51Æ·²è

Students who accept a student employment position are subject to the policies and provisions contained within this Student Employee Policy and Procedures Manual (the “Manual”) (as may be changed from time to time by the University at its sole discretion), and are accountable for their actions and behaviors as articulated in the 51Æ·²è Student Conduct Code.

51Æ·²è (“SCU” or the “University”) student employees are at-will employees. At-will employment may be terminated with or without cause and with or without notice at any time by the student employee or SCU.  This Manual does not alter the at-will nature of any student employment positions at 51Æ·²è.

51Æ·²è is an equal opportunity employer. The University prohibits discrimination against any individual on the basis of race, color, ethnicity, national origin, citizenship, ancestry, religion, age, sex, sexual orientation, sex stereotypes, sex characteristics, gender, gender expression, gender identity, marital status, registered domestic partner status, parental status, veteran or military status, physical or mental disability (including perceived disability), medical conditions (including cancer related or genetic characteristics), pregnancy or related conditions (including childbirth, termination of pregnancy, lactation, or related medical conditions), recovery from pregnancy or related conditions, reproductive health decisionmaking, or any other basis prohibited under applicable federal, state, or local laws and their implementing regulations, in any of the University’s educational and other programs and activities, its admissions, and its employment practices.

The University will provide reasonable accommodations due to a disability or religious belief in order to perform the essential functions of their jobs.  Student employees wishing to explore reasonable accommodations due to a disability or religious belief should contact the Department of Human Resources at

For questions regarding policies and procedures in the Student Employment Policy and Procedures Manual, please contact the Student Employment Office at studentemployment@scu.edu.

In order to be employed by 51Æ·²è as a “student employee,” a student must be a matriculating (degree-seeking) student on active student status enrolled in at least six units during the academic term and have a satisfactory academic performance of at least a 2.0 grade point average. Students from other universities, colleges, or high schools as well as non-matriculating SCU students will not be considered for student employment positions.¹

Incoming students may be hired for student employment positions once they have enrolled at SCU (primarily done through new student orientation). Student employees may begin working once they have registered for classes and completed the necessary hiring paperwork in Workday.

A SCU student who has completed their coursework may continue to work up to 40 hours per week as a student employee for one academic term after completing the required coursework toward their degree(s)² International students on an F-1 visa must stop working for the University upon completing required coursework toward their degree(s), unless they are authorized for Optional Practical Training (OPT) and their student employment is directly related to their academic major.  

Student employees may not be assigned supervisory responsibilities over other student workers. In addition, student positions should not include duties that require prior professional work experience or specialized professional credentials. Student employment is intended to provide learning opportunities and skill development appropriate to the student's educational background and level of experience.

Student employment eligibility ends on the day a student separates from the University for any reason other than completing their coursework toward a degree(s).

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¹Unless otherwise noted, the terms “student(s)” and “student employee(s)” refer to undergraduate and graduate student employees. Students who receive stipends for extracurricular school-related activities in connection with dramatics, student publications, bands, choirs, debating teams, radio stations, intramural and interscholastic athletics, and others similar endeavors are not considered student employees. Students receiving stipends for such extra-curricular activities are not employees of the University and are not covered by this Manual.

² Students who complete their coursework at the end of the spring quarter may work until September 15th of the same year as a student employee.

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Section Approved: September 1, 2007

Last Updated: June 1, 2026

Last Reviewed: June 1, 2026

Maintainer: Human Resources

 

Section 201: Position Posting Requirements

All on-campus student employment positions are based upon the duties and responsibilities assigned to the job posting.  Job postings must be created and posted using the “Creating a Job Requisition” task through Workday for a minimum of five business days.  Each job posting must contain the position title, anticipated start date, description of department, job qualifications, clearly defined duties and responsibilities, hourly wage, anticipated number of hours per week, work schedule, and application instructions.  Managers and supervisors must disclose certain details about the proposed job posting that may require additional job screening or verification, such as access to confidential information, regular contact with minors, etc.  Managers and supervisors are responsible for considering the level and complexity of job postings in their department, and that consistent wages are offered for similar job postings in their department. 
Student

Federal Work Study Priority Period

For the first five days from the date of posting, all student job postings are visible and open for applications only to students who have a federal work study award. After the five-day period, student job postings are available to all students.  (See Section 308 for additional information on the Federal Work Study program.)

