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EIU Human Resources

Student Employment 

Student Employment is located in Room 2020, Old Main and can be contacted at 217-581-3712 or at tljones9@eiu.edu

Student Employment Opportunities

Eastern Illinois University has many job opportunities for students (PDF). Also, find out what opportunities are available off campus. Be sure to check for summer work opportunities, perhaps in your hometown.

Please note: This is not a complete listing of openings on campus. These are just the positions that our office has been notified of. If you are interested in working for a particular department, please contact them directly and inquire about opportunities.

Forms

Electronic signatures are currently not accepted for our institutional forms (listed below).  All signatures must be handwritten.  If you are connected to a printer, you may type in other information and print the form. Some information cannot be handled in this way, such as signature/date lines, and any information provided by or requiring the signature of another person.

All forms are .pdf documents.  Get the latest free Adobe Reader here. 

Regulations 

The purpose of student employment is to assist students in finding jobs that will help defray the cost of their college education; to effectively match potential University employers with the available student workforce; and to provide all students seeking employment an equal opportunity to obtain jobs.

Classification and Wage Scale Ranges

Each student employment position is assigned a job class based on skills, experience, and nature of the job and is paid accordingly. The Job Class and Wage Scale is approved by the Vice President of Business Affairs and reviewed when appropriate. Any changes in wage rates will occur at the beginning of each fiscal year or as mandated by the minimum wage law(s).

Type of Employment Wage Experience and Training

Unskilled minimum wage $8.25/hour, no experience or special training required.

Skilled or highly skilled $8.26/hour plus requires training, special skills, supervisory responsibility.

Student employees may not be paid more than $15 per hour. All job requests for $15 an hour will be reviewed. They may or may not be approved. 

Direct Deposit

Effective August 1, 2003, all newly employed students at Eastern Illinois University will utilize Direct Deposit. All account number or routing number changes must be reported to the Payroll Office, Old Main, Room 2011.

Drug-Free Workplace

Student employees must comply with the Drug-Free Workplace Guidelines. A copy of the policy is available here.

Equal Opportunity

Qualified students will be employed regardless of race/color, gender, age, religion, national origin or ancestry, marital status, physical or mental disability, veteran status, sexual orientation, or any basis of discrimination precluded by the applicable federal and state statutes.

Enrollment Requirements 

Student employees must be enrolled in 6 or more EIU hours per semester (for International Student requirements, see International Students). If students are in their last semester before graduation and are in enrolled in less than 6 hours, an email is required from their Adviser stating this information so that they may be eligible for student employment. Students enrolled in less than 6 semester hours please contact Student Employment.

If students become ineligible for student employment due to enrollment requirements and the manager or supervisor wish to continue the employment, this student may be able to continue work through "student extra help." This is for students that currently have a job. Please contact Human Resources for more information. 

Federal Work-Study students must be enrolled at least part-time, 6 hours. Federal Work-Study students are awarded funds by the semester. They are only allowed to work the first day of the semester to the last day of finals per semester. Please check the dates on the student's Federal Work-Study Authorization or contact the Student Employment Office. 

Lakeview Nursing Students are not eligible for student employment. These students are housed on EIU campus but are not enrolled in EIU hours. If students become ineligible for student employment due to enrollment at Lakeview Nursing College and the manager or supervisor wish to continue the employment, students may be able to continue work through "student extra help." This is for students that currently have a job. Please contact Human Resources for more information. 

Students that are registered only for zero credit hours of "EIU Non-credit Thesis 5951" are not eligible for student employment on campus. If these students already have a job prior to this enrollment zero credit hours of "EIU Non-credit Thesis 5951," and the manager or supervisor wish to continue employment, these students may be able to continue work through "student extra help" Please contact Human Resources for more information. 

Special Summer Enrollment Rules

A student employee must be enrolled in 6 or more semester hours in a summer session unless he/she completed 6 semester hours during the prior spring semester. Federal Work-Study students must be enrolled in 6 or more hours. The Director of Financial Aid may make exceptions to the enrollment requirements for the summer on a limited basis when circumstances warrant.

Academic Status 

If a student receives an academic dismissal from the university, their student job will be terminated. 

