This handbook has been prepared to provide you with general information about Marquette and the policies of the university that affect you as a student employee.
The policies, procedures and rules described in this handbook are not to be considered an employment contract. Marquette reserves the right to improve, modify, revoke, suspend, terminate or change any or all policies, procedures and rules, in whole or in part, at any time with or without notice. Major changes in policies, rules and procedures will be published, and it will be your responsibility to include these in your handbook.
In some instances, the special nature of your department will require policies, rules or procedures that are unique to the needs of that area. Such policies, rules, or procedures may vary from those described in this handbook.
Should you have any questions regarding student personnel policies, rules and procedures, contact your supervisor or email firstname.lastname@example.org .
FWS is a type of federally funded financial aid. In order to receive FWS a student must apply for financial aid in January and have financial need. FWS is awarded to students in their financial aid package based on financial need and by completing the financial aid process by March 1.
If you do not apply for financial aid, apply for financial aid late or do not have financial need, you will be offered Marquette Student Employment. MSE is funded 100 percent by the university.
Both FWS and MSE allow students to work on campus. There are also some off-campus FWS positions in non-profit agencies. All students are paid according to the skill level of the position they hold, not according to a certain work program or their year in school.
Work hour limitations for full-time and half-time students … undergraduate and graduate students - It is Marquette’s position that supervisors are not permitted to schedule student employees more than 20 hours per week when classes are in session. Students are permitted to work up to 37.5 hours per week when classes are not in session. Supervisors are responsible for avoiding situations where students are assigned overtime hours.
The University’s Payroll Department (Comptroller’s Office) monitors student employee work hours submitted for payment. In cases where the work hour limitations for full-time, half-time and less than half-time students are exceeded in a given week, the Payroll Department will contact the student employee’s supervisor(s) and remind him/her of the limitation
Work hour limitations for Graduate Assistants - Graduate Assistants must be full-time students (7 or more credit hours or full-time equivalent) to qualify for their assistantship and are expected to work approximately 20 hours per week performing work assigned by faculty members.
Note: Time spent by Graduate Assistants working on their thesis or dissertations will not be taken into consideration in evaluating total work hours spent each week to satisfy the requirements for their Graduate Assistantships.
The Graduate School and directors of graduate programs in the various colleges emphasize that, in order to provide sufficient time to complete their graduate course work, faculty restrict graduate assistants to 20 hours of work per week
Less Than Half-Time Students…Fall and Spring Semesters - The same 20 hours per week restriction applies to less-than-half-time students
If you have Federal Work Study, then you must carefully monitor the number of hours that you work per week. You want a schedule that allows you to utilize your full work award, but you may not exceed the amount that you were awarded. If you feel that you may exceed your FWS award, then you must speak with your supervisor. Once your FWS is depleted you may be terminated from the FWS position. Your supervisor may or may not keep you on under the a Student Work Opportunity program.
Students with an F-1 or J-1 visa may not work more than 20 hours per week. This is a federal requirement and may affect a student's visa status and eligibility for benefits of that status including on-campus student employment. If you have questions regarding international student employment status, you may contact the Office of International Education at (414) 288-7289.
Students may not work past their graduation date as a student employee. If you wish to to remain employed by Marquette after graduation, contact the Human Resources Department at (414) 288-7305.
Marquette University strongly recommends that all students sign up for Direct Deposit. You may sign up online at MyJob or by completing the Direct Deposit Form and submitting it to the Payroll Department. Note: your MyJob account is activated a few days after your hire is entered into the system. If you have trouble logging in, contact the Payroll Department.
Student pay dates are listed on the Student Payroll Calendar. Paychecks for students not signed up for Direct Deposit are distributed by the individual supervisors. Paychecks for students who are employed by off-campus FWS employers may be picked up in the Payroll Department Straz Tower, 175.
All checks not picked up by the Friday immediately following the student payday will be returned to the Payroll Office.
The university is required by law to record and pay for hours actually worked. Time actually worked for student employees is documented by EmpCenter. Student employees are responsible for accurately recording their time worked for each scheduled workday.
Falsification of the time record is a serious violation of university policy and is, in essence, theft. Such falsification will result in corrective action, up to and including immediate discharge.
