Student Employment Manual

Authority:

UW System Administrative Policy 205, Employment of Student Help

UW System Administrative Policy 1237, Student Employment

History:

July 2025 (Revised)

December 2024 (Revised)

April 2016 (Revised)

June 2009 (Revised)

August 1997 (Revised)

September 1992 (Original)

Responsible Party: Department of Human Resources

This manual establishes guidelines for employment of student hourly employees at the University of Wisconsin – Milwaukee (“UWM” or “University”).

Student employment through the University of Wisconsin-Milwaukee (UWM) provides jobs for undergraduate and graduate students, maximizing the financial assistance the University can provide to its students for the purpose of paying their educational expenses, while also giving students the opportunity to expand their education into the workplace and gain valuable experience in preparation for their future careers. The University and surrounding community also benefit from the student employment program. Student hourly employment is incidental to a student’s education, and hours of work should not be excessive.

The University of Wisconsin-Milwaukee is a Title IX public institution. UWM does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, protected veteran status, age, or other characteristic protected by UWM’s Discriminatory Conduct Policy or applicable federal or state law in any of its educational programs, activities, admissions or employment policies.

Types of Employment

Graduate students employed by the University as teaching, research, program, or project assistants are not considered student employees for the purpose of this manual or the policies it contains. For Graduate Assistant employment visit Graduate School website:

Graduate Assistants Handbook

1. Student Hourly Employment (Non-Federal Work Study): This type of employment allows undergraduate and graduate students to work on-campus under a non-federal student employment account, paid 100% from the employing department’s budget. It is not a type of financial aid and is not based on need. Any UWM student may seek student hourly employment.
2. Federal Work-Study (FWS): Limited in funds, this type of employment allows undergraduate and graduate students to work in specified positions, which are paid in part by federal work study funding. FWS is a form of financial aid and therefore a Free Application for Federal Student Aid (FAFSA) for the appropriate academic year must be completed in order to determine the financial need of the student. FWS awards are not disbursed in a lump sum as are other forms of federal aid, rather they are paid as an hourly rate on the regular payroll schedule.

There are five different types of employment offered through the FWS Program:

1. On-campus employment is available to students with FWS through UWM. UWM employers of the FWS recipients must contribute 25% of the funding to the FWS recipient.
2. Community service employment is available to students with FWS through local non-profit, governmental and community-based organizations and is designed to improve the quality of life for community residents, particularly low-income individuals, or to solve problems related to their needs. These jobs are generally performed off-campus and the community organization employer must contribute 25% of the funding to the FWS recipient.
3. Off-campus, private sector is available to students with FWS to work off-campus in private-sector employment. These positions require employer contribution of 50% funding to the FWS recipient.
4. America Reads is a program that offers employment opportunities to FWS recipients interested in tutoring public school children in reading, writing, and arithmetic, while also mentoring and serving as a positive role model. This program provides 100% of the funding to the FWS recipient.
5. Military and Veterans Resource Center (MAVRC) Students – Split funding with U.S. Department of Veterans Affairs
   • Student Financial Services Veterans Services

I. Student Employee

Student employees are responsible for the following requirements to remain in good standing throughout employment.

• Remaining registered for credit for the duration of employment at UWM except for the summer period, as defined in the student employee definition section of this publication.
• Providing true and accurate information on all application forms.
• Completing the Criminal Background Check within the first forty-five (45) days of employment, if in a Position of Trust (PoT).
• Reporting changes in federal work-study eligibility and/or enrollment status to employing department as they may impact employment.
• Reporting name changes and permanent address changes to the Department of Human Resources.
• Acknowledging responsibility to abide by UWM’s Sexual Violence and Sexual Harassment Policy, Code of Conduct, Drug-Free Campus Policy, and all other policies, laws, and regulations that apply to all UWM employees.
• Performing job responsibilities in a satisfactory manner as established by the supervisor.
• Following employing unit work rules and requirements.
• Accurately recording time in a timely manner per UWM and department policy.
• Notifying each supervisor if they are working more than one UWM job.
• Abiding by the weekly hour limits that include hours from all jobs held on all UW campuses. Review section 3.1 for more information regarding work hours and limitations.

II. Financial Aid Office

The Financial Aid Office determines students’ eligibility for Federal Work Study (FWS) based upon the results of the Free Application for Federal Student Aid (FAFSA) and available funding. They are also responsible for annually reporting to the U.S. Department of Education how the University spent its FWS allocation.

