Utica College ORIENTATION 2017-2018 STUDENT EMPLOYMENT ORIENTATION 2017-2018 Student Employment Office is located in Rm 121 of Addison Miller White Hall.

WELCOME!! We welcome you to the Utica College Student Employment Program. This orientation will guide you through our program and procedures. Employment at Utica College is not guaranteed. Utica College student employees are hired at-will and may be terminated if circumstances warrant dismissal. Only freshmen students with Federal Workstudy (FWS) funding will have the opportunity to apply for employment their first year of school. Utica College does not offer payroll funding to freshmen, with the exception of lifeguards and athletic event workers. Click to learn more about Federal Workstudy. You may have one primary job with the exception of RA, Phon-a-Thon, Tutoring, Lifeguarding, Ambassador, Van Driving, Note-Taking (scribing) and Blogging. Interns and Graduate Assistants may ONLY have ONE position on campus. Student employee positions, by design, are part-time, temporary positions. Student employees are not eligible for vacation pay, health benefits or sick time. Unless otherwise noted, assignments are for the academic year and do not carry over into Summer employment. You must apply for Summer jobs when the portal for summer opens, even if you will be working in the same office as during the academic year. 2017-2018 Academic Year

Our Job Application Process! Go to http://www.utica.edu/hr/studentemployment/ You can only apply for one position at a time, so look at all the jobs. If you are not accepted for that position, you can then apply again. You must have a minimum of 2.0 GPA and have no holds on your account in order to apply. Contact us if you have a problem. When your supervisor has approved your position, you will be notified by e-mail to fill out employment paperwork if you haven’t done so. Once paperwork is complete, Student Employment will process your job and you will receive the JOB ACCEPTANCE e-mail. ~ After completing your job acceptance, contact your supervisor to begin working. YOU MAY NOT work before you have completed your job acceptance. Your timesheet will become available within 30 minutes of accepting your job. 2017-2018 Academic Year

2017-2018 Academic Year

BEFORE you start working, we need: Your completed paperwork on file in the Office of Student Employment (Room 121 White Hall) You can download the forms from the Student Employment webpage and they are also available in the SE office. I-9 form we need to see your ORIGINAL ID DOCUMENTS see list of acceptable documents here Photo copies and faxes are not acceptable 2017-2018 Academic Year

International Student Information International Students do not qualify for federal work study funding and so freshmen students cannot apply for work their first year with the exception of lifeguard and athletic event worker. International students with an F-1 Visa cannot exceed a total of 20 hours per week, while school is in session. Required information to fill out employment paperwork are: Passport and Visa I-94 Admission number with the printout, which is found online at https://i94.cbp.dhs.gov I-20 Social Security Number Procedure: Apply for employment position. Be accepted by supervisor. Go to the Office of International Education and report supervisor name so a Letter of Verification can be written. Obtain a Social Security Number if you don’t already have one. Complete forms with a permanent USA address, if you don’t have one use the College’s address (1600 Burrstone Road Utica, NY 13502) Bring all completed forms, along with all required documents to Student Employment to be processed. 2017-2018 Academic Year

How to Enter hours worked in Bannerweb 1. Go to UC Home page- www.utica.edu 2. Click on Banner Web in browser bar 3. Click on “enter secure area” 4. Enter your user name and password 5. Click on “employee” 6. Click on “timesheet” 7. Look and confirm the correct pay period is showing in the date box 8. Click on “timesheet” 9. Select “enter hours” on the day you want to enter hours on 10. Enter time in and out using the AM and PM arrow and time format (12:00-2:15 etc) You may have multiple entries for one day; (example – you worked 9:30 am- 11:00 am and then again from 2:00pm-3:30 pm.) 11. Click on “save” 12. To clear your record and start over you can click on the restart button-this will clear every entry you have made. 13. To make a correction to one day you can use the delete button to delete the entry to that day. 14. When complete click on “submit for approval” 15. You will be required to log in again using your secure user name and password 16. You will see a “submitted successfully” message when you have completed the process 2017-2018 Academic Year

