Student Employee Handbook: U.S. Edition

Overview

The New York Institute of Technology Student Employee Handbook consists of policies, procedures, regulations, and guidelines regarding student employment at New York Institute of Technology. The purpose of the Student Employee Handbook is to assist students in understanding the student employment process.

It is the responsibility of the student to understand, follow, and adhere to all policies, procedures, and processes contained in this handbook. By accepting employment through the office of student employment, the student acknowledges that he/she will abide by all applicable laws, policies, procedures, regulations, and rules governing student employment operations and processes. From time to time, updated information concerning changes in policy or an entirely new handbook may be distributed. Student Employees are encouraged to access the current handbook through the Office of Student Employment website. The college reserves the right, without prior notice, to alter, modify, amend, cancel, or terminate any of its policies, procedures, practices, and terms of employment.

The office of student employment also serves as a clearinghouse for all on-campus student employment opportunities. The student employment staff assist New York Tech students, faculty, and community service agencies with all student employment related matters. Please visit or contact the office of student employment to learn more about student employment opportunities.

Student employment is available to matriculated students who are in good academic standing. Eligible students have demonstrated financial need as determined by the Office of Financial Aid, based on information provided in the FAFSA (Free Application for Federal Student Aid) form may participate in the Federal Work Study Program. If you are unaware of your Federal Work-Study status, please go to the Office of Financial Aid and meet with a representative. Although international students are not eligible for Federal aid, they can apply for other on-campus student employment opportunities administered through the office of student employment.

Please direct questions to:

Office of Student Employment New York Institute of Technology
1855 Broadway
New York, NY 10023
212.261.1688
ose@nyit.edu

Authority and Distribution

Every student employee of New York Tech has access to this Student Employee Handbook via the Office of Student Employment web pages. The Student Employee Handbook is up-to-date and contains the complete and accurate policies of our institution as of the date of publication.

Equal Opportunity Employment

Please refer to New York Tech's Equal Opportunity Policy.

At-Will Employment

New York State is an "employment-at-will" state. Students employed by New York Tech will be considered at-will employees. The employment relationship may be terminated at-the-will of either party. The at-will employment rule allows a manager or the Office of Student Employment to terminate a student employee at any time and for any reason, unless a contract, state or federal law, constitutional requirements, or public policy prevents the firing. This policy does not apply to the employment relationship of students who are employed as union employees or for certain graduate assistantships.

Classification Of Student Employment

Student employment positions run from July 1st through June 30th.

Student Aid (SA)

These on-campus positions are fully funded by New York Tech and are open to any matriculated student regardless of their financial aid package. Students are paid on an hourly basis.

Federal Work-study (FWS)

To receive funds, you must file a FAFSA (Free Application for Federal Student Aid) and indicate that you would like to be considered for this program. After the FAFSA has been filed, New York Tech's Financial Aid office will determine if you are eligible and the amount you are eligible to receive. Follow these steps for eligibility: MyNYIT Portal → Student Service Hub → My Financial Aid. If you do not see an award, but think you may be eligible, please contact the Financial Aid office.

Positions are fully funded by the U.S. government awarded to eligible students as part of their financial aid package. Funds are earned by working on or off campus for an hourly wage.

To receive funds, you must file a FAFSA (Free Application for Federal Student Aid) and indicate that you would like to be considered for this program. After the FAFSA has been filed, New York Tech's Financial Aid office will determine if you are eligible and the amount you are eligible to receive.

Follow these steps for eligibility: MyNYIT Portal → Student Service Hub → My Financial Aid. If you do not see an award, but think you may be eligible, please contact the Financial Aid office.

Federal Work-Study Community Service (FWS-CS)

Students who have Federal Work Study (FWS) can use these funds to work off campus at non-profit employers. These positions offer excellent resume-building experiences and opportunities to network. Positions are open to students of all majors.

Graduate Assistantships

New York Tech offers a number of graduate assistantships to qualified students enrolled in our graduate degree programs. Depending on your skills, experience, and the needs of a specific program, you may be asked to assist professors in the classroom, laboratory, or studio; to assist with research or professional projects; or to help manage a department office or facility.

