POLICY PAGE

Student Employment

Student Policy Handbook 

Table of Contents 

1.    Eligibility

2.    Form i-9/verification

3.    Pay and benefits

4.    Checks

5.    Tax information

6.    Time and attendance

7.    Code of conduct

8.    Law and compliance

Eligibility

Degree seeking students registered full-time at JHU are eligible to work through the Student Employment Program at SAIS. Students who are considered to be full-time are those who pay full-time tuition as well as those who are registered for the required number of credits/courses to be deemed full-load. Other JHU students who are eligible to work through Student Employment Program include:

  • International students who are in their final semester, registered for less than full-load.
  • Visiting ‘exchange’ students to SAIS registered full-time/full-load.
  • Students registered part-time who have a Federal Work Study award.

Incoming students

Incoming JHU students, who are pre-registered for the fall semester, including new graduate students accepted into a full-time program, are eligible to work through SAIS HR beginning July 1 (prior to their first day of classes).

Graduating Students

JHU students on SAIS payroll must be removed from their student position(s) on the last day of the month after they confer/graduate.  Post-docs must be removed when their appointment ends. 

Managers may request an extension up to 90 days.  Extension requests must be submitted to SAIS HR 30 days prior to SAIS graduation.  Failure to submit extension requests 30 days prior to graduation will lead to student job termination in payroll. 

Nonresident Status

Students in nonresident status may work no more than 19.9 hours per week or fewer during the academic year and 40 hours during intersessions.

Students are eligible for nonresident status provided they have:

  • Completed all coursework and requirements for the graduate degree other than the presentation and defense of the formal master’s essay or the doctoral thesis
  • Reached the end of their departmental support period or have exhausted support from grants and cannot be supported by the department

Summer Employment

JHU students may work up to 40 hours per week during summer intersession beginning the Monday following the last day of classes per the SAIS academic calendar. 

 

Federal Work Study

All student jobs at the SAIS DC campus are eligible for federal work study.  Students should contact the SAIS financial aid office to determine if they have been awarded federal work study funding.   

 

Form I-9/E-Verification

The U.S. Citizenship and Immigration Services requires all employers to verify eligibility to work for each person they hire. As part of that verification process, a Form I-9 must be completed by all employees, including student employees. This refers to students who are new to the university payroll system or students who have had a break in service.

A Form I-9 (E-Verification) must be completed by all employees, including student employees. This refers to students who are new to the university payroll system.

Once managers have selected a student employee as a hire, SAIS HR will notify the student hire with instructions for completing all employment forms.  The student must complete the form I-9 within three business days from their first day of work.  New student employees who fail to complete the Form I-9 within three business days will be terminated. 

If the student has not completed the form I-9 within three business days, SAIS HR will notify the student of their student employment termination for non-compliance. The student’s manager will be informed of such action.

Please note: Students must present original documents (i.e. social security card, passport, etc.) to complete the I-9 process. Xeroxed and faxed copies will not be accepted

 

PAY AND BENEFITS

Compensation

Student jobs may be classified as either exempt—not eligible for overtime, or non-exempt—eligible for overtime.  Each program determines the rate of pay for student jobs. 

All student jobs will be paid at the very least the Washington DC Minimum Wage.  The following is the D.C. minimum wage schedule: 

WASHINGTON, D.C. MINIMUM WAGE SCHEDULE

Effective Date

Minimum Hourly Wage

7/1/2017

$12.50

7/1/2018

$13.25

7/1/2019

$14.00

7/1/2020

$15.00

Concurrent Employment

Student employees are allowed to work more than one job within the University, which is concurrent employment.  Hours worked at multiple jobs, concurrently, count toward the weekly total (19.99).  Each student is responsibility to ensure that the total hours worked on a weekly basis does not exceed the weekly total.   

CHECKS

Pay Day

All students are paid semi-monthly on the 15th and last day of the month unless otherwise noted. This includes students paid hourly and/or salaried. If the 15th or last day of the month fall on a weekend or holiday, pay is issued the day before. You can always go to Employee Self Service to view your pay stub and/or see if a check has been issued for a particular pay date.

Lost, Stolen, or Outdated Checks

If you have lost your paycheck, had it stolen, or have not cashed your check within the 120 day limit, you must contact SAIS Human Resources via email at saisseal@jhu.edu, and enter “Check Request” in the subject of the message.  The expected turn-around time can be up to 7 days.

Direct Deposit

All students who work for Johns Hopkins University, regardless of work location, may elect direct deposit to any financial institution in the continental United States participating in the Automated Clearing House.

Having Trouble Getting Paid?

