Employment Verification Policy

Policy Updated August 2025

Purpose

To ensure compliance with federal, state, and institutional regulations by requiring timely and complete employment verification for all student employees. This policy safeguards the integrity of Augustana’s student employment system and reduces legal, financial, and reputational risk to the college.

Scope

This policy applies to all student employees working on or off-campus in positions funded by the college student employment budget.

Policy Statement

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.

Supervisor Responsibilities & Consequences

Supervisors who allow students to work without verified employment authorization are subject to the following disciplinary actions:

First Violation

• Written warning issued to the supervisor with a copy of the written warning sent to the department chair/director and Business Office
• Required training in Employment Verification

Second Violation

• Required meeting with Student Employment in CORE, the supervisor, and the department chair/director
• Department placed on probation; future student employment requests require pre-approval

Third Violation

• Suspension of hiring privileges for the remainder of the academic year
• Permanent revocation of hiring access may be considered by the Business Office, depending on the severity

Student Responsibilities & Consequences

Students who begin working without proper employment verification will face progressive disciplinary action:

First Violation

• Immediate meeting with Student Employment in CORE
• The student is prohibited from working during a 10-business-day compliance window
• If verification is not completed during this time, the student will lose the job and receive a formal written warning

Second Violation

• Immediate termination of campus employment
• Ineligibility for any future on-campus employment until verification is fully submitted and approved

Additional Considerations

• In cases where unauthorized work occurs due to a clerical or administrative error, Student Employment in CORE will review the situation before issuing consequences.
• Departments with recurring issues may face additional restrictions as determined by the division's Vice President and Business Office.

Roles & Responsibilities

• Students: Complete all verification paperwork and orientation before starting work
• Supervisors: Confirm verification before the start date and uphold compliance
• Student Employment in CORE: Track documentation, monitor compliance, and enforce the policy
• Business Office: Manage financial responsibility for unauthorized work and oversee hiring privilege enforcement

Review and Revision

This policy will be reviewed annually by Student Employment in CORE and revised as needed to maintain compliance with institutional and legal requirements.