Ithaca College Student Employment Handbook

Ithaca College Student Employment provides students the opportunity to utilize skills developed within the classroom and to put them into practice in a professional setting. Student Employment jobs offer experiential learning opportunities, build upon NACE career competencies , and provide a range of transferable skills, as well as a competitive recruitment and retention process that models the professional environment.

Student Employment assists matriculated students in attaining on-campus employment and additionally supports eligible Federal Work Study students in securing both on-campus and off-campus work opportunities through the Off-Campus Community Service Program.

Student Employment is housed in the Center for Career Exploration and Development (CCED) and is administered by the Student Employment Specialist in collaboration with the Associate Director and Director of CCED, the Payroll department, the Human Resources department, and Student Financial Services.

Student Employment coordinates part-time employment opportunities that are made available to eligible current, matriculated and actively registered undergraduate and graduate students. Extramural students are not eligible for student employment. A student becomes eligible for student employment upon matriculation. For the purposes of this policy, 'matriculation' is defined as officially enrolling in the first semester of classes as an undergraduate or graduate student at Ithaca College. For students continuing at Ithaca College after completing their undergraduate degree, matriculation occurs when they enroll in their first semester of graduate-level classes. Student employment eligibility ends on the student employee's graduation date or the date of Commencement, or date of suspension/expulsion from the college. For information regarding eligibility status for students who withdraw or take a Leaves of Absence, see “Withdrawal and Leaves of Absence”. Students are not eligible to participate in student employment effective the date of the leave of absence and for the duration of their leave.

While working as student employees, Undergraduate and Graduate Students are not eligible to be employed in a Staff/Faculty capacity. All student employment salaries are in accordance with the Student Employment Compensation Structure and the Student Job Series and Levels, amended as necessary.

All matriculated students, regardless of their financial aid award, Federal Work Study (FWS) status, or student visa, are eligible to work on campus. 

Additional eligibility is determined by the completion of the Form I-9 Employment Eligibility Verification, in accordance with United States Citizenship and Immigration Services (USCIS) guidelines. Prospective student employees will not be able to begin their work assignment, nor will be deemed payroll-eligible until the I-9 form is completed and on file with the Office of Human Resources. International Students must also complete the Foreign National Questionnaire in conjunction with the Form I-9.

Definitions:

(1) Federal Work Study (FWS) is a form of financial aid awarded to students who demonstrate financial need and meet certain eligibility requirements. Eligibility is determined annually through the FAFSA and awarded by Ithaca College Student Financial Services (SFS). While an FWS award does not guarantee employment, it allows students to apply for designated FWS positions. On-campus student employees with FWS are not paid directly from FWS funds, nor are their earnings limited to their FWS award amount. However, students who work in the Off-Campus Community Service Program are paid exclusively from their FWS award and can only earn up to their allotted amount for hours worked in that program.

(2) The level and therefore salary of a student employee position are distinguished based on the degree of difficulty, the competencies required to perform job duties, and the extent of oversight provided.

(3) The Student Employment Compensation Matrix provides clear guidelines for assigning student pay bands at the time of hire.

(3) Job Series refers to the standardized classification of student jobs at Ithaca College, based on a general, college-wide student employment job description. It provides a framework for defining the broad duties and expectations of a position while allowing specific job responsibilities to be determined by the student and their supervisor.

Origin

The student employment job classification and compensation system is designed to establish consistent hiring and pay practices for all student employees throughout the college.

When creating new work opportunities for student employees, supervisors should select the appropriate level and series that correlates with the job duties that will be assigned to the student they are hiring. For reference, below is a breakdown of the various employment types, levels and series that Ithaca College currently recognizes, as well as the current approved student pay structure, updated annually.

A. Types of Student Employment Opportunities:

1. Campus Employment  

Campus Employment is available both remotely (see Flexible Work Arrangements section) and on-campus, at the discretion of the assignment supervisor. It is open to FWS-eligible and non-FWS-eligible students, as well as international students, providing opportunities to develop on-the-job skills that complement their studies at Ithaca College.

Student employees gain a wide range of transferable skills that they can apply to future employment, whether within or outside their field of study. They are subject to the recruitment and payroll policies outlined in this handbook.