Punches collected in the EmpCenter system are set to record the start and end of the day/shift and are rounded at 7:59 minutes before and after each quarter hour. Rounding is done on each quarter hour: 00, 15, 30, 45, and the grace period lasts from 7:59 minutes before the quarter hour through 7:59 minutes after the quarter hour. The grace period is in place to provide employees with ample time to punch in prior to their start time. The actual time that an employee clocks in is the official time used for tracking attendance.
For example, if a student employee’s schedule requires an 8:30 a.m. start time and the student employee clocks in at 8:35 a.m., the student employee is considered late even though paid time is calculated for that day beginning at 8:30 a.m. If a student employee’s schedule requires a 4:30 p.m. end time and the student employee clocks out at 4:25 p.m. that student employee is considered to have left early, even though paid time is calculated to 4:30 p.m. Student employees punching out and leaving prior to their scheduled end time without prior supervisor authorization will be subject to corrective action up to and including termination of employment.
Falsification or unauthorized altering of timesheets by student employees is subject to corrective action including immediate termination.
There are no state or federal regulations that require lunch periods or breaks be given. However, it is recommended that any employee who works in excess of six hours at a time be given a one-half hour unpaid break or lunch period.
Each department has an obligation to provide the best possible support to the university in the accomplishment of its goals. In order to fulfill this obligation, departments need every employee to be on duty every day he/she is scheduled to work. Any absence places an additional burden upon other employees and reduces the efficiency of the department. All student employees, therefore, are expected to strive for perfect attendance by:
Good attendance is a most important job requirement. Failure to meet the requirement of good attendance can result in dismissal. Some departments have their own specific attendance and punctuality policies. Check with your supervisor regarding their own policy.
An employee is absent when the employee fails to report for and remain at work as scheduled. An employee is not considered absent, of course, during periods such as vacation, holidays and approved days off or leaves of absence, provided that the supervisor has been informed. An employee who knows he/she is going to be absent or late has the responsibility to call the department indicating the expected length of absence and giving a specific reason. The employee is responsible for properly notifying the department as far in advance of his/her starting time as possible, but no later than his/her scheduled starting time. Since exam schedules are set by each professor/instructor at the beginning of each semester, necessary time off for studying should be scheduled in advance.
Frequent absences, including tardiness, constitute an unsatisfactory record. An employee who is chronically unable to be present at work cannot fulfill the job for which he/she was hired. Recurring illness also constitutes unsatisfactory attendance. One or two days of absence without notification in a three-month period is considered to be excessive and reason for dismissal. Three or more days in a month or six or more days in a three-month period of reported absences is excessive and reason for dismissal. A written note from an employee's physician or from Student Health Services may be requested to verify an illness or injury or to ensure that the employee is sufficiently recovered to return to work.
If you find that you are unhappy in an employment situation, we suggest that you talk openly with your supervisor. If the matter is not resolved to your satisfaction, you may contact Student Employment Services in the Office of Student Financial Aid to intercede and attempt to find a mutually satisfying resolution.
Your supervisor has the right to place you in a position of their choosing within their office or department. If you are unsatisfied with the change, you may either choose to keep the position or seek another position on campus. Your supervisor also has the right to institute reasonable policies and procedures in the interest of university.
The nature of your position with the university will determine the type of dress that will be appropriate for work. All university student employees are expected to dress in a manner which will present a favorable image of the university to the community. Any specific dress requirements for your position will be reviewed with you by your supervisor.
To assist with the efficient operation of the university and to insure the safety and well being of those at the university, the following rules of conduct are in force. The rules of conduct are not for the purpose of restricting the rights and activities of employees, but are intended to help employees by defining and protecting the rights and safety of all persons. Employees are expected to acquaint themselves with these rules and other work rules specific to their department. It is for conduct such as that defined below that employees will be subject to corrective action including suspension or termination depending upon the severity of the violation. These rules include, but are not limited to:
Some positions at the university will involve regular access to confidential information. It is expected that such information will not be discussed with relatives, friends or others outside the university or in the public areas of the university. Confidential information should be discussed with other employees only when it is necessary for the performance of the job.
In some areas, release of information is governed by specific laws. If such laws affect your position you will be advised by your supervisor. You may be asked to sign a confidentiality statement depending on the department's policy.
A breach of confidentiality is subject to immediate dismissal or corrective action.