 

Employment after Graduation

Students that graduate in December are no longer eligible for student employment. Students that graduate in May can continue working into the summer until the summer pay period ends, which is early August. Check with the Student Employment Office for the exact date.

Graduate Assistants

Students with graduate assistantship that do not include a stipend are eligible for on campus employment.

International Students

International Students are permitted by the Department of Homeland Security (DHS) to work on campus and must be enrolled full-time (12 hours for undergraduate or 9 hours for graduate), unless otherwise cleared by the International Student Advisor/U.S. Immigration (when school is in session August-May). International Students enrolled less than full-time must be approved for student employment by the International Student Advisor.

  • Employment Eligibility Verification for international Students: International students must complete a new I-9 each year. An International Student may be required to complete more than one I-9 per year, if the International Student’s I-20 expires during a school year. The Federal Form I-9 with supporting documentation must accompany the Student Employment Authorization. Continuing jobs for International Students must be renewed each year to ensure that a new I-9 will be completed.
  • Maximum Hours for International Students: DHS limits an International Student to 20 hours per week when the university is in session.
  • Christmas Break and Spring Break: International Students may work up to 37.5 hours per week when school is not in session.
  • Summer Rules for International Students: If the International Student completed 6 semester hours in the spring, he/she does not have to be enrolled in classes during the summer in order to work. If not enrolled summer, the institutional maximum of 56 hours per pay period applies. However, if the student is enrolled in summer classes, the student is limited to 20 hours per week by the DHS.

Student Employment Authorization Request

Each Account Manager or Authorized Faulty/Staff Member and student employee must sign an Hourly Student Employment Authorization Request form and submit it to the Student Employment Office. The student employee should be approved for employment prior to the first date of work to avoid delay in pay or possibility of the student being ineligible for employment. Student Employment Authorizations must be on file in the Student Employment Office by the start of the second week of the pay period to ensure that the student is paid in a timely manner. Payment will be made only to those students authorized for employment by the Account Manager or Authorized Faculty/Staff Member and the Student Employment Office.

Federal Form I-9

Account Managers, Faculty or Staff are responsible for certifying that student employees have complied with Employment Eligibility Verification required by the U.S. Citizenship and Immigration Services by completing a Federal Form I-9. The Federal Form I-9 must accompany the Hourly Student Employment Authorization, along with copies of supporting documents showing identity and employment authorization. Always use the I-9 link provided on this web site. This will assure that you are always using the newest form. The updated I-9 is intended to be completed on the computer to ensure that mistakes will not be made, which could result in fines or penalties. The Student Employment Office will not accept a handwritten Federal Form I-9.

Graduate Assistants or other student employees may not hire nor certify student employees. In other words, they may not fill out the Federal Form I-9.  

Employment Start Dates

New Students to the University cannot start work before the first class day of the semester. If a student was not enrolled the prior semester, that student cannot work before the first class day of the semester. Federal Work-Study students cannot start work before the first class day of the semester.

Maximum Hours

All student employees, including Federal Work-Study students, are authorized to work a combined total from all campus employment not to exceed 42 hours per pay period when the University is in session. The supervisor may assign fewer than 42 hours to any student. (For International Student requirements see International Students).

When the University is not in session, student employees may work up to 37.5 hours per week provided student employees do not displace certified civil service employees. This would be during Christmas break and Spring break. (For International Student requirements see International Students).

Special Summer Maximum Hours Rule: student employees may work up to a maximum of 56 hours per pay period during the summer pay periods. The summer pay period begins after the last spring pay period is over and it ends prior to the start of the fall semester. Check with the Student Employment Office for the exact dates. (For International Student requirements see International Students).

Excess Hours

After every pay period, the Office of Student Employment runs an Excess Hours report to make sure that student employees are staying within the Student Employment Regulations. If a supervisor knows a student will be working over the maximum hours, that supervisor needs to send an e-mail to the Office of Student Employment explaining the reason for the excess hours before the hours are worked. Due to the busy times of the year and the various activities on campus, this is occasionally acceptable for a student to work a few hours over the limit. If this becomes a habit for an individual student or department, review and action by the Student Employment Office will be taken. It is the responsibility of the student and the supervisor to keep track of the combined hours worked of all jobs.

