Table of Contents

Student Work Program


STUDENT WORK PROGRAM

INTRODUCTION

These are the principal guidelines by which the Work Program functions and cannot be superseded by any other guidelines. Each teaching supervisor and a worker is issued a copy of the guidelines and is responsible to be familiar with and abide by their said guidelines. Comments and suggestions are welcome. Student involvement helps to make Blackburn unique.

WORK PROGRAM MISSION STATEMENT
The mission of the Blackburn College student-managed Work Program is to help better prepare students for a successful transition to life, work, and career after college. In addition, student participation supports the campus community while providing the means to meet labor needs. In order to develop success for this transition, Blackburn College provides the following:

  • Work learning and development through work, internship, and service
  • A dimension of community involvement
  • Student character development emphasizing transferable skills, responsibility, accountability, and work ethic which are lifelong values
  • Hands-on work, service, and leadership learning opportunities in addition to the classroom
  • Reduction of the cost of a four-year, private college education through student labor.

ORIENTATION

HISTORY OF THE WORK PROGRAM
Dr. William M. Hudson instituted the work plan at Blackburn in 1913. The initial program was patterned after that of Park College in Parkville, Missouri. Originally, students worked under the direction of two adult supervisors. Several years after the program was instituted, student management positions were created and the responsibility of the program was given to the students.

Since 1913, various work departments have been added and eliminated, and the number of work hours required has fluctuated between 10 and 20 hours per week. However, the core values of self-help, hands-on learning, community participation, leadership, and individual responsibility have remained an important part of education at Blackburn College.

STUDENT LEARNING OUTCOMES
The Work Program is an important part of student learning, personal growth, and hands-on leadership experience. Student work helps keep the cost of Blackburn’s tuition lower than average, which makes us one of the most affordable, private, four-year colleges in the state. In addition to the many different job-specific skills acquired by students, the dynamics of Blackburn’s student-managed Work Program create opportunities for the development of student leadership. It is the objective of the Work Program to facilitate student learning and growth in the following areas, which have been identified as the program’s learning outcomes.

  • Personal Responsibility
  • Social Responsibility/Teamwork
  • Communication – Sending
  • Communication – Receiving
  • Adaptability
  • Initiative
  • Leadership
  • Problem Solving
  • Job Specific Skill
  • Interpersonal Relationships
  • Project Management

The Work Program is a community effort, with student work being relied upon to help provide virtually all services essential to college operations. By sharing, belonging, and contributing through their work, students gain an added sense of community engagement.

STUDENT MANAGEMENT
There are 12 departments that provide the essential work and services both on and off-campus, and each department is run by a student manager. Additionally, there are also two general managers that oversee the Work Program. The department managers hire fellow students as assistant managers and crew heads, which vary depending on individual department/campus needs. Student management, with the advice and support of department advisors and/or professional staff, is responsible for the organization, hiring, training, motivation, supervision, and evaluation of the student workforce.

The department managers, under the leadership of the two general managers, constitute the Work Committee. The Work Committee, with the advice and support from the Dean of Work, is responsible for the overall administration of the Work Program. This includes the development, implementation, and monitoring of the Work Program policies. As a management team, they are responsible for assuring that the student labor needs of the campus are met, for the continued growth, and the improvement of the Work Program. The Work Committee and Dean of Work are directly accountable to the Office of the President.

CONSENSUAL RELATIONSHIP POLICY
Given the nature of the student-managed Work Program, it is inevitable that students involved in relationships, platonic, romantic, and sexual, will share the same workplace. It is also recognized that these relationships have the potential to create real or perceived bias with regard to managerial and other evaluative decisions made by student leadership.

All students are expected to conduct themselves in a professional manner and to not allow personal relationships to influence their decisions. Failure to do so may be grounds for termination from their current position. It is believed that students can and will conduct themselves accordingly, especially student leadership, while still enjoying the full range of opportunities that the Blackburn College experience can provide. Supervisors may be available as mediators or a third party for an outside perspective.

TYPES OF JOBS PERFORMED BY STUDENTS
Academic Services: The Academic Services Department consists of many professional academic careers, faculty assistants, tutors and student teachers. A few of the positions include the theater, all faculty assistants and tutors. The ‘Burnian is the school newspaper and the students serve as the journalists and designers of the paper. The radio station provides a campus and community station for music. The theater aids and puts on all the school’s productions. The faculty assistants help the faculty members with office work and to prepare for their classes. The tutors help the faculty members facilitate study sessions, help with office work, and grade any coursework the faculty member needs help with.

Administrative Services: Students provide support for all administrative offices including Admissions, Business Office, Career Services, Development/Alumni Affairs, Diversity and Inclusion, Financial Aid, Institutional Research, Intramurals, Office of the President, Office of the Provost, Public Relations, Records, and the Work Office. Students serve as office assistants, research assistants, graduation analysts, technical support, public relations writers/photographers, bookkeeping assistants, and campus tour guides.

Athletics: Students’ jobs include a wide variety of duties within the Athletic Department. Work includes student athletic trainers, assistants to coaches, fitness center staff, athletic event staff, Sports Information Director assistants, and Athletic Director assistants. Student-workers may additionally set up physical education classes and clean Dawes Gymnasium, as well as the locker rooms and fitness center.

Bookstore: The Bookstore Department is responsible for excelling in customer services while providing textbooks, supplies, merchandise, stamps, and clothing to the campus and community. The department is also responsible for sorting and distributing U.S. and campus mail as well as providing Auxiliary services and event setups for the campus. Auxiliary services and event setup are also the responsibility of the student workers.

Campus Maintenance: Student crews include Building Maintenance/Carpentry, Utilities (Plumbing/Electrical), HVAC, Grounds/Event setup and teardowns, and Motor Pool. Student-workers perform various maintenance responsibilities that help maintain campus facilities. Students learn how to use appropriate tools alongside supervisors in order to complete tasks.

Campus Safety & Security: Students perform duties including radio dispatch, campus patrol, and escort, building security including daily unlock and lock up, issue parking tickets, and manage safety for campus events.

Campus Services: Student workers are responsible for the daily cleaning and maintenance of all residence halls, academic buildings, and administrative buildings including areas such as hallways, stairwells, parlors, and bathrooms. A Saturday/ night time Special Assignment Crew tends to work orders and other needs that are difficult to accomplish during regular shifts.

Community Service: Student workers provide services to the local Carlinville community as teacher and classroom aides for the Carlinville school district as well as entry-level office positions and assistants in local Carlinville not for profit organizations Some job sites for this department include the Carlinville Primary School, Carlinville Intermediate School, Carlinville Middle School, Carlinville Chamber of Commerce, Carlinville Food Pantry, and the Macoupin Center for the Developmentally Disabled. Eligibility to work within the Community Services Department requires passing a background check and having proper transportation to and from the job site.

Dining and Hospitality: Student workers in this department are responsible for the setup, service, and tear down of every meal. They have the opportunity to work hand in hand with the dining staff to learn new lifelong skills. Students in this department will continue to learn how to safely and properly handle food and equipment through training sessions. Throughout their time in this department, they will have the opportunity to get involved with catering events.

Lumpkin Student Success Center: Lumpkin Student Success Service’s goal is to aid all campus and community students to a successful career, by meeting all students’ academic, personal, mental, and spiritual needs. Student workers are engaged in a variety of tasks. These include, but are not limited to: circulation of library and research material, providing quality customer service, providing success coaching and peer mentorship to students, assistance with the construction and organization of student writing, facilitation of peer writing studios required of all first-year students and transfers, providing one-on-one feedback on student written work as well as suggestions for improvement, maintaining the cleanliness of the Lumpkin facility, operation library computer software, administering academic accommodations, individual and/or cooperative project work, retrieving archival materials, and providing security for all Lumpkin technology. Students provide supervision and support for people using the computer lab, providing technical support over the phone and on-site.

Snack Bar: Student workers prepare and serve food and drinks while maintaining a courteous and friendly attitude towards customers. Simultaneously, they maintain sanitary conditions on the food preparation area and dining areas, which includes keeping merchandise stocked, record sales on the cash register, and perform other duties as needed.

Student Life: The Student Life department is dedicated to improving student life and student engagement across campus. This department will work to support a holistic view of Student Life at Blackburn including the following departments: The Residence Life staff, Student Life office suite workers, Student clubs and organizations, and student engagement (CAB). Students who have attended at least one semester of college can serve as residence hall directors and residence hall assistants. Residence Life is responsible for safety and community programming activities in the six residence halls on campus.

STUDENT BREAK WORK
Faculty and staff supervisors may make requests, through the college’s regular budgetary process, for student labor needed in their respective offices/crews over winter, spring, and summer breaks. Hiring for break work is coordinated by the Dean of Work. Break work positions and hours that have been approved in the budget are advertised by the Dean of Work several weeks prior to each break. Students must complete and submit a break work application directly to the faculty/staff supervisor for the position(s) they are seeking. The faculty/staff supervisors are expected to remain unbiased when making the final hiring decision. To be hired for break work students must not be on academic, social, or work probation.