III. Center for Student Experience & Talent (SET)

The Center for Student Experience & Talent (SET) coordinates job postings for on and off-campus employers. SET assists campus departments and off-campus employers with the following elements of successful student employment recruitment:

• Identifying and articulating requirements/qualifications for positions.
• Developing effective position descriptions.
• Posting positions on student jobs page.
• Developing proactive hiring strategies, such as targeted department contacts, posting fliers, and making direct contact with departments.
• Hosting career fairs, supporting individual school fairs and hosting the fall student jobs fair for part-time on-campus and off-campus positions.

IV. Department of Human Resources

The Department of Human Resources (HR) oversees hiring, onboarding documentation, and payroll processing for student employees in coordination with supported employing units. HR coordinates the following, in conjunction with student employees and their supervisors:

• Completing the Criminal Background Check (CBC) process for anyone in a Position of Trust (PoT).
• Collecting new hire paperwork including I-9 employment verification forms, W4, Direct Deposit, Emergency Contact, and Employee Self ID form. (See Appendix B)
• Maintaining current student employment details, including hire and termination dates.
• Advising on employment related issues and interpretation of student employment policies and guidelines.
• Providing students with Affordable Care Act Notice (Notice of the New Health Insurance Marketplace Coverage Options and Your Health Coverage).

I. Eligibility

Student employment at the University of Wisconsin-Milwaukee is primarily designed for UWM students to have access to and benefit from on- or off-campus employment opportunities. Eligibility for student employment at UWM is contingent upon the following minimum requirements.

Student Employees must be enrolled for academic credit at an educational institution.

An educational institution is defined as:

• An accredited institution of higher learning granting associate degrees or higher
• Technical college
• Vocational or trade school
• High school

The employing unit is responsible for verifying eligibility. This can be done by providing/reviewing PAWS (UWM’s student information system), a letter from the student’s home institution, a copy of current registration and course schedule, current tuition payment receipt, or a hard copy of online verification. Copies of verification documents for non-UWM students must be submitted to Human Resources at the time of hire and at the beginning of every semester of employment.

Student employment is incidental to the student’s education or presence at the institution.

A student’s primary focus should be their educational pursuits. Students eligible for employment are generally taking courses for credit, working towards a degree, and often hold at least a half-time course load. Employing units will regularly review student status to confirm eligibility.

Be at least 16 years of age.

Employers are advised that under Wisconsin law, student employees under the age of 18 have certain restrictions. There are significant limitations as to the number of hours and time of day for work.

To review employment considerations for those under 18, see the State of Wisconsin Department of Workforce Development web site:

https://dwd.wisconsin.gov/er/laborstandards/workpermit

Semester Eligibility

A student may not be employed prior to the first payroll calendar day of the student’s first semester of enrollment. Summer eligibility is the only exception (see below). Students who graduate or complete an academic semester and will not be enrolling in the following semester may continue to be employed as a student employee only through the last payroll calendar day of the completed semester. Students who terminate enrollment, graduate, transfer or withdraw from school during a semester are no longer eligible for student employment. The last day of enrollment must also be the last day of employment.

• Summer Employment – Any student who has been accepted for fall enrollment or is continuing in the fall semester after completion of the spring semester or is enrolled during the summer is eligible for summer student employment.
• Schools/Colleges/Divisions May Have Stricter Eligibility Requirements – More specific provisions (e.g., requiring greater credit enrollment, or enrollment at UWM) may be established by a specific college, school, department or other UWM unit.

Visas

International students attending UWM on either an F1 or J1 VISA are encouraged to review the employment page on the Center for International Education website:

Center for International Education Students Employment

Volunteers

Student volunteers are permitted to work for departments at UWM. Volunteers are unpaid staff with limited duties and/or responsibilities. If in a Position of Trust, each volunteer must pass a Criminal Background Check prior to being housed in a department on campus.

II. Compensation

Employing units have the discretion to establish the starting hourly rate at any point within the range. All salary rates above the maximum must have prior approval obtained via the Human Resources Office. Approval may be granted for performance of extremely specialized or complex duties not normally associated with regular student employment. Rate structure for student hourly roles can be found at:

Student Hourly Pay Structure

In accordance with UW policy, the wage will:

• Reflect local student employee job market conditions.
• Comply with applicable state and federal statutes, and policies of the Board of Regents of the Universities of Wisconsin.
• Not exceed the minimum of the salary range for UW Milwaukee non-student employees with similar duties and shall provide compatibility between regular student rates and work-study rates as governed by federal regulations promulgated by the U.S. Department of Education.
• Comply with Federal and State minimum wage rates. Current federal and state minimum wage rates can be found at the following link: https://www.dol.gov/whd/minwage/america.htm
• Student hourly employees are subject to the overtime provisions of the Fair Labor Standards Act (FLSA). Therefore, student hourly employees who are employed for more than 40 hours in a week within the University System will receive premium pay for the hours worked beyond 40 at the rate of one and one-half times the regular hourly rate.
• Student employees may not be paid on a lump-sum basis rather than on an hourly basis.
• Rates are subject to review/change and may be dependent on the specific position.