Guidelines

The New York Tech graduate assistantship program is available to full-time matriculated students in a graduate program. Graduate assistants (GA) are rewarded with credits instead of monetary value. GAs may not participate in the institution's work-study program or be student aides at the same time, even if they work for two different departments. (Graduate students who are not graduate assistants may be eligible for work-study or may work as student aides). Part-time employees, including graduate assistants, may not work more than 999 hours in a single calendar year. These graduate assistantship guidelines adhere to Immigration and Naturalization Service and federal income tax regulations. No exceptions can be made to these guidelines. The Office of Academic Affairs coordinates all graduate assistantships.

On-Campus International Student Employment

Please refer to International Student Employment.

Off-Campus International Student Employment

Please refer to the Office of International Education (OIE).

Eligibility Requirements for Working On-Campus

• Must be a part-time or full-time student at New York Tech.
• Students on academic or disciplinary notice are not eligible to work.
• Students who have graduated are NOT permitted to work on campus in a student aid/federal work-study position past the date of graduation, unless they are continuing their education at the next program level at New York Tech.
• During the school year, students may work up to 20 hours per week. In the summer and during breaks, students may work up to 35 hours per week.

Hiring Process

Please refer to Student Jobs.

Student Code of Conduct

The Office of Student Employment is under the division of Student Affairs. The Student Code of Conduct, which is a part of the New York Tech Student Handbook: U.S. Edition, applies to all student employees.

Conflict of Interest/Family Relationships in the Workplace

A conflict of interest exists when you or a member of your immediate family benefit financially, either directly or indirectly, from your employment in a way other than your compensation and benefits paid by New York Tech. A conflict of interest may also exist if you engage in any activity that adversely influences your judgment in the performance of your job duties. It is against New York Tech policy for students to work in the same department or office as a relative, including spouses, fathers, mothers, guardians, sons, daughters, cousins, and grandparents.

Upon discovering a conflict of interest or the appearance of a conflict of interest, the employee must notify the Associate Director of Student Employment in writing. Unless the Associate Director of Student Employment determines that the conflict is not real or is too insubstantial to merit further consideration, the employee must either resolve the conflict at hand or refrain from all discussion and approval of the subject of the conflict as directed by the Associate Provost, Educational Innovation / Director, CTL. All employees are required to follow the guidelines prescribed above. If clarification of the guidelines is required, employees are encouraged to consult with the Associate Director of Student Employment. Managers requiring further clarification may contact Student Employment.

Remote Work Policy for Student Employees

Student employees, including those funded by federal work-study, institutional aid, or serving as graduate assistants may be approved to work remotely under the following conditions:

• The remote work location must be within New York State or Arkansas.
• The position must be suitable for remote work, as determined by New York Tech.
• Roles involving confidential or sensitive information may not be eligible.
• Remote student employees must maintain set work hours and be accessible and productive during their scheduled time.
• Supervisors must be able to accurately track and verify hours worked to approve timesheets.
• The department is responsible for determining remote work needs and ensuring access to necessary equipment. Students may be required to use personal devices, such as laptops.
• Students are responsible for protecting university property, data, and information at their remote work site. This includes preventing unauthorized access and securing any work materials or equipment.
• New York Tech is not liable for any injuries or property damage that occur at the remote work site.
• All remote student employees must follow all other New York Tech policies.
• The university may end a remote work arrangement at any time at its sole discretion.

Supervisor Responsibilities

Supervisors are expected to:

• Establish check-in/check-out procedures and ensure students know how to reach them during scheduled hours.
• Define tasks, expectations, deadlines, and how work will be submitted.
• Require students to document or summarize completed tasks.
• Remain available and responsive during the student’s scheduled work time.

Confidentiality

Students are prohibited from possessing, distributing, or sharing information obtained through work as a student employee, regardless of purpose or use, or using departmental information or services for the benefit of oneself or others. Confidentiality violations are grounds for immediate termination of employment and disciplinary action through the Office of the Dean of Campus Life.

The security and confidentiality of records (electronic, computerized and in print) are a matter of concern for all New York Tech personnel who have access to any college-related files, documents or internal/external records. New York Tech databases are a repository of computerized information stored in the centralized computer system of New York Tech and maintained by its administrative owners and Information Technology Services. This includes but is not limited to internal/external records associated with the functions of the following offices: student employment, registrar, bursar, financial aid, admissions, residential services, and dean of students.