If a student already hired for winter or summer break employment is subsequently placed on academic probation, they may petition to the Dean of Work for an exception to be allowed to retain their break job.

Minimally, consideration would be based upon:

  • The work supervisor making the adequate justification for the need to retain the student based upon their skills and experience, and lack of other alternative applicants
  • AND the student making the case that retaining the job is essential to their ability to be successful at Blackburn College.

If a student already hired for summer (only) break employment is subsequently placed on academic suspension, the student may petition the Dean of Work for an exception to be allowed to work the full summer. In such instances, the student must meet the criteria required for academic probation expectations. The student must also petition the Provost to register for summer classes at Blackburn. If the Provost approves, the student must take summer class(es) at Blackburn and may not work more than 25 hours per week throughout the summer. If the Provost declines the petition, the Dean of Work may allow the student to work up to full time and up to 30 days after graduation at the discretion of the Dean of Work, the student manager, the Provost, and Vice President of Diverse and Equitable Student Life and Dean of Students.

Break employment may be full-time (32-40 hours per week) or part-time (less than 32 hours per week). Break work may be through the entire break or only part of the break depending on the details and demands of the job at hand. Hiring is based upon the needs of the office/crew as specified by the hiring supervisor as long as the number of hired hours remains within the total hours approved in the budget for that office/crew.

Students must sign an agreement setting forth the conditions of their break employment. Before students can begin break work, they must have appropriate tax documentation on file in order to be compensated. Break work is compensated at the legal rate as determined by federal or state law for students working at a college. In order to be paid, students must clock in with the appropriate income type with their hours worked. Pay dates are on the 15th and 30th (or closest business day) of each month. Students may be released from their job at any time if it is determined that they are no longer needed or based on poor performance or unacceptable behavior.

BLACKBURN COLLEGE WORK PROGRAM HIRING POLICY

ALLOCATION OF STUDENT LABOR/REQUESTING STUDENT WORKERS
Department managers work with supervisors to determine the number of student workers and paid hours needed within the department. Department Managers then make the request to the Work Committee.

The Work Committee determines the number of student labor hours each department will be allocated based upon the department request, historical labor usage data, projected enrollment, and the needs of the campus as a whole.

The College’s Administrative Cabinet reviews allocations, requests changes as necessary, and approves.

Note: R.D.’s and R.A.’s may be hired prior to allocations, but will follow the same hiring stipulations.

Supervisors or Department Managers responsible for hiring are informed of their allocation number by the Department Manager. The hiring process begins upon authorization from the Manager. Department Managers and supervisors are responsible for advertising open positions as described below.

Supervisors and/or Department Managers (and others as described below) are responsible for screening applicants, interviewing viable candidates, making hiring decisions, notifying applicants of hiring decisions, and providing feedback.

When they have accepted an offer of employment, students are required to submit a Returning Student Worker Application signed by the Supervisor/Department Manager. No offers of fall employment may be made to General Workers and no Returning Student Worker Applications can be signed for open positions before the April Job Fair.

If returning students do not have a position secured before August, they will be placed prior to incoming students in the fall placement process. Placement may be affected by registration status, probation status’ and failure to have a position secured by the end of the Spring semester.

Departments wanting student labor hours approved after allocations are set must make a request to the Work Committee. Before approving additional positions or hours, the committee will first ensure that current campus labor needs are being met and that the proposed position/hours would provide a benefit to the campus.

Note: During the spring semester, every department will be rehiring for every position for the next academic year in order to allow students an opportunity for movement and build their resume. All leadership positions (general managers, department managers, assistant managers, and crew heads) must be reopened and available to all of the campus for the next academic year.

HIRING PROCESS BY POSITION/WORKER

NEW STUDENTS
Application

  • New students fill out the Work Program Application located on the Blackburn website on or before admitted students day. This application can be updated anytime until the time of placement.
  • Students are encouraged to discuss their interests with Supervisors and Department Managers.
  • The application is sent to the Work Office and placed in a spreadsheet with all incoming students’ information.
  • The spreadsheet is kept and updated by the Work Office and is available upon request by managers, supervisors, and GM’s to aid in the Fall hiring process throughout the summer months.

Recruitment

  • New students are invited to Summer Orientation, during which they attend information sessions with Work Program Managers and a Job Fair at which all open positions are posted.
  • During the Job Fair, new students go around to different tables representing a department and speak with managers and, when possible, professional supervisors. Job descriptions are available for them to review.
  • During the Job Fair, new students can write their names on a manager(s) list if they are interested in the department. Managers may use that as a reference during placement.
  • During the Job Fair, new students may change the preferences and rankings on a given form provided by the Work Office.
  • New students may also contact hiring managers not in attendance at the fair using the contact information listed at the Job Fair.

Placement

  • After all Summer Orientation sessions are over, the Work Committee meets to place full-time incoming students without secured positions.
  • The Work Committee assigns students according to college needs, the students’ interests, skills, and qualifications (as reflected on their application).
  • To begin, cornerstone department managers will take turns to fill 50% of their allocated tuition body number.
  • After that is completed, going in alphabetical order by department, each manager chooses a student one by one.
  • At any time within this process, if a manager of one department wishes to hire a student another manager is interested in, there is a discussion during which the student’s application, interests, skills, and qualifications are weighed against the needs of each position.

Notification

  • Within 48 hours of placement decisions, department managers notify new students and their supervisors about placement via Blackburn email, personal email, or cell phone.

RETURNING STUDENTS/GENERAL WORKERS
Recruitment In the weeks before allocations, Department Managers will meet with hiring supervisors to discuss their hiring needs.

After allocations have been announced, supervisors must communicate with their Department Manager regarding recruitment.

Supervisors and/or Managers may then re-hire students by signing Returning Student Worker applications. Students who are not being hired back should be notified before positions open.

The Department Manager will advertise open positions for a minimum of five-full business days and a maximum of ten-full business days. To re-open a position a request must be made to the Work Committee.

  • Advertisements must contain the following:
    • Application deadline
    • Application requirements
    • Job qualifications
    • Basic job description
    • Equal Opportunity statement
    • Contact information
  • Advertisements must be posted in the following locations:
    • Outside the Work Office
    • During the Spring Job Fair (if applicable)
    • Via current campus announcement platform and bulletin boards
  • Faculty supervisors should announce positions for which they are hiring to classes.
  • Faculty should encourage students to apply without promising positions; such discussions should not be conducted where other students might hear and deduce they should not apply.
  • Application deadlines may be extended before the five-full business days have ended. However, if the deadline to apply has passed and no applications have been submitted, the position should be advertised again for a minimum of five-full business day and follow the same process outlined above.

Application

  • Students complete and submit a Returning Student Worker Application to the Department Supervisors and/or Managers of the position they wish to work.
  • Supervisors and/or Managers who wish to re-hire students who currently work for them may sign and submit these applications to the Work Office upon receipt of allocations. Position change within the department may require an interview.
  • Supervisors and/or Managers with open positions will proceed as follows:
    • Advertise during the job fair and via steps outlined above
    • Review all applications received considering skills/qualifications relative to job description and applicants
    • Interview all qualified applicants. A qualified applicant is any student who meets all the eligibility criteria and has a complete application and application materials. During the spring semester, interviews must be conducted after the spring job fair.
    • When feasible, interviews should be conducted on the same day with the same group of interviewers.
    • Interviews should be conducted with a minimum of two interviewers, which can include the supervisor, and department manager, or a qualified third party.
    • Once the spring job fair has taken place and interviews are complete, Supervisors and/or Managers sign and submit Returning Student Worker Applications to the Work Office.
    • Supervisors and/or Managers may not make offers of employment or promise positions (formally or informally) until all qualified applicants have been appropriately considered.

Notification

  • Supervisors and/or Managers will notify applicants via email of their application status in a timely manner after the Job Fair and/or completion of interviews.
  • Any students interviewed and not hired will be provided with the opportunity for feedback regarding why they were not hired; this feedback should follow from the advertised qualifications and responsibilities.

Placement

  • Returning students who are not able to secure a position by the end of the preceding semester will be placed by Work Committee.
  • When making such placements, Work Committee takes into consideration the needs of the campus, the student’s interests, qualifications and work record.

CREW HEADS
Recruitment
After allocations have been announced, supervisors meet with their department manager to determine hiring needs.

The Department Manager will advertise open positions for a minimum of five-full business days and a maximum of ten-full business days. To re-open a position a request must be made to Work Committee.

Advertisements must contain the following:

  • Application deadline
  • Application requirements
  • Job qualifications
  • Basic job description
  • Require a resume
  • Equal Opportunity statement
  • Contact information

Advertisements must be posted in the following locations:

  • Outside the Work Office
  • During the Spring Job Fair (if applicable)
  • Via current campus announcement platform

Faculty supervisors should announce positions for which they are hiring to classes.

Application deadlines may be extended before the five-full business days have ended. However, if the deadline to apply has passed and no applications have been submitted, the position should be advertised again for a minimum of five-full business day and follow the same process outlined above.

Eligibility Criteria
Candidates for crew head positions must not be on academic, work, or social probation.

Application
Students complete and submit a Returning Student Worker Application to the Department Supervisors and/or Managers of the position they wish to work. Submitting a Returning Student Worker Application does not guarantee a leadership position for next semester.

Supervisors and/or Managers with open crew-head positions will proceed as follows:

  • Review all applications received considering skills/qualifications relative to job description and applicants.
  • Interview all qualified applicants. A qualified applicant is any student who meets all the eligibility criteria and has a complete application and application materials. During the spring semester, interviews must be conducted after the spring job fair.
  • When feasible, interviews should be conducted on the same day with the same group of interviewers.
  • Interviews should be conducted with a minimum of two interviewers which can include the supervisor, department manager, or a qualified third party.
  • Once interviews are complete, Supervisors and Managers sign and submit Returning Student Worker Applications to the Work Office.

After applicants have been interviewed and receive full consideration, if the position remains unfilled, applications will be reviewed upon receipt until the position is filled or closed.

Notification
Supervisors and/or Managers will notify applicants via email of their application status within five days of the Job Fair and/or completion of interviews.

Managers must notify students whether they were hired for a semester-long or year-long position. This must be indicated on the signed Returning Student Worker Application.

Any students interviewed and not hired will be provided with the opportunity for feedback regarding why they were not hired; this feedback should follow from the advertised qualifications and responsibilities.

ASSISTANT MANAGERS
Recruitment
The Department Manager will advertise open positions for a minimum of five-full business days and a maximum of ten-full business days due to the extra application requirements (e.g. cover letter, letters of recommendation). To re-open a position a request must be made to the Work Committee.

Advertisements must contain the following:

  • Application deadline
  • Application requirements
  • Job qualifications
  • Basic job description
  • Require a resume
  • Equal Opportunity statement
  • Contact information

Advertisements must be posted in the following locations:

  • Outside the Work Office
  • During the Spring Job Fair (if applicable)
  • Via current campus announcement platform

After applicants have been interviewed and receive full consideration, if the position remains unfilled, applications will be reviewed upon receipt until the position is filled or closed.

Eligibility Criteria
Candidates for assistant manager positions must not be on academic, work, or social probation.

Application
Students complete and submit a Returning Student Worker Application to the Department Supervisors and/or Managers of the position they wish to work.

Supervisors and/or Managers will proceed as follows:

  • Review all applications received considering skills/qualifications relative to job description and applicants.
  • Interview all qualified applicants. A qualified applicant is any student who meets all the eligibility criteria and has a complete application and application materials. During the spring semester, interviews must be conducted after the spring job fair.
  • When feasible, interviews should be conducted on the same day with the same group of interviewers.
  • Interviews should be conducted with a minimum of two interviewers, which can include the supervisor, and department manager, or a qualified third party.
  • Once interviews are complete and the spring job fair has taken place, Supervisors and/or Managers sign and submit Returning Student Worker Applications to the Work Office.

Notification
Supervisors and/or Managers will notify applicants via email of their application status within five days of the completion of interviews.

Managers must notify students whether they were hired for a semester-long or year-long position. This must be indicated on the signed Returning Student Worker Application.

Any students interviewed and not hired will be provided with the opportunity for feedback regarding why they were not hired; this feedback should follow from the advertised qualifications and responsibilities.

DEPARTMENT MANAGERS
Recruitment
The Department Manager will advertise open positions for a minimum of five-full business days and a maximum of ten-full business days due to the extra application requirements (e.g. cover letter, letters of recommendation).

Advertisements must contain the following:

  • Application deadline
  • Application requirements
  • Job qualifications
  • Basic job description
  • Require a resume, letter of intent, diversity statement, and two letters of recommendation
  • Equal Opportunity statement
  • Contact information

Advertisements must be posted in the following locations.

  • Outside the Work Office
  • During the Spring Job Fair (if applicable)
  • Via current campus announcement platform

Application deadlines may be extended before the five-full business days have ended. However, if the deadline to apply has passed and no applications have been submitted, the position should be advertised again for a minimum of five-full business day and follow the same process outlined above.

Eligibility Criteria
Candidates for department manager positions must:

  • Have a cumulative grade point average of at least 2.5
  • Not be on academic, work, or social probation

Application Students must:

  • Complete a Returning Student Worker Application.
  • Write a letter of intent outlining why they want the position.
  • Write a diversity statement.
  • Solicit two letters of recommendation from individuals who can speak to character and work history. Recommendations should be submitted directly to the Work Office; the Dean of Work, Department Advisor for the department in which the student is applying, and current students cannot write recommendations for student managers.

Interviews will proceed as follows:

  • Any necessary preparation materials will be distributed to all applicants upon receipt of application.
  • All qualified applicants will be interviewed. A qualified applicant is any student who meets all the eligibility criteria and has a complete application and application materials.
  • When feasible, interviews should be conducted on the same day with the same group of interviewers, which will include the Dean of Work and incoming GMs. The outgoing GMs, the Department’s Advisor, any supervisors from the department who wish to attend, and the outgoing manager if they are not reapplying may also be in attendance.

If none of the applicants are chosen after interviews, the position will be reopened.

If the current manager is reapplying and no other students applied, there will be a review with the old/new GMs, Department Advisor, and the Dean of Work to discuss rehire.

If the current manager is not rehired, the position will be reopened.

Notification
GMs will call or email applicants to notify them of their application status within a reasonable time period.

Any students interviewed and not hired will be provided with the opportunity for feedback regarding why they were not hired; this feedback should follow from the advertised qualifications and responsibilities.

Applicants not hired can request a meeting with the interviewers with whom they interviewed to discuss the decision.

Requirement
If the manager decides to work a different tuition position, they will be required to allocate stipend hours to working alongside workers and/or building relationships in the department that they manage.

Managers are required to work half of their volunteer hours by the eighth week of the semester.

GENERAL MANAGERS
Recruitment
The current General Managers will advertise open positions for a minimum of five-full business days and a maximum of ten-full business days due to the extra application requirements (e.g. cover letter, letters of recommendation).

Advertisements must contain the following:

  • Application deadline
  • Application requirements
  • Job qualifications
  • Basic job description
  • Require a resume, letter of intent, diversity statement, and two letters of recommendation
  • Equal Opportunity statement
  • Contact information

Advertisements must be posted in the following locations:

  • Outside the Work Office
  • During the Spring Job Fair (if applicable)
  • Via current campus announcement platform

Application deadlines may be extended before the five-full business days have ended. However, if the deadline to apply has passed and no applications have been submitted, the position should be advertised again for a minimum of five-full business day and follow the same process outlined above.

Eligibility Criteria
Candidates for general manager positions must:

  • Have a cumulative grade point average of at least 2.5
  • Not be on academic, work, or social probation

Application
Students must:

  • Complete a Returning Student Worker Application.
  • Write a letter of intent outlining why they want the position.
  • Write a diversity statement.
  • Solicit two letters of recommendation from individuals who can speak to character and work history. Recommendations should be submitted directly to the Work Office; the Dean of Work, Department Advisor for the department in which the student is applying, and current students cannot write recommendations for student managers.

All qualified applicants will be interviewed. A qualified applicant is any student who meets all the eligibility criteria and has a complete application and application materials.

When feasible, interviews should be conducted on the same day with the same group of interviewers, which will include the 12 current Department Managers (if not applying), the current General Managers (if not reapplying), the Dean of Work, and the Director of Diversity and Inclusion or a third party.

If none of the applicants are chosen after interviews, the position will be reopened.

If the current general manager is reapplying and no other student applied, there will be a review with the old Work Committee, and the Dean of Work to discuss rehire.

If the current general manager is not rehired, the position will be reopened.

Notification
The Dean of Work or Current GMs will notify applicants of their application status within a reasonable time period.

Any students interviewed and not hired will be provided with the opportunity for feedback regarding why they were not hired; this feedback should follow from the advertised qualifications and responsibilities.

Requirement
General Managers are required to work in the Work Office for their tuition position.

General Managers are required to work half of their volunteer hours by the eighth week of the semester.

Applicants not hired can request a meeting with the interviewers with whom they interviewed to discuss the decision.

APPEAL OF HIRING DECISION
Students with concerns about the hiring process and/or hiring decisions are encouraged to communicate with the Dean of Work. The Dean of Work will discuss the student’s concerns and assist them in determining the best path forward, which may include but is not limited to, informal mediation or a formal appeal. General concerns are also welcomed.

The Dean of Work will track patterns of concern, sharing them with the Work Committee as appropriate to consider actions to address them.

A student has 48 hours after having a feedback meeting about why they were not hired in which to initiate a formal appeal, which they do by contacting the Dean of Work. The Dean of Work will meet with the student to discuss their concerns. If a resolution is not possible or satisfactory to the student, the student’s next step is to ask for the formal appeal to be submitted to the Appeals Board Chairperson, which they must do within 48 hours of meeting with the Dean of Work.

Appeals must be based upon:

  • Evidence of unfair actions
  • Improper procedures were followed

For a detailed description of the Work Program Appeals process, please refer to the section titled, “WORK WARNING SYSTEM.”