On Nov. 6, 1989, President Ronald Reagan signed into law the Immigration Reform Control Act. This act makes it unlawful to knowingly hire an immigrant who is not properly authorized to work in the United States. Therefore, all students must submit an I-9 form and verification of identity and employment authorization before beginning employment at the university. This is done at the Office of Student Financial Aid.
Students must complete this procedure when they are initially hired as a Marquette student employee. You do not need to complete this procedure during subsequent years even though you may be employed in a different position within the university or an off-campus (FWS) agency. If your eligibility for employment has a specific expiration date then you will need to update your paperwork to continue your employment. Students will not receive a referral and salary authorization form until their eligibility to be employed has been verified.
OSHA requires that all employers develop a written training program for all of their employees exposed to chemical hazards. Before beginning employment, all student employees should have received information titled "Hazard Communication and You." You are also required to sign a statement that you received this information. A copy of Marquette's written Hazard Communication Program is available for your review at the Law Library, the Memorial Library Reserve Desk, the Occupational Safety Office, the Personnel Department, the Science Library and Student Employment Services. Some departments require that their student employees be involved in further or additional training.
Marquette University provides all employees with worker's compensation insurance. For your own safety and well-being and the proper administration of this program, the steps below must be followed when you have been injured on the job.
Additional information regarding on-the-job injuries can be obtained by contacting the Business Services/Risk Management Department at (414) 288-6806.
Comprehensive emergency procedures are outlined on the inside front cover of the Campus Directory. In general, call Public Safety at 1911 in case of fire, medical emergencies, criminal activity or bomb threats. Public Safety staff members are trained to execute the proper procedures. The Department of Public Safety is open as a public service 24 hours a day, seven days a week.
The university has numerous emergency telephones (identified by blue lights) adjacent to parking areas and walkways, which provide direct contact with the Department of Public Safety. These telephones should be utilized by the Marquette community to summon assistance in emergencies and also to report suspicious activity or circumstances.
In the event of a tornado warning, building occupants should move to an appropriate area of the building in which they are located. Holthusen Hall, Helfaer Theater and the Helfaer Recreation Center have specific areas designated for tornado safety. Supervisory personnel in these buildings will direct occupants to safe zones. In all other buildings, personnel should move to an interior area of a lower floor. Stay away from windows.
Healthier employees, in general, are happier and more productive. The university, in showing its concern for employees, offers a variety of services to encourage physical, as well as spiritual and emotional wellness:
It is recommended that a work performance evaluation for each student employee be conducted at least once each academic year. The Employee Evaluation Form should be completed by the student employee and the student's employer, after which both should discuss the evaluation results and formulate goals for the future. This process should be used to facilitate interaction between the student and the supervisor. This form is to be used for departmental evaluation and is not to be sent to Student Employment Services. Copies of the Employee Evaluation Form are available from Student Employment Services.
If an employer or supervisor feels there is a problem regarding a student's employment performance, it is recommended that the supervisor speak to the student about the concern. If the concern is of a serious nature, or continues to be a problem, a Corrective Discipline Interview Form is available for use. This form is to be completed by the supervisor and should outline the problem. Suggestions for improvements should be made and the expected date of improvement should be indicated. Both the student employee and the supervisor should sign the form so there is mutual understanding of the situation. If improvement is not seen by the supervisor, termination may be the outcome.
Students who are ill should contact their supervisor as soon as they know they will not be able to report to work as scheduled. Refer to the attendance and punctuality procedures. Sick days are unpaid.
If you will not be working your regularly scheduled hours during a break period or holiday, inform your supervisor as soon as you know. Vacation days and holidays are unpaid.
You may cash your paycheck at US Bank, located in the Alumni Memorial Union on the first floor, which is open 8:30 a.m. - 5:30 p.m. Monday through Friday. You must provide proper identification. US Bank charges $5 for check cashing for students who do not have a US Bank account. Students may call US Bank at (414) 223-2030 with questions.
It is not unusual for Student Employment Services and/or Payroll to receive calls from a variety of organizations asking to verify a student’s employment. Typically this will happen if you apply for permanent employment, credit, etc. In order to protect the privacy of our students, no information will be given out over the phone. A written request including a signed release from the student should be sent to email@example.com or faxed to 414-288-1718. Student Employment will provide Job Title with start and end dates. Any earnings information must come from the Payroll department.