There is no limit to the number of on-campus jobs a student may hold, provided their total work hours do not exceed 20 hours per week while classes are in session and 40 hours per week during breaks, as defined in the Hours section.

2. Off Campus Community Service Program (FWS only):  

The Off-Campus Community Service Program provides FWS-eligible Ithaca College students with the opportunity to work at pre-approved nonprofit agencies within the Ithaca and Greater Ithaca community. Students are not placed into positions but must apply through the Ithaca College Recruitment Cloud, just as they would for any other job posting. To find these positions, students should search under Job Functions “Level D” and look for job titles formatted as “STUDENT-FWS_ [Name of Nonprofit]”.

Students in this program are paid directly through their FWS award amount, meaning they may only work up to their allotted FWS award or a maximum of 20 hours per week—whichever comes first. 

Positions in the Off-Campus Community Service Program are filled on a rolling basis, and additional opportunities may be posted throughout the academic year based on funding and employer demand. If a student has a pre-existing relationship with a nonprofit in the Ithaca community and wishes to work there through this program, they should have a representative from that nonprofit contact the Student Employment Specialist to explore the possibility of establishing a partnership. This process is contingent upon both student and employer eligibility.

Students hired through this program are considered student employees of Ithaca College and are subject to all campus employment policies outlined in this handbook.

3. Graduate Assistantships:

Graduate Assistantships are awarded through the graduate student’s academic department which houses the academic program and are forms of financial aid paid out in bi-weekly installments through Payroll. The finance department will provide payroll support, as necessary, and the Graduate Assistantship pay corresponds to the appropriate level and salary outlined in the Student Compensation Structure, as reviewed and updated annually. Students working in a graduate assistantship capacity are not considered student employees as defined in the staff handbook IV.A.1. The Assistantship is a financial aid award paid in bi-weekly installments via Payroll, in exchange for work or academic service as agreed upon in the graduate student’s contract with the applicable academic department. Unless, predetermined by Human Resources and the student’s supervisor, Graduate Assistantships are subject to the “Hours” policy outlined herein.

Each student hired through the Student Employment Recruitment Process must have a Job Series included in the hiring Requisition, and the specifics of each work assignment should be negotiated between the student and the student supervisor. The job series provides a framework for the duties the student will be expected to perform as a student employee at IC.

1. STUDENT -- Office Operations Assistant

Student positions in this series are designed to provide office and/or operational support within departments across campus and are assigned a variety of duties ranging from routine to advanced and/or specialized. These positions typically provide clerical, administrative, and operational support, customer service, and cashiering services, serve as Admission Host tour guides, support the bookstore, mail room and post office, and library operations, serve as editor and may pick up delivery supplies, materials, and equipment.

Examples of job responsibilities in this series include, but are not limited to:

• Copying, sorting mail, filing, maintaining records, running errands, typing letters, operating basic office machines, answering phones, scheduling appointments, general reception duties, customer service, and providing basic information.
• Use a personal computer, prepare Microsoft Office assignments, data entry; record keeping, reviewing documents for completeness, research requiring the student to summarize information, and editorial assistance.
• Shelving books, stock, and inventory work in retail sales operations, operating cash registers, and monitoring flow of cash.
• Dispense, arrange, and maintain equipment, supplies, and materials.
• Deliver and pick up supplies, parts, and equipment on campus.
• Sort, process, and issue mail, wrap or open parcels, pick up, deliver, load, and unload mail.
• Provide tours or guided walks with groups of people to various locations and facilities, and explain their uses.
• Maintaining records and general clerical work.

2. STUDENT -- Maintenance and Event Operations Assistant

Student positions in this series are designed to provide maintenance and event support within departments across campus and are assigned a variety of duties ranging from routine to advanced and/or specialized. These positions typically monitor facilities, provide security, and assistance with parking enforcement, provide manual labor in setting up for various events, work in the repair shop and the fitness center, set up repair equipment, and assist with lawn, athletic fields, and facilities maintenance, assist with audio, lighting, staging and rigging in support of events and performances, serve as official for intramurals, care for equipment, and work in various labs on campus.

