IC Student Employment Handbook

The purpose of the IC Student Employment handbook is to establish clear guidelines for developing and maintaining the Student Employment workplace.

Section 1: Student Employment Classifications and Eligibility

Ithaca College Student Employment provides students the opportunity to utilize skills developed within the classroom and to put them into practice in a professional setting. Student Employment jobs offer experiential learning initiatives, and a range of transferable skills, as well as a competitive recruitment and retention process that models the professional environment. Student Employment assists matriculated students in attaining campus employment, and additionally assists eligible Federal Work Study students in securing off-campus work opportunities through the Off Campus Community Service Program.

Student Employment is housed in the IC Office of Human Resources and is administered by area HR Business Partners, the Director of Human Resources Operations, and the HR Operations Associate, Payroll and Student Employment.

Student Employment provides part-time employment opportunities to current, matriculated and actively registered undergraduate and graduate students. Extramural students are not eligible to work on campus as student employees. Student employment eligibility begins once the student is matriculated (for purposes of this Policy, “Matriculation” occurs once the student has officially enrolled in the first semester of classes.) For information regarding eligibility status for students who withdraw or take Leaves of Absence, see “Withdrawal and Leaves of Absence”. Student employment eligibility ends on the student employee's graduation date or the date of Commencement.

While working as student employees, Undergraduate and Graduate Students are not eligible to be employed in a Staff/Faculty capacity. All student employment salaries are in accordance with the Student Employment Compensation Structure and the Student Job Series and Levels, as amended from time to time.

All matriculated students, regardless of their financial aid award or Federal Work Study (FWS) status, are eligible to work on campus. Please note: Initial recruitment preference during Fall and Spring semesters, and with the exception of job assignments connected to religious worship or sectarian instruction, is granted to students who have received Federal Work Study (FWS) funding through their student financial aid package, as awarded by IC Student Financial Services (SFS).

Additional eligibility is determined by the completion of the Form I-9 Employment Eligibility Verification, in accordance with USCIS guidelines. Prospective student employees will not receive their work assignment, nor will be deemed payroll eligible until the form is completed and on file with the Office of Human Resources. International Students must also complete the Foreign National Questionnaire and provide appropriate Form I-90 documentation.


(1) Federal Work Study means a government student aid program that provides a subsidy for eligible undergraduate and graduate students, in return for the student’s commitment to work for the institution. Eligibility is determined on an annual basis through the FASFA and is awarded by IC Student Financial Services.

(2) Job Level means the level of responsibility, and thus the level of pay, attributed to the student job assignment.

(3) Job Series means the student’s job classification, as determined by a general, college-wide student employment job description.


The student employment job classification and compensation system is designed to establish consistent hiring and pay practices for all student employees throughout the college.

When creating new work opportunities for student employees, supervisors should select the appropriate level and series that correlates with the job duties that will be assigned to the student they are hiring. For reference, below is a breakdown of the various employment types, levels and series that Ithaca College currently recognizes, as well as the current approved student pay structure, updated annually.

A. Types of Student Employment Opportunities:

1. Campus Employment  

Campus Employment is available remotely and on-campus, at the discretion of the assignment supervisor, and is available for FWS-eligible and non FWS-eligible students to develop on-the-job skills that complement their studies at Ithaca College. Student employees develop a wide array of transferrable skills which they can carry into their future employment and work in jobs within or outside of their field of study. Student employees are subject to the recruitment and payroll policies outlined herein. There is no limit to the number of jobs students can hold on campus, so long as the total work hours weekly do not exceed twenty (20) hours, as defined in the section “Hours”.

2. Off Campus Community Service Program (FWS only):  

The Off-Campus Community Service Program is designed to allow FWS-eligible IC Students to work at pre-approved nonprofit agencies within the Ithaca and Greater Ithaca community, that correspond to their field of study. Because of limited availability and funding, these positions are filled on a first-come, first-serve basis, through an open application that is listed on the Ithaca College Recruitment Cloud during the first weeks of the Fall semester. Students who are hired to work in the Community Service Program are considered student employees of Ithaca College and are subject to campus employment policies as outlined herein.