III. Tax Withholdings

To be eligible for an exemption for Federal Insurance Contributions Act (FICA) withholding, students must be taking a minimum of a half-time course load and attending classes at any UW System institution. During the academic year, a half-time load at UW-Milwaukee equals 6 credits for undergraduate students and 4 credits for graduate students. During the summer a half-time load equals 3 credits for both undergraduate and graduate students.

All other student hourly employees must have FICA taxes withheld from their paychecks. This includes:

• Students in other universities, community colleges and technical colleges, regardless of their course load.
• High school students.
• Student employees at any UW Institution taking less than half time course load.

Summer Breaks

Students who work during the summer break and who are not enrolled and attending classes during the summer session are not exempt from FICA. However, the FICA exemption will continue to apply if the break is five weeks or less and provided that the student qualified for the exemption on the last day of classes preceding the break and is eligible to enroll in classes for the academic term that follows the break.

Students holding a University Staff (Temporary, On-Going, or Project), Academic Staff, Faculty, Limited, or Employee-In-Training appointment concurrent with a Student Hourly appointment are considered Career/Professional employees and will not be eligible for the FICA exemption, since such services cannot generally be considered to be incidental to and for the purpose of pursuing a course of study.

An employee that works 40 hours or more per week in at least three biweekly payroll periods (excluding periods when classes are not in session) is considered to be “full-time employee.” Full-time employees are ineligible for the safe harbor rule normally associated with student status and are ineligible for the FICA exemption.

I. Work Hour Limitations/Work Schedules

Students are considered part-time/temporary employees. As defined by the Affordable Care Act, part-time and/or temporary employment is defined as less than 30 hours per week (Sunday through Saturday)

During the 39-week academic year, non-FWS student employees may work no more than 25 hours per week to adequately meet their classroom requirements, to avoid unemployment and FICA exemption implications, and to ensure compliance with the Affordable Care Act.

At the discretion of the employing unit, students may work up to 40 hours per week during the summer, as defined by the academic calendar (no more than 89 days).

Students must be paid overtime (time and a half) for the hours worked over 40 hours in one week, Sunday through Saturday (only allowable in the summer).

Overtime must be paid regardless of whether the 40 hours occurred in one job or was worked in a combination of jobs. When holding multiple jobs, students must inform all departments of the possibility of overtime and obtain approval from each department.

International student employees are further subject to applicable federal rules and regulations. Generally international student employees are limited to working no more than 20 hours per week when classes are in session. Specific employment eligibility questions should be addressed to the Center for International Education.

FWS earning semesters generally run from:

• Mid-August to mid-December – Fall semester
• Mid-December to early May – Spring semester
• Everything between Spring and Fall semesters – Summer session
• Contact the Department of Financial Aid for information concerning FWS semester earning period start and end dates.

II. Conditions of Employment

All student hourly positions are at-will positions and may be terminated at any time provided the reason is not prohibited by law.

III. Breaks

Outline of the recommended break schedule for students who work at the UWM:

Hours Worked	15-Minute Break	Unpaid Meal Break	2nd 15-Minute Break
1hr – 3hrs 59mins	No	No	No
4hrs – 5hrs 59mins	Yes	No	No
6hrs – 6hrs 59mins	Yes	Yes	No
7hrs or more	Yes	Yes	Yes

According to federal law breaks are not required. However, UWM recommends employers provide break periods for their student employees, which are consistent with FLSA non-exempt staff.

Federal law does not require lunch or coffee breaks. However, when employers do offer short breaks (usually lasting about 5 to 20 minutes), federal law considers the breaks as compensable work hours that would be included in the sum of hours worked during the work week and considered in determining if overtime was worked.

For full description of federal labor laws regarding breaks visit the U.S. Department of Labor at:

http://www.dol.gov/dol/topic/workhours/breaks.htm

IV. Code of Conduct

The University of Wisconsin Milwaukee Code of Conduct applies to student employees in the same manner as it applies other UWM Employees.

Student employees are required to familiarize themselves with the Code of Conduct and reach out to their supervisor with any questions.

Additional work rules to meet special requirements may also be implemented at the discretion of the employing department.