Section 202: Application Process

Candidate Selection

The University encourages all departments to conduct a comprehensive search to fill its open student employment positions. While interviewing all applicants is not required, it is suggested that University departments interview the top finalists for each open position.  Departments wishing to hire a student under the age of 18 should contact the Department of Human Resources to obtain work restriction information.

Background Checks

As determined by the University, certain student employment positions may require background checks as a condition of employment. If the position requires a background check, the hiring manager should inquire with the Student Employment Office before the position is posted. The background check must be completed through the Department of Human Resources on the final candidate before the student begins working and after the student has been given an offer of employment conditioned on the successful assessment of the background check results. 

Checking References

Checking references for potential student employees is permitted. Review the Human Resources website for more information about checking references.

Section 203: Student Employment Workday Business Process

If your department has selected a student(s) to fill an open position(s), you will proceed with the hiring process in Workday through one of the two business processes.

• Create Job Requisition: This process is used when posting a job to go through the entire recruitment process.
• Hiring a Student Employee – Job Requisition: Once a job requisition is created you can view and hire candidates 

Additional information about student employment business processes is available on the Student Employment and the HR Workday Resources websites.

Section 204: Updating an Existing Student Employee Record

Once a student is employed in a particular position, the student employee’s supervisor will be able to initiate the following business processes in Workday:     

• Compensation Change: - Increase or decrease in compensation
• Position Change: Job profile, supervisor and or funding , (cost center) updates.

For terminations due to voluntary resignation, graduation or ineligibility for continued employment, please refer to the Student Job Change - Termination user guide or contact the Student Employment Office at studentemployment@scu.edu. Supervisors must contact the Department of Human Resources before initiating any involuntary termination.

Section 205: New Employee Onboarding Documents

Students who have not previously worked in a student employment capacity at 51Æ·²è must complete all of the onboarding steps and actions prior to starting employment.

Students who have previously worked as, or who are currently working as, a student employee can start working in their new role once their hire processes for that new role are completed in Workday. 

The following is a sample list of the required onboarding steps and action items:

• I-9 Form
• Tax Elections 
• Payment Elections     

Tax withholding (W-4), and SCU Student Employment Agreement forms must be completed via Workday. 

I-9 (Employment Eligibility Verification)

The Immigration Reform Control Act (IRCA) of 1986 requires 51Æ·²è to verify each new student employee’s identity and legal authority to work in the United States.  All offers of employment are conditioned upon the receipt of satisfactory evidence of an employee’s identity and legal authority to work in the United States.  For international student employees, typical onboarding documents include their foreign passport, Social Security card, I-20, and other I-9 documents. (For more information on international student onboarding protocols, see Section 206)

For I-9 completions, student employees must visit the Department of Human Resources.

The I-9 verification portion MUST be completed BEFORE a student can begin to work on campus.  Completed onboarding documents must be submitted in order to complete employment processing (including payroll). Once onboarding documents are verified, the student will receive a notification indicating that they are authorized to start working.

W-4 (Employee Withholding Allowance Certificate)

Federal and state law requires that the W-4 form be completed to determine appropriate withholding for federal and state income tax purposes. Student employment wages are subject to applicable federal and state income taxes.  Certain tax exemptions may apply to international students.

Onboarding Document Due Dates

Both the student employee and hiring manager are responsible for ensuring that all onboarding tasks are completed timely. 

Missing information and/or incomplete hiring and onboarding steps will delay the student employee’s start date. All submitted information must be correct and complete to ensure timely processing.

Section 206:  International Student Employee Onboarding Process

Federal law places certain restrictions on the hiring of nonresidents enrolled as students in United States educational institutions.  All international student employees must have a valid Social Security number in order to be processed in the University payroll system.  International students not in current possession of a Social Security number must provide verification that their application for a Social Security number is pending prior to beginning work.

International students with H-1 visas are not permitted to work on campus as student employees.

An international student on an F-1 visa must stop working for the University upon completing required coursework toward their degree(s), unless they are authorized for Optional Practical Training (OPT) and their student employment job is directly related to their academic major.     