3. Graduate Assistantships:

Graduate Assistantships are awarded through the graduate student’s academic department which houses the academic program and are forms of financial aid paid out in bi-weekly installments through Payroll. Student Employment provides payroll and system support, as necessary, and the Graduate Assistantship pay corresponds to the appropriate level and salary outlined in the Student Compensation Structure, as reviewed and updated annually. Students working in a graduate assistantship capacity are not considered student employees as defined in IV.A.1. The Assistantship is a financial aid award paid in bi-weekly installments via Payroll, in exchange for work or academic service as agreed upon in the graduate student’s contract with the applicable academic department. Unless, predetermined by Student Employment and the student’s supervisor, Graduate Assistantships are subject to the “Hours” policy outlined herein.

  • Student supervisors who have identified students within their department for a Graduate Assistantship should provide the completed Coding Form and the student’s Form I-9 to their designated HR Business Partner prior the beginning of the student’s first academic semester in a Graduate Assistantship capacity.

Each student hired through the Student Employment Recruitment Process must have a Job Series included in the hiring Requisition, and the specifics of each work assignment should be negotiated between the student and the student supervisor. The job series provides a framework for the duties the student will be expected to perform as a student employee at IC.

  1. STUDENT -- Office Operations Assistant

Student positions in this series are designed to provide office and/or operational support within departments across campus and are assigned a variety of duties ranging from routine to advanced and/or specialized. These positions typically provide clerical, administrative and operational support, customer service, cashiering services, serve as tour guides, support the bookstore, mail room and post office, and library operations, serve as editor and may pick up delivery supplies, materials, and equipment.

Examples of student jobs in this series include, but are not limited to:

  • Copying, sorting mail, filing, maintaining records, running errands, typing of letters, operating basic office machines, answering phones, scheduling appointments, general reception duties, customer service, and providing basic information.
  • Use personal computer, prepare word-processing assignments, data entry; record keeping, reviewing documents for completeness, research requiring the student to summarize information and editorial assistance.
  • Shelving of books, stock, and inventory work in retail sales operations, operating cash registers and monitoring flow of cash.
  • Dispense, arrange, and maintain equipment, supplies and materials.
  • Deliver and pick up supplies, parts, and equipment on campus.
  • Sort, process, and issue mail, wrap or open parcels, pick up, deliver, load and unload mail.
  • Provide tours or guided walks with groups of people to various locations, facilities, and explain their uses.
  • Maintaining records and general clerical work.
  1. STUDENT -- Maintenance and Event Operations Assistant

Student positions in this series are designed to provide maintenance and event support within departments across campus and are assigned a variety of duties ranging from routine to advanced and/or specialized. These positions typically monitor facilities, provide security, and assistance with parking enforcement, provide manual labor in setting up for various events, work in the repair ship and the weight room, set up repair equipment, assist with lawn, athletic fields and facilities maintenance, assist with audio, lighting, staging and rigging in support of events and performances, serve as official for intramurals, care for equipment, and work in various labs on campus.

Examples of student jobs in this series include, but are not limited to:

  • Control of access to buildings, check I.D.'s are serve as contact for security; ensure the general integrity of building security and provide access control during special events.
  • Patrol parking lots, residential halls, and athletic facilities, provide walking escorts to campus community members after dark; identify and report security and crime hazards to Public Safety officials; patrol on food, the main campus area; and conduct property checks on campus buildings.
  • Control parking lots during special events and conduct traffic flow to and from parking lots.
  • Officiate intramural group sport contests, organize participants and care for equipment.
  • Assist with set-up audio, lighting, staging and rigging.
  • Assist in maintaining grounds, roads, sidewalks, maintain lawns, athletic fields, garden shrub beds and nature trails.
  • Perform janitorial duties, sweep, dust, remove trash, wash window,s clean carpets, and restock supplies.
  • Shovel snow and assist with construction and/or maintenance of facilities and equipment; operate standard motor vehicles and transport people and goods to specific locations.
  • Set up, operate, and maintain staging, audio power and lighting equipment for campus events.
  1. STUDENT -- Technical Services Assistant

Student Positions in this series are designed to provide technical support within departments across campus and are assigned a variety of duties ranging from routine to advanced and/or specialized. These positions typically provide technical services, perform, videotaping and photography, multimedia design, repair and test systems, equipment and technical devises, install hardware, and software and provide instruction on the use of various technology support on the College campus.

