Student employment overview

Student employment at Augustana College provides opportunities for students to work on campus while pursuing their degree. Whether students are looking to earn money, gain experience, or contribute to the campus community, student employment supports a variety of goals. Positions across campus help keep college operations running smoothly while offering students a chance to build skills, develop responsibility, and explore potential career interests. While not every job will directly relate to a student’s future career, all roles offer valuable opportunities to learn and grow in a supportive environment.

Augustana College employs students across campus in over 150 different positions.  Over 900 students work on campus each year.  Student employment is not guaranteed though great effort is made to assist students who want to work find positions on campus.

Contents:

1. Eligibility requirements
2. Types of student employment
   • On-campus employment
   • Flexible Employment Program (FEP)
   • Off-campus community-based FWS positions
3. Types of student employees
   • Federal Work-Study (FWS) employee
   • Non-Federal Work-Study employee
4. Definitions of student employment roles
   • Student employee
   • Student employee supervisor
5. Employment terms
6. Hiring procedures
   • For students: How to get hired
   • For supervisors: Student employment hiring procedures
7. Employment verification
8. Payroll and timesheets
   • Hours approval and student pay schedule
   • Student pay
   • TimeClock Plus
9. Weekly work-hour limits, breaks, and other shift requirements
   • When classes are in session
   • Summer and school breaks
   • Required breaks during shift
   • Developing a work schedule
   • Benefits and leave
10. Confidentiality
11. General Rules of Conduct
12. Communication
13. Operating office equipment
14. Policies and resources
    • Employment Verification Policy
    • Weekly Work-Hour Limits Policy
    • Student Employee Performance
    • Student Employment Job Description Guidelines
       

1. Eligibility requirements

All degree-seeking students enrolled at Augustana College at least half-time (6 credits) are eligible to apply for student employment. Employment is contingent upon maintaining this enrollment status.

2. Types of student employment

On-campus employment

Most student jobs are located on campus and funded through the college’s Student Employment budget. These positions support various departments and operations and are available to students regardless of their Federal Work-Study (FWS) status.

Flexible Employment Program (FEP)

This program functions like a campus-based temp agency, offering short-term, event-based shifts to students with flexible schedules. Opportunities may include event setup, assisting at campus activities, or helping with promotional tasks.

Direct questions about FEP to fep@augustana.edu

Off-campus community-based FWS positions

Eligible students may work off-campus through the Federal Work-Study program with approved nonprofit or public service organizations. These roles are intended to benefit the community and provide students with valuable career-related experience.

Direct questions about Off-Campus Community-Based FWS Positions to lindsayadolphs@augustana.edu.

3. Types of student employees

Federal Work-Study (FWS) employee

FWS is a need-based financial aid program that allows students to earn money through employment as part of their financial aid package. While every effort is made to help eligible students find employment, Augustana does not directly place students in jobs.

For questions about FWS eligibility, contact the Office of Financial Aid at (309) 794-7680 or financialaid@augustana.edu.

Non-Federal Work-Study employee

Students who do not receive FWS funding may still apply for on-campus positions through general student employment. These jobs are open to all eligible students and can support a variety of interests and departments.

4. Definitions of student employment roles

Student employee

A student employee is any eligible student hired to work in a campus or approved off-campus role. They must adhere to college policies, maintain academic eligibility, and follow employment guidelines.

Student employee supervisor

Supervisors are typically faculty or staff members who are responsible for training, assigning tasks, monitoring hours, and evaluating performance. They play a key role in ensuring that student employees meet expectations and comply with college and departmental policies. 

Students working in Off-Campus Community-Based FWS Positions may be supervised by a designated staff member at the partnering nonprofit or community organization, in coordination with the Office of Student Employment.

5. Employment terms

Student employment concludes when a student is no longer enrolled at least half-time, graduates, withdraws from the institution, or takes a leave of absence. Employment may also end if a student is terminated due to performance concerns, conduct issues, or changes in departmental needs. In some cases, employment ends at the conclusion of a specific project, academic term, or funding period, as defined by the supervisor or department.