Let us assist you. If talking with your supervisor hasn’t helped, we encourage you to please stop-by the Office of Human Resources & Payroll Services at SAIS for assistance. 

Tax Information

Student earnings are subject to Maryland/VA/DC state tax, including Federal Work Study. This is due to your local residency while here at school. The only exception to this tax rule is if you reside in another state and commute to and from school on a daily basis.

  • New student employees, not set-up in the university payroll system, should visit the Student Employment website for instructions on how get registered and become a student employee. Alternatively, SAIS HR is also available as a resource on student employment.
  • Students who are already in the university payroll system may submit and update their state and Federal tax information such as exemption(s) directly online using the Employee Self-Service (ESS) system. ***Non-Resident Aliens do not have access to ESS. Students on a non-resident alien status must visit SAIS HR to make changes to federal and state tax exemptions.
  • For your convenience, the SAIS HR office provides both the Federal and Maryland State Tax Withholding forms as well as sample instructions for claiming “exempt” status.

TIME AND ATTENDANCE

Timekeeping

All student employees must use the SAIS electronic timekeeping system to record the hours worked on a daily basis. Submitted time sheets are reviewed and approved by managers then sent to SAIS Human Resources for payroll processing.  Approved time sheets not received by close of business each Monday will be processed for the following pay period.

Student Entry

All hours worked must be entered in the Electronic Timekeeping System (TKS).  For payroll purposes, the standard work week consists of seven days, 12:01 a.m. Monday through midnight the following Sunday.

Students are responsible to report all hours worked.  Therefore, to ensure that students are paid on time and without delay, students are required to enter hours on a daily basis. 

Please note, for auditing purposes, student timesheets must be retained for seven (7) years – this is a Johns Hopkins University policy.

Correcting Hours Not Entered On-Time

In rare cases when a student is not able to enter their hours through the electronic TKS, the supervisor may enter hours on the students’ behalf.  This must be done by COB the following Tuesday to ensure their student’s hours are paid on time.

Students who continuously fail to enter their hours worked on a daily basis, may lose student employment privileges at SAIS.   

Hours of Work and Overtime

Academic Year

Full-time Johns Hopkins University students who receive a salary or wage from the university may work no more than 19.99 hours per week during periods of enrollment. Hours worked at multiple jobs concurrently count toward the weekly limit.

Lunch Breaks

For payroll purposes, the standard work week consists of seven days, 12:01 a.m. Monday through midnight the following Sunday.

  • For student workers over 18 years of age, breaks of 20 minutes or more are unpaid. Breaks of less than 20 minutes must be paid. There is no legal requirement to provide a break during a work shift. However, for students who work five consecutive hours or more in one day, we strongly recommend that they be granted a 30 minute lunch break.
  • Student workers under 18 years of age are considered minors and must receive a 30 minute break for every five consecutive hours of work.

In other case, if a student works during a scheduled break, the entire “break” is considered time worked, and must be paid and included in the sum of hours worked during the work week. This is especially important to remember during intersession and summer break.

Summer/Winter Breaks

During periods of non-enrollment (i.e. summer, winter vacation, and intersession), student employees may work up to 40 hours per week. However, students may not begin working more than 19.99 hours until the Monday after the posted final exam period. This date can be found on the university’s Academic Calendar.

Overtime

During periods of non-enrollment, students are allowed to work full-time. As a result, any hourly paid student who works in excess of 40 hours per week is required by law to receive overtime at time and a half pay.

Holidays

Students who work for the university, in a student job classification, are not eligible for paid holiday leave. If a student works on a holiday, they are to be paid their standard hourly wage/salary.

Break Time for Nursing Mothers

In keeping with the Fair Labor Standards Act, all female faculty, staff and student-employees who breastfeed their child will be provided reasonable break times for lactation throughout the day. Review the complete PDF Document: policy for nursing mothers (PDF).

Leave of Absence

Students who are placed on “Academic Leave of Absence “must be removed from the payroll system or be transferred to a full- or part-time staff position. It is the student’s responsibility to notify their manager and human resources once they have been placed on an “Academic Leave of Absence.”  Students who fail to report an academic leave of absence to their manager and human resources may lose eligibility to work on Johns Hopkins School of Advanced International Studies campus. 

CODE OF CONDUCT

Misconduct: Dishonest/Criminal

If a student employee is suspected of dishonest or criminal misconduct on the job (i.e. falsifying hours on timesheets, forging supervisors signature, theft of office property, unauthorized use of computer accounts, etc.), you must immediately report this information to your supervisor or SAIS HR. You are asked to provide as much detail as possible.