Examples of student jobs in this series include, but are not limited to:

  • Assist with installing hardware and software and provide instruction on the use of various programs and systems.
  • Service computing equipment and associated devices and diagnose system problems. Perform hardware maintenance and periodic testing of computing terminals and other hardware components.
  • Operate and maintain computer equipment such as desktops, laptops, printers, scanners and College supported software.
  • Monitor and maintain computer labs and provide assistance with the installing system software and hardware utilized within the lab.
  • Provide training and instruction on the use of various hardware and software
  • Operate videotaping equipment and provide video for activities and events.
  • Serve as student photographer and attend events and provide photo’s for publications and events.
  • Design and create web s
  • Teaching Assistants (TA’s)
  1. STUDENT -- Dining Services Assistant

Student positions in this series are designed to provide support within the dining services areas ranging from routine to advanced and/or specialized to include dining halls, café’s, catering services, and coffee shops. These positions typically include waiters/waitresses, food servers, dishwashers, cook's assistants, and bartenders.

Examples of student jobs in this series include, but are not limited to:

  • Working within the dining hall prepare and serve food, replenish food lines, restock salad bar, silverware, beverages, and trays.
  • Prepare sandwiches, wraps and salads to order.
  • Operate dishwasher and ensure proper cleaning of dishes, pots, pans, glass ware, silverware, cooking utensils, baking pans and other food service equipment; clear tables.
  • Stock and replenish supplies.
  • Provide assistance to the Cook in the preparation of meals.
  • Serve as hostess, waiter/waitress or food server in support of catering services at on campus venues.
  • Assist with food preparation to include washing, cutting chopping, and plating of fruits, vegetables, and deserts.
  1. STUDENT – Graduate Assistantship

Student positions in this series are specifically for eligible graduate students who have been awarded Graduate Assistantships through their academic departments. Unlike the other job series, students in the series do not have the associated Job Levels as identified below. Student Graduate Assistantship pay is negotiated and determined by the academic program, in conjunction with the Student Compensation Structure, as amended.

Students with a Graduate Assistantship award will either be considered Exempt or Non-Exempt.

a. Exempt Graduate Students will not complete timecards during the bi-weekly payroll process and will receive their pay in bi-weekly increments every two (2) weeks.

b. Non-exempt Graduate Students will be expected to complete timecards through the bi-weekly payroll process in order to receive their pay.

The position’s level and salary is determined by the student employee’s job responsibilities, knowledge, skills and level of supervision needed. The distinctions between levels are based on the relative degree of difficulty, the knowledge, skills and abilities needed to perform the job duties and the level of supervision provided.


Level Description

Level A

Duties are of a routine nature. Requires direct supervision with relatively specific instructions, little or not training or experience is required.

Basic skills may be acquired through on the job training. Responsibilities may require basic organizational or technical knowledge, operation of simple equipment or performing routine tasks.

Level B

Duties are varied and less routine and involve a moderate degree of responsibility and judgement. Requires previous knowledge or skill and/or equivalent experience or training.

Requires basic skills acquired through certain levels of education and/or previous work experience. Responsibilities may require organizational and/or more technical knowledge, operation, and accountability for more complex equipment, or performing tasks with moderate supervision.

Level C

Duties are more complex and involve a higher degree of responsibility and judgement.

Requires specific skills acquired through previous work experience and/or completion of related upper-level coursework. May lead or coordinate activities of other student employee.

Level D*

Professional Graduate Student Position

Requires specific skills at a mastery level. Must be a professional level position, previous work experience and or training required. High degree of responsibility and judgment required.

*This level is not used just because a student is at a graduate level in school. The work required has to be graduate level work in addition to being a graduate level student.

Graduate Assistantship -x

Duties and responsibilities are outlined in the student’s contract with the academic department that provides the Graduate Assistantship award.

Graduate Assistantship – X means students in this level are timecard exempt and will not be expected to report hours to receive pay during the bi-weekly payroll.

Graduate Assistantship


Duties and responsibilities are outlined in the student’s contract with the academic department that provides the Graduate Assistantship award.

Graduate Assistantship – NX means students in this level are not timecard exempt and will be expected to report hours to receive pay during the bi-weekly payroll.