FALL TO SPRING HIRING
Allocations will be completed by Work Committee determining the needs for each department

After allocations, supervisors and department managers notify students they do not wish to rehire for the spring semester.

Unless otherwise notified by a supervisor and department manager, it is assumed that students will remain in their current position from the fall to spring semester.

Students applying for new jobs should notify their supervisor and department manager in advance of their hiring.

Once allocations have been approved, department managers and supervisors will follow the recruitment, application, and notification guidelines for open positions outlined in the Work Program Hiring Policy.

  • All students are required to fill out a Returning Student Worker Application, regardless if they are returning to the same position or not.
  • Students returning to their jobs must fill out and submit the Returning Student Worker Application before allocations.
  • Supervisors and/or department managers must notify students who they do not wish to rehire before allocations.
  • Students who are not returning to their position must apply for a new job after allocations have been approved.

All students need to be hired by the deadline determined by the Work Committee.

Students who are not returning to their jobs and have not been hired for the spring semester before leaving for winter break will be placed by Work Committee.

Hiring Leadership:

  • Leadership may have to re-apply depending on how long they were hired for – this will be outlined in their signed Returning Student Worker Application.

JOB REASSIGNMENT BASED ON CAMPUS NEEDS
If the reassignment of workers is necessary during the year in order to meet campus needs, the Work Committee will determine which students are to be transferred. The primary criteria for reassigning workers are qualifications and class schedules; an impact on the department from which a student may be reassigned will also be considered. The manager needing workers has the right to reject (for appropriate reasons such as inadequate qualifications, student work history, etc.) workers offered to him/her. Student worker job reassignments are tracked on the Alpha-list.

ADDITIONAL JOB OPENINGS DURING THE SEMESTER
Departments wanting student work hours approved after allocations are set must make a request to the Work Committee. Before approving additional positions or hours, the committee will first ensure that current campus needs are being met and that the proposed position/hours would provide a benefit to the campus. Student worker job reassignments or new positions are tracked on the Alpha-list.

JOB TRANSFERS AND VACANCIES
Transfers may be made for documented medical reasons or for class/work schedule conflicts; requests for transfers for other reasons are discouraged. The respective department managers and direct supervisors must agree to the transfer, and if a one for one switch of workers is necessary, the worker requesting the transfer must find a worker willing to switch jobs with them. Therefore, it must be initiated by the student worker. Students may refer to department managers for guidance with the process.

Any student is free to accept a job offer to fill an approved vacancy; however, they must give at least one week’s notice to their current supervisor. The current and new supervisors must meet to discuss arrangements (e.g. transfer effective date) and complete a Job Transfer Form BEFORE the transfer can become final. IN NO CASE WILL JOB TRANSFERS BE RECOGNIZED OR APPROVED THAT DO NOT CONFORM TO THESE PROCEDURES.

PROMOTION AND DEMOTION OF STUDENTS IN LEADERSHIP POSITIONS (excluding Department Managers)
Note: The Promotion/Demotion form must be completed for either instance. The form will be kept in the student’s file for record-keeping.

The Demotion of Students from Leadership Positions
Before a student is demoted from a leadership position, they must be placed on a Conditional Hire in order to improve their work ethic/behavior. If the student does not improve in their position after being on a Conditional Hire they may be demoted.

Immediate demotion can take place if a student commits violations that are worthy of immediate termination, such as time card fraud or being under the influence of drugs and alcohol on the job. For more examples refer to the Work Violations section of the Work Warning System. Although demoted from their leadership position, the student may be allowed to keep their tuition job.

Promotion of Students into Leadership Positions
Immediate promotion of a student into a leadership position must be voted on by the Work Committee. The process to promote a student is as follows:

  • The department manager and a work supervisor must be represented at the Work Committee (in person, phone call, letter) to ask for a student to be promoted.
  • The student being considered for promotion should meet some form of the following stipulations:
    • Must demonstrate leadership while on shift
    • Must be reliable and responsible
    • Shows integrity and innovation in their work ethic
  • General workers can be promoted to Crew Heads or Assistant Managers based on departmental needs.

STUDENT BREAK WORK
Faculty and staff supervisors may make requests, through the college’s regular budgetary process, for student labor needed in their respective offices/crews over winter, spring, and summer breaks. Hiring for break work is coordinated by the Dean of Work. Break work positions and hours that have been approved in the budget are advertised by the Dean of Work several weeks prior to each break. Students must complete and submit a break work application directly to the faculty/staff supervisor for the position(s) they are seeking. The faculty/staff supervisors are expected to remain unbiased when making the final hiring decision. To be hired for break work students must not be on academic, social, or work probation.

If a student already hired for winter or summer break employment is subsequently placed on academic probation, they may petition to the Dean of Work for an exception to be allowed to retain their break job. Minimally, consideration would be based upon:

  • The work supervisor making the adequate justification for the need to retain the student based upon their skills and experience, and lack of other alternative applicants and the student must explain why retaining the job is essential to their ability to be successful at Blackburn College.

If a student already hired for summer (only) break employment is subsequently placed on academic suspension, the student may petition the Dean of Work for an exception to be allowed to work the full summer. In such instances, the student must meet the criteria required for academic probation expectations. The student must also petition the Provost to register for summer classes at Blackburn. If the Provost approves, the student must take (a) summer class(es) at Blackburn and may not work more than 25 hours per week throughout the summer. If the Provost declines the petition, the Dean of Work may allow the student to work up to full time and up to 30 days after graduation at the discretion of the Dean of Work, the student manager, the Provost, and Vice President of Diverse and Equitable Student Life and Dean of Students.

Break employment may be full-time (32-40 hours per week) or part-time (less than 32 hours per week). Break work may be through the entire break or only part of the break depending on the details and demands of the job at hand. Hiring is based upon the needs of the office/crew as specified by the hiring supervisor as long as the number of hired hours remains within the total hours approved in the budget for that office/crew.

Students must sign an agreement setting forth the conditions of their break employment. Before students can begin break work, they must have appropriate tax documentation on file in order to be compensated.

Students may be released from their job at any time if it is determined that they are no longer needed or based on poor performance or unacceptable behavior. Break work is compensated at the legal rate as determined by federal or state law for students working at a college. Students wishing to use tuition hours during winter and spring break can petition the Dean of Work for approval. In order to be paid, students must clock in with the appropriate income type with their hours worked. Pay dates are on the 15th and 30th (or closest business day) of each month.

TEMPORARY LEAVE GUIDELINES
Studying Abroad:

  • Any student who wishes to study abroad must fill out a Temporary Leave Position Request Form to make sure their position is filled during the semester of their absence.
  • The position can only be secured for the student leaving for one semester – Fall to Spring or Spring to Fall.
  • The person who temporarily fills the position must be made aware that the position is a semester only and must sign the Temporary Leave Substitute Contract.
  • If neither form is filled out, then the positions cannot be secured or temporarily filled.
  • To fill the temporary position, the job opening must be advertised according to Work Program hiring policy.

Personal Medical Leave:

  • Any student who must leave school temporarily due to a personal medical issue must fill out a Temporary Leave Position Request Form to make sure their position is filled during the semester of their absence. Along with this form, they must have some type of medical documentation to prove there is a reason for medical leave.
  • The position can only be secured for the student leaving for one semester- Fall to Spring or Spring to Fall.
  • The person who temporarily fills the position must be made aware that the position is a semester only and must sign the Temporary Leave Substitute Contract.
  • If neither form is filled out, then the positions cannot be secured or temporarily filled.
  • To fill the temporary position, the job opening must be advertised according to Work Program advertisement rules.
  • If a student on leave does not return after the semester, the position will then be reopened to the campus.

Family Medical Leave:

  • Any student who must leave school temporarily due to a family medical issue must fill out a Temporary Leave Position Request Form to make sure their position is filled during the semester of their absence. Along with this form, they must have some type of medical documentation to prove there is a reason for medical leave.
  • The position can only be secured for the student leaving for one semester – Fall to Spring or Spring to Fall.
  • The person who temporarily fills the position must be made aware that the position is a semester only and must sign the Temporary Leave Substitute Contract.
  • If neither form is filled out, then the positions cannot be secured or temporarily filled.
  • To fill the temporary position, the job opening must be advertised according to Work Program advertisement rules.
  • If a student on leave does not return after the semester, the position will then be reopened to the campus.

FUNDAMENTAL RIGHTS AND RESPONSIBILITIES OF STUDENT WORKERS

  • The Work Program is open to all students regardless of race, religion, creed, national origin, gender, sexual orientation, disability, age, military, or marital status. Complaints of civil rights violations must be made in writing within (48) hours of the alleged violation to the Chief Diversity Officer. Chief Diversity Officer will hear the complaint and render a decision on the matter.
  • Students seeking a work adjustment due to a physical or mental impairment, or medical condition that substantially limits a major life activity will be referred to the Student Success Director. They will verify the disability and contact the Work Program General Managers and Dean of Work to explore the feasibility of specific work adjustments needed to accommodate a documented disability. See the Students with Disabilities policy in Blackburn College Student Handbook for further information.
  • The records of student workers are treated as confidential material in conformity with the Family Educational Rights and Privacy Act (FERPA). Written records of various kinds are kept by the Work Program including job applications, evaluations, warnings, etc. Such information may be shared with appropriate, authorized college personnel with a legitimate need to know (faculty, staff, and current student managers) without student approval. Information will be shared with individuals and agencies outside the College in compliance with FERPA as outlined in the Student Handbook. Students may review and copy the information contained in their work record, but must pay for the cost of copying.
  • Students are expected to fulfill the standards required in work assignments and are evaluated based on their performance.
  • Students may participate in helping set the rules governing the Work Program. They have an obligation to be aware of and abide by the Work Program and Department Guidelines.
  • Students are afforded the following rights within the Warning System and the Appeals Procedure.
    • To hear charges being brought against them.
    • To have one member of the Blackburn community present for support.
    • To be offered the opportunity to attend and be notified at least 24 hours prior to the hearing.
    • To appeal a write-up, probation, termination, or suspension.
  • The College is committed to the principle that each member of the campus community should be able to pursue their learning and work in an environment free from harassment, or other behavior or language of an offensive or abusive nature. The college policy regarding harassment is contained in the Student Handbook and will be followed in situations of alleged harassment at work. Allegations of other offensive or abusive conduct at work will be handled through the Work Program disciplinary process.
  • The Office of the President has the authority to make decisions at any level of the Work Program’s disciplinary process. All disciplinary actions are recommendations to the Office of the President, which has final authority in any such matters.

WORK REQUIREMENTS AND OPTIONS

WORK HOURS REQUIREMENT
Students must work a minimum of 160 hours per semester in exchange for a tuition reduction.

The tuition credit for participation in the Work Program for the current Academic Year is $2,500.00 per semester and $5,000.00 per year.

PAID WORK HOURS
Supervisors/student managers may request that specific workers be approved to work extra hours for pay. The following will apply:

  • Must be within the department/offices paid hours budget.
  • Workers cannot be on academic, work, or social probation.
  • Workers must sign a contract specifying the conditions of their paid hours employment and complete tax withholding forms.
  • Unless an exception is made, students will not work more than (10) hours extra per week.
  • Students must not be under time based on the schedule provided by the Work Office at the beginning of each semester before paid hours can be earned.
  • Students will be held to the guidelines of the department they are working paid hours in.
  • Students will be held to the guidelines of the department they are working paid hours in. The college strongly recommends compensation via Direct Deposit. Students are encouraged to fill out and submit a Direct Deposit form.

NOTE: Appropriate staff supervisors will be responsible to verify student manager, resident assistant, and resident director managerial and leadership work. They receive a stipend over and above the Work Program tuition credit. Supervisors are responsible to submit a written pay authorization to the Human Resources Office documenting the amount of the stipend and pay intervals. Any student employee with a stipend should not receive extra stipends and/or paid hours.

NON-RESIDENT STUDENT WORK PROGRAM PARTICIPATION
All non-resident students are required to fill out a Non-Resident Student Work Program Participation Form found in the Work Office. Non-resident students are not required to participate in the Work Program. In order to participate, they must commit to working a minimum of one full semester during which time they will be held to all the same work requirements as a resident student (e.g. failure to meet work obligations could ultimately result in suspension and loss of the unearned portion of their tuition credit) and must be enrolled for 12 or more credit hours (full-time).

WORK SCHEDULES
Student work hours must be scheduled around their class schedule. Workers are not to be scheduled during classes or during college convocations for which classes have been dismissed unless the student is in a priority job exempt from the convocation dismissal. Work may not necessarily be able to be scheduled around extracurricular activities (excluding athletics) or off-campus jobs.

Supervisors/student leadership may schedule hours as needed to meet labor needs as long as the hours do not exceed 20 per week, do not conflict with classes and do not total more than 7.5 hours in one day without a 20- minute break. There may be times when workers are scheduled to work less than 10 hours a week and other times when they are scheduled to work as many as 20 or more (on rare occasions). Supervisors needing students to work more than 20 hours in a given week must consult with the Dean of Work.

WORKING WHILE IN CLASS
Students who work tuition hours while a class is actively in session (as verified by clocked hours and instructor statement that the class was in session at that time) will forfeit all minutes worked while class was in session. Students who work paid hours while class is actively in session (as verified by clocked hours and instructor statement that the class was in session at that time) will receive a write-up for each occurrence.

WAGES AND COMPENSATION (INCLUDING AWARDS & GIFTS)
Student payroll: An electronic time system is used to track time. A form must be completed at the Work Office for direct deposit. A schedule of pay dates is available in the Work Office. Appropriate taxes will be withheld and submitted to the various agencies. W-2s will be mailed by January 31 of the following year as required by IRS guidelines, and may be available on the student employee’s payroll portal prior to that date. W-2s will be mailed to the student address in the student employee’s payroll portal.

Stipends: If a student receives a stipend and the student has been on payroll, the stipend must be processed through normal payroll procedures. Appropriate taxes will be withheld and the information will be included on the student’s W-2. If the student is not on payroll, the stipend must be processed by Accounts Payable through normal procedures. Taxes will not be withheld and the information may appear on a 1099 issued by January 31 of the following year according to IRS regulations.

Awards, Prizes & Gifts: Monetary awards, prizes and gifts are considered taxable income by the IRS. If a student receives an award, prize or gift and the student has been on payroll, the award, prize or gift must be processed through normal payroll procedures. Appropriate taxes will be withheld and the information will be included on the student’s W-2. If the student is not on payroll, the award, prize or gift must be processed by Accounts Payable through normal procedures. Taxes will not be withheld and the information may appear on a 1099 issued by January 31 of the following year according to IRS regulations.

REQUIRED DEPARTMENT MEETINGS
Meetings designated as mandatory are part of the work requirement and as such workers will receive work time. If a worker misses a required meeting without an excuse, they may be issued a warning. Workers must be given at least 24 hours’ notice of required meetings (written notice to the workers or posted in the department). Absences from department meetings are outlined in the department guidelines.

REQUIRED TRAINING
Departments may require student workers as a group or individually to participate in supplemental professional development. If this is a departmental requirement, workers will receive work time for their attendance. Parties must appeal to the Dean of Work for exceptions to this policy.

SEMESTER CAREER OPTION
Students enrolled in an approved student teaching or unpaid internship experience off-campus may receive up to 160 Work Program hours based upon the number of academic credits they will receive for the experience.

Applicants for this option must be enrolled at Blackburn full-time the prior semester, and have worked at least two full semesters in the Work Program throughout their time here. Students must submit a petition to the Dean of Work before their career experience is to begin. Students are unable to participate in the Semester Career Option if the petition is not submitted within the first 10 days of the semester. Each academic credit hour a student receives for their internship is equivalent to 1 tuition hour per week in the Work Program. For example, someone taking a 3-credit hour internship will be credited 48 hours (3 X 16 weeks) towards their 160-hour commitment. In no case will work hours awarded exceed 160 hours with the exception of med-tech majors. Normally, students may only use the option one semester; however, they may petition for approval of a second semester if they received less than 160 hours for their prior internship OR if they are a medical technology major, who since they are required to perform two semesters of practicum may be awarded a maximum of 320 work hours. Decisions will be based on the merits of each petition without regard to precedent. Students enrolled in the College’s Cooperative Work-Study Program working off-campus for ten or more hours a week may elect not to hold a campus job; however, they will not receive the tuition reduction. If for any reason a student does not complete their semester career experience, work hours awarded will be calculated based upon the number of verified hours they did complete.

The corresponding faculty supervisors for the Internship will have the responsibility of adding the Work Program credit hours for the Semester Career Option to the students’ time cards.

ON-CAMPUS INTERNSHIPS
Some Work Program jobs on-campus may be eligible for internship credit. Students must follow all the procedures for seeking approval and registering for an on-campus internship as for an off-campus internship, including a faculty member from the appropriate academic discipline must approve the experience for credit and agree to act as supervising faculty for the internship. Students are unable to obtain an internship if the form is not approved by the Registrar within the first 10 days of the semester. On-campus internships may be done during the fall, spring, or summer and are eligible for a tuition reduction equivalent to that earned for regular participation in the Work Program. If funding is available, the intern may also be paid for time worked in excess of the hours required for the tuition reduction.

BANKING AND ROLLING HOURS OPTION
Students may be approved by the Work Committee to work extra hours and bank them to be carried into the next semester and applied against required work time. The following will apply:

  • A petition, signed by the supervisor/student manager where the work is to be performed and where the student will be working the next semester must be submitted in advance.
  • Students may only bank hours during the fall semester to carry to the spring semester.
  • If the student does not return the next semester, the hours banked will be credited to their account at the current federal or state minimum wage rate, whichever is greater.
  • Students may only bank a maximum of 48 hours.
  • A petition must be submitted by the student at least two weeks before the end of the semester for approval.

A student worker may be allowed to roll-over under time accumulated during the fall semester into the spring semester in special circumstances (i.e. family emergencies, medical absences within the last few weeks of the semester.