For more information about employment options for international students, see the International Student Resources:

Office Website at /globalengagement/international-students/ or the 

Career Center Web site at

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Section Approved: September 1, 2007

Last Updated: June 1, 2026

Last Reviewed: June 1, 2026

Maintainer: Human Resources

Section 301: Compensation Guidelines

Student employment positions are non-exempt roles compensated with an hourly wage, subject to federal and California law.  Any student hired for an exempt employment role, as defined by federal and California law, will be considered a regular staff member and subject to the University Staff Policy Manual.  Departments may not issue stipend payments to any student employee who is working in a student employment capacity. The University does not permit departments to establish commission-only student employment positions. Student employees are not eligible for bonuse 

Student employee hourly wage rates range from the legally required federal, state or local minimum wage required by law to the ranges appropriate to the student employment job category as classified by the Student Employment Office. Departments seeking assistance in determining an appropriate hourly wage for a given position may contact the Student Employment Office for a position evaluation.  The Student Employment Office has final authority to determine an appropriate hourly wage rate for each job posting.

Student employees may receive wage increases based on their performance and/or increase in job responsibilities. Wage increases for student employees are submitted to the Student Employment Office for review and approval.  Departments are encouraged to establish guidelines for wage increases so that they are applied consistently. The hourly rate, after any and all wage increases are applied, may not exceed the established maximum rate for the respective student employment job category.

Section 302: Submitting Timesheets

After completion of all onboarding tasks, the student employee are able to enter their hours on their electronic timesheet in Workday. Student employees are required to fully and accurately enter all hours worked on their timesheet for the current pay period.  

Student employees are required by law and University policy to report all hours worked to the minute by recording the “In” and “Out” times on their online timesheets on a daily basis, including meal periods. Hours must always be reported exactly as they are worked. For additional information regarding the online timesheet system and its use, please visit HR Workday Resources website.  It is ultimately the supervisor’s responsibility to ensure that student employees report their hours in a timely fashion and follow the University’s payroll protocols. 

Each student employee must complete and submit their timesheet.  Student employees may not delegate their timesheet completion to their supervisor, a department administrator, or any other person under any circumstances. Falsification or manipulation of timesheets by a student employee is a violation of this Student Employment Manual and the Student Conduct Code.

Student employees are to notify their supervisor immediately in the event the student employee must make any corrections to previously submitted timesheets.  For any corrections involving hours worked beyond the previous pay period, supervisors should immediately notify the Student Employment Office; student employees must submit a manual timesheet to their supervisor, and the supervisor must then submit that timesheet directly to the Student Employment Office.  The department is responsible for covering a $50.00 processing fee for each late timesheet submission. The fee charged via a budget transfer.

Supervisors may not complete, alter or submit the student employee’s timesheet, except in the event of any emergency when the student is not available to do so.  Supervisors signing a student employee’s timesheet on the student employee’s behalf is a violation of University policies and not permitted under any circumstances.

Time and wage records are maintained in Workday and are available in accordance with University record retention policy and applicable payroll retention requirements by law.      

Section 303: Paydays and Paychecks

University paydays are the 7th (for the pay period from the 16th to the end of the previous month) and the 22nd (for the pay period from the 1st to the 15th of the current month).  When the 7th or the 22nd falls on a Saturday, the pay date will be on the preceding Friday; when the 7th or the 22nd falls on a Sunday, the pay date will be the following Monday.  Student employees are expected to have their timesheets completed and approved by noon on the designated due date.

Direct Deposit: Student employees are strongly encouraged to utilize direct deposit to receive their pay.  To activate direct deposit, the student employee must complete the “Payment Election” selection in Workday. Information on how to set up direct deposit is available on the Payment Election Set Up user guide.  Direct deposit may take up to two payroll periods for initial setup. Once direct deposit is in effect, all future paychecks will be deposited into the designated account(s).

Physical Paychecks: For students not utilizing direct deposit, physical paychecks are mailed to the student employee’s mailing address that is listed in Workday.     

Advices: Student employees may view their electronic paycheck stub in Workday.