Examples of job responsibilities in this series include, but are not limited to:

• Control access to buildings, check I.D.s, and serve as contact for security; ensure the general integrity of building security and provide access control during special events.
• Patrol parking lots, residential halls, and athletic facilities, provide walking escorts to campus community members after dark; identify and report security and crime hazards to Public Safety officials; patrol on foot, the main campus area; and conduct property checks on campus buildings.
• Control parking lots during special events and conduct traffic flow to and from parking lots.
• Officiate intramural group sports contests, organize participants, and care for equipment.
• Assist with audio set-up, lighting, staging, and rigging.
• Assist in maintaining grounds, roads, and sidewalks, maintain lawns, athletic fields, garden shrub beds, and nature trails.
• Perform janitorial duties, sweep, dust, remove trash, wash windows, clean carpets, and restock supplies.
• Shovel snow and assist with construction and/or maintenance of facilities and equipment; operate standard motor vehicles and transport people and goods to specific locations.
• Set up, operate, and maintain staging, audio power, and lighting equipment for campus events.

3. STUDENT -- Technical Services Assistant

Student positions in this series are designed to provide technical support within departments across campus and are assigned a variety of duties ranging from routine to advanced and/or specialized. These positions typically provide technical services, perform, videotaping and photography, multimedia design, repair and test systems, equipment, and technical devices, install hardware, and software, and provide instruction on the use of various technology support on the College campus.

Examples of job responsibilities in this series include, but are not limited to:

• Assist with installing hardware and software and provide instruction on the use of various programs and systems.
• Service computing equipment and associated devices and diagnose system problems. Perform hardware maintenance and periodic testing of computing terminals and other hardware components.
• Operate and maintain computer equipment such as desktops, laptops, printers, scanners, and College-supported software.
• Monitor and maintain computer labs and provide assistance with installing system software and hardware utilized within the lab.
• Provide training and instruction on the use of various hardware and software
• Operate videotaping equipment and provide video for activities and events.
• Serve as a student photographer, attend events, and provide photos for publications and events.
• Design and create websites.
• Teaching Assistants (TAs).

4. STUDENT -- Dining Services Assistant

Student positions in this series are designed to provide support within the dining services areas ranging from routine to advanced and/or specialized to include dining halls, cafés, catering services, and coffee shops. These positions typically include food servers, dishwashers, cooks' assistants, and bartenders.

Examples of job responsibilities in this series include, but are not limited to:

• Working within the dining hall to prepare and serve food, replenish food lines, restock salad bar, silverware, beverages, and trays.
• Operate the cash register.
• Prepare sandwiches, wraps, and salads to order.
• Operate dishwasher and ensure proper cleaning of dishes, pots, pans, glassware, silverware, cooking utensils, baking pans, and other food service equipment; clear tables.
• Stock and replenish supplies.
• Provide assistance to the Cook in the preparation of meals.
• Serve food in support of catering services at on-campus venues.
• Assist with food preparation to include washing, cutting chopping, and plating of fruits, vegetables, and desserts.

5. STUDENT – Graduate Assistantship

Student positions in this series are specifically for eligible graduate students who have been awarded Graduate Assistantships through their academic departments. Unlike the other job series, students in the series do not have the associated Job Levels as identified below. Student Graduate Assistantship pay is negotiated and determined by the academic program, in conjunction with the Student Compensation Structure, as amended. Note that Graduate Assistantships do not function in the same way as student employment, and have a separate process. 

Students with a Graduate Assistantship award will either be considered Exempt or Non-Exempt.

a. Exempt Graduate Students will not complete timecards during the bi-weekly payroll process and will receive their pay in bi-weekly increments every two (2) weeks.

b. Non-exempt Graduate Students will be expected to complete timecards through the bi-weekly payroll process in order to receive their pay.

The position’s level and salary is determined by the student employee’s job responsibilities, knowledge, skills and level of supervision needed. The distinctions between levels are based on the relative degree of difficulty, the knowledge, skills and abilities needed to perform the job duties and the level of supervision provided.

All campus employment and off-campus Federal Work Study positions, are posted on the IC HR cloud. The IC HR cloud houses current openings at all times throughout the academic year and during breaks. Jobs are posted on a rolling basis. As jobs become available, and as they are filled, the Recruitment Cloud is updated appropriately by the Student Employment Specialist.

The recruiter for each Student Employment Requisition is Student Employment Specialist.