Section 2: Student Employment Recruitment

All campus employment and off-campus Federal Work Study positions, are posted on the IC Recruitment Cloud. The Recruitment Cloud houses current openings at all times throughout the academic year and during breaks. Jobs are posted on a rolling basis. As jobs become available, and as they are filled, the Recruitment Cloud is updated appropriately by the Office of Human Resources.

The recruiter for each Student Employment Requisition is the division’s HR Business Partner.

All student employment positions should be advertised on the Recruitment Cloud for no less than two (2) business days, and hiring managers should not utilize outside application programs for data collection, applicant tracking, job advertisement or any other recruitment practice without written approval from Student Employment or the division’s HR BP.

Student Hiring Process Overview

In accordance with the Ithaca Forever Strategic Plan, recruitment for all student employees is conducted via the IC Recruiting Cloud. Hiring Managers should follow the steps outlined herein to facilitate the recruitment of all student employees.


  1. Hiring Manager: The Hiring Manager will serve as the student’s supervisor upon hire.
  2. Search Chair: The Search Chair is the individual completing the administrative details of the search on behalf of the Hiring Manager. If the Hiring Manager is also completing the requisitions, candidate selection, and offers, this field can be left blank.
  3. HR Recruiter: The HR Recruiter is the designated HRBP for the hiring department.
  1. Create requisition. Hiring Department (Hiring Manager or Search Chair) creates a requisition in the Recruiting Cloud. For detailed instructions for creating a requisition, see Team Dynamix, IC HR Cloud: Recruitment of Student Employees. Please refer to the Job Classifications page for information about assigning the correct job series and level, in line with the approved student salary range.
  2. HR Recruiter Posts position. Recruiter from Office of Human Resources posts the position to the Recruitment Cloud. (Please note, if the Recruiting Type is “Student Waiver to Post,” this phase will be skipped.)
  3. Application Review. Hiring Department conducts initial review of applications, choosing which candidates will move forward in the interview process. Please Note: initial preference is granted to students with Federal Work Study ("FWS") eligibility.  Candidate statuses should be changed as follows:
    1. Non-Selected Candidates as "Phase: Added to Requisition; State: Rejected by employer"
    2. Selected Candidates as "Phase: Interview; State: Interview to be scheduled”
  4. Interview Candidates. Hiring Department interviews candidates, and changes status to:
    1. Non-Selected Candidates as "Phase: Interview; State: Rejected by employer"
    2. Selected Candidates as "Phase: Offer; State: To Be Created"
  5. Hiring Department submits Job Offer. Once the Hiring Department has made the appropriate selection based on the Interview Phase (Step 4), the Hiring Department will create the student’s job offer in the Recruitment Cloud. For detailed instructions for creating a student job offer in IC HR Cloud, see Team Dynamix, Student Requisition Management and Job Offer Creation. The job offer will be submitted to the HR Recruiter for review and extension. The candidate will need to accept the offer in order to move forward in the hiring process.
  6. Candidate Accepts Offer and Completes the Form I-9. Upon acceptance, candidates who have never worked in a student employment capacity at IC will receive instructions for completing the Form I-9. This must be completed PRIOR to the student's first day of employment. All Student Employees at IC are required to complete the Form I-9 prior to beginning work.

 It is the responsibility of the Hiring Department to confirm that the candidate has successfully completed the Form I-9 either in a previous student employment position or with the Hiring Department. Instructions for completion are sent to the candidate upon acceptance of their job offer.  Assignment start dates cannot be back dated to before I-9 completion and receipt.

    1. If a candidate has never worked as a student employee, Hiring Department will confirm that the candidate has completed the Form I-9. Once the Form I-9 is completed, the student will officially be hired into the system.
    2. If a candidate has previously worked as a student employee, the student assignment will be added once the offer is accepted, and they will not need to complete any additional paperwork. Managers can confirm the student's assignment is active when they are listed under the Manager's "My Teams" app.

Section 3: Student Employment Payment Policies

Federal Work Study:

Federal Work Study provides part-time jobs to matriculated undergraduate and graduate students that meet certain eligibility requirements. Awards are offered by the Office of Student Financial Services in accordance with the Free Application for Student Financial AID (“FAFSA”). The FWS award offer is included in the student’s acceptance letter and annual financial aid offer, awarded by SFS. The FWS award is not credited to a student’s financial aid account. After a student personally secures a job and begins working the FWS-eligible student receives a paycheck in the form of either a paper check or direct deposit.

