to the values and mission of the university.
  • The University of St. Thomas will take Affirmative Action to ensure that all employment practices are free of such discrimination. Such employment practices include, but are not limited to: hiring, upgrading, demotion, transfer, recruitment or recruitment advertising, selection for lay-off, disciplinary action, termination, rates of pay or other forms of compensation, and selection for training including any future apprenticeships or internships. We will provide reasonable accommodation to applicants and employees with disabilities.

  • The University of St. Thomas prohibits the harassment of any employee or job applicant on the basis of their protected class status.

  • The university affirms the value of cultural diversity for all students and employees. Therefore, the University of St. Thomas will commit the necessary time and resources, both financial and human, to achieve the goals of Equal Employment Opportunity and Affirmative Action.

  • The University of St. Thomas fully supports the incorporation of nondiscrimination and Affirmative Action rules and regulations into contracts.

  • The University of St. Thomas will evaluate the performance of its management and supervisory personnel on the basis of their involvement in achieving Affirmative Action objectives in addition to other criteria. Any employee of this university, or sub-contractor to this university, who does not comply with the Equal Opportunity Policies and Procedures as set forth in this statement and plan may be subject to disciplinary action.

  • The University of St. Thomas has appointed Dr. Nancy H. Zingale, Executive Assistant to the President, to manage the Equal Employment Opportunity Program. Her responsibilities will include monitoring all Equal Employment Opportunity activities and reporting the effectiveness of this Affirmative Action Program, as required by Federal, State and Local agencies. If any employee or applicant for employment believes he/she has been discriminated against, please contact Nancy Zingale at 651.962.6031 or Edna Comedy, Associate Vice President of Human Resources, at (651) 962-6510.

C. Grievance Policy

  • Student employees may file a grievance if they feel a term or condition of their employment has been violated. Students are encouraged to deal with conflicts with the supervisor(s) directly, to the point with which they are comfortable. If the conflict is not resolved within the department, the student may contact the Department of Human Resources to further pursue their concern and/or bring the grievance to the Dean of Student Life. Refer to the Student Policy Book for further information.

D. Technology Policies and Standards

  • The department of Information Resources and Technologies (IRT) has established guidelines for the use of the telecommunication system, computer software and hardware on campus. You can view the guidelines online or contact IRT at irthelp@stthomas.edu.

E. Sexual Harassment Policy and Procedure

  • The sexual harassment policy is available for download in MS Word or as PDF.

F.  Harassment & Workplace Violence

The University of St. Thomas prohibits behavior that is disrespectful or harassing to another individual. Such behavior is demeaning, destructive and causes isolation to the individual(s) who are targeted and creates an environment that is not true to the university's Catholic tradition. As a Catholic university committed to Judeo-Christian values, we expect all members of this community to treat one another with mutual respect and civility. The following examples are illustrative of the types of behaviors that will not be permitted, but are not intended to be all-inclusive:

  • Attacks or unwelcome physical contact directed at an employee, student, or visitor at the University.
  • Verbal, physical, or emotional intimidation through the threat of force or violence toward the body, possessions or residence of a University community member.
  • Verbal assaults, use of slang references, racial epithets, and jokes that demean and degrade any person due to their race, color, gender, culture, sexual orientation, national origin, age, ability, language competency, religious tradition, economic status; and verbal or physical portrayals which perpetuate stereotypic beliefs and attitudes.
  • Non-verbal offensive behavior, hostile attitude, hostile or offensive gestures, graffiti, offensive written materials.
  • The use of profanity or abusive language.
  • The possession of firearms or other weapons on university property.
  • Assault on a fellow employee, student, or visitor at the University.

Any university employee found to be in violation of this policy will be disciplined and could result in immediate termination of employment.

Any employee who believes he or she has been a victim of discrimination or harassment should report the behavior to his/her immediate supervisor or the Associate Vice President of Human Resources. Action will be taken in a timely manner to follow-up on your complaint. If your complaint is not resolved to your satisfaction, the formal grievance process may be initiated.

G.  Hate Crimes & Bias-Motivated Incidents

The University of St. Thomas continually strives to meet the highest standards of respect and civility that are both implicit and explicit in its vision, mission, and convictions. It is the university’s goal that no member of the University community shall be subject to any physical or verbal harass­ment, abuse or violence based on the individual’s race, color, gender, sexual orientation, age, national origin, religion or physical or mental disability. The value placed upon human dignity and diversity should be interpreted as augmenting, not infringing upon, “freedom of expression”, or “academic freedom.”  

As a result, the university has adopted a policy and procedures designed to address claims of hate crimes and bias-motivated incidents in a direct and thorough manner while respecting the rights of all parties involved. A complete copy of both the policy and procedures are available for download in PDF format.