Section 304: Employment Taxes          

During academic terms, student employment wages are subject to applicable federal and state income taxes and they are exempt from Social Security, Medicare (FICA), and State Disability Insurance (SDI/VDI) taxes. During academic breaks lasting longer than five weeks (summer break), student employee wages are subject to all employment taxes, i.e. federal and state withholdings, FICA and SDI/VDI.     

Student employees who have completed their coursework and continue to work up to 40 hours per week as a student employee during the one academic term after completing all required coursework toward their degree are subject to all applicable employment taxes. Any student employee registered less than full time at the University may be subject to Social Security and Medicare tax withholdings.

Certain tax exemptions may apply to international student employees, as well as student employees who are members of a religious community and have taken a vow of poverty¹. International students, and students who are members of religious communities having taken a vow of poverty, should contact the Student Employment Office during the onboarding process to discuss eligibility.

Section 305: Federal Work Study Program

Some Santa Clara students receive an allotted amount of Federal Work Study (FWS) money that may be earned over the course of the year.  This allotment is based on the student’s financial need as determined by the FAFSA and the Financial Aid Office.

51Æ·²è encourages all departments to hire students receiving FWS money whenever possible because these students have a demonstrated financial need for a position on campus.

If a FWS-eligible student is hired, the student employee’s wages are split between the department budget and FWS money, using a predetermined percentage split and to the extent the student employee has not exhausted their FWS award amount. It is recommended that the supervisor help the student employee track their FWS allotment to ensure that student employee does not exceed the FWS allotment.  Student employees approaching their FWS allotment limit should request an increase by speaking with the Financial Aid Office.

Each Work Study student employee is responsible for tracking their total wages to ensure that the wages do not exceed their FWS allotment.  In the event that a student employee uses all of the Work Study allotment before the end of the academic year, the student employee may apply for an increase to the allotment.  To request an increase, the student employee must make an appointment with a Financial Aid advisor, preferably at least one quarter before the FWS allotment is exhausted.

If the student employee’s allotment cannot be increased and the hiring department requests to keep the student on its payroll, the department is then responsible for 100 percent of the student employee’s wages. The system will automatically update the student’s earnings to be charged to the Department(s). 

Off-Campus Work Study Positions

In some cases, the University contracts with off-campus organizations to allow students to earn their SCU Work Study allotment by working for an off-campus employer.

The student must complete online timesheets by entering and submitting them in Workday as if the student was working on campus and comply with all other Student Employment policies and procedures.  The student is paid from the University budget and FWS funds.

The University does not establish Work Study contracts with employers outside of the San Francisco Bay Area.

Contact the Student Employment Office for more information about off-campus Work Study positions.

____________________________________

¹Any exceptions must be pre-approved by the Manager of Student Employment.

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Section Approved: September 1, 2007

Last Updated: June 1, 2026

Last Reviewed: June 1, 2026

Maintainer: Human Resources

Section 401: Sick Leave

Student employees are not eligible for benefits including, but not limited to, health care, tuition remission, paid vacation leave, or retirement.  Student employees may be eligible for sick leave, as outlined below:

A student employee who works at least 30 days within one year from the beginning of their employment accrues one hour of sick leave per every 30 hours worked. Sick leave accrues from the first day of employment and continues during periods of work, paid sick leave, and other periods of paid leave.  Sick leave may carry over from year to year and may be accrued to a maximum of 80 hours. Up to 40 hours of paid sick leave may be used per year. Sick leave cannot be used on days the student employee is not scheduled to work, such as days off and University holidays. Sick leave is credited each pay period and is reflected on the student employee's wage statement.

Accrued and unused sick leave can be used in increments of a quarter of an hour (.25) for the following reasons:

• Illness/Injury and Medical Care: Diagnosis, care, or treatment of an existing health condition of, or preventative care for, a student employee or the student employee’s qualified family member; For purposes of this subsection, “qualified family member” means any of the following:

• • A child, including a biological, adopted, or foster child, stepchild, legal ward, or a child to whom the student employee stands in loco parentis;
  • A biological, adoptive, or foster parent, stepparent, or legal guardian of a student employee or the employee’s spouse or registered domestic partner, or a person who stood in loco parentis when the student employee was a minor child; 
  • A spouse or registered domestic partner;
  • A grandparent; 
  • A grandchild;
  • A sibling; or
  • A designated person, defined as a person identified by the student employee at the time the student employee requests paid sick time.  (Each student employee is limited to one designated person per 12-month period for paid sick days.)