Employment awards are a financial offer which can be applied to student employment positions—not the guarantee of a job. Students must obtain a job through the student recruitment process, as outlined in the previous section. Requests for information regarding the FWS award as it relates to the student’s financial aid package, should be directed to the Office of Student Financial Services.

FWS awards are typically maximized with approximately 8 to 10 hours of work per week; however, in accordance with the Hours policy herein, IC will subsidize the student’s payment up to a total of twenty (20) hours weekly.

Please note: all student employment positions are Federal Work Study (FWS) eligible, and initial hiring preference is granted to students with FWS eligibility; however, students do not need to have FWS status in order to be eligible to work as a student employee at IC.

Proof of Federal Work Study

Students who qualify for Federal Work Study (FWS) and need a verification letter to qualify for applicable government programs and benefits may request a Proof of Work Study letter by contacting Student Employment. The Proof of Work Study letter should indicate that the student’s work assignment is paid using FWS-allocated funding, and should include the weekly hours worked, the hourly pay rate, and the total award amount. Letters should be processed and sent to students within two (2) business days of the request, and will not be processed or extended to the student without written authorization from the student employee.

Residence Assistants

Residence Assistants, hired through the Office of Residential Life, who receive a housing stipend as part of their position are not considered student employees and are not payroll eligible for that position. If RAs choose to work in an additional student employment capacity they are subject to the hours policy for Residence Assistants as reviewed by the Associate Director of Housing.

Resident Assistants (Ras) may only work ten (10) hours per week in additional work assignment(s). While RA positions are not considered student employment assignments, the status is calculated as ten (10) working hours weekly and additional work assignments may not exceed an additional ten (10) hours weekly, for a total of twenty (20) reported hours, weekly. Because RAs are not required to fill out tax paperwork, if they are hired for another position, they must complete the New Student Employee Program, the Form I-9 and any additional onboarding requirement as determined by Student Employment.

Form I-9

As outlined in the Student Employment Eligibility section, students must complete the Form I-9 Employment Eligibility Verification on or before their hire date. Students should work with their supervisor, or an authorized representative, to complete the Form I-9, as required by the U.S. Citizenship and Immigration Services (USCIS). All documents presented must be original and unexpired—Student Employment cannot accept photocopies or digital files of documents. Prospective student employees should make arrangements for their documents to be shipped to them and cannot begin their work assignment until their original documents have been reviewed by their supervisor or authorized representative. The student will not be considered a student employee until the Form I-9 is processed and on file with Human Resources

Legal Name Changes

Students who legally change their names should re-verify Section 3 of the Form I-9, and the re-verified I-9 should be filed with the Office of Human Resources.

International Students

International Students should complete the Foreign National Questionnaire and the Form I-94 in conjunction with the Form I-9.

NSEP Completion

After securing a job but before beginning work, first-time employees must complete the New Student Employee Onboarding training, administered via the IC Human Capital Management system. Students should make every effort to complete the new-hire tasks within the first week of employment.


While classes are in session, students are limited to working twenty (20) hours per week, which includes all Ithaca College Student employees, regardless of academic year, or full-time or part-time status.

When a student is on break (Spring Break, Winter Break, or during Summer Sessions), students may work no more than forty (40) hours per week, at the discretion of the student’s supervisor.

Student Wages

For purposes of this policy, “Full Time Students” are defined as students enrolled in more than six (6) credit hours.

All Student Employees, regardless of status, are paid on an hourly basis and they will earn at least the New York State minimum wage, as outlined in the Student Compensation Structure, reviewed and updated annually. Any variation from the standard salary structure should be approved by the division’s appropriate Dean/VP.

Salary Increases

Student Supervisors have the discretion to give students raises or start them out at a higher wage. Raises are not guaranteed.

Students holding positions defined within the Student Employment Job Classification and Compensation Structure may be eligible for a salary adjustment based on performance.