Marquette University has proclaimed on a number of occasions, both public and private, that historically as a Christian and Catholic institution it is dedicated to the proposition that all human beings possess an inherent dignity in the eyes of their creator and equality as children of God. The university entirely and consistently disowns, as a matter of principle, any unlawful or wrongful discrimination against the rights of others. It tolerates no such discrimination in its internal affairs and deplores such discrimination wherever it may exist. The university is committed to the principle of equal opportunity in admission, financial aids, employment and housing regardless of race, color, sex, religion, age, handicap, veteran's status or national origin. The university is also committed to the principle of affirmative action.
While Marquette does not discriminate in any manner contrary to law or justice in its educational programs or activities, including employment and admissions practices, it cherishes its right and duty to seek and retain personnel who will make a positive contribution to its religious character, goals and mission.
As Marquette is a religious educational institution with Jesuit orientation, sponsorship and support, it reserves the right to maintain its heritage and destiny as a Christian and Catholic witness in higher education. As a religious educational institution, the university may grant preference to Jesuits in its employment practices.
As Marquette University is committed to maintaining an environment in which the dignity and worth of each member of its community are respected, it is a policy of the university that sexual harassment of the students and employees will not be tolerated and will be subject to appropriate disciplinary action.
Sexual harassment is a form of sex discrimination. Sexual harassment by or of either sex is prohibited by state and federal anti-discrimination law. It is defined as any unwelcome sexual advances, requests for sexual favors, and other verbal and physical conduct of a sexual nature. In the university context, it includes instances when such conduct is indicated to be a term or condition of an individual's academic or employment experience, used as a basis for academic and employment performance, or creates an intimidating, hostile or offensive academic or employment environment.
Even consensual relationships may lead to or derive from potentially exploitative circumstances. Any exploitation of the trust inherent in Marquette's institutional context is abhorred. Of course, non-exploitative attachments also can develop in such relationships. But given the potential for exploitation or favoritism by even the well-meaning, the individual faculty or staff person carries the burden to disengage from, or otherwise neutralize, any relationships which hold potential for exploitation or favoritism. This applies whether the relationship involves students or staff colleagues. Anyone finding him/her self in such a situation should seek guidance and assistance as needed from university personnel, with the objective of neutralizing any exploitative potential. Failure to neutralize any such potential of any such relationship can constitute grounds for disciplinary actions up to and including termination for all classifications of university employee.
It shall be a violation of university policy for anyone — student, faculty or staff — to engage in any form of sexual harassment or to retaliate against a person who has initiated an inquiry or complaint.
Any student with a complaint should contact the dean of students or his/her academic dean or director. Any employee with a complaint concerning students or employees should contact his/her immediate supervisor. If the complaint is with the supervisor, the employee should contact the supervisor's immediate supervisor. Any student or employee may also contact the director of affirmative action for counseling and assistance. The right to confidentiality of any party involved, including the complainant and the accused, will be respected insofar as it does not interfere with the university's obligation to investigate allegations of misconduct and to take corrective action where appropriate.
Marquette University, as a Christian and Catholic institution, is dedicated to the proposition that all human beings possess an inherent dignity in the eyes of their creator and equality as children of God. The university entirely and consistently condemns, as a matter of principle, any unlawful or wrongful discrimination against the rights of others.
As the university is committed to maintaining an environment in which the dignity and worth of each member of its community is respected, it is the policy of the university that racial abuse or harassment of or by students, faculty, staff and guests or visitors will not be tolerated. Such behavior of identified individuals or groups will be subject to appropriate action including but not limited to education, probation, suspension or expulsion, from the institution or the campus, and/or civil or criminal action in some instances.
Racial abuse is defined ordinarily as verbal, written, or physical conduct directed at a person or a group based on one's color, race, national origin, or ethnicity where the offensive behavior is intimidating, hostile, or demeaning, or which could or does result in mental, emotional, or physical discomfort, embarrassment, ridicule, or harm. Racial harassment differs from abuse only in that it is defined ordinarily as repeated, persistent or continual verbal, written or physical conduct directed at a person or a group or different individuals on separate occasions.
Racial abuse and harassment include not only offensive behavior which interferes with a person's or group's well-being or development, but also such behaviors which interfere with one's employment or educational status or performance, or which create a hostile working, academic, or social environment.
It is a violation for a university person — student, faculty, staff, guest or visitor or anyone else acting at the instigation of a university person — to:
Information about a concern or a complaint is available from the following offices: dean of students, Multicultural Center, Office of International Education, academic deans/directors, and affirmative action.