In addition to the Code of Conduct, students are required to familiarize themselves with other relevant policies such as UWM’s sexual harassment and use of illicit drugs and alcohol policies.

V. Performance Evaluation/Wage Review

Performance evaluations shall be conducted at least annually for all student employees who have worked for one academic year or longer. A compensation review must be included along with the performance evaluation. The performance evaluation and compensation review shall be completed by the student employee’s supervisor.

Student employees are eligible for merit increases. Any hires or rate changes that result in a student being paid more than the maximum rate for their title will require written justification to be submitted to the Department of Human Resources for approval. Over the max range increases must include proper documentation and receive approval by Human Resources before being communicated to the student employee.

Individual evaluations must be discussed with each student employee.

Student employees must be provided with an opportunity to comment on their evaluation.

The evaluation is considered official following the supervisor’s signature. Student employees are encouraged to sign the performance evaluation following the review session. A physical signature does not indicate approval or acceptance of the results but only indicates that there was the opportunity to review the evaluation and ask questions about the contents. All performance evaluations should be in written or electronic format and will be made a permanent part of the student employment file. Work performance evaluations may be done more than once a year.

Refusal to sign the performance evaluation does not invalidate the evaluation or absolve the responsibility to meet established goals.

Performance evaluations are not subject to the grievance procedures.

I. Employer-Paid Fringe Benefits

Student Employees are not eligible for:

• Paid vacations, paid sick leave, or paid holidays, etc.
• Health and life insurance or retirement benefits.

II. Worker’s Compensation

All UWM student employees are covered by the Wisconsin Worker’s Compensation Act. Students injured while completing tasks during work time may be eligible for medical and compensation benefits. If death results, any benefits due would be paid to surviving dependents.

All claimants must notify their supervisor immediately after an incident and complete an “Employee’s Work Injury and Illness Report” available at:

https://www.wisconsin.edu/workers-compensation/employees/

Contact UWM Human Resources with any questions or concerns.

III. Unemployment Compensation

Student hourly positions are typically not eligible for unemployment insurance benefits.

Payment of unemployment insurance (“UI”) benefits resulting from current or previous employment is solely determined by the Wisconsin Department of Workforce Development (https://dwd.wisconsin.gov/ui/). UWM involvement in the UI determination is limited to providing employment information.

IV. Sexual Harassment

Sexual harassment is prohibited at UWM. Behavior between or among members of the University community which creates a hostile, intimidating, or otherwise unacceptable working environment will not be tolerated.

Sexual harassment is defined as:

• Unwelcome sexual advances
• Requests for sexual favors
• And/or other verbal or physical conduct of a sexual nature when submission to such conduct is made explicitly or implicitly a term or condition of an individual’s employment or status in a course or program, or activity
• Submission to or rejection of such conduct is used as a basis for an employment or education decision affecting an individual
• Such conduct that has the purpose or effect of substantially interfering with an individual’s work or education performance or of creating an intimidating, hostile, or offensive environment for working or learning

Student employees who have already completed a Title IX/Sexual Harassment training course under their status as an enrolled student are not required to complete the employee version of the Title IX/Sexual Harassment course.

To report a Sexual Harassment Title IX related incident, including incidents of sexual violence or sexual harassment, please submit a report to UWM’s Title IX Coordinator, or contact one of UWM’s Deputy Title IX Coordinators.

Contact information and additional details are available at:

Title IX

V. Disciplinary Guidelines

All employees are governed by the University of Wisconsin-Milwaukee Faculty/Staff Code of Conduct, established departmental work rules, and operational needs. They are subject to discipline up to and including termination for violation of the code of conduct or departmental work rules. Discipline should be corrective, not punitive, and, generally, should be progressive in nature. (All disciplinary actions may be recorded in the employment file.)

VI. Grievance Procedure

The purpose of the grievance procedure is to establish an orderly and consistent process for student employees to express dissatisfaction about the student employment experience. The goal of the procedure is to encourage mediation and conciliation of grievances.

Prior to filing a formal grievance, it is expected that a student employee and supervisor will attempt to resolve the problem informally through discussion. If efforts to resolve the problem prove unsatisfactory, a student employee may file a written grievance.

For purposes of this procedure, a grievance is a written complaint involving:

• Alleged unfair treatment as prohibited by law.
• Alleged violation of the UWM student employment policies or procedures.
• Alleged violation of the employing department’s personnel policies or procedures.

A grievance must:

• Contain a clear and concise statement of the problem.
• State the relief sought.
• Specify the date the condition or alleged violation occurred.
• Identify the person(s) involved.
• State the policies and/or procedures alleged to have been violated.