Student Supervisors are responsible for reviewing individual performance, providing training, guidance, and feedback on a regular basis to their student assistants. Providing there is appropriate documentation regarding performance, student employees may receive up to a preapproved 2% by the VP, increase in pay for the following academic term. Salary increases should only occur at the start of the fall academic year based on performance from the previous year, and or added responsibilities. Student supervisors should submit salary increase proposals through the IC HR Cloud for VP and HR review and approval.

Tax Withholding

Full Time Students will receive wages that are FICA exempt. This means that Full Time Students will not be taxed for Social Security and Medicare tax during the academic year. Students who are taking less than six (6) credit hours will NOT be FICA exempt. This provision does not apply to students working during the summer session.

Summer Employment

As outlined above, students working during the summer will not be FICA exempt. If a student wants to work during the summer they MUST be enrolled as an active student for either the current summer session or for the upcoming fall semester. If an undergraduate student graduates in May and is not returning as a graduate student the upcoming fall semester, the student is not eligible to work during the summer after they graduate in a student employment capacity.

Payment for Hours Worked

It is the student’s responsibility to enter and submit an online timecard in IC HR Cloud, before the payroll cutoff, for any and all hours worked during that payroll period. Failure to do so will delay payment until the next scheduled pay day.

Pay Schedule

Pay periods run from Monday to Sunday. Pay days occur on a bi-weekly basis, paid on the first Friday of the next pay period. If the student is not enrolled in direct deposit, paychecks will be mailed to the primary address on file with the Office of the Registrar. If the student’s primary address on file with the Office of the Registrar does not match the address where the student intends to receive paper checks, the student should complete a change of address form, so that the primary address matches where the student would like the paper check to be issued. WORKERS' COMPENSATION (WORK-RELATED ILLNESS OR INJURY)

All employees of the College including faculty, staff, administrators, student employees, part-time employees, and temporary workers (excludes agency temporary workers and independent contractors) are insured and are provided benefits under Workers' Compensation in the event of a job-related injury or illness. Benefits include medical expenses, compensation for lost time, permanent disability benefits, and death benefits as applicable.

Absence from work due to an on-the job injury or illness is considered to be a serious health condition for the purposes of applying Family and Medical Leave. If the employee is eligible for and entitled to Family and Medical Leave, the time away from work up to 12 work weeks will be credited to the employee's Family and Medical Leave entitlement. BENEFITS UNDER WORKERS' COMPENSATION INSURANCE

Workers’ Compensation will pay two-thirds of the employee’s average weekly salary up to a specified maximum. The employee must use any medical leave balance to cover the first five days of absence due to a work-related illness or injury. After seven consecutive days of absence (not necessarily work days), Workers’ Compensation benefits will begin if it is determined to be a work-related illness or injury.

If the employee has a medical leave balance, the College will continue to issue a paycheck based on the difference between the amount paid by the Workers’ Compensation benefit and the amount of the employee’s average weekly wage. If the employee has no medical leave remaining, the employee may request that vacation and/or personal leave be used to supplement the Workers’ Compensation benefit. An employee with no paid time away balances will receive only the check(s) from the Workers’ Compensation insurance carrier.

Once the employee returns to work, he/she may use available medical leave for time spent attending doctor’s appointments or Workers’ Compensation hearings resulting from the their on-the-job injury or illness at the College. CLAIMING WORKERS' COMPENSATION BENEFITS

Any work-related injury or illness must be reported to the employee’s supervisor (staff/administrators) or dean's office (faculty) immediately. The supervisor should make certain that the injured employee promptly receives whatever medical attention is necessary. Any time lost for the day of the accident must be paid as “regular hours” and should not be charged to medical leave.

Attending physicians and hospitals should be informed that treatment is being submitted through the Workers’ Compensation system.

An Accident Report form must be submitted within 24 hours of any work-related illness or injury, even those that do not involve loss of work time. The employee must first complete the Accident Report form and then forward it to their supervisor or department chair, as applicable. Supervisors and department chairs have a responsibility to prevent accidents in their departments and should investigate every accident in order to learn the cause and adopt proper methods to prevent a similar occurrence. The Office of Environmental Health and Safety is available to assist with this responsibility. After investigation, the “corrective action” part of the Accident Report form must be completed and the form signed. The supervisor or chair should submit the Accident Report to the Office of Human Resources within 24 hours of the employee becoming sick or injured on the job.