Upon notification, SAIS HR takes the following steps:

  1. SAIS HR alerts the assistant dean for student affairs; this will include a short brief of case details. If the student’s position is funded by Federal Work-Study, SES will also notify the director of student financial aid.
  2. SAIS HR gathers all relevant documentation and compiles a comprehensive report for the dean’s review.
    • Based on the nature of the case, SAIS HR in collaboration with the Student Affairs Office may suspend student employment privileges, pending the investigation.
  3. The assistant dean for student affairs determines if a conduct hearing is in order; based on the findings, disciplinary action is determined.
  4. In cases where Federal Work-Study funds are involved, and if found guilty, the award will automatically be rescinded for a period to be determined by the Office of Student Financial Services or the SAIS Financial Aid Office.
    • The Office of the Vice President and General Counsel, under the advisement of the Director of Student Financial Services, will notify the Department of Education of any information pertaining to fraud or other criminal misconduct in violation of the Title IV program.

Confidentiality

As a student worker, you may come in contact with sensitive information that may have severe legal impact if disclosed.  Each student job is subject to confidentiality policies and student workers may be required to sign a department’s nondisclosure confidentiality agreement as a condition of student employment. 

LAWS AND COMPLIANCE

ADA

Consistent with its obligations under Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990, and the Americans with Disabilities Amendments Act of 2008, the university provides reasonable workplace accommodations to qualified employees with disabilities. A reasonable accommodation is a modification or change in the workplace or the way things are customarily done that provides an equal employment opportunity to an individual with a disability.

Questions regarding this policy should be directed to the Student Disability Services unit in the Office of Institutional Equity.

General Anti-Harassment Policy

The University is committed to maintaining learning and working environments that are free from all forms of harassment and discrimination. Accordingly, harassment based on sex, gender, marital status, pregnancy, race, color, ethnicity, national origin, age, disability, religion, sexual orientation, gender identity or expression, veteran status, or other legally protected characteristic is prohibited.  The University will not tolerate harassment, sexual harassment (including sexual violence) or retaliation in the workplace or educational environment whether committed by faculty, staff, or students, or by visitors to Hopkins while they are on campus.

Questions regarding this policy should be directed to the Student Disability Services unit in the Office of Institutional Equity.

 

JHU Sexual Misconduct Policy

The Johns Hopkins University is committed to providing a safe and non-discriminatory educational and working environment for its students, trainees, faculty, staff, post-doctoral fellows, residents, and other members of the University community. In particular, the University will not tolerate and is committed to providing members of its community with an environment that is free from sexual harassment, sexual assault, relationship violence, and stalking (collectively, “sexual misconduct”).

This Policy and these Procedures apply to all members of the University community, including, but not limited to, students, trainees, faculty, staff, post-doctoral fellows, and residents, and cover prohibited conduct that: occurs on campus or other University property; occurs in connection with University programs or activities, whether on or off-campus, including academic, educational, extracurricular, athletic and other programs and activities; or, otherwise affects the University community.

Questions regarding this policy should be directed to the Student Disability Services unit in the Office of Institutional Equity.

 

Title IX and Sexual Violence Policy

Title IX of the Education Amendments of 1972 (Title IX) prohibits discrimination based on gender in educational programs which receive federal financial assistance. Programs and activities which may be included are: admissions, recruitment, financial aid, academic programs, athletics, housing and employment. Title IX also protects male and female students from unlawful sexual harassment - including sexual violence - in school programs and activities.

Policy on Alcohol and Drug Abuse and Drug-free Environment

Individuals whose work or academic performance is impaired as the result of the use or abuse of alcohol or other drugs may be required to participate in an appropriate diagnostic evaluation and treatment plan. Further, use of alcohol or other drugs in situations off campus or removed from University activities that in any way impairs work performance is treated as misconduct on campus. Students are prohibited from engaging in the unlawful possession, use or distribution of alcohol or other drugs on University property or as a part of University activities.

It is the policy of The Johns Hopkins University that the unlawful manufacture, distribution, dispensation, possession or use of controlled substances is prohibited on the University's property or as a part of University activities.

Policy on Campus Violence

The Johns Hopkins University is committed providing a learning and working environment that is safe to all members of the University community. The University will not tolerate violent acts on its campuses, at off-campus locations administered by the University, or in its programs. This policy of “zero tolerance” extends not only to actual violent conduct but also to verbal threats and intimidation, whether by students, faculty, staff, or visitors to the University. The University urges individuals who have experienced or witnessed incidents of violence to report them to Campus Security

Work Related Injuries

Should a student sustain a work-related injury, the student’s supervisor must immediately submit a PDF Document: Report of Incident form (PDF).

Should a student employee sustain an injury on a night shift or weekend, please seek the appropriate medical treatment and follow-up with the office of human resources & payroll services the next business day.