Student employees who work in departments where records of a confidential and/ or sensitive nature are maintained, hold a position requiring the highest level of trust, ethics and integrity. Therefore, it is imperative that student employees recognize the responsibilities of preserving the security and confidentiality of the information, regardless of if it is in print or electronic format. Students are expected to sign the New York FERPA and Confidentiality Agreement before their first date of employment.

Confidentiality in Remote Work

Remote workers are responsible for maintaining the security and confidentiality of New York Tech files, data, and other information that are in the remote work site. Please refer to the Remote Work Policy.

Workplace Violence

Please refer to the New York Tech Employee Handbook.

Workplace Inspections

Please refer to "Workplace Inspections and Employee Privacy" in the New York Tech Employee Handbook.

Non-Discrimination and Discriminatory Harassment Policy

Please refer to the New York Tech Employee Handbook.

Benefits

Work-study students and student hourly employees are not eligible for benefits, such as paid vacation and holidays. Student employees may be eligible for paid time off and sick leave as set forth below. Under certain circumstances, student employees may be eligible for unpaid leave under the Federal Family and Medical Leave Act (FMLA), or for paid leave under New York's Paid Family Leave law. Student employees are not entitled to State Unemployment Insurance through New York State but are covered under Workers Compensation.

Paid Sick Leave Policy, United States Based Student Employees

New York Institute of Technology provides Paid Sick Leave (PSL) to all, New York and Arkansas, student employees hired through work-study and student aid funding. Graduate Assistants are not eligible to receive PSL.

PSL will follow the calendar year and is accrued based on hours worked. Unless otherwise noted, employees who will be out sick must contact their designated supervisor as soon as possible or a minimum of one hour prior to the start of their shift.

Paid Sick Leave can be utilized for the following reasons:

• Employee’s mental or physical illness, or injury, or diagnosis, care, treatment, or preventive care for employee’s mental or physical illness or injury;
• A family member’s mental or physical illness or injury or diagnosis, care, treatment, or preventive care for a covered family member’s mental or physical illness or injury;
  • Family Member is defined as an employee’s child (biological, adopted, step, or foster child, a legal ward, or a child of an employee standing in loco parentis), spouse, domestic partner, parent (biological, foster, step, adoptive, legal guardian, or person who stood in loco parentis when the employee was a minor child), sibling, grandchild, or grandparent, and the child or parent of an employee’s spouse or domestic partner
• Absences related to employee’s status as a victim of domestic violence, family offense, sexual offense, stalking, or human trafficking; or
• Absences related to a family member’s status as a victim of domestic violence, family offense, sexual offense, stalking, or human trafficking.

Student employees will accrue one (1) hour of PSL for every thirty (30) hours worked, according to submitted timesheets, to a maximum of fifty-six (56) hours per calendar year. Up to fifty-six (56) hours of PSL may be carried over into the following calendar year, as long as the student employee does not have more than a year break in employment. For example, a student who works in the fall doesn’t work in spring or summer, but then works again in Fall is able to keep their accruals.

In no event shall the total PSL to be taken exceed fifty-six (56) hours during any one year. Unused PSL is not payable upon termination of employment.

Student employees will be paid their normal rate of pay for any paid leave time under this law, or the applicable minimum wage rate, whichever is greater. Used PSL must be recorded in the student employee weekly timesheets. Student employees will be able to view their PSL accruals at the top of each timesheet. Supervisors will be able to view accrued balances under the “Funds” tab.

The minimum amount of PSL that can be utilized is either ½ day or the scheduled shift for that day, whichever is the lesser figure.

Retaliation

An employer cannot retaliate against an employee in any way for exercising their rights to use PSL.

Student Aid vs. Work-Study

Student Aid: If a student is hired through student aid, and takes PSL, the hours taken count against their total award.

Work-Study: If a student is hired through work-study, and takes PSL, the hours taken will not count against their total award and is covered by the Office of Student Employment.

PSL hours count toward the weekly 20 hour maximum (or 35 hours while school is on break).