• Civil Duty: Serving on an inquest jury or trial jury; or appearing in court to comply with a subpoena or other court order as a witness in any judicial proceeding; 

• If the student employee is a victim of a crime: 

• • Obtaining relief or attempting to obtain relief, including but not limited to, a temporary restraining order, restraining order, or other injunctive relief to help ensure the health, safety, or welfare of the student employee or their child; 
  • Obtaining services from a domestic violence shelter, program, rape crisis center, or victim services organization or agency as a result of crime or abuse; 
  • Obtaining psychological counseling or mental health services related to an experience of crime or abuse; or
  • To participate in safety planning or take other actions to increase safety from future crime or abuse; 
  • If the student employee or the employee’s family member is a victim of a crime: Attending judicial proceedings related to the crime, including but not limited to, delinquency proceeding, postarrest release decision, plea, sentencing, postconviction release decision, or any proceeding where a right of that person is at issue;

• If the student employee or the student employee’s family member is a victim of a qualifying act of violence, and the leave is caused by or in relation to the qualifying act of violence: 

• Obtaining or seeking to obtain medical attention for or to recover from injuries;
• Obtaining or seeking to obtain services from a domestic violence shelter, program, rape crisis center, or victim services organization or agency;
• Obtaining or seeking to obtain psychological counseling or mental health services;
• Participating in safety planning or taking other actions to increase safety;
• Relocating or engaging in the process of securing a new residence;
• Providing care to a family member recovering from injuries;
• Seeking, obtaining, or assisting a family member to procure civil or criminal legal services;
• Prepare for, participate in, or attend any civil, administrative, or criminal legal proceeding; or
• Seeking, obtaining, or providing childcare or care to a care-dependent adult if such care is necessary to ensure the safety of the child or dependent adult.

For purposes of this subsection, “qualifying act of violence” means any of the following: 

• • Domestic violence; 
  • Sexual assault; 
  • Stalking; or 
  • Any act in which an individual: causes bodily injury or death to another individual; exhibits, draws, brandishes or uses a firearm or other dangerous weapon; or uses, or makes a reasonably perceived or actual threat to use, force against another to cause physical injury or death. 

When a student employee is unable to report to work or will miss a portion of the workday for a reason for which sick leave may be used under this policy, the student employee is responsible for notifying their superior or other designated employee as soon as possible, and generally no later than within the first hour of the workday.  When circumstances permit, the student employee should provide notice before the day of the absence.  In most instances, a conversation between the employee and their supervisor is sufficient for the approval of accrued sick leave.  Their supervisor who approves the use of sick leave by a student employee is responsible for determining if the conditions for use of sick leave are met.   If a student employee is absent from work for 3 or more work days without a written request and approval for a leave of absence, please consult the Student Employment Office for further assessment. 

Upon termination of employment, the student employee's accrued and unused sick leave balance will not be paid to the student employee. If a student employee separates from employment and is re-hired by 51Æ·²è within one year from the date of separation, any previously accrued and unused sick leave shall be re-instated.

Retaliation or discrimination against an employee who requests paid sick days or uses paid sick days is prohibited.

Section 402: Leaves of Absence

In compliance with federal and California laws, the University provides the following leaves of absence:

• Bereavement Leave:  Student employees who have worked for 30 or more days are entitled to up to five days of bereavement leave from work following the death of the student employee’s qualified family member.  (See Section 401 for the definition of qualified family member.)  Bereavement leave is unpaid, unless the student employee elects to use accrued sick leave for all or a portion of the requested leave.
• California Civil Air Patrol Leave: Student employees who are volunteer members of the California Wing of the civilian auxiliary of the United States Air Force have worked for 90 or more days are entitled to leave to respond to an emergency operational mission of the California Wing of the Civil Air Patrol if so directed and authorized by the appropriate political authority.  Student employees are entitled to 10 days per calendar year, with leave for a single emergency operational mission not to exceed three days, unless an extension of time is granted by the appropriate governmental authority.  Student employees must provide as much notice as possible of the intended dates Civil Air Patrol Leave will begin and end.  The University may request certification from the proper political authority to take Civil Air Patrol Leave, and may deny leave if the student employee fails to provide required certification.
• Leave for Parents to Visit School Following Child’s Suspension:  Student employees who are the parent or legal guardian of a pupil suspended by a teacher under Section 48900.1 of the California Education Code are permitted unpaid time off from work to attend a parent-teacher conference due to the suspension.  Student employees must provide reasonable notice to their supervisor that they are requested to appear in the school.    
• Leave for Parents for School Enrollment or Events: Student employees who are the parent or legal guardian of one or more children attending kindergarten or grades 1 to 12, inclusive, are permitted to take up to 40 hours of time off from work each year for qualified purposes.  Student employees may, with reasonable notice to their supervisor, take up to eight hours in any calendar month to find, enroll, or re-enroll their child in a school or with a licensed child care provider, or to participate in school activities of their child.  Student employees may further, with notice to their supervisor, take time to address a child care provider or school emergency.  Student employees requesting Leave for Parents under this subsection are required to use accrued sick leave time, to the extent available; any and all remaining time will be unpaid.
• Organ and Bone Marrow Donor Leave:  Student employees are entitled to a leave of absence of up to 60 business days per calendar year as measured from the date Organ Donation Leave begins for the purpose of donating the employee’s organ to another person.  Student employees are further entitled to a paid leave of absence of up to 5 business days per calendar year as measured from the date Bone Marrow Donation Leave begins for the purpose of donating the employee’s bone marrow to another person.  The student employee must provide written verification that they are an organ or bone marrow donor and the medical necessity for the donation to the Benefits Department within the Department of Human Resources. 
• Pregnancy Disability Leave:  Student employees affected by pregnancy, childbirth, or related medical conditions may take a leave of absence on account of pregnancy for a reasonable period of time of up to four months.  Student employees wishing to utilize Pregnancy Disability Leave must submit a Request for Leave of Absence to the Benefits Department within the Department of Human Resources at least 30 days prior to the start of the disability or at the earliest reasonable time.
• Qualifying Exigency Military Leave:  Student employees who have worked at least 1,250 hours during the previous 12-month period are entitled to up to 12 weeks of leave due to a “qualifying exigency” arising out of the fact that their spouse, son, daughter, or parent (covered servicemember) is on covered active duty in the Armed Forces, National Guard or Reserves, or has been notified of an impending call or order to active duty.  The family member must be deployed to a foreign country.  Student employees may also take up to 26 workweeks of leave to care for a covered servicemember injured in the line of duty during a single 12-month period.  The student employee must provide timely advance notice to the extent possible to the Benefits Department within the Department of Human Resources.  (See also Spousal Military Leave.)
• Reproductive Loss Leave:  Student employees who have worked for 30 or more days are entitled to up to five days of reproductive loss leave following a reproductive loss event.  A reproductive loss event means the day or, for a multiple day event, the final day of a failed adoption, failed surrogacy, miscarriage, stillbirth, or an unsuccessful assisted reproduction.  Such reproductive loss events apply to the person experiencing the reproductive loss, or the person’s current spouse, registered domestic partner, or other individual if that person would have been the parent of the child born as a result of the pregnancy.  Reproductive loss leave is unpaid, unless the student employee elects to use accrued sick leave for all or a portion of the requested leave.
• Spousal Military Leave:  Student employees who have worked an average of 20 or more hours per week are entitled to up to 10 days of unpaid leave if their spouse is on leave from deployment during a period of war declared by Congress or a period of deployment for which a member of the reserve component is ordered to active duty.  Student employees must provide written documentation certifying their spouse is a member of the Armed Forces, National Guard, or Reserves and will be on leave from deployment during the time the leave is requested to the Benefits Department within the Department of Human Resources.  (See also Qualifying Exigency Military Leave.)
• Temporary Military Training Leave:  Student employees who are a member of the reserve corps of the Armed Forces of the United States, the National Guard, the Naval Militia, or the State Military Reserve are entitled to up to 17 calendar days of leave without pay while engaged in military duty ordered for purposes of military training, drills, special exercises or like activity.  Student employees requesting leave should contact the Benefits Department within the Department of Human Resources.  
• Volunteer Firefighter, Law Enforcement, and Emergency Response Leave:  Student employees who perform duties as a volunteer firefighter, reserve peace officer, or emergency rescue personnel, as defined by Cal. Lab. Code 230.3 are permitted to take a temporary leave of absence not to exceed an aggregate of 14 days in a calendar year for the purpose of engaging in fire, law enforcement, or emergency rescue training.  Student employees requesting leave should contact the Benefits Department within the Department of Human Resources.
• Voting Time:  Student employees who are unable to vote during non-work hours may arrange in advance to take up to two hours off from work with pay to vote in a public election.  Student employees requesting time off to vote must notify their supervisor at least two working days in advance.  The student employee and supervisor are encouraged to find a mutually acceptable time, preferably at the beginning or end of the student employee’s scheduled work shift.