6. Hiring procedures

To ensure a smooth and compliant student employment process, the following steps must be followed by both student employees and supervisors. Students must complete all required employment forms and receive confirmation of work eligibility before performing any job duties. This includes submitting federal and institutional documentation.

Supervisors are responsible for confirming a student’s employment authorization before allowing them to begin work. For positions with delayed start dates, verification must be finalized before the official start.

Work performed without proper authorization will not be paid through student employment funds. In such cases, departments will be financially responsible for the wages through their own operating budgets.

7. Employment verification

All student employees must complete required employment verification before beginning any work, and supervisors are responsible for ensuring compliance prior to the student's first day. To outline expectations and consequences for non-compliance, Augustana College has established an official Employment Verification Policy. This policy applies to all student employment positions and helps protect the college from legal and financial risk.

→ View the Employment Verification Policy

8. Payroll and timesheets

Hours approval & student pay schedule

Payroll hours for the prior week must be approved by 5:00 p.m. on the following Monday. For deadlines and pay dates go to the Student Pay Schedule.

Students can view and print pay stubs through PayCor. For payroll assistance regarding missed hours, payments, TCP, etc., contact the Payroll Office.

Student pay

Current student employment pay rates are available on the student pay rates and schedule webpage.

See student employee pay rates

TimeClock Plus

TimeClock Plus (TCP) is the system used to record work hours. When students turn in the necessary paperwork to work on campus, they will be set up with a TCP login. Their ID number is the same as the student’s 6-digit school ID number, and the pin is the last 4 digits of the student’s social security number. Students need to log in and track their work hours by clocking in and out from their shifts. 

Students should log in and out using TimeClock Plus to record their hours.  The supervisor will be responsible for monitoring the student’s clocking in and out and reminding students of this requirement.  Supervisors must approve their students' work hours by confirming the hours listed are those worked, reconciling any missed punches, and approving the hours by 5:00 p.m. on Monday of the following work week.

Clocking in and out of TimeClock Plus

Always remember to PUNCH IN & PUNCH OUT at the beginning and end of your shift!  The only exception to this is if you are working a Flexible Employment Program (FEP) position. All FEP hours are manually added in by Student Employment in CORE team members.

Multiple student employment positions

If you have multiple jobs on campus, log in with the correct job code for the position you are working. MAKE SURE YOU ARE CLOCKING INTO THE CORRECT JOB.

Clocking into TimeClock Plus

• Go to www.augustana.edu
• Under “Current Students,” click “Timeclock”
• Click “WebClock”
• Enter your student ID number (with the 0) and hit “clock in”
• Enter your PIN; which is the last 4 digits of your social security number
• Then hit “Log On”

Clocking out of TimeClock Plus

• Go to www.augustana.edu
• Under “Current Students,” click “Timeclock”
• Click “WebClock”
• Enter your student ID number (with the 0) and hit “clock out”
• Enter your PIN; which is the last 4 digits of your social security number
• Then hit “Log Out”

Missed Punch

As soon as you realize you have missed a timekeeping punch, notify your direct supervisor via email immediately. Include the date and time that needs to be corrected or added.

9. Weekly work-hour limits, breaks, and other shift requirements

To ensure students adhere to their weekly work-hour limits while maintaining a balance between employment and academic commitments the college has approved a Weekly Work-Hour Limits Policy. In summary, 

• Students are responsible for tracking their own hours across all positions
• Supervisors will be automatically notified if a student exceeds the hour limit or is nearing the threshold, especially if the student holds multiple positions
• Student Employment in CORE will monitor compliance, notify parties of violations, and enforce disciplinary actions

Violations will follow a progressive discipline model beginning with written warnings and escalating to students in violation losing eligibility for campus employment.

→ View the Weekly Work-Hour Limits Policy

When classes are in session

• Domestic students can work a maximum of 10 hours a week; additional hours may be worked through the Flexible Employment Program.
• International students can work a maximum of 20 hours a week including those hours worked through the Flexible Employment Program.
• The total number of hours allowed each week includes work even if a student has multiple jobs
• There are certain jobs on campus, such as Community Advisors, which do not allow for a second job.
• Students are expected to inform all supervisors of other jobs they may already have on campus.

