Executive Council

Authorizes Release:

Vice President for Administration and Finance

Responsible Area:

Human Resources

Review Cycle:

Annually or as required

Last Review:

June 2020

Related Policies and Additional References:


Attendance and Punctuality

It is a student’s responsibility to report to work on time for every scheduled shift. If a student cannot work because of an illness or an emergency or will be late to work, he or she must notify his or her supervisor as soon as possible before the shift begins. Tardiness and failure to provide adequate notice of absence (as determined by the supervisor) are considered grounds for disciplinary action by the employing department.

Assignment and Scheduling Work

Student employee work shifts and work assignments are determined at the discretion of the employing department. It is prohibited to work during a scheduled class or lab time – no exceptions. This policy includes early dismissal, class cancellation and other campus closures.

Homework, Reading and Other Non-work-related Activities

During work hours, student employees are required to perform their work assignments. Homework, reading and other personal work are not permitted during work hours.


Requirements for attire are determined at the discretion of the employing department and should be communicated at the time of the job offer.

Confidentiality Statement

As a student employee of St. Mary’s University, I understand that I will be working with sensitive and confidential information. By virtue of my employment, I will have access to employee records containing personally identifiable information about current and former student/employee records, the unauthorized disclosure of which is prohibited by the Family Educational Rights and Privacy Act of 1974 (FERPA). I understand that what I learn in this office about University employees, students, and University business, must remain in this office and is not to be discussed with anyone else, including the employee involved.

Pay Periods

Employees are paid on a biweekly basis with checks issued on alternate Fridays. Students, like other overtime-eligible employees, will receive their paychecks one week after the close of the pay period. Submission of paper timesheets will result in a delay of payroll processing.


Student employees are required to document the hours they have worked via their electronic timesheet on Gateway. For a student to be paid, the timesheet must be completed, signed, and approved by the supervisor or payroll clerk according to the published payroll schedule. Those actions are the responsibility of the student. The timesheet must be an accurate account of the hours worked for each week. Supervisors must certify the accuracy of the timesheet.

Deliberate falsification of a timesheet by any student employee is a ground for dismissal. Timesheets are due every 1st and 16th of every month by 12:00 p.m. It is your responsibility to make sure you go on Gateway and enter and submit your hours on time. If those dates fall on the weekend or on a holiday then you are required to submit your hours the Friday before the weekend at 5:00 p.m.

The maximum amount of hours you can work per day is 8 hours, and the maximum amount of hours you are allowed to work per week is 29 hours. You are only allowed to work the hours that Financial Aid has awarded you per semester. If you do not finish those hours, you lose them. Awarded hours cannot be rolled over into the next semester.

Cell Phones and Other Electronics

Cell phones and listening to music are prohibited while on duty or on the floor of the department. If you need to make a call, you may do so in the stairwell of the department building. Personal and departmental computers may only be used for work purposes.


This is what happens when you do not follow the guidelines as an employee. You are only allowed two chances during the fiscal year (from August 2016 to May 2017). The first chance: you are given a written warning and the second chance will be terms for termination. Do note: the supervisor may or may not hire you back the following semester from these consequences. Your future actions will determine that.


Evaluations will be held at the end of every semester. You are responsible for working with your supervisor to complete your evaluation in a timely manner. Failure to do so will result in the loss of your work-study eligibility.

Student Employee Guideline Forms

Fillable PDF forms are available here:

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