STUDENT EMPLOYMENT JOB ACCEPTANCE Employment Responsibility -I understand I am responsible for completing all required documents as listed previously before beginning my work assignment at Utica College. Schedule - I understand that my supervisor is responsible for setting hours to be worked in conjunction with my class schedule. Once scheduled, it is my responsibility to work those hours unless other arrangements are mutually agreed upon between my supervisor and me. I agree to arrive at work on time and to contact my supervisor should it be necessary to be absent on my scheduled day. Resignation – I understand that if I should willingly terminate my employment, reject an offer of employment, or otherwise do not earn the full amount in my fund; I will lose that portion not earned. In some instances, reassignments may be a possibility; however such requests may not be made to the Office of Student Employment until two weeks following the start date of the work assignment. Termination – I understand that I may be dismissed from the Student Employment program due to unsatisfactory job performance. Further, I understand that if I am terminated from employment due to failure to meet job expectations, I may not be placed anywhere for one year. I will be eligible to reapply for employment one year from the date of termination. 2017-2018 Academic Year

STUDENT CONFIDENTIALITY AGREEMENT During the course of my Student Employment program at Utica College, I hereby acknowledge that I have access to information that is of a confidential nature, including but not limited to, medical records, financial information and student records, which are prohibited from disclosure under state and federal law. (FERPA) I hereby agree that I shall not transfer, disclose, discuss , copy or otherwise transmit, either verbally or in writing, or by electronic communication any information which I obtain during the course of my Student Employment, unless said disclosure or transfer is required as part of my performance of my duties and responsibilities. I further agree and understand that the information I obtain during the Student Employment program is to remain confidential and my failure to keep all information confidential will result in the disciplinary action, including but not limited to, suspension and/or expulsion under the student judicial code. 2017-2018 Academic Year

Web time Entry is DATE DRIVEN COMPLETE AND SUBMIT YOUR TIMESHEETS ONLINE No more paper timesheets! Directions for web time entry are on the SE website. Remember to enter your bannerweb password when you submit your timesheet for approval. Your timesheet must be submitted and approved on time for you to get paid. Web time Entry is DATE DRIVEN You will only be able to submit the current pay period. Don’t combine hours from 2 pay periods together. Don’t miss the deadline Using the electronic payroll system is a requirement of Student Employment at Utica College 2017-2018 Academic Year

MANAGING YOUR HOURS Student payroll is processed every 2 weeks. You are NOT permitted to work once you have exceeded your fund allotment. It is the responsibility of both you and your supervisor to keep track of your remaining funds. Ask your supervisor about your remaining hours often. A bi-monthly earnings report will be sent to your supervisor. Dates for payroll, submitting hours and approving timesheets can be found on the SE website by clicking here 2017-2018 Academic Year

EMPLOYMENT DO’S AND DON'TS Do ask questions when you are unsure of something. Be sure to know the expectations of your employer. Do give sufficient notice if you need to call in absent due to illness or other reasons. Do be on time for work. Do not leave your cell phone on during working hours or use instant messaging while at work. No texting! Do submit your timesheet by the deadline. Late timesheets will be delayed until the next pay period. Check your timesheet for accuracy before submitting. Falsification of timesheets will result in termination of your employment here at Utica College. Do dress appropriately for your job. No PJ’s, please! DO ENJOY YOUR WORK EXPERIENCE Do visit with friends AFTER work. 2017-2018 Academic Year

DIRECT DEPOSIT DIRECTIONS WHY CHASE YOUR MONEY? We strongly recommend Direct Deposit for all employees. Authorization forms can be picked up in our office or you can download the form on the UC Student Employment site. Bring a voided check or documentation from your bank with the bank routing number and your account number to our office. Your paystub will be sent to your UC e-mail. Follow the directions provided in this link to view: DIRECT DEPOSIT DIRECTIONS yment by check will need to be picked up in Financial Services -117 Hubbard Hal Payment by check: Checks can be picked up in Student Financial Services 117 Hubbard Hall Bring 2 forms of ID. 2017-2018 Academic Year

Caren Summers, Student Employment/Wellness Coordinator By working as a Student Employee at UC, you will master many new skills and proficiencies that can be incorporated into the resume you are building for your future career path. Caren Summers, Student Employment/Wellness Coordinator Office of Student Employment Room 121 White Hall Phone: (315) 792-3365 Fax: (315) 223-2580 E-mail: cbsummers@utica.edu 2017-2018 Academic Year