All student employment positions should be advertised on the Recruitment Cloud for no less than two (2) business days, and hiring managers should not utilize outside application programs for data collection, applicant tracking, job advertisement or any other recruitment practice without written approval from the Student Employment Specialist.

Waiver to Post Policy

A waiver to post should only be used for Teaching Assistant (TA) positions or other roles that meet strict eligibility criteria. For all other student employment positions, equitable hiring practices must be followed, which includes publicly posting the position on the IC HR Cloud to ensure equal access to job opportunities. If an exception is requested for a waiver to post a position without public advertisement, the hiring manager must seek approval from the Student Employment Specialist before proceeding.

Student Hiring Process Overview

In accordance with the Ithaca Forever Strategic Plan, recruitment for all student employees is conducted via the IC Recruiting Cloud. Hiring Managers should follow the steps outlined herein to facilitate the recruitment of all student employees.

Definitions:

1. Hiring Manager: The Hiring Manager will serve as the student’s supervisor upon hire.
2. Search Chair: The Search Chair is the individual completing the administrative details of the search on behalf of the Hiring Manager. If the Hiring Manager is also completing the requisitions, candidate selection, and offers, this field can be left blank.
3. Recruiter: The recruiter for each Student Employment Requisition is Student Employment Specialist.

The Process: 

1. Create requisition. Hiring Department (Hiring Manager or Search Chair) creates a requisition in the IC HR Cloud. For detailed instructions for creating a requisition, see Team Dynamix, IC HR Cloud: Recruitment of Student Employees. Please refer to the Job Classifications page for information about assigning the correct job series and level, in line with the approved student salary range.
2. The Recruiter Posts position. The student employment specialist reviews, approves and posts the position to the Prospective Student Employment Job Board. If rejected, the hiring manager will be notified and the information will need to be updated before posting occurs. (Please note, if the Recruiting Type is “Student Waiver to Post,” this phase will be skipped.)
3. Application Review. Hiring Department conducts initial review of applications, choosing which candidates will move forward in the interview process. Candidate statuses should be changed as follows:
   1. Non-Selected Candidates moved to "Phase: Added to Requisition; State: Rejected by employer"
      1. You must notify the student of their status manually either through the actions "send message" feature or emailing the student directly.
   2. Candidates Selected for Interview moved to "Phase: Interview; State: Interview to be scheduled”
      1. You must notify the student of their status manually either through the actions "send message" feature or emailing the student directly.
4. Interview Candidates. Hiring Department interviews candidates, and changes status to:
   1. Non-Selected Candidates moved to "Phase: Interview; State: Rejected by employer"
   2. Selected Candidates moved to "Phase: Offer; State: To Be Created"
5. Hiring Department submits Job Offer. Once the Hiring Department has made the appropriate selection based on the Interview Phase (Step 4), the Hiring Department will create the student’s job offer in the Recruitment Cloud. For detailed instructions for creating a student job offer in IC HR Cloud, see Team Dynamix, Student Requisition Management and Job Offer Creation. The job offer will be submitted to the recruiter for review and extension. The candidate will need to accept the offer in order to move forward in the hiring process.
6. Candidate Accepts Offer and Completes the Form I-9. Upon acceptance, candidates who have never worked in a student employment capacity at IC will receive instructions for completing the Form I-9. This must be completed PRIOR to the student's first day of employment. All Student Employees at IC are required to complete the Form I-9 prior to beginning work.

 It is the responsibility of the Hiring Department to confirm that the candidate has successfully completed the Form I-9 either in a previous student employment position or with the Hiring Department. Instructions for completion are sent to the candidate upon acceptance of their job offer. Assignment start dates cannot be back dated to before I-9 completion and receipt.

1. "Add pending Assignment" will show during the offer creation If a candidate has never worked as a student employee, the Hiring Department will then  need to confirm that the candidate has completed the Form I-9 through the Human Resources Department before that student can begin working. Once the Form I-9 is completed, the student will officially be hired into the system.
2. "Add assignment" will show during the offer creation If a candidate has previously worked as a student employee, the student assignment will be added once the offer is accepted, and they will not need to complete any additional paperwork. Managers can confirm the student's assignment is active when they are listed under the Manager's "My Teams" app.

