Student Employment - COVID-19 Updates

COVID-19 Update (7.22.20)

2020 – 2021 STUDENT WORK POLICY

All currently enrolled students are eligible to work on-campus, remotely or a combination of the two for the 2020- 2021 academic year.  Due to restrictions and guidelines related to COVID-19, several new student employment policies have been put in place.  Please review carefully.

NEW POLICY AGREEMENTS

The following policies are for the Fall 2020 work term and are included in the Student Employment Authorization (SEA).  Supervisors and Student Employees are required to review and agree to each: 

ACCESS TO CAMPUS POLICY (NEW)

Limited access to campus remains in effect for Fall 2020. Students with on-campus classes, living in residence halls, or both are granted access to campus. ONLY these approved students will be allowed to work in on-campus jobs. Students working on-campus must complete the Safe at Work Training and submit the attestation at the end of the training.

REMOTE WORK POLICY (NEW)

The full policy is outlined in the revised SEA.  Here are a few items of note:

  • All registered students are eligible to work remotely, regardless if work is being performed in California, another state or country.
  • Working from home temporarily does not change the terms and conditions of student employment with the University, including time and labor management.
  • Student employees shall not access, or store, sensitive or restricted LMU information on personal computers.
  • Student employees agree to be available by phone and/or email during scheduled work hours.
  • In the event a student employee becomes ill or becomes the primary caretaker of an ill relative, the student should communicate with their supervisor to request time off. Student employees are required and agree to record time off as California Paid Sick hours in MyTime for the hours scheduled to work. For more information, refer to the California Paid Sick Leave Policy.
  • The University reserves the right to amend or withdraw remote work arrangements at any time.

DISRUPTION OF WORK POLICY (NEW)

  • Supervisors must determine if an on-campus job can be performed remotely in the event of an immediate campus closure due to the COVID-19 pandemic.
  • If the on-campus work cannot be adequately performed remotely, supervisors MUST communicate this to the student employee at the time of hire. Student employees should have clear expectations about potential diminished earning potential in the case of a campus closure.
  • If the on-campus work cannot adequately be performed remotely, in the event of campus closure, student employees must discontinue working immediately.  The SEA should be terminated immediately, and the employer/employee relationship will cease.  No further wages can be earned by the student.
  • If the on-campus work must discontinue for any reason due to COVID-19, the student will NOT be paid the remaining SEA award amount.
  • If the on-campus work can adequately be performed remotely, in the event of a campus closure, student employees can continue working. 

REQUIRED TRAINING (NEW)

Student employees must complete the following Student Employment training modules in Brightspace:

  • Student Employment Security Training
  • Safety in the Workplace
  • Student Employee Orientation

WORK STUDY

  • Work Study funds for AY 2020 - 2021 may be used for on-campus and remote work
  • Eligibility for Work Study funds is determined by the FAFSA application. The FAFSA application process has not changed from previous years
  • Students must “accept” the Work Study award in Prowl for funds to be used in the SEA
  • Students are not entitled to awarded Work Study funds unless work is performed

COMPLETING THE STUDENT EMPLOYMENT AUTHORIZATION (SEA)

  • Academic Year 2020 - 2021 work term is August 23, 2020 – May 15, 2021
  • Supervisors may create SEAs beginning Monday, August 10, 2020
  • NEW Work Location Field - Select the appropriate option for the work being performed: Remote, On-Campus or Combination
  • Supervisors and student employees must read and agree to ALL policies in the SEA
  • Student Employment Services must authorize the SEA before a student can begin work

I-9 VERIFICATION PROCESS

First-time student employees must complete a Form I-9 with Student Employment Services (SES) before the Student Employment Authorization can be completed and begin working.

  • Virtual I-9 Verification
    • SES will host a “virtual lobby” on Zoom video conferencing at designated times for students to complete their I-9 virtually.  A schedule of hours will be published on the SES website
    • Required government issued documents must be presented during the Zoom meeting
    • Student employees must present, the same government issued documents used in the Zoom meeting, in-person to SES within three days of students return to campus.
  • In-Person I-9 Verification
    • SES will advise the LMU community when it resumes in-person I-9 verification.

If you have any questions or require support, please email Student Employment Services at ses@lmu.edu.

 

  • Summer Student Employment

    Remote student work deemed essential to the institution will be permissible for the summer 2020 term. Faculty and staff should consult their dean or senior vice president if they believe their area requires essential remote student work. Only essential work approved by a dean or senior vice president will be processed by Student Employment Services.
  • New student employee hiring has been temporarily suspended due to recent campus closures and COVID-19 concerns. Online SEAs are currently not being reviewed and will not be approved until further notice. Supervisors should proceed with recruitment at their discretion. LionJobs postings will continue to be reviewed and approved. However, supervisors should communicate future student employment is currently not guaranteed and is dependant on campus closures and COVID-19 concerns, as determined by university policy.