Summer and school breaks

Work during the summer or academic break depends on the individual department or office. During these times, a student may not work more than 40 hours a week. Students seeking employment over breaks should contact their on-campus employers about whether work is available.

Required breaks during shift

Illinois employers must provide a break to employees who work at least seven and a half continuous hours. This break must be at least 20 minutes long, and it must start no later than five hours after the beginning of the shift.

Developing a work schedule

Students should plan a work schedule that is compatible with the student’s class and activity schedule, and the work office hours. Any request for time off must be approved at least 24 hours in advance by the supervisor.  As schedules change with the academic term changes in a student’s work schedule will be negotiated. Students are not permitted to be scheduled during a time they have class. 

Benefits and leave

Student employment positions are not considered permanent employment and are not eligible for unemployment compensation benefits upon discontinued employment. Student employees are not eligible to receive paid vacation, holiday, leave, medical insurance programs, retirement benefits, or payment for working during a school closure. Students are covered by Worker’s Compensation insurance for on-the-job injuries. Supervisors must be informed immediately about any on-the-job injuries.

10. Confidentiality

Confidentiality is an important aspect of any employment.  Being given a responsibility to access or witness sensitive or private information or conversations is a privilege that must be respected.  A breach of the Code of Conduct can be grounds for immediate dismissal from employment.

It is required that all student staff read and electronically sign the Student Employee Code of Conduct Acknowledgement Agreement as a condition of employment.

The Family Educational Rights and Privacy Act of 1974 (FERPA), is a federal law that controls the confidentiality of, and access to, student education records. This law applies to some of the information that you may encounter and a policy that ensures the privacy of student information that you may encounter in your work. 

Confidential student/alumni information under FERPA

• Personally identifiable information (PII).
  • Examples: Name, address, Social Security Number, student ID number, date and place of birth, mother’s maiden name, biometric records, and other information that can identify a specific student or alumni.
  • Students who have access to PII in the course of their work should have a supervisor request to HR that they send them a FERPA training link.
• Academic records
  • Examples: Grades, transcripts, class lists, student course schedules, disciplinary records, and any academic assessments or evaluations.
• Enrollment information
  • Examples: Records related to a student’s enrollment status, such as whether they are currently enrolled, dates of attendance, and the schools or programs they attended.
• Financial information
  • Examples: Financial aid records, scholarship information, tuition and fee payments, billing records, and any information related to financial obligations.
• Health and counseling records
  • Examples: Medical and psychological records maintained by the institution, including visits to the campus health center or counseling services.
• Disciplinary records
  • Examples: Records relating to disciplinary actions taken against a student, including investigations, hearings, and outcomes.
• Special services or accommodation records
  • Examples: Records related to services or accommodations provided to students under the Americans with Disabilities Act (ADA) or similar regulations.
• Advising and counseling records
  • Examples: Notes or records from academic advisors, career counselors, or any other institutional counseling services.
• Directory information
  • FERPA does allow institutions to designate certain information as "directory information" (such as name, address, telephone number, date and place of birth, honors and awards, and dates of attendance) that can be released without consent. However, students have the right to opt out of having their directory information disclosed.

Key points to remember

• Consent required: Except in certain circumstances, FERPA requires written consent from the student before disclosing any confidential information.
• Need-to-know basis: Even within the institution, access to confidential information should be limited to individuals who need the information to perform their job duties.
• Disclosure restrictions: FERPA violations can lead to serious consequences for the institution, including the loss of federal funding.