Federal Work Study (FWS) :

The Federal Work-Study (FWS) program is a form of financial aid that helps eligible undergraduate and graduate students earn money through part-time employment to assist with college expenses. However, receiving an FWS award does not guarantee a job. Students must apply for and secure a position through the student employment hiring process. FWS awards are offered through a student’s financial aid package and are determined annually by the Office of Student Financial Services (SFS) based on the Free Application for Federal Student Aid (FAFSA). These awards must be accepted or declined by the student. If accepted, these awards are not directly credited to a student’s tuition account. Instead, students receive bi-weekly paychecks—either via direct deposit or paper check—after they have been hired and begin working in an eligible FWS position. A student can then choose to use that paycheck towards paying their student bill.

Students who receive Federal Work Study are eligible to apply for both on-campus and off-campus jobs through Student Employment. If a student is working on campus, they can work up to 20 hours a week and the college will cover any remaining portion of their wages not covered by their Federal Work Study award. Students who work off-campus through the Federal Work Study program may have their hours capped at the maximum of their award amount. While most student employment positions at IC are FWS-eligible , students do not need to have FWS status to apply for or hold a student employment job.

Questions regarding FWS-eligibility or financial aid packages in general should be directed to the Office of Student Financial Services.

Proof of Federal Work Study

Students who qualify for Federal Work Study (FWS) and need a verification letter to qualify for applicable government programs and benefits may request a Proof of Work Study letter by completing this form. The Proof of Work Study letter should indicate that the student’s work assignment is paid using FWS-allocated funding, and should include the weekly hours worked, the hourly pay rate, and the total award amount. Letters should be processed and sent to students within two (2) business days of the request, and will not be processed or extended to the student without written authorization from the student employee.

Resident Assistants (RAs)

Resident Assistants (RAs), hired through the Office of Residential Life, who receive a housing stipend as part of their position are not considered student employees and are not payroll eligible for that position. If RAs choose to work in an additional student employment capacity they are subject to the hours policy for Resident Assistants as reviewed by the Office of Residential Life.

Resident Assistants (RAs) may only work ten (10) hours per week in additional work assignment(s). While RA positions are not considered student employment assignments, the status is calculated as ten (10) working hours weekly and additional work assignments may not exceed an additional ten (10) hours weekly, for a total of twenty (20) reported hours, weekly. Because RAs are not required to fill out tax paperwork, if they are hired for another position, they must complete the Form I-9 and any additional onboarding requirements as determined by Student Employment.

Form I-9

As outlined in the Student Employment Eligibility section, students must complete the Form I-9 Employment Eligibility Verification on or before their hire date. Students should work with Human Resources or an authorized representative, to complete the Form I-9, as required by the U.S. Citizenship and Immigration Services (USCIS). All documents presented must be original and unexpired—Student Employment cannot accept photocopies or digital files of documents. Prospective student employees should make arrangements for their documents to be shipped to them and cannot begin their work assignment until their original documents have been reviewed by Human Resources or an authorized representative. The student will not be considered a student employee until the Form I-9 is processed and on file with Human Resources

Legal Name Changes

Students who legally change their names should re-verify Section 3 of the Form I-9, and the re-verified I-9 should be filed with the Office of Human Resources.

International Students

International Students should complete the Foreign National Questionnaire and the Form I-94 in conjunction with the Form I-9.

Bi-Weekly Payroll Schedule To help you manage your timecard approvals effectively, please familiarize yourself with the bi-weekly payroll schedule available here: Bi-Weekly Payroll Schedule.

Submitting Time Cards is mandatory for all student employees. You can find details on how to submit your timecard here: Submitting Time Cards

FAQs for Timecards in IC HR Cloud For any questions you may have regarding timecards, you can refer to the FAQs here: IC HR Cloud Timecards (FAQs).

Hours

While classes are in session, students are limited to working twenty (20) hours per week, which includes all Ithaca College Student employees, regardless of academic year, or full-time or part-time status. During weeks of the academic semester where there are shorter breaks or holidays where classes are not held, such as fall break for example, student employees may work up to 40 hours in one week if there are at least four (4) consecutive days off , including weekends, within the pay week, which is from Monday to Sunday. This excludes finals week(s). Students working off-campus in a Federal Work Study position should refer to their contracts for information on hours.