  • A petition must be submitted by the student at least two weeks before the end of the semester for approval.
  • The Work Committee reserves the right to approve only a portion of the hours requested. If the student worker does not return the next semester or does not work the rolled-over hours they will be billed for the hours not worked.

SAFETY ON-THE-JOB
In order to promote the health and welfare of all persons in the Blackburn community and to protect assets, the College is committed to a policy of promoting safe working conditions on the campus. Everyone in the College community must share this commitment and it is expected that everyone will work toward ensuring a safe working environment and promoting safe working practices in all departments.

While operating or riding in a vehicle, workers must obey all college rules and State laws including but not limited to wearing a safety belt and shoulder harness, and all speed limit laws on and off-campus. Studentworkers may only use the campus vehicles for work-related matters, under no circumstances are students allowed to give other students a ride within the campus vehicles.

Due to the different types of work performed in the various departments, additional safety guidelines are described in the respective department guidelines. Please read and follow them carefully. Safety concerns should be reported to the Director of Campus Security.

STUDENT USE OF PERSONAL VEHICLES FOR WORK-RELATED REASONS
For personal safety and liability reasons, student use of vehicles as part of their Work Program job responsibilities must be limited to essential work only and should as much as possible be limited to the use of college vehicles. Students must be approved by the college in order to operate a college-owned, leased, or borrowed vehicle (contact the Motor Pool Office in Physical Plant for details).

Student Work Program jobs wherein the principal responsibilities would require frequent or regular off-campus travel are discouraged.

On those occasional situations when the use of a college vehicle is not practical or possible, and the travel is limited to campus or within the local Carlinville community, a student may use their own personal vehicle for college work, but only under the following conditions:

  • The student does so willingly and their supervisor/student manager has approved.
  • The student has the following on file with the Work Office:
    • current valid driver’s license
    • proof of auto insurance coverage
  • The student has the opportunity to receive mileage reimbursement if they so choose, the cost of which is expensed to the department/office for which they work (contact Business Office.)

NOTE: Under no circumstances are Community Services Department workers (other than the Department Manager and Assistant Manager for management related duties) allowed to use their personal vehicles as part of their off-campus worksite job responsibilities, other than to arrive at their job site.

PERSONAL INJURY ON-THE-JOB
On the job, injuries are to be reported immediately to the supervisor. The supervisor is to assure that the worker receives any necessary medical treatment and that the following procedures are followed:

  • An Injury/Illness Report is submitted to the Physical Plant Coordinator within 24 hours of the injury with copies to the Dean of Work, Manager, and General Managers.
  • If the worker requires hospitalization the supervisor must notify the Student Life Office (or Resident Director on duty), the Dean of Work, and Manager as soon as possible.
  • The College will not be responsible for injuries/damages suffered by anyone participating in horse-play on the job.

DAMAGE TO PERSONAL OR COLLEGE PROPERTY ON-THE-JOB
Damage to personal or college property is to be reported immediately to the supervisor. If the incident occurs off-campus (i.e. vehicle accident) the worker is also to notify the police. If the accident is on campus and involves the property of a student, staff, faculty member or visitor the police are also to be notified.

The work supervisor is to inspect the damage and submit a Property Damage Report to the Business Office within no less than 24 hours of the incident, with copies to the Work Office.

TIME AND ABSENCE POLICY

WORK ABSENCE
If a student worker must miss work, please refer to department-specific guidelines in order to follow the proper procedures.

RECORDING OF HOURS/TIME CARD PROCEDURES

  • Hours must be recorded on e-Selfserve and be approved by the appropriate supervisor. Please refer to the pay period schedule/calendar for official workdays.
  • The cumulative work time for the prior pay period for each individual student worker will be emailed to their Blackburn email address. This service is provided by the Work Office to update student workers on their hours. Student workers are responsible to contact the Work Office if they believe their work time is not correct. Student workers are also responsible to register for and regularly check their Blackburn email account. Failure to do so will negate their opportunity to receive work time electronically.
  • If a student worker must submit a timecard, they must do so by the pay period deadline or they may receive under time and may be issued a warning. All-time cards must contain the time period covered, shifts/hours worked each day, and the student worker and supervisor/student manager signature.

COMPLETION OF HOURS
Once student workers have worked 160 hours in a semester, they cannot continue to work unless they have been approved to bank hours (see Banking Hours) or have been approved in advance for extra hours for pay. For purposes of determining whether or not the 160-hour requirement has been met each semester, a plus or minus one-hour rounding rule will be used at the semester’s end, to allow for time-clock decimal adjustments. Student workers with 159-161 hours recorded in the time system each semester will be all counted as having worked their 160 hours semester requirement.

UNDER TIME HOURS
If a student worker works less than their work requirement (160 hours), their undertime is addressed as follows:

  • Student-workers accumulate under time for all work missed.
  • Once a student worker reaches 10 hours or more of under time, they will be required to sign an UnderTime Contract. Department managers/supervisors must give the student worker written instructions at least 24 hours prior to the first scheduled under time shift, however, the student may start working before the 24 hours if agreed upon with the manager. After a student worker has signed an Under-Time Contract they will be held accountable for the additional shifts they have agreed upon. A student worker may be asked to sign an Under-Time Contract even if they are less than 10 hours under time.
  • Student-workers in any branch of military services are excused from work for REQUIRED service if they follow absence procedures.
  • If a student worker must miss 10 hours of work due to circumstances out of the ordinary, they may request to waive under time. They must complete an Under-Time Waiver Request form at least two weeks before the end of the semester documenting the circumstances and will be required to submit additional documentation (i.e. physician statement/note, discharge paperwork, etc.) Any emergency circumstance where you cannot provide documentation will be reviewed by the General Managers and Dean of Work.
  • If a student worker withdraws during the semester or fails to meet their required tuition hours by the end of the semester, they will be billed for the unearned (hours not worked) portion of their tuition credit.
  • Students who are over 20 hours behind on tuition credit hours by the end of the semester will be put on Work Probation and will be given notice during the semester break. A written appeal may be made to the Dean of Work which is taken to the President for final determination.
  • Students who are over 40 hours behind on tuition credit hours by the end of the semester will be put on Work Suspension and not allowed to return to the Work Program the following semester. A written appeal may be made to the Dean of Work which is taken to the President for final determination.

SUBSTITUTION
If a student cannot work when scheduled, they must notify their manager/supervisor for approval, and secure a substitute worker. Some departments are exempt from the substitution policy where it is deemed unnecessary or impractical (See Department Guidelines).

  • The substitute receives hours for the time worked and the absent worker must work the hours missed.
  • Substitutes must be department workers unless approved in advance by the manager/supervisor.
  • The substitute is responsible for following all department guidelines.

STUDENT WORKER BEREAVEMENT POLICY
In the case of a student worker’s immediate family member passing away, the student worker may request bereavement leave from their department manager/supervisor. Bereavement is an excused leave from the work required of a student for mourning and to attend any event for the matter.

Passing of Immediate Family:

  • Immediate family consists of parents, guardians, grandparents, siblings, and spouses.
  • Student-workers may request up to 3 days of bereavement leave (these can be consecutive or split depending on the worker’s need). However, all bereavement days must be taken within a two-week span once the request to use them has been submitted. For such days, the student worker will be allowed to miss work without getting write-ups for the days requested.
  • When possible, student workers must request bereavement leave at least 24 hours in advance.
  • Student workers must make up the hours they missed while on bereavement leave.

Passing of other Relatives and Close Friends:

  • Student-workers may request 1 day of bereavement leave. For such a day, the student worker will be allowed to miss work without getting write-ups for the shifts missed during the requested day.
  • Student workers must request bereavement leave at least 24 hours in advance.
  • Student workers must make up the hours they missed while on bereavement leave.

Any questions concerning this bereavement policy may be directed towards the Work Office.

WORK PERFORMANCE APPRAISAL AND ASSISTANCE

COMPETENCY DEVELOPMENT
The key to our students’ successful learning outcomes in the Work Program is competency development (listed below). Student workers are evaluated each semester by their work supervisor/student manager. Student workers and supervisors/student managers meet at the beginning of each semester to outline the competencies they will be evaluated on that semester. Supervisors/student managers are to meet with each student to discuss their evaluation at the end of each semester. Work competencies offer feedback on the students’ work, learning, developmental progress, and work performance. This helps identify areas needing improvement and gives the student worker the opportunity to obtain feedback regarding any job concerns they may have. Competency evaluations are stored in the Work Office. Students are evaluated based upon their progress in the following areas of student learning outcomes:

  • Personal Responsibility
  • Social Responsibility/Teamwork
  • Communication- Sending
  • Communication- Receiving
  • Adaptability
  • Initiative
  • Leadership
  • Problem Solving
  • Job Specific Skill
  • Interpersonal Relationships
  • Project Management

A competency that doesn’t already exist may be added by faculty, staff, or student leadership. Competency proposals must first be presented before the Assessment Committee and Work Committee for approval. Competency proposals must be typed and included the following criteria:

  • Competency Title
  • Description of Competency
  • Descriptors for the 5 levels: Not at Basic Level, Basic Level, Moderate Level, High Level, and Advanced Level

HONOR WORKERS
Honor workers are selected monthly based on the following criteria:

  • A worker who gives 100% in quantity and quality of work
  • Has a positive and enthusiastic attitude
  • Consistently strives to improve their performance
  • Who is completely dependable
  • A worker who has shown growth in their position

Three department per month will select an honor worker in the following rotation:

  • Academic Services, Administrative Services, Athletic Services – Aug/Sept & January
  • Bookstore, Campus Security & Safety, Campus Maintenance – Oct. & February
  • Campus Services, Community Service, Dining & Hospitality – Nov. & March
  • Lumpkin Student Success, Snack Bar, Student Life – Dec. & April

In recognition and appreciation, honor workers are given a Certificate of Appreciation and another gift as agreed upon by the Honor Worker Committee. Honor workers are also recognized in the program at the Honors Night Ceremony held each spring.