Supervisors and department chairs should remain in contact with an employee who is out of work as a result of a work-related injury. As soon as the employee is aware that they may be absent beyond seven calendar days, the supervisor or department chair as well as the Office of Human Resources must be notified.

Staff in the Office of Human Resources will complete the timecard in the human resources information system for the employee when they are out on medical leave. When the employee returns to work, they should review the calculations done by the Office of Human Resources and confirm the accuracy of the payments and paid time away debits.

Paid Sick Leave

Effective September 30, 2020, student employees at Ithaca College began to accrue New York State Paid Sick Leave (NYSPSL) each pay period at the rate of 1 hour of leave per every 30 hours worked in New York State, up to a maximum of 56 hours per fiscal year (July 1 – June 30). Hours worked outside of NYS are not counted toward the accrual of PSL.  Therefore, student employees who work out of state in the 2021 Spring Semester will not accrue NYSPSL.

Accrued New York State Paid Sick Leave may be used beginning January 1, 2021, for the following purposes:

  • Mental or physical illness, injury, or health condition, regardless of whether it has been diagnosed or requires medical care at the time of the request for leave;
  • For the diagnosis, care, or treatment of a mental or physical illness, injury or health condition, or need for medical diagnosis or preventative care;
  • For an absence from work when the employee or employee’s family member has been the victim of domestic violence as defined by the New York State Human Rights Law, a family offense, sexual offense, stalking, or human trafficking due to any of the following as it relates to the domestic violence, family offense, sexual offense, stalking, or human trafficking:
    • To obtain services from a domestic violence shelter, rape crisis center, or other services program;
    • To participate in safety planning, temporarily or permanently relocate, or take other actions to increase the safety of the employee or employee’s family members;
    • To meet with an attorney or other social services provider to obtain information and advice on, and prepare for or participate in any criminal or civil proceeding;
    • To file a complaint or domestic incident report with law enforcement;
    • To meet with a district attorney’s office;
    • To enroll children in a new school; or
    • To take any actions necessary to ensure the health or safety of the employee or the employee’s family member or to protect those who associate or work with the employee.

For the purposes of this benefit, “family member” means an employee’s child, spouse, domestic partner, parent, sibling, grandchild or grandparent; and the child or parent of an employee’s spouse or domestic partner. “Parent” is a biological, foster, step- or adoptive parent, or a legal guardian of an employee, or a person who stood in loco parentis when the employee was a minor child. “Child” is a biological, adopted or foster child, a legal ward, or a child of an employee standing in loco parentis.

Unused New York State Paid sick leave will be carried over to the following fiscal year, but annual use may not exceed 56 hours.

Student Employees who are unable to report to work for any reason, should notify their supervisor prior to the start of their shift. Please consult with your supervisor regarding the best method of notification.  Please see this Student Employment NYS Paid Sick Leave article on how to check your balance and record usage of time. 

Section 4: Student Employee Policies

When work-related conflicts arise, the employer and employee should attempt to resolve the problem informally. The conflict should be resolved through open discussion; however, if additional mediation is required, the student or student supervisor should contact their HRBP regarding next steps.

Use the following suggestions to resolve employer/employee conflicts:

  • Address problems as they arise, not after they build up;
  • Deal with minor concerns before they become major problems;
  • Review responsibilities, duties and expectations. Make sure they are clear to both the supervisor and the student; and
  • Avoid personalizing critical moments. Discussions regarding performance should be held in private.

Discipline policies and procedures, and reporting are at the discretion of the student supervisor. Student supervisors should work to resolve workplace conflicts and disciplinary concerns through verbal measures prior to suspension or termination. On the first offense, the student employee should receive a verbal warning. Upon the second offense, a written warning should be issued to the student. Upon the third offense, the student should receive a suspension, and when cases allow, or the offenses persist the student should be terminated.

Student dress codes are at the discretion of the office/department that houses the student’s position. Students should dress professionally for their work environment.

Students should be evaluated by their supervisors at the end of each semester or more frequently if requested or warranted. This keeps the open line of communication between the student and their supervisor so that the student can make sure they are making progress with their current position. Evaluations should be recorded and necessary records should be maintained by the student supervisor and made available to the student or to HR upon request.