Worker's Compensation

All College employees, including student employees, are covered by worker's compensation for illness, injury or death arising out of and in the course of employment. If you become ill or injured on the job and the illness or injury results in an absence from work in excess of seven calendar days, worker's compensation may provide weekly benefits. Medical expenses resulting from an on-the-job illness or injury may also be covered. It is imperative that you report any on-the-job illnesses or injuries to the office of student employment and the Office of Human Resources within three days of the incident, either in person or by telephone. Failure to do so may result in the forfeiture of worker's compensation benefits. The office of student employment along with the Office of Human Resources is responsible for filing a worker's compensation claim on your behalf.

Jury Duty

Student employees who are summoned for jury duty are entitled to leave during the period of their jury duty. The student should notify his or her supervisor as soon as possible to allow the supervisor to arrange for any necessary substitutions. Non-work-study student employees on jury duty leave who have a regular work schedule will be paid their salary up to $40 per day for the first three days of jury duty under the following circumstances:

• The student employee will be paid (up to $40 per day) for normally scheduled work hours while serving, but not for hours served on a jury which are outside of the student employee's normal work schedule. For example, a student employee normally scheduled to work for two hours on the day he or she is summoned for six hours of jury duty will only be paid for two hours.
• Before jury duty pay can be approved, the student employee must provide a copy of the Juror Service Certificate to the office of student employment.
• If an employee is summoned to jury duty while being paid with federal work-study funds, please contact the office of student employment. The employee is expected to report to work, if excused from jury duty during normal work hours. The department should maintain a record of all documents related to the jury leave usage in the employee's file.

Compensation

Payroll and Direct Deposit

Please refer to Payroll and Timesheets.

Pay Rates

The hourly pay rates are set by the Office of Student Employment (OSE) and are based on the skill­ level set and responsibilities required in the position. Managers may recommend a pay rate using appropriate Job Categories. All pay rates must be at least the applicable government minimum wage rate for that state and region.

Work Schedule

• Students are allowed to work up to 20 hours/week while school is in session, and up to 35 hours/week while school is on break.
  • If you work more than 6 hours in a day, you must take a half-hour unpaid break.
  • Students are not allowed to work more than eight hours a day.
• ALL Students MUST submit their timesheets at the end of EVERY work week.
• Students may not begin working until Student Employment approves the hire and verifies required paperwork. They may not begin working prior to the start date indicated on the approved hire.
• Both student employees and managers should ensure that the student employee never exceeds 40 hours per week from all jobs worked at New York Tech. Student employees are covered by the Fair Labor Standards Act (FLSA) and must receive overtime pay if they work in excess of 40 hours per week. FLSA does not require overtime pay for work on Saturdays, Sundays, holidays, or regular days of rest, nor does it require extra pay for night or weekend work. Federal Work-Study funds will not be utilized to pay overtime.

Student Employee Expectations

Attendance

Student employees must report to work at the time agreed upon with their manager. A manager or someone else in the department must be called immediately if lateness is anticipated. Repeated lateness and absences may result in discipline and termination. If you are unable to attend work on any given day, give your manager as much notice as possible. It may be helpful to program your manager's phone number into your cell phone. In many cases, your manager will have to find a replacement for you. If class schedules change after work hours are scheduled, or if exams are scheduled on workdays, students should notify their managers as soon as possible so that work hours can be rescheduled. Student employees and managers should understand the student employee's first priority at New York Tech is academic success. Student employees must be attentive and responsive to work schedules so that the delivery of services can be fulfilled within the New York Tech community or organization.

• Lateness: Student employees should notify their supervisor if they will be late.
• Absences: Student employees should give their supervisor as much notice as possible if they cannot be at work at the scheduled time. If the supervisor is not available, contact the individual designated by the supervisor. Some supervisors may require the employee to find a replacement if he/she is unable to fulfill the scheduled work hours.
• Termination: Excessive absenteeism and tardiness may result in disciplinary action or termination.
• Classes and exams: Student employees should talk with supervisors to make arrangements for work schedules that do not conflict with classes and exams.

• Lateness: Student employees should notify their manager if they will be late.
• Absences: Student employees should give their manager as much notice as possible if they cannot be at work at the scheduled time. If the manager is not available, contact the individual designated by the manager. Some managers may require the employee to find a replacement if he/she is unable to fulfill the scheduled work hours.
• Termination: Excessive absenteeism and tardiness may result in disciplinary action or termination.
• Classes and exams: Student employees should talk with managers to make arrangements for work schedules that do not conflict with classes and exams.

