Applicable Employee Classes:
20 and 21
January 1, 2014
Dr. Anthony Catanese, President
The intent of this policy is to provide a concise source of information concerning the employment procedures related to the employment of students at Florida Tech.
This policy covers employees assigned to the following employee classes: Federal Work-Study (20) and College Roll (21).
1. It is the responsibility of both supervision and management to ensure that the policies and procedures detailed in this document are followed. Individuals responsible for violation of these policies are subject to appropriate disciplinary sanctions up to and including discharge.
2. The university deems a student’s primary role while attending Florida Tech as the pursuit of an education and, ultimately, a degree. As such, the university limits full-time students who are also employees as defined by this policy to a maximum of twenty (20) hours of work per week during the academic year defined as fall and spring semesters.
The only exceptions to this general limitation are indicated below. Please note that sections (b) and (c), do not apply to International Students.
a. During break periods (winter break, spring break and summer semester), student employees may exceed the twenty (20) hour per week limitation as long as the student is registered for either a current or future semester (at the discretion of the student’s supervisor and academic department). In accordance with federal law, when a student employee works but is not enrolled as a full-time student, his/her earnings are subject to FICA taxes.
b. Students employed as Residential Housing Staff or as Tour Guides may hold other student employment that, when combined, may result in more than twenty (20) hours of work per week even during the academic year.
c. Students performing dispatch duties at the airport as part of required course work may hold other student employment that, when combined, may result in more than twenty (20) hours of work per week even during the academic year.
3. Student employees are considered employees of Florida Tech and must be paid through the Human Resources/Payroll system. The use of check requisitions as a method of payment for student employees is expressly prohibited.
4. Before an international student may start to work, his/her proposed appointment must be reviewed by the Office of International Student and Scholar Services, who will clear the international student for employment dependent upon the limitations that might exist with his/her visa.
5. The use of the employee classes of Temporary Full-time (18) and Temporary Part-time (19) may not be used for the employment of students, as use of these employee classes bypasses all system checks in place that limit student employment to twenty (20) hours of work per week during the academic year.
6. Before any employee may start to work for the university, the documents indicated below must be completed and submitted to the Office of Human Resources. Permitting an individual to work prior to completion of these documents subjects the university to serious and costly penalties and fines from the Internal Revenue Service, Department of Homeland Security and the U.S. Department of Labor.
a. Approved authorization to hire signed by the appropriate hiring official.
b. Completed W-4 signed by the employee.
c. Completed I-9 with original documents submitted as proof of identity and eligibility to
College Roll Employment Procedure
College Roll employment is an institutional work program that enables a limited number of students to work part-time on campus. Special skills are often required for specific positions.
1. Eligibility Requirements
a. Students must be enrolled as full-time or part-time students in a matriculated program.
b. Online students who are local to Florida Tech can apply to on-campus positions.
i. Online students should be enrolled full-time of 6 credit hours per 8-week term.
ii. Hiring departments must be aware of Online Learning’s calendar year and ensure that students are not working more than 20 hours a week during the Online Learning’s 48-week class cycle.
c. Students who have graduated but are completing certifications through a Florida Tech program related to their degree and is needing to begin work in their field of study, are eligible to work but must submit a letter of enrollment to Career Management Services verifying the student’s registration in courses.
d. Students employed as Graduate Assistants are only eligible to participate in the College Roll program as detailed in Policy 10.2.
e. All documents pertaining to this policy must be completed before employment commences.
f. Prior to beginning work, the following must occur:
i. Review by the Office of International Student and Scholar Services to clear any international student for employment dependent upon the limitations that might exist with his/her visa.
ii. Review by Career Management Services for possible eligibility for Federal Work-Study funds.
Students eligible for Federal Work-Study funds must either utilize that source of funding entirely OR forfeit their Federal Work-Study award before utilizing College Roll funds.
2. Recruitment Process
a. A College Roll job vacancy must be posted prior to selecting a student for the position. Supervisors should request a position by completing the online Student Employment Request form. The position will then be posted by Human Resources for a specified period of time, but at a minimum of 3 days.
b. A waiver to this process will be considered when a hiring department is re-hiring a student from a past semester, with less than a 4 month break in service or when transitioning a Federal Work Study student to College Roll status.
c. Employing units will select the student who possesses the most appropriate experience for the job without regard to race, sex, color, religion, creed, national origin or ancestry, age, marital status, handicap, veteran status, or sexual orientation.
3. Application Process
a. Students must apply online. The link can be found on Access Florida Tech, under the Student Services tab.
4. Students must continue to meet the eligibility requirements of this policy during employment.
5. Continued employment is at the discretion of the employing unit.
6. Terms and Conditions of Employment
a. Students should be in good academic standing.
b. Students will not be permitted to work during scheduled class hours.
c. If working in more than one employing unit, rates of pay may be different for different types of employment but the total hours may not exceed twenty (20) in a week during the academic year.
Federal Work –Study (FWS)
Federal Work-Study (FWS) is a federally funded award given by the Office of Financial Aid to eligible students based on financial need. More information on Federal Work-Study is available on the Career Management Services website. http://www.fit.edu/career/employers/fws.php
All Federal Work-Study and College Roll employees must be paid in compliance with the Florida Minimum Wage law. www.fldol.gov
Internal Revenue Service, Department of Homeland Security, and U.S. Department of Labor
Ref.: policy July, 2006