  • Supervisor Update

    The following is information about the lump sum payment to student employees on April 8, 2020.

    April 8, 2020 Lump Sum Payment 

    Student employees must have an active Student Employment Authorization (SEA) to receive a lump sum payment on April 8, 2020. The lump sum payment will be calculated using the hours worked during the February 23 – March 7 pay period, multiplied by 4 (the number of pay periods remaining in the semester). Only student employees with SEA balances will receive a check. The lump sum payment will not exceed the SEA award amount balance.

    Adjustment Options 

    If supervisors believe the hours worked February 23 – March 7 do not adequately reflect the average number of hours per pay period for their student employee, complete the Student Employment Adjustment Form by Friday, March 27, 2020, at 5 p.m

    If your student employee’s SEA award was exhausted before or on March 27, they will not receive a paycheck. If the department intended to continue paying the student employee after their SEA award was exhausted, supervisors must complete the Student Employment Adjustment Form by Friday, March 27, 2020, at 5 p.m. 

    ONLY SUPERVISORS are allowed to submit a Student Employment Adjustment Form. 

    Important Notes 

    • This policy only applies to student employees with an active SEA.
    • Meal penalty, overtime and double-time charges will not be included in payments.
    • Student Employment Services will facilitate the payroll process on behalf of student employees and supervisors.
    • Supervisors do not need to input or approve student employee hours in myTime. 

    For specific questions and consultation, contact Student Employment Services at ses@lmu.edu

  • In-person pickup is no longer available for student paper paychecks. To request mail delivery, email the following to ses@lmu.edu:

    • Full name
    • 9-digit university I.D. number
    • Mailing address
    • Phone number

    The university has decided to suspend all student employment to facilitate social distancing and community well-being. Undergraduate and graduate student employees are not to report to their on-campus employer for the remainder of the spring semester.

    March 27, 2020 Payment

    In an effort to support students during their transitions, the university has decided to pay all undergraduate and graduate student employees on March 27, 2020. Student employees must have an active Student Employment Authorization (SEA) to receive this paycheck and will be paid regardless of their SEA award balance. This paycheck will be a duplicate of the March 13, 2020 paycheck, which reflects hours worked February 23 – March 7, 2020.

    Additional Payment

    After the March 27, 2020 paycheck, student employees with SEA balances will receive a lump sum payment on April 8, 2020 to absolve their remaining earnings. The lump sum payment will be calculated using the March 13 paycheck hours, multiplied by 4 (the number of pay periods remaining in the semester). However, the lump sum payment will not exceed the SEA award amount.

    Information for Supervisors

    If supervisors believe the hours worked February 23 – March 7 do not adequately reflect the average number of hours per pay period for their student employee, complete the Student Employment Adjustment Form. The form can be found in the March 18, 2020 email from Student Employment Services. The deadline to submit requests is Friday, March 27, 2020 at 5 p.m.

    If your student employee's SEA award was exhausted before or on March 27, 2020, they will no longer receive any paychecks. If the department intended to continue paying the student employee after their SEA award was exhausted, supervisors must complete the Student Employment Adjustment Form. The form can be found in the March 18, 2020 email from Student Employment Services. The deadline to submit requests is Friday, March 27, 2020 at 5 p.m.

    ONLY SUPERVISORS may submit a Student Employment Adjustment Form.

    Information for Student Employees

    If you believe there are major discrepancies in your hours worked February 23 – March 7, or if your SEA balance is negative or low, consult with your supervisor immediately.

    Important Notes

    • This policy only applies to student employees with an active SEA.
    • SEAs will not be processed for the remainder of spring 2020. This includes modifications, separations and new SEAs.
    • Student Employment Services will facilitate the payroll process on behalf of student employees and supervisors.
    • Student employees cannot access myTime for the remainder of the spring 2020 semester.
    • Supervisors do not need to input or approve student employee hours in MyTime.
    • Meal penalty, overtime and double-time charges will not be included in payments.
    • All student employee paychecks and payouts will be charged to the department account on the SEA.
    • Remote work is not permitted at this time.
    • New student employee hiring is not permitted at this time.

    Paycheck Distribution for Student Employees

    • Checks will be deposited for those authorized with direct deposit service.
    • Paper checks can be picked up between 8:30 a.m. – 4:30 p.m. in the Payroll Office, University Hall 1880. The last physical distribution of paychecks will be March 27, 2020. After this date there will be NO distribution of manual checks. It is critical that students provide a mailing address where their paycheck may be sent.
    • Request paper checks to be mailed by providing the following information to ses@lmu.edu
      • Full name
      • 9-digit university I.D. number
      • Mailing address
      • Phone number
    • If you would like to sign up for direct deposit, complete the Direct Deposit Authorization Form and email it to mytime@lmu.edu. Direct deposit takes one pay period to activate. Disclaimer - email the completed form at your own discretion as personal information must be submitted.

    For specific questions and consultation, contact Student Employment Services at ses@lmu.edu.