WORKER ASSISTANCE PROGRAM
The goal of the program is to aid workers who are having personal challenges (i.e. drug/alcohol abuse, family, etc.). The college counselor provides this confidential assistance. If a supervisor notices significant changes (i.e. frequent absences, tardiness, moodiness, etc.) in a worker’s performance that continues, and that the supervisor believes may be due to personal challenges, they should refer the worker to the college counselor or a member of student life staff.

This referral should take place in a one-on-one conversation with the worker. The supervisor should approach the student and describe the specific behavior that has caused them to be concerned. The supervisor notifies the counselor that they have referred the student for assistance. The student is responsible to contact the counselor to set up an appointment (they are not REQUIRED to make an appointment). The counselor notifies the supervisor if the student DOES NOT schedule an appointment, or does not keep a scheduled appointment. All other information is kept confidential.

CONDITIONAL HIRES
Conditional Hires can be used to aid a student worker’s success in the Work Program. A Conditional Hire Contract outlines clear stipulations to resolve undertime or work conduct concerns. The Conditional Hire will stay confidential between the student and their department manager and work supervisor.

Note: Given the versatility of a Conditional Hire, it may be used in uncommon situations (e.g. training, accommodations, etc.)

Resolving Undertime:
If a student worker cannot complete their tuition hours in their current position for any of the following reasons they will be conditionally hired into a different job.

  • Under 25 hours or more
  • Lack of work duties
  • Medical conditions that prevent the ability to complete job tasks.

When conditional hires are for the purpose of making up under time, students will continue to work their regular tuition work in addition to the stipulations outlined on the conditional hire contract. This may include working in a different department and following that department’s guidelines. The work schedule must outline how the student worker will be making up their hours and should be included in the conditional hire contract or attached to it.

Medical Conditions: The department manager and/or supervisor are responsible for helping the student find a job within the Work Program that will accommodate the student’s needs to ensure the completion of their hours.

Note: The student will be placed according to campus need and availability considering the student’s preference.

Discipline:
A Conditional Hire for the purpose of discipline is used to address concerns related to student workers noticed by the work supervisor or department manager. Concerns may include:

  • Breaches of departmental and Work Program guidelines
  • Insufficient job performance
  • Misuse of work tools, keys, and facilities

The Conditional Hire Contract outlines stipulations the student worker must follow within a specific time frame outlined by the work supervisor and/or department manager. Failure to uphold/fulfill said stipulations may result in demotion or termination of the student’s current position. If the student does not agree with the stipulations outlined, the following steps may be followed:

  • Discuss modifications to the contract between the student worker and the department manager and/or supervisor.
  • If an agreement is not reached, the General Managers may be included in the conversation. The Department Manager may be asked to step out of the conversation.
  • Students may reach out to the Dean of Work for further discussion.

WORK DISCIPLINE SYSTEM

The purpose of the write-up system is to make students aware that their work performance or behavior is unacceptable, to assist them with resolving work problems, and to hold them accountable for their behavior.

The write-up system applies to student leadership as well as to workers. Given their position of responsibility, however, student managers will be held to higher standards than the workers.

They are expected to be role models and to lead by example. If their performance or behavior is not acceptable, student leadership should be removed from their positions.

WRITE-UPS
The manager/supervisor should meet with the worker within two business days after the problem behavior occurs to discuss the matter and endeavor to resolve problems.

Supervisors may issue verbal warnings as they deem appropriate but should document the date and reason. Write-ups should be issued if the behavior continues.

Write-ups are a permanent part of the student’s work file. Write-ups are dismissed permanently at the end of the semester. Work contracts and probation statuses that are active at the end of each Semester carry-over to the following semester. If multiple write-ups are received at the end of the semester and the student leaves campus before a hearing is held, the hearing will be held at the start of next semester. Write-ups received while in a prior job do not count in determining a student’s current standing in the write-up system. The nature of the prior write-ups may, however, be considered in any subsequent hearings if they show a continuing trend of unacceptable behavior. Some departments may supplement this procedure in their department guidelines.

  • 1st and 2nd write-ups constitute a discussion with at least one of the following: the supervisor, student manager, or individually assigned to address disciplinary matters within the department.

Copies of warnings are sent to managers, supervisors, faculty advisors, and coaches.

A meeting will be held after 3 or more write-ups have been issued. The general manager, department manager, supervisor, and advisor will be encouraged to attend. The same individuals will be included when 4 or more warnings have been issued. The following actions may be taken:

  • 3rd write-ups: Work Contract (minimum 30 days)
  • 4th write-ups: Work Probation (minimum 60 days)
  • 5th write-ups: Terminated; If accepted back into Work Program, they are then placed on Post-Termination Contract (remainder of the semester)
  • At any of these warning levels students may also be required to do a reflective exercise (e.g. writing a paper) on the effects of their work behavior on the college community, their co-workers, and on their own learning and development.
  • A student who is waiting on a disciplinary meeting is still required to abide by all Work Program and department guideline policy and schedules while the meeting is being scheduled. Any deviation from those policies may result in additional disciplinary action.

Based upon the reason for a warning, a worker may be referred for a disciplinary meeting regardless of the number of warnings they have been issued. Examples include, but are not limited to:

  • time card fraud
  • Title IX infringements
  • theft/vandalism
  • alcohol/drugs
  • horseplay that threatens the safety
  • physically/verbally abusive behavior

APPEALING WRITTEN WARNINGS
A worker has the right to appeal any write-ups that they believe were issued inappropriately. The worker has 24 business hours from the time the warning was issued to submit a written appeal to the department manager (if the warning was issued by someone other than the manager) or to one of the general managers (if the warning was issued by the manager). The worker will be informed in writing as to whether or not the warning will be rescinded. A student who has submitted an appeal is still required to abide by all Work Program and department guideline policy and schedules while the appeal decision is being made. Any deviation from those policies may result in additional disciplinary action.

EXAMPLES OF WORK VIOLATIONS
Reasons warnings may be given include, but are not limited to:

  • Unexcused absence from work or required meeting
  • Reporting late for work or required meeting
  • Leaving a job early without proper authorization
  • Not in assigned work area/not working while clocked-in
  • Insubordination (a refusal to follow procedures/perform the job)
  • Physically or verbally abusive behavior toward others
  • Harmful misuse of tools, equipment or vehicles, or any behavior which threatens safety in the workplace (e.g. horseplay, etc.)
  • Unsatisfactory work, or causing added work for others
  • Committing time card fraud
  • Infractions of Department Guidelines
  • Title IX infringements
  • Theft, vandalism or being under the influence of drugs/alcohol

DRUGS/ALCOHOL
Any worker who is, or with good reason believed to be under the influence of drugs or alcohol will be clocked out and required to leave work immediately. The worker may be issued a write-up, as well as under time for the time missed.

A meeting will be held to determine what disciplinary action is to be taken and if the student should be referred to the college counselor for assistance. The worker may also be subject to disciplinary action via the Student Conduct Code.

THEFT OR VANDALISM
Theft and vandalism occurring at the workplace are to be reported immediately to the work supervisor on duty. The supervisor/manager is responsible to confirm the incident and report it immediately to the department manager and advisor; who are jointly responsible to investigate and resolve the matter. If the theft or vandalism involves losses of $100 or more the matter will be turned over to the Student Life Office for resolution, including whether or not to notify/involve the local police.

The department manager is to complete a Theft/Vandalism Report within 24 hours of the incident being confirmed. Copies of the report are to be sent to the College Business Office, General Managers, and to the Student Life Office (if $100 or more).

If cases handled by the manager and advisor result in their finding evidence that a student(s) is guilty of the theft/vandalism, the matter is to be pursued through the work warning system and may result in the worker being terminated or placed on probation. The matter may also be pursued through the social justice system carrying possible social probation or suspension.

If a student is found guilty of theft or vandalism within their Work Program position, they may be reassigned to a different job if the supervisor feels the behavior could have a negative effect on their current job. The worker may also be subject to disciplinary action via the Student Conduct Code.

CONDITIONS APPLYING TO ALL DISCIPLINARY MEETINGS
The manager or worker may invite any faculty, staff, or worker to the meeting who may be of help in resolving the matter.