When a student is on break (Spring Break, Winter Break, or during Summer Sessions), students may work up to forty (40) hours per week, at the discretion of the student’s supervisor.

Student Wages

For purposes of this policy, “Full Time Students” are defined as students enrolled in more than six (6) credit hours.

All Student Employees, regardless of status, are paid on an hourly basis and they will earn at least the New York State minimum wage, as outlined in the Student Compensation Structure, reviewed and updated annually. Any variation from the standard salary structure should be approved by the student employment specialist. 

Salary Increases

Student Supervisors have the discretion to give students raises or start them out at a higher wage within the appropriate pay band. Raises are not guaranteed.

Students holding positions defined within the Student Employment Job Classification and Compensation Structure may be eligible for a salary adjustment based on performance.

Student Supervisors are responsible for reviewing individual performance, providing training, guidance, and feedback on a regular basis to their student assistants. Providing there is appropriate documentation regarding performance, student employees may receive up to a 1% increase based on performance while remaining within their current level (A, B, C, or D). Salary increases should only occur at the start of the fall academic year based on performance from the previous year..

Raises based on increased responsibility should align with the student compensation structure, typically adjusting the wage to at least the minimum of the new level. Raises based on new responsibility that exceed the lowest level should only occur in consultation with student employment. 

After consultation with the student employment specialist student supervisors should submit salary increase proposals through the IC HR Cloud for review and approval.

Tax Withholding

Full-time students will receive wages that are FICA-exempt. This means that full-time students will not be taxed for Social Security and Medicare tax during the academic year. Students who are taking less than six (6) credit hours will NOT be FICA exempt. This provision does not apply to students working during the summer session. Specifically, the FICA exemption ends after commencement and starts again the first week of class in the fall semester.

Summer Employment

As outlined above, students working during the summer will not be FICA-exempt. If a student wants to work during the summer they MUST be enrolled as an active student for either the current summer session or for the upcoming fall semester. If an undergraduate student graduates in May and is not matriculated as a graduate student at Ithaca College for the upcoming fall semester, the student is not eligible to work during the summer after they graduate in a student employment capacity.

Payment for Hours Worked

It is the student’s responsibility to enter and submit an online timecard in IC HR Cloud, before the payroll cutoff, for any and all hours worked during that payroll period. Failure to do so will delay payment until the next scheduled payday.

Submitting Time Cards is mandatory for all student employees. You can find details on how to submit your timecard here: Submitting Time Cards

Pay Schedule

Pay periods run from Monday to Sunday. Paydays occur on a bi-weekly basis, paid on the first Friday of the next pay period. If the student is not enrolled in direct deposit, paychecks will be mailed to the primary address on file with the Office of the Registrar. If the student’s primary address on file with the Office of the Registrar does not match the address where the student intends to receive paper checks, the student should complete a change of address form, so that the primary address matches where the student would like the paper check to be issued.

Bi-Weekly Payroll Schedule To help you manage your timecard approvals effectively, please familiarize yourself with the bi-weekly payroll schedule available here: Bi-Weekly Payroll Schedule.

FAQs for Timecards in IC HR Cloud For any questions you may have regarding timecards, you can refer to the FAQs here: IC HR Cloud Timecards (FAQs).

Workers' Compensation (Work-Related Illness or Injury), as outlined in the Ithaca College Policy Manual 3.9.14.7

All employees of the College including faculty, staff, administrators, student employees, part-time employees, and temporary workers (excludes agency temporary workers and independent contractors) are insured and are provided benefits under Workers' Compensation in the event of a job-related injury or illness. Benefits include medical expenses, compensation for lost time, permanent disability benefits, and death benefits as applicable.

Absence from work due to an on-the-job injury or illness is considered to be a serious health condition for the purposes of applying Family and Medical Leave. If the employee is eligible for and entitled to Family and Medical Leave, the time away from work up to 12 work weeks will be credited to the employee's Family and Medical Leave entitlement.

Benefits Under Workers' Compensation Insurances, as outlined in the Ithaca College Policy Manual 3.9.14.7.1

Workers’ Compensation will pay two-thirds of the employee’s average weekly salary up to a specified maximum. The employee must use any medical leave balance to cover the first five days of absence due to a work-related illness or injury. After seven consecutive days of absence (not necessarily work days), Workers’ Compensation benefits will begin if it is determined to be a work-related illness or injury.