Additional thoughts on confidentiality

• Please be aware of the topics of conversation you engage in while in the office; people listen and can often hear everything.
• Information cannot be released to anyone, without a written release from the student/alumni using the services. This includes teachers, employers, staff from other department offices, parents, family, friends, other students, and anyone else.
• If asked to share confidential information you can always say “Due to our confidentiality policy, that is not information we share.” If you are unsure if the information can be shared, consult your supervisor.
• This policy also applies outside of working hours. If you encounter someone (i.e. friend, classmate, acquaintance, or anyone else) who used or is scheduled to use services within a department outside of your working hours or outside of the department during working hours, it is important that you allow the individual to acknowledge you first and not mention their using our services unless they do first.  
  • For instance, if you see a friend on the way to class it is not appropriate to say, “Hey, I saw you in CORE today, how was your appointment?” or “ I see you’re coming into CORE on Wednesday…”
  • It is your responsibility to keep this information confidential both during and after your employment.

Student Employee Code of Conduct Acknowledgement Agreement

It is required that all student staff read and electronically sign the Student Employee Code of Conduct Acknowledgement Agreement as a condition of employment.

11. General rules of conduct

To assist with the efficient operation of the college and to ensure the safety and well-being of those at the college, the following rules of conduct are in force. The rules of conduct are not to restrict the rights and activities of employees but are intended to help employees by defining and protecting the rights and safety of all persons. 

Employees are expected to acquaint themselves with these rules and other work rules specific to their department. Employees will be subject to corrective action including suspension or termination depending upon the severity of the violation of these rules:

Visitors during work hours

Frequent or extended presence of family and friends in the workplace during work hours generally is inappropriate for several reasons: decreased employee productivity, risk of harm to the visitor, and the potential increased liability.  If you plan to have family or friends visit for more than a brief amount of time, be sure to get permission from your supervisor in advance.  

Punctuality, tardiness, and early departures

Punctual and regular attendance is an essential responsibility of each employee. Employees are expected to report to work as scheduled, on time, and prepared to start working. Employees also are expected to remain at work for their entire work schedule. Late arrival, early departure, or other absences from scheduled hours are disruptive and must be avoided.

• If you cannot report to work as scheduled, you must notify your supervisor no later than your regular starting time. This notification does not excuse tardiness but simply notifies your supervisor that a schedule change may be necessary.
• If you must leave work before the end of your scheduled shift, you must notify your supervisor immediately.

Absences

Absence is defined as the failure of an employee to report for work when they are scheduled to work. 

Planned Absence Excused: There may be times that you are unable to work.  Giving at least three days’ notice assists your area in covering your responsibilities while you are away.  Acceptable planned absences may include leaving early for a break or a weekend home, request for time off to study for an exam or finish a paper, or conflict with extracurricular activity not known prior.  As soon as you realize you have a conflict, discuss the situation with your direct supervisor.

Unplanned Absence Excused: We understand that there will be cases of illness or injury or the need to travel home for an emergency.  Giving as much notice as possible assists in covering your responsibilities while you are away.

Contact your direct supervisor as soon as you know you will not be able to cover your shift. In your correspondence include a brief reason for your absence, specific hours you work, and if possible, how long you will be out of work

Your direct supervisor will respond to your message confirming they received the message.

Unexcused Absence: This type of absence occurs when any of the above conditions are not met. If it is necessary for you to be absent or late for work because of an illness or an emergency, you must notify your supervisor no later than your scheduled starting time on that same day.

• If you are unable to call, you must have someone make the call.
• An unexcused absence counts as one occurrence for the purposes of discipline under this policy.
• Excessive absenteeism is defined as three or more occurrences of unexcused absence in a 30-day period and will result in disciplinary action. 

Job abandonment

Any employee who fails to report to work for a period of three days or more without notifying their supervisor will be considered to have abandoned the job and voluntarily terminated the employment relationship.

Resignation

We understand that career-related jobs and/or internships or personal circumstances may require you to resign from your position. Your supervisor relies on you to complete the tasks that are a part of your job and they will need to begin the search for your replacement as quickly as possible. If you plan to use your supervisor as a reference in the future, it is important for you to leave on good terms.  Provide your supervisor with at least two weeks of notice.

Additional expectations 

Violation of any of these rules could lead to disciplinary action and/or immediate termination.

• Unauthorized use or possession of intoxicating beverages, narcotics, or dangerous drugs on premises; or reporting to work under the influence
• Fighting, gambling, or using profane, obscene, or abusive language while at work.
• Carrying unauthorized weapons.
• Behaving in a discourteous or disrespectful manner toward a supervisor, fellow employee/staff member, student, guest, etc.
• Refusal to carry out the instructions of a supervisor (insubordination).
• Leaving the job without permission during regularly assigned working hours.
• Sleeping or appearing that you are sleeping while on duty.
• Creating unsafe conditions.
• Stealing or unauthorized removal or use of property belonging to the college, to employees, students, or visitors of the college.
• Loss, damage, or destruction of property belonging to the college, employees, students, or visitors.
• Unwillingness or inability to work in harmony with others or discourtesy.
• Mailing or posting any notice, circular, or display on college premises without permission.
• Failure to comply with policies and procedures of the college and those specific to a department.
• Possible other violations not specifically mentioned here

Professionalism

As an employee, the way you behave in your position, represent your department across campus and act outside of work while referring to your job role is a direct representation of Augustana College.  Each department continually strives to provide a campus service we can be proud of and we want you to be a part of growing and sharing our involvement in fostering student success.  The following topics address a few important aspects of professionalism.

Phone use policies 

Although we recognize the need to have personal cell phones at work, employees should use them only intermittently or outside of working hours. When having phone conversations, employees should move away from colleagues to prevent distractions. 

Having personal phone conversations or watching videos, etc. in the workplace, can interrupt how we effectively assist and serve students and visitors.

Phones are not to be used to record or share confidential information. 

Personal computer use

During scheduled working hours, employees shall restrict their computer use to work-related assignments.  Please feel free to check any personal accounts before or after work - but they are not to be accessed while working unless explicit permission has been given by your supervisor. If you have finished all projects, please check with your supervisor and any other staff members for ways you can help.  

Limited use of computers for personal use is permitted provided permission is granted by your direct supervisor and only when all current assignments have been completed. 

Using your personal computer to do work-related assignments is acceptable.

Homework

During work hours student employees are required to perform their work assignments. Homework reading and other personal work are not generally permitted during work hours. Your supervisor will provide information on what is allowable during “slow” work situations.  

Appearance and Dress Code

As a student employee, you are a representative of your department and, in some instances, the first contact an individual will have with the college.  If you come to work dressed inappropriately, you will be asked to clock out and go home and change before returning to work.

Some departments have specific dress codes.  These will be related to you upon hire.  If no specific dress code is communicated to you use these guidelines.

• If applicable, name tags will be provided to wear during your shift
• Dress in appropriate attire when working
• Jeans are acceptable
• Articles of clothing should not be cut in a way that displays one’s undergarments
• Clothing with offensive or inappropriate designs or stamps (alcohol, drugs, and related paraphernalia, etc.) is not allowed.
• Pajamas are never acceptable
• Always have fresh breath and clean body hygiene
• Earbuds are not allowed while working unless it pertains to a project you’re doing
• Conversations with friends, in excess, are not allowed

12. Communication

Some departments have specific communication channels. These will be related to you upon hire.  If no specific communication channels are communicated to you the following channels will most likely be followed.

Your Augustana email

• All official communication will be sent via your Augustana College email address.  Some emails will be purely informational.  Others will require your response.
• Respond to emails requesting further action or information in a timely manner
• If a deadline for a response is given, please comply
• If no deadline for response is given, please respond within two business days

Interacting with team members

Connecting with members of your departments can help us all understand the events and happenings within.  As you interact with other members of your department, remember to keep the following in mind:

• Respect the workspaces of others
• Be friendly and inclusive of all staff members
• Keep noise levels down to minimize disruptions to work occurring in open areas of the office and employers conducting interviews
• Follow through on work projects and follow up with progress reports

Individual offices or office spaces

Often team members are in individual meetings, appointments, or on phone calls. When entering a colleague’s office or workspace, knock first and wait for a response before entering.

13. Operating office equipment

Depending on your position, you may need to learn how to operate general office equipment.  You may also be trained in operating other types of equipment not covered here.

14. Policies and resources