Student Employment Guidelines for
Non-Academic, Non-Represented Students Only
(Most recent changes are highlighted)
Latest Revision 2/23/2018
A. References
a. Student Assistant Classification Specification
b.
c. UCI Delegations of Authority, IDA 381 Appointments, Promotions, Demotions, Dismissals, and
Compensation of Certain Staff Personnel
d. Personnel Policy for Staff Members
B.Authority
and Responsibilities
Prior
to making changes in wage rates or other conditions of employment for the
Student Assistant series, the Human Resources Department conducts a notice and
review process that is consistent with that of other employee groups on campus.
The
responsibility for the review, analysis, communication, and training for
non-academic student worker guidelines rests with the Human Resources
Department. The responsibility for implementation of all facets of the student
worker guidelines at the department and coordinating point levels rests with
department managers and supervisors.
C. Purpose
The
information contained in this document is provided to assist campus managers
and supervisors who employ non-academic, non-represented
D.
Definition
A non-academic student employee:
a. is registered as at
least a half-time student at
b. generally works no more
than 49% time.
c. does not have long-term,
ongoing responsibilities.
d. has a work schedule that is
more flexible than a staff employee's.
e. has a position that is
secondary to academic and student life.
The Assistant I, II, III, and IV titles are reserved for
In general, a student employee should be registered as at
least a half-time student at
E.
Procedures
a. Classifying
Assistant
positions are found throughout the University. The responsibilities of these
positions are as varied as the functions that they support. The work is
assigned ranges from simple, routine, and repetitive tasks to complex
assignments requiring the application of academic and/or technical skill or
training.
The
majority of student employees are classified in the Assistant series, which has
four levels of job classifications. The Classification Specification describes these four levels. Assistant I
(4922), II (4921), III (4920), & IV (4919) are payroll titles; working
titles may differ.
The
classification concepts need to be applied as accurately to the Assistant
series as they are to any other series within the
Reclassification
of student Assistants occurs when the student's supervisor determines that the
duties and responsibilities assigned to the student have increased to a higher
classification level.
Positions
with salary requirements that exceed the maximum assigned to the Assistant
series shall be carefully reviewed by the department manager in consultation
with Human Resources to determine the most appropriate classification.
Staff
Titles
There
are several staff titles outside the Assistant series that are designated for
student employees. They are: Student Aid, Outside Agency (4000, used by
Financial Aid and Scholarships Office), Appointed Official, Student Activities
(4329), Elected Officer, Student Government (4331), Resident Assistant
(4126), and Recreation Program Instructor (4011).
The
appointment of a student employee to a staff title other than these, will be
reviewed on a case-by-case basis by Human Resources. Such appointments will be
designated as casual/restricted and will be subject to the provisions of the
applicable personnel program policy or collective bargaining agreement.
b. Salary
Appointment
Rates
Salary
ranges for the Assistant series are established at the campus level. Students
are normally hired at the minimum of the salary range, but, with department
head approval and in consultation with Human Resources, students may be paid at
any rate within the established pay range.
Range
Adjustments
Adjustments
to the salary range do not result in adjustments to individual salaries except
when a salary falls below the new minimum rate. Market salary surveys are
conducted by Human Resources. The following factors are considered when rates
are established or changed for the Assistant series:
i.
Information on prevailing wages paid to students, including
information on pay rates for similar positions at other colleges and
universities in the local area, local public and nonprofit agencies and local
private sector employers of students in similar positions.
ii.
Recruitment and retention information provided by departments.
iii.
The availability of funding.
iv.
Internal relationships with other staff classifications.
Salary
Upon Promotion/Upward Reclassification
Upon
promotion or upward reclassification, a casual/restricted employee must be granted
a salary increase to the minimum of the salary range for the new
classification. The department manager may approve a total salary increase of
up to 15% upon promotion or upward reclassification, provided that the new rate
does not exceed the salary range maximum of the new classification.
Salary
Upon Transfer in Same Department
The
salary of a casual/restricted employee will normally remain the same when they
transfer to another position within the same department having the same level
of duties and responsibilities.
Salary
Upon Transfer to a Different Department
Upon
transfer to a different department, the salary rate is determined based on the
guidelines outlined in the "Appointment Rates" section.
Salary
Upon Demotion or Downward Reclassification
Upon
demotion, a casual/restricted employee will normally receive a salary decrease.
The specific rate in the lower range, not exceeding the maximum of the new
class, shall depend upon the circumstances related to the demotion and upon the
employee's employment record.
Upon downward reclassification,
a casual/restricted employee may receive a salary decrease; however, the
casual/restricted employee's current salary rate may be retained provided that
it does not exceed the maximum of the new salary range.
A salary increase of up to 2% may be
granted on an annual basis at management's discretion to employees with
appointments in the Assistant series. Adjusted rates of pay may not exceed the
maximum of the assigned salary range.
Salary increases outside the parameters
of the preceding guidelines may be approved by the department head in
consultation with Human Resources. Requests for exceptions are typically made
in writing and include rationale for the salary action (including equity
considerations and external market factors as appropriate), the employee's
current salary, the amount of recommended increase, and the proposed effective
date.
c.
Student Employee Records
The
same policies and procedures are applied to student employee records
as are applicable to career employees records. Student employees' personnel
records shall contain only material that is necessary and relevant to the
administration of the student employee personnel program. The records shall be
maintained with accuracy, relevance, timeliness, and completeness, and
appropriate and reasonable safeguards shall be established by the location to ensure
security and confidentiality. Please note that records for student employees in
the work-study program must contain time sheets and job descriptions signed by
the student and the supervisor and must be retained for at least three (3)
years.
d.
Performance Evaluations
It is
recommended that supervisors evaluate the performance of their student
employees at least annually.
e. Job Description
It is
recommended that supervisors prepare job descriptions for their student
employees that outline the students' duties and responsibilities. Please note
that job descriptions are required for student employees in the work-study
student program.
f.
Graduating Seniors
Upon
graduation, a student employee is no longer eligible to be classified within
the Assistant series. If the department manager would like to continue the
employment of a student employee who has graduated, the former student must be
placed in a staff title on a limited appointment (1,000 hours per year) after
graduation.
g. Student
Status
Student employees are exempt from the University's Deferred
Contribution Plan (DCP) and Medicare tax withholding if they are enrolled in a
course of study for at least half time. There is no exemption for wages
earned in a pay period that falls entirely outside an academic term.
Students who are not exempt must contribute to DCP and to Medicare.
If a student is not registered as at least a half time
student for a given quarter, the student may remain in the Student Assistant
title for that quarter as long as they intend to return to
For
information regarding the classification of international students during the
summer, please contact the International Center.
h. Sick Leave Eligibility
Student employees who work more than 49% time in two
consecutive bi-weekly pay cycles may be eligible for sick leave. See Personnel Policies for Staff Members, 42, Sick Leave, Section B for information regarding
sick leave for employees.
Please contact your Human Resources Consultant to clarify the interpretation and
application of any of the policy and procedural guidelines listed above.
F. Applicability
These guidelines apply to non-academic,
non-represented student employees.