If the employee has a medical leave balance, the College will continue to issue a paycheck based on the difference between the amount paid by the Workers’ Compensation benefit and the amount of the employee’s average weekly wage. An employee with no paid time away balances will receive only the check(s) from the Workers’ Compensation insurance carrier.

Once the employee returns to work, they may use available medical leave for time spent attending doctor’s appointments or Workers’ Compensation hearings resulting from their on-the-job injury or illness at the College.

Claiming Worker's Compensation Benefits, as outlined in the Ithaca College Policy Manual 3.9.14.7.2

Any work-related injury or illness must be reported to the employee’s supervisor immediately. The supervisor should make certain that the injured employee promptly receives whatever medical attention is necessary. Any time lost for the day of the accident must be paid as “regular hours” and should not be charged to medical leave.

Attending physicians and hospitals should be informed that treatment is being submitted through the Workers’ Compensation system.

An Incident Report form must be submitted within 24 hours of any work-related illness or injury, even those that do not involve loss of work time. The employee must first complete the Incident Report form and then forward it to their supervisor. Supervisors have a responsibility to prevent accidents in their departments and should investigate every accident in order to learn the cause and adopt proper methods to prevent a similar occurrence. The Office of Environmental Health and Safety is available to assist with this responsibility. After investigation, the “corrective action” part of the Incident Report form must be completed and the form signed. The supervisor should submit the Incident Report to the Office of Human Resources within 24 hours of the employee becoming sick or injured on the job.

Supervisors should remain in contact with an employee who is out of work as a result of a work-related injury. As soon as the employee is aware that they may be absent beyond seven calendar days, the supervisor as well as the Office of Human Resources must be notified.

Staff in the Office of Human Resources will complete the timecard in the human resources information system for the employee when they are out on medical leave. When the employee returns to work, they should review the calculations done by the Office of Human Resources and confirm the accuracy of the payments and paid time away debits.

Paid Sick Leave

Effective September 30, 2020, student employees at Ithaca College began to accrue New York State Paid Sick Leave (NYSPSL) each pay period at the rate of 1 hour of leave per every 30 hours worked in New York State, up to a maximum of 56 hours per fiscal year (July 1 – June 30). Hours worked outside of NYS are not counted toward the accrual of PSL.

Accrued New York State Paid Sick Leave may be used for the following purposes:

• Mental or physical illness, injury, or health condition, regardless of whether it has been diagnosed or requires medical care at the time of the request for leave;
• For the diagnosis, care, or treatment of a mental or physical illness, injury, or health condition, or need for medical diagnosis or preventative care;
• For an absence from work when the employee or employee’s family member has been the victim of domestic violence as defined by the New York State Human Rights Law, a family offense, sexual offense, stalking, or human trafficking due to any of the following as it relates to the domestic violence, family offense, sexual offense, stalking, or human trafficking:
  • To obtain services from a domestic violence shelter, rape crisis center, or other services program;
  • To participate in safety planning, temporarily or permanently relocate, or take other actions to increase the safety of the employee or employee’s family members;
  • To meet with an attorney or other social services provider to obtain information and advice on, and prepare for or participate in any criminal or civil proceeding;
  • To file a complaint or domestic incident report with law enforcement;
  • To meet with a district attorney’s office;
  • To enroll children in a new school; or
  • To take any actions necessary to ensure the health or safety of the employee or the employee’s family member or to protect those who associate or work with the employee.

For the purposes of this benefit, “family member” means an employee’s child, spouse, domestic partner, parent, sibling, grandchild, or grandparent; and the child or parent of an employee’s spouse or domestic partner. “Parent” is a biological, foster, step- or adoptive parent, or a legal guardian of an employee, or a person who stood in loco parentis when the employee was a minor child. “Child” is a biological, adopted, or foster child, a legal ward, or a child of an employee standing in loco parentis.

Unused New York State Paid sick leave will be carried over to the following fiscal year, but annual use may not exceed 56 hours.

Student Employees who are unable to report to work for any reason should notify their supervisor prior to the start of their shift. Please consult with your supervisor regarding the best method of notification. Please see this Student Employment NYS Paid Sick Leave article on how to check your balance and record usage of time.