Student employees are expected to report to work shifts. Students should let their supervisor know if an illness or academic conflict prevents them from performing their job duties. When students report to work they should be present to perform their designated job duties—not working on homework or socializing. In the event that a student employee runs out of work to do, they should speak to their supervisor to determine additional assignments. Students should not bring friends or visitors into the workplace.

If a student employee plans to resign from the position, the student must give a formal two (2) week notice to the student supervisor. Student employees should take the following steps in tendering their resignation:

  1. Clearly and simply state when the last day will be.
  2. Give the letter of resignation to the supervisor.
  3. Turn in any keys or IDs acquired in the position.
  4. Work out the full two-week notice unless the student supervisor waives this requirement. Student employees working through their notice period should be prepared to work as before. Also, student employees should offer assistance in training someone else, if needed.

Student employees whose assignments have ended and are still eligible student employees (as determined herein) may request that their assignment be re-instated. Re-instatement of a job assignment is at the discretion of the student supervisor and no guarantee is provided. Possible examples that may warrant re-instatement include but are not limited to Leave of Absence or Study Abroad.

It is the priority of Student Employment that the student’s academic commitments take precedence over any student employment commitments. When the student first reports to their new job, they should provide a copy of their class schedule including all class times, club meetings, sporting events, etc. to the student supervisor. The student supervisor will schedule shifts in accordance with academic and student commitments. If any changes arise in the student’s schedule, the student should notify their supervisor immediately so they can cover the student’s shift or make necessary arrangements.

***NOTE: Student employees may NOT work during their scheduled class times.

A student is ineligible to work after the date of “separation” which is determined by the Academic Affairs Office when LOA/Medical LOA/WD forms are completed. Students who take Leaves of Absence will have their assignments suspended in the system, and unless otherwise directed by the student supervisor, the student’s assignment will be reactivated upon their return to campus. Students who study abroad during an academic semester will also have their assignments suspended. Students who withdraw from the college are no longer eligible to work as student employees and their work assignment will be terminated upon the date of separation.

Student employment opportunities should be on-campus; however, the student supervisor is able to classify a student employment arrangement as remote when appropriate, and with the written approval from their HR BP. For security purposes, students working remotely may need to obtain additional technology to perform their duties and should work with IT to determine what hardware is needed.

• Students are entitled to a 30-minute meal break (unpaid) during a work shift of at least six (6) hours which extends over the noon day meal period (the noon day meal period is from 11:00 am to 2:00 pm).
• Additional rest breaks may be given at the discretion of the supervisor.
• Supervisors and students should agree in advance on the timing of meal and rest periods.

Section 5: Student Employment Supervisor Policies

Individuals supervising student work are expected to be the hiring Supervisor or Line Manager. All Faculty and Staff at Ithaca College are eligible to oversee student work. Federal Regulations require those overseeing actual job duties, performance, etc., are those expected to be approving hours worked for payroll.

A student employee may not be supervised by a family member or legal guardian. They may also not authorize any hours worked by the student. Due to potential for perceived or actual conflicts which can be carried into the daily working relationship, Ithaca College does permit the employment of qualified students who are related to employees as long as  such employment does not, in the opinion of the College, create a conflict of interest. A conflict of interest exists when related individuals working in the same or different department have a direct or line of authority reporting relationship, and/or have the ability to impact the decision to:

  • Hire;
  • Identify or assign duties or responsibilities;
  • Retain, promote, terminate, or discipline; or
  • Determine or influence compensation or any other terms and conditions of employment.

For the purposes of this policy, “Relatives” include relationships by blood—parent, child, grandparent, grandchild, brother, sister, uncle, aunt, nephew, niece and first cousin; and relationships by marriage—husband, wife (as defined by state law), step-parent, step-child, brother-in-law, sister-in-law, father-in-law, mother-in-law, son-in-law, daughter-in-law, half-brother, half-sister, uncle, aunt, nephew, niece, spouse/partner of any of the above and co-habitating couples or significant others.

The hiring supervisor is responsible for ensuring policy compliance.

Student Supervisors solicited by students, outside employers, or third-party agencies, for verification of employment for current or former student employees should submit all verification requests to the Office of Human Resources. The Office of Human Resources will respond to all verification requests in accordance with IC Policy. Human Resources will not release any student employment records without the express written approval of the student and will maintain record of all verifications and authorization provided by HR.