If a worker is having personal problems, they should be referred to a College counselor and/or other appropriate resources, which might include the student’s faculty advisor, coach, residence director, or other Student Life staff. The goal is to assist with problems the student may have in addition to work.

A job transfer may be made if necessary to resolve a work problem.

Disciplinary action(s) should be finalized prior to semester breaks, otherwise, a meeting will be held at the start of the next semester.

If a worker misses a disciplinary meeting without notifying the Manager/General Manager(s) in advance with an acceptable excuse, they may be issued a warning and the meeting held without them.

WORK CONTRACT
A work contract is a written statement outlining the specific actions required of a worker to account for and improve their poor work performance or behavior. Contract conditions vary based upon the individual circumstances of each situation. Contracts should include referral to other campus resources (i.e., college counselor, coach, faculty advisor) as appropriate and additional work shifts to make-up any missed hours. Work contracts are written for a minimum of 30 days.

WORK PROBATION
Work probation is a warning to the student that they are in jeopardy of being terminated if their work performance or behavior does not improve. A contract will be prepared to detail the conditions of the work probation, including referral to any other appropriate college resources for assistance. In addition, the following will apply:

  • They are ineligible to hold a leadership position on campus. Leadership positions include but are not limited to resident director, resident assistant, member of the Work Committee, assistant manager, and crew head.
  • They may be ineligible (for a specified period of time) to participate in any college activity whereby they will be representing the college publicly UNLESS participation in that activity is REQUIRED for completion of their degree.
  • Based on the discretion of the General Managers and Dean of Work, community service work and/or a one-page self-reflection could be required.
  • Work probation lasts for a minimum of 30 days from the date the worker was placed on probation
  • Work probation may be appealed to the Work Program Appeals Board.

TERMINATED FROM JOB/SUSPENDED FROM COLLEGE
If a worker is terminated they have the right to appeal the decision (see Appeals Board.)

Dean of Work will determine if the student should be:

  • Placed in a job by the Work Committee
  • Suspended immediately
  • Hired on a temporary basis
  • Suspended effective at the end of the semester

If a student is hired or placed in a job, they will be on Post-Termination Contract for the rest of the semester. Suspension from the College may be appealed (see Appeals Board)

POST-TERMINATION CONTRACT
Student-workers who are terminated are then reviewed by the Dean of Work to see if they meet the requirements to be placed back into the Work Program. If the student worker meets the requirements and is placed, they will then be put on a Post-Termination Contract for the rest of the semester. The disciplinary action taken prior to termination from the work program will be specified during the meeting in which the post termination contract is signed. All stipulations that pertain to Work Probation will also apply to a Post-Termination Contract (i.e., no paid hours, no leadership positions, etc.).

APPEALS BOARD/APPEAL OF DISCIPLINARY ACTIONS
The Appeals Board hears student appeals of work probation, being terminated for work reasons, and civil rights complaints. A worker has 24 business hours of being placed on probation, being terminated, or being suspended to submit a written appeal to the Board Chairperson.

Appeals must be based upon:

  • Evidence that the action is excessively harsh
  • Improper procedures were followed
  • New (previously unheard) information exists to prove that the worker is not guilty of the offending behavior for which the action was taken

The Appeals Board Chairperson may, with the assistance of two other members of the Appeals Board (at least one of whom must be a faculty or staff member) may make an inquiry based on the appeals document provided and any other materials provided by the Work Program. They may reject an appeal from being heard if in their opinion the appeal fails to reasonably address at least one of the three appeal criteria. Before denying an appeal the Dean of Work must have met with and discussed their concerns with the student making the appeal. If they choose to allow an appeal to be heard, the following may occur:

  • The Appeals Board conducts a hearing as soon as possible. All parties are notified 24 business hours prior to the meeting. Disciplinary actions are on hold until the appeal is heard.
  • A majority of the total seven members (including at least one of the faculty or staff members) must be present at all meetings and hearings. In the event that a student cannot attend, an alternate may sit in for the student worker. Students receive work time for attendance. Excessive absence from meetings may be cause for removal.
  • All parties are present during the information-gathering part of the meeting; complainant and respondent.
  • The worker has the right to have one member of the Blackburn community present at the hearing for support. They may not speak openly at the hearing, but they may provide guidance to the complainant.
  • The appeal (or civil rights complaint) is denied if the worker misses the meeting for other than a legitimate reason, and is upheld if the manager, general manager or Dean of Work in suspension cases (or other people whom civil rights complaint is against) miss the meeting for other than a legitimate reason, which shall be the chairperson’s judgment.
  • The worker presents their position first, followed by the manager and general manager or Dean of Work in suspension cases (or a person whom the civil rights complaint is against). The burden of proof rests with the worker
  • Only board members and advisors are present while the board decides. A simple majority vote is needed to uphold/find in favor of an appeal or complaint. If an appeal is upheld, another disciplinary hearing may be held to determine alternative consequences. If the board finds in favor of a civil rights complaint, directives will be given for rectifying the complaint (monetary redress is not an option). The Chair notifies all parties of the decision in writing within 48 hours.
  • All votes will be cast by secret ballot.
  • The President has the authority to make decisions at any level of the Work Program disciplinary process.

The Appeals Board is constituted and proceeds as follows:

One faculty and one staff advisor, as well as one alternate for each, are appointed by the College President and are voting members of the board. The alternates will be used in the case that a conflict of interest should arise. The student members of the board will be selected as follows:

Each of the 12 work department managers will nominate one worker from their department to serve on the Appeals Board.

  • Nominees must be in good standing (academic, work, and social)
  • Freshmen are not eligible.
  • Nominees must have worked at least one semester in the Work Program.
  • Nominees cannot be in a Work Program leadership position (e.g., manager, assistant manager, or crew head.)
  • The President of the College will appoint 5 members and 5 alternates from among the student nominees. The 5 student members select a student chair of the Appeals Board, who is a voting member.

DISCIPLINARY ACTION FOR MANAGERS
Managers or general managers may be recommended for a warning by any worker or supervisor, or other managers/general manager. Such recommendations are made to the department advisor or a general manager who will decide whether or not to issue a warning. Warnings are issued for any violation of Work Program or Department Guidelines, or of Work Committee duties. Managers may appeal a warning by submitting a written appeal, within 24 hours of receiving the warning, to either a general manager or the Dean of Work.

Because of their position of responsibility, managers are held to high standards. They are expected to be good role models and to lead by example. If their behavior or job performance is unacceptable, managers should be removed from their positions before disciplinary action through the warning system is necessary.

If a manager or general manager receives a 3rd write-up, a disciplinary meeting is held. However, a general manager, manager, department advisor, or the Dean of Work may, regardless of whether or not warnings have been issued, call for a disciplinary meeting to be held if they feel that a manager’s or general manager’s conduct so warrants (i.e., failure to fulfill responsibilities, abuse of authority, social misconduct, etc.)

The general managers, department advisor, and Dean of Work hear the case and determine by majority vote what, if any, action is to be taken (i.e., contract, probation, or being terminated.)

In cases involving a general manager, the other general manager and the Dean of Work will, with input from the Work Committee members, hear the case and determine what, if any, action should be taken.

REPLACEMENT OF MANAGERS
Each manager designates, with the help of the department advisor, a direct replacement (D.R.) The qualifications for a direct replacement are as follows: Nominees must be in good standing (academic, work, and social), and nominees must have worked at least one semester in the Work Program.

These persons serve in the manner outlined below. If a manager resigns or is terminated the following occurs:

  • The D.R. replaces the manager until a new manager is selected (see Hiring Policy/Procedure); or
  • If the department advisor, general managers, and Dean of Work are all in agreement, the direct replacement may be hired as a permanent replacement.
  • If a manager is terminated or resigns prior to the end of their term, their manager’s pay ceases as of the date they were terminated or resigned and any other privileges/ benefits accruing to them as a manager may be revoked or subject to a charge.

WORK COMMITTEE VISITOR POLICY

The Work Committee meets once a week to discuss topics pertaining to the Work Program. Any member of the Blackburn community (students, faculty/staff, administrators, etc.) is allowed to sit in on Work Committee meetings but must inform the General Managers by 5:00 pm three business days prior to the committee meeting.

Considering the variety of topics, the committee discusses, the meetings are organized in three Codes. Due to addressing confidential information during Code 1, any person who is not a member of the committee, with the exception of the Work Office assistant, Dean of Work, and the President, is NOT allowed to sit through Code 1. Observers will be asked to leave the meeting once Code 2 and 3 have been covered.

Anyone interested in attending a Work Committee meeting must:

  • Contact a department manager or a General Manager at least one day prior to the meeting to let the committee know they plan on attending.
  • Read and agree to the meeting guidelines.

MEETING GUIDELINES:

  • Be respectful to every person in the room
  • Raise your hand if you would like to weigh in on a particular topic/ask a question
  • Be punctual. Visitors who are late will NOT be allowed, as it disrupts the meeting
  • Use of any electronic device other than a laptop is prohibited
  • Maintain professional behavior