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Section Approved: May 1, 2026

Last Updated: June 1, 2026

Last Reviewed: June 1, 2026

Maintainer: Human Resources

Section 501:  Regular Hour Workweek Maximums

Student employees are permitted to work up to 19 hours per week during academic terms. Under federal law, international students must strictly follow this limit while classes are in session. During designated academic breaks (Spring Break, Summer Break, and Winter Break), student employees may work full-time (up to 40 hours per week). Student employees who repeatedly exceed the 19-hour limit may lose eligibility for student employment in the following quarter.

The standard work week for all University student employee positions begins at 12:01 a.m. Sunday and ends at midnight the following Saturday.

A department that hires a student who is under the age of 18 should contact the Student Employment Office to obtain work restrictions, if any apply.

Section 501: Overtime Hours

Consistent with California wage and hour laws and the federal Fair Labor Standards Act (FLSA), student employees earning an hourly wage (non-exempt student employees) are entitled to overtime pay.  Non-exempt student employees are paid time and one-half their regular rate of pay for all hours worked in excess of 8 hours in a workday, all hours worked in excess of 40 regular hours in a work week, and the first 8 hours worked on a Saturday where the student employee has worked on each of the prior six days.  Non-exempt student employees are paid double their regular rate of pay for all hours worked in excess of 12 in a single workday, and all hours worked in excess of 8 hours on a Saturday where the student employee has worked on each of the prior six days.

Supervisors must approve all overtime in writing in advance of the hours actually being worked by the student employee.  Student employees may request overtime to complete an assignment, but the supervisor is not obligated to grant the overtime request.  Student employees who work overtime without prior approval of their supervisor are in violation of this section and may be disciplined.  Nonetheless, when a student employee works overtime, even without the approval of the supervisor, all hours – including overtime – must be recorded on their timesheet and paid in accordance with applicable law.  In the event a student employee works overtime during an academic term, the student employee is still expected to remain under the established 19 hours per week limit.  Departments are encouraged to limit overtime expenditures for student employees. Student employees less than 18 years of age are prohibited from working overtime.

Supervisors and departments must coordinate student employee schedules to ensure compliance with this section.  The total hours worked for one or more University departments must be counted in determining overtime, even if employment in any one department does not exceed the standard eight-hour workday or 40-hour work week. Overtime hours are paid by the department in which overtime is generated. Student employees are responsible for reporting this overtime.

Student employees in positions classified as exempt are not covered by California’s wage and hour laws and/or the FLSA and, therefore, are not entitled to overtime pay.  

Section 502: Working on a University-Recognized Holiday

Student employees are entitled to holiday pay only if they work on a University-recognized holiday. Student employees who work on a University-recognized holiday must be compensated at time and one-half their regular rate of pay for the hours worked.  These hours must be reported on their online timesheet.  Holiday hours must be pre-authorized in writing by the student employee’s supervisor.

A list of University recognized and observed holidays is available on the Holiday Calendar website.

Section 403: Meal Breaks and Rest Periods

Student employees who work more than five hours in a given work day are provided with an unpaid meal period.  Student employees who work more than ten hours per day are provided with a second unpaid meal period.  Student employees must take their first meal period before the end of their fifth hour of work, and must take their second meal period before the end of their tenth hour of work.  Supervisors and departments may set the length of meal periods, but in no circumstances may the meal period be less than 30 minutes.  Supervisors are responsible for scheduling and allowing student employees to take their meal breaks as described in this section