If excess hours are worked per pay period without permission, the student’s job(s) will be terminated without warning. The student and the supervisor will be notified by e-mail. The student may return to the department as a student employee 2 weeks after termination with a new job authorization sent to the Student Employment Office from the department

As of August 21, 2017, the Student Employment Office will terminate student jobs for a period of 1 week for working excess hours, instead of the previous 2 week termination. This will be on a trial basis. If the number of excess hours increase by students or by certain departments, then the 2 week termination will resume. New job authorizations are still required for the student to return to work if the department(s) wish to rehire the student

Merit Increases

On recommendation from the supervisor, a merit increase may be granted to a student in the same position. A new Hourly Student Employment Authorization must be sent to the Student Employment Office.

Other Employment at EIU

A student may hold more than one student employment position. The total hours worked in all jobs must be monitored, so as to not exceed the maximum allowed by the Student Employment Regulations. A student may not hold both a student employment position and a civil service, faculty or administrative and professional contract concurrently at Eastern Illinois University.

Breaks, Lunch, Overtime

When student employees are scheduled to work less than 4 hours, no break is required. If student employees are scheduled to work 4 to 6 hours, they are entitled to one 15 minute paid break. If student employees are schedule to work 6 to 7 ½ hours, they are entitled to two 15 minute paid breaks or one 30 minute unpaid lunch. This is subject to a department's written, internal policies and procedures regarding student employee breaks and lunch breaks. 

Student employees should not have overtime pay.

Pay Period

Starting December 11, 2006, students will be paid bi-weekly on the same schedule as the civil service bi-weekly schedule. Students will be paid on a delayed 2-week schedule, the same as civil service bi-weekly.

Rollover

Hourly students will not have ending dates on their employment contracts if the student’s employment will continue. Student jobs will be active until the department completes a Student Job Termination form. However, if it is discovered from a report that a student has not been paid in 8-9 months, it will be assumed that the student is not working. That student will be terminated from the contract.

Trainings

It is the responsibility of the supervisor to see that the student employee has completed the required trainings.

  • Ethics Training (To be completed within 30 days of hire)
  • Sexual Harassment (To be completed within 30 days of hire, through Civil Rights)
  • Identity Protection Act (Complete only if student is in contact with social security numbers) 
  • Abused & Neglected Child Reporting Act (DCFS) (To be completed once during employment at EIU, not at every job change)

Student Time Worked

A daily time record must be maintained on each student employee. This daily record should be carefully kept and monitored by the student employee supervisor. It is possible for an auditor to ask to examine a student’s paper timesheet. Falsification of hours worked is grounds for immediate dismissal. Supervisors must make sure that the hours that they approve are accurate.

Supervisory Relationships

A student employee shall not be supervised by any immediate family member. Please see Internal Governing Policy #11 for further classification.

Tax Forms

All student employees must complete required tax forms in the Payroll Office, Old Main, Room 2011, within a few days of hire.

Termination of an Employment Position

If the student’s work is not satisfactory or if other conditions make continuance inadvisable, the supervisor may request that the assignment be canceled. If a student employee wishes to be released from a particular employment assignment, the student should notify the supervisor one week prior to leaving the job to allow ample time to secure a replacement. The supervisor must notify the Student Employment Office by sending a Student Job Termination Form.

Upon termination of employment for any reason, a Student Termination Form must be completed and sent to the Student Employment Office. When student jobs are not completely terminated by the Student Employment Office, Ethics Training Notifications still go out, EFT notices go to wrong locations, department rosters are not accurate, and student employee records are not correct. Student Job Termination Forms need to be completed as soon as possible when a student leaves a department.

Work Requirements

Student employees are expected to give careful and conscientious service. Student employees are to work 60 minutes out of each hour they are paid. It is the supervisor’s responsibility to make sure that the student employees are paid for time actually worked. No rest time may be credited as time worked except in the case where 4 or more consecutive hours are worked, when the breaks of 15 min must be credited. Student employees are covered by the Illinois Worker’s Compensation and Occupational Disease Acts and can file claims in accordance with University rules for work-related illness or injury. Student employees are not eligible for paid vacation, paid holidays, or disability, as established by the Benefits Policy.

  

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