Dress Code

Managers may require dress codes when they are reasonable and rationally related to the purpose or function of the employing department. You must comply with a manager's request regarding appropriate attire.

Behavior

Student employees are expected to abide by all general New York Tech community standards and the Student Code of Conduct. Student employees must refrain from:

• Engaging in disruptive conduct that interferes with the orderly processes or functions of New York Tech or other organizations
• Theft or misuse of university property or of another employee's property
• Gambling on college property
• Sabotaging physical or computerized records
• Falsifying any college record or report, including employment documents
• Using records for one's own personal or professional gain or that of another
• Falsifying one's own time sheet or that of another
• Harassing or injuring another person or group
• Committing violations of New York Tech policies, rules or regulations or engaging in behaviors that interfere with the orderly functions of an office or organization. These acts are subject to immediate termination and disciplinary action through the Office of the Dean of Campus Life.
• Removing or releasing confidential or secure documents, files or records
• Distributing, possessing, or using controlled substances, including alcoholic beverages, illegal drugs, or narcotics on college property or while performing one's job
• Reporting to work while under the influence of controlled substances, including alcohol, illegal drugs, or narcotics

Performance

Students are responsible for their actions when they are at work. They should:

• Treat everyone with an efficient, pleasant, and service-oriented attitude
• Immediately bring to the manager's attention any problems or concerns pertaining to the job (e.g., conflicts with academic work requirements or exams)
• Perform the duties and job responsibilities as assigned to the best of their ability and in a timely manner
• Dress appropriately for the job as specified by the employer
• Maintain a clean and orderly workstation
• Refrain from offensive or undesirable behavior or language

Cell Phone Usage

While we recognize that there may be times when personal calls must be made at work, we ask that students limit this as much as possible. During work hours, all cell phones must be put on vibrate mode. Please ask friends and professors not to call or text you at work.

Job Performance Evaluation

While evaluations are not mandatory, student employees may, from time to time, be rated on the following by managers:

• Attendance
• Professionalism
• Appearance And Grooming
• Punctuality
• Dependability
• Knowledge of the Job and Departmental Policies/Procedures
• Communication Skills
• Overall Performance
• Performance Development Needs

These evaluations may determine your job placement and security for the upcoming semester. This could also determine a pay rate increase, if requested by the manager.

Changing Or Leaving A Job

Resignation

A student employee who wishes to resign from a job or terminate employment should give their manager written notice of resignation two weeks in advance with a copy provided to the Office of Student Employment (OSE) for the personnel file.

Transferring Positions

• Students may transfer positions provided they properly resign from their current position. To resign from a position, the student must give their manager and the OSE two weeks' notice. Students may not begin a new position until transfer requests are approved by the Office of Student Employment.

Performance Issues, Corrective Action, and At-Will Employment

Student employees at New York Tech are expected to perform their duties responsibly and professionally, in line with the expectations set by their managers and the standards outlined in this handbook. A respectful, productive work environment is essential and requires shared commitment.

All student employment at New York Tech is considered at-will, meaning either the student or New York Tech may end the employment relationship at any time, with or without cause or notice. While we aim to support student growth, disciplinary action or termination may be necessary in certain situations. Misconduct that may result in immediate termination includes, but is not limited to, the use or possession of illegal substances in the workplace, reporting to work under the influence, falsifying records or timesheets, insubordination, unprofessional conduct, misuse of university resources, breaches of confidentiality, or material violations of university policy. Additional performance issues include repeated tardiness, unexcused absences, failure to meet job responsibilities, or any non-compliance with institutional, departmental, or manager-assigned policies. Students employed under federal work-study must also comply with related regulations.

Managers may choose to address performance issues through progressive steps such as verbal warnings, written notices, or coaching when appropriate. However, progressive discipline is not required, and all decisions regarding corrective action or termination are at the sole discretion of New York Tech.

Managers are encouraged to consult with the Office of Student Employment or Human Resources when handling performance concerns or preparing documentation related to discipline or termination.