When work-related conflicts arise, the student supervisor and student employee should attempt to resolve the problem informally. The conflict should be resolved through open discussion; however, if additional mediation is required, the student or student supervisor should contact the Student Employment Specialist.

Use the following suggestions to resolve employer/employee conflicts:

• Address problems as they arise, not after they build up;
• Deal with minor concerns before they become major problems;
• Review responsibilities, duties and expectations. Make sure they are clear to both the supervisor and the student; and
• Avoid personalizing critical moments. Discussions regarding performance should be held in private.

Discipline policies and procedures, and reporting are at the discretion of the student supervisor. Student supervisors should work to resolve workplace conflicts and disciplinary concerns through verbal measures prior to suspension or ending the students assignment. 

1. On the first offense, the student employee should receive a verbal warning.
2. Upon the second offense, a written warning should be issued to the student.
3. Upon the third offense, the student should receive a suspension, and when cases allow, or the offenses persist the student should end the students assignment.

Student dress codes are at the discretion of the office/department that houses the student’s position. Students should dress professionally for their work environment.

Students should be evaluated by their supervisors at the end of each semester or more frequently if requested or warranted. This keeps the open line of communication between the student and their supervisor so that the student can make sure they are making progress with their current position. Evaluations should be recorded and necessary records should be maintained by the student supervisor and made available to the student, to the Student Employment Specialist and HR upon request.

Student employees are expected to report to work shifts. Students should let their supervisor know if an illness or academic conflict prevents them from performing their job duties. When students report to work they should be present to perform their designated job duties—not working on homework or socializing. In the event that a student employee runs out of work to do, they should speak to their supervisor to determine additional assignments. Students should not bring friends or visitors into the workplace.

If a student employee plans to resign from the position, the student must give a formal two (2) week notice to the student supervisor. Student employees should take the following steps in tendering their resignation:

1. Clearly and simply state when the last day will be.
2. Give the letter of resignation to the supervisor.
3. Turn in any keys or IDs acquired in the position.
4. Work out the full two-week notice unless the student supervisor waives this requirement. Student employees working through their notice period should be prepared to work as before. Also, student employees should offer assistance in training someone else, if needed.

Student employees whose assignments have ended and are still eligible student employees (as determined herein) may request that their assignment be re-instated. Re-instatement of a job assignment is at the discretion of the student supervisor and no guarantee is provided. Possible examples that may warrant re-instatement include but are not limited to Leave of Absence or Study Abroad.

Student Employment prioritizes ensuring that a student's academic commitments come before their employment responsibilities. When the student first reports to their new job, they should provide a copy of their class schedule including all class times, club meetings, sporting events, etc. to the student supervisor. The student supervisor will schedule shifts in accordance with academic and student commitments. If any changes arise in the student’s schedule, the student should notify their supervisor immediately so they can cover the student’s shift or make necessary arrangements.

***NOTE: Student employees may NOT work during their scheduled class times, even if a class is canceled, they still cannot work during that time.

A student is ineligible to work after the date of “separation” which is determined by the Office of Student Success when Leave of Absence, Medical Leave of Absence, or Withdraw forms are completed. Students who take Leaves of Absence will have their assignments suspended in the system, and unless otherwise directed by the student supervisor, the student’s assignment will be reactivated upon their return to campus. Students who study abroad during an academic semester will also have their assignments suspended. Students who withdraw from the college are no longer eligible to work as student employees and their work assignment will be terminated upon the date of separation.

Student employment opportunities should take place on Ithaca College property, including partner campuses such as IC Los Angeles and IC London, (The only exception being the FWS off-campus Community Service Program). However, a student supervisor may classify a student employment arrangement as remote when appropriate, with written approval from the Student Employment Specialist in consultation with Payroll. This approval ensures that the student’s wages comply with the location where they are completing their work.

For security purposes, students working remotely may need additional technology to perform their duties. They should work with IT to determine what hardware is necessary 

• Students are entitled to a 30-minute meal break (unpaid) during a work shift of at least six (6) hours which extends over the noon day meal period (the noon day meal period is from 11:00 am to 2:00 pm).
• Additional rest breaks may be given at the discretion of the supervisor.
• Supervisors and students should agree in advance on the timing of meal and rest periods.