The grievance must be filed on the UWM Student Employee Grievance Form. See Appendix A: Sample Grievance Form.

For the purpose of this procedure, a student employee may be assisted by a representative of their choosing in presenting the grievance at any level of review. A reasonable amount of work time without loss of pay shall be allowed for a student employee and the chosen representative to present the grievance. This time off must be arranged with the appropriate supervisors.

A grievance may be brought forward only by actual parties to the situation out of which the complaint emerges, and only during the semester in which the initiating incident(s) occurred. However, grievances brought during the last three weeks of the semester, an inter-session period, or a summer session will be acted on in the succeeding semester and within the specified time limits whenever possible.

Protection From Harassment

Any student employee who has filed a grievance and believes that they are being threatened or punished may bring a statement of facts to the UWM Student Employment Grievance Committee (SEGC). The SEGC may be contacted through the Office of the Dean of Students. The SEGC will investigate the situation within ten business days and submit a recommendation to the Chancellor or designee. The Chancellor or designee will decide and report to the student employee, the Grievance Committee, and the employing department.

First Level of Review

The UWM Student Employee Grievance Form must be used to file a grievance. The completed form should be given to the student employee’s immediate supervisor or the employing department’s designated first level respondent. A student has 14 calendar days from the date that they first became aware of, or could be reasonably expected to have become aware of the condition or alleged violation giving rise to the complaint to file the grievance. The supervisor or designated respondent must be a regular University employee.

The supervisor/respondent will schedule a hearing with the employee and the student representative, if any, within seven calendar days. Within five business days of the hearing, the supervisor/respondent will issue a written decision, appropriately signed and dated, to the student employee.

Second Level of Review

If dissatisfied with the first level decision, a student employee may appeal the grievance in writing to the dean, director or division head, or the designated second level respondent. The appeal must be presented on the UWM Student Employee Grievance Form to the second level within seven calendar days of receipt of the first level decision. The dean, director or division head may designate a second level respondent if desired. The second level respondent will schedule a hearing with the employee and the chosen representative, if any, and attempt to resolve the grievance. A written response, appropriately signed and dated, will be returned to the student employee within 10 business days after receipt of the written appeal.

Third Level of Review

If dissatisfied with the second level decision, a student employee may appeal the grievance in writing on the UWM Student Employee Grievance Form, together with all previous grievance action material, to the UWM Student Employment Grievance Committee within seven calendar days after receipt of the second level decision. The Grievance Committee, which may be contacted through the Office of the Dean of Students, will schedule a hearing within 10 business days of receipt of the appeal. The student employee, the chosen representative, if any, and at the request of the student employee, a representative from the Student Association may present the case at the hearing before the Grievance Committee. The hearing shall be closed unless the student employee requests an open meeting.

The Grievance Committee will have 15 business days to hear the case and recommend appropriate action to the Chancellor or designee. The written recommendation must be appropriately signed and dated by the Committee chairperson, and copies of the recommendation shall be sent to the department concerned for informational purposes.

The Chancellor or designee will notify the affected student employee, the Grievance Committee, and the department concerned, of the final decision. The decision of the Chancellor or designee shall be final and binding.

In some cases, one departmental representative may be the appropriate representative at more than one level of review, i.e., a student employee’s supervisor or the designated first-step respondent might also be the dean, director, or division head. In such cases, the levels of review are merged into one.

Failure to Respond

Failure of a student employee to file a written appeal in accordance with the preceding guidelines within the specified time limits shall constitute dropping of the grievance and acceptance of the last preceding written response. Failure of the department to render a written answer within the specified time limits of the preceding guidelines shall enable the student employee to appeal the grievance to the next higher level of review within 14 calendar days of the final date for the department response. However, the specified time limits may be changed by mutual consent of the parties. Student employees who voluntarily terminate their employment (ending of a semester is not considered a voluntary termination) will have their grievance immediately withdrawn and will not benefit from any later settlement of the grievance.

VII. Family Education Rights and Privacy Act (FERPA)

The Family Educational Rights and Privacy Act (FERPA) of 1974 as amended requires that staff is advised of their responsibilities as they relate to rights and privacy concerning educational records and of certain categories of public information which the University has designated “directory information.” This information will help employees learn more about what students’ rights are, provide parents with a resource to help them understand FERPA and assist employees in understanding what UWM faculty and staff are required to do to protect student’s privacy.

Training for FERPA is completed online and requires UWM active directory login access. Employees should visit this training website to complete training starting the first date of their appointment. Computer Access request forms should be submitted after FERPA training has been completed.