Anyone with a concern or complaint about a student should contact the dean of students, multicultural center or OIE. Anyone with a complaint about an employee (including a student employee) should contact the person's immediate supervisor. If the complaint is with the immediate supervisor, the employee should contact the supervisor's immediate supervisor. A complaint about a guest or visitor should be called to the attention of the host or the supervisor of the area or event where the concern has arisen.
Any student or employee may also contact the director of affirmative action for counseling and assistance. The right of confidentiality for any party involved in a racial abuse or harassment incident, including the complainant and the accused, will be respected insofar as it does not interfere with the university's obligation to investigate allegations of misconduct and to take corrective action where appropriate.
Marquette University, as a Catholic university in the Jesuit educational tradition, is committed to support the personal faith life of its members beginning, obviously, with those in the Roman Catholic tradition. The university welcomes in its midst faculty, students, and staff members of varying religious backgrounds and persuasions with the understanding that its primary institutional religious commitment is to the Roman Catholic Church. The university respects the individual religious commitments of its members and in no case actively attempts to proselytize its members through its programs or sponsored activities. Similarly, the University does not allow any other individual or organization to actively proselytize university members using facilities, programs or activities controlled by the university.
Marquette University is committed to maintaining a drug-free work environment in which the safety and well-being of its community members are of utmost importance. The abuse of licit drugs and/or the use of illicit drugs directly interferes with the development and performance of the individual, and the effects of that use/abuse diminish the working environment for all. It is a policy of the university that drugs in the workplace will not be tolerated. Employees must abide by this policy as a condition of employment.
The unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance is prohibited at the university. The controlled substances prohibited in the workplace include, but are not limited to, marijuana, cocaine, heroin, amphetamines, LSD, barbiturates, narcotics or other drugs not prescribed by a licensed physician for the treatment of a current medical disorder.
Violations of this university policy, which includes unlawful conduct, will be subject to corrective action, up to and including suspension or termination for the violation. Corrective actions will be progressive and applied equally to all employees, with the exception of those employees whose actions necessitate immediate and decisive disciplinary measures including suspension or discharge.
Corrective action normally will be administered in the following order:
In the event that an employee is convicted under a criminal drug statute for conduct in the workplace, the employee must report the conviction to his/her immediate university supervisor no later than five days after the conviction. An employee so convicted may be subject to additional university action depending upon the individual circumstances.
In our society the identification of the presence of a life-threatening communicable disease such as AIDS may present a challenge in responding to both the community concerns and the individual's circumstances. Should an AIDS case be reported at Marquette University, our response will be based on compassion and concerns for the welfare of the afflicted individual and on protecting the Marquette community.
While we do not know with certainty all of the causes of AIDS, current medical knowledge indicates that students or employees with any form of human immunodeficiency virus infection do not pose a health risk to other students or employees in an educational community as long as they avoid any direct interchange of bodily fluids. The mere diagnosis of AIDS, AIDS-related Complex or AIDS virus antibodies is not, in itself, sufficient basis for the exclusion or dismissal of students or employees. Emotional and/or physical harassment of individuals suspected of being infected is not acceptable behavior at Marquette University and will be dealt with accordingly.
In any given instance, the university will proceed on a case-by-case basis, with the advice of medical professionals. The diagnosis of the condition, as is other medical information, is confidential.
An important role of the university in this area is education. The university will continue to review, revise and present health education programs aimed at providing facts and dispelling misunderstanding. Current Center for Disease Control health and safety guidelines for the handling of blood and other bodily fluids will be available on the computerized health information system accessible through any terminal on campus. These hygienic and safety procedures should be followed in the handling of all bodily fluids, both in health-related academic programs and in other areas of the university such as health services, housekeeping and food services. Supervisors of employees or students are expected to communicate these guidelines and to see that they are followed.
Individuals with questions about AIDS should consult their own physicians, the staff at the Student Health Service, the computerized health information system and/or the Disability Services Coordinator in Holthusen Hall.
The student has responsibilities to Student Employment Services and to the Office of Student Financial Aid. Since federal work study is based on financial need, the student who has been awarded FWS is expected to:
The Marquette University Student Employment Services is one of the units within the Office of Student Financial Aid and has the following responsibilities: