CONTENTS
This Policy is adopted under the authority of University of Washington Executive Order No. 5.
Each unit that employs student workers covered by this document is responsible for adhering to its provisions, and for regularly verifying a student employee's continued eligibility for employment in one of the covered job class codes.
This policy does not apply to graduate student appointments in Research Assistant, Staff Assistant, and Teaching Assistant positions which are covered by Executive Order 28.
Student employees are exempt from the provisions of the state civil service system under the Washington Administrative Code (WAC) 251-04-035 (2).
This policy applies to University of Washington enrolled students employed in the following job categories (note to reviewers - these are the re titled and/or renumbered codes that are being proposed. At the time of adoption, in addition to publication of this policy, additional information will be provided to clarify job code usage).
To hold an appointment in one of the covered job categories, the University of Washington student must meet the following minimum enrollment requirements (not including correspondence or UW extension credits):
Employing units may recruit, and employ student employees as necessary, consistent with the limitations placed on each job code as described in the following table and in this policy. The process used to recruit and appoint student employees must comply with the University's nondiscrimination and affirmative action policies (University Handbook, Volume 4, Part 1, Chapter 2 - See also information from the Equal Opportunity Office). Student employment is also subject to the provisions of Revised Code of Washington (RCW) 73.16 regarding the employment and reemployment of veterans
| Class Code | Title | Monthly or Hourly | Overtime Covered | Pay Rate | Usage | |
|---|---|---|---|---|---|---|
| Min | Max | |||||
| 0869 | Undergrad. Research Assistant | H | Yes | $7.93 | $70.00 | These positions perform work for a faculty member in support of a research project |
| 0872 | Student Assistant Exception | H | Yes | $15.01 | $70.00 | General student employment performing a variety of support tasks. This is an exception pay category. |
| 0873 | Undergrad. Teaching Helper | WOS Only | -- | -- | -- | Individuals perform academic support work for credit. This is a "without salary - WOS" appointment. |
| 0874 | Undergrad. Teaching Assistant | M | Yes | $2338 | $2338 | Undergraduates who perform Teaching Assistant duties |
| 0875 | Student Assistant | H | Yes | $7.93 | $16.96 | General student employment performing a variety of support tasks. |
| 0884 | Nursing Tech UW Student | H | Yes | $13.10 | $17.10 | Only available to employ UW Nursing students who perform selected nursing duties under supervision. |
| 0886 | Undergrad. Reader | H | Yes | $7.93 | $10.00 | Assist with non teaching academic support tasks |
| 0890 | ASUW/Appointee | M | No | $1216 | $2682 | Only available for ASUW Appointments |
Student employees must be compensated within the assigned salary range for the job title in accordance with the student pay requirements. (Note to reviewers: the web page that this links to will be updated when the policy is adopted - bfm). Use of the Student Assistant Exception job title (class code 0872) requires advance approval of the appointing authority or designee. This job title is only used where an exceptional pay rate is warranted. Circumstances warranting the approval of an exceptional pay rate include such factors as competitive market conditions or exceptional job skill requirements (e.g. advance computer programming skills).
Work hours and working conditions for student employees under the age of 18 are covered by the UW requirements for employing minors. Students 18 and over are limited to working 19.5 hours per week when classes are in session. Units may assign student employees more than 19.5 hours work per week during school breaks or when "on leave". A student can work as a student assistant for one quarter while on leave.
Students are considered "on leave" as follows:
Undergraduates - For one quarter immediately following a quarter in which the student was enrolled for at least 6 academic credits, including summer quarter.
Graduate and Professional Students - When the student has applied for and been granted such status by the Dean of the Graduate School.
Hourly paid student workers are overtime covered and must be paid for all hours worked. "Hours worked" includes all time an employee is required to be on duty and is permitted to work. Students are not eligible for paid holidays.
Appointing departments must maintain work time records for student employees to ensure compliance with the Fair Labor Standards Act's (FLSA) record keeping requirements. Information appointing departments must record and maintain includes:
A workweek is defined in the Time and Leave Glossary of Terms.
The FLSA does not specify a format for collecting or maintaining employment records. Sample forms may be requested from Upper Campus Operations at (206) 543-2333. Departments may develop their own time sheet forms and/or electronic records provided they capture the required information. Other records required by the FLSA are maintained centrally in the payroll/personnel system (HEPPS).
Overtime covered student employees must be compensated at time and a half for all work hours over 40 hours per workweek. If the student employee has more than one University of Washington appointment, the hours worked in all appointments are combined to determine the total hours worked within the workweek.
For overtime payment calculation, each workweek stands alone. It is illegal to average the hours worked during one workweek with those of the preceding or following workweek to avoid paying overtime. See also Overtime Eligibility and Compensation for Non Academic Employees.
Student employees in the job categories that this policy covers do not accrue leave and do not receive other employee benefits. Undergraduate Teaching Assistants and ASUW/Appointees, who receive a monthly salary, have Social Security deductions taken.
Student employees may take a leave of absence without pay with the prior approval of the supervisor. The student employee is responsible for notifying the employer as soon as possible regarding unavoidable absences
Student employees entitled to at least one ten minute break with pay for every four hours of continuous work. Student employees are entitled to a meal break without pay of not less than one-half hour duration for continuous work exceeding six hours.he student employee's responsibility to notify the employer as soon as possible regarding unavoidable absences
As a guideline, reasonable notice (e.g. two weeks) should be given when when terminating an appointment or when a student employee resigns from a position. However, circumstances such as unanticipated lack of funding or work, or an employee's performance deficiencies may require that less notice be given.
Student employees who have work related complaints may pursue the Complaint Resolution Options the University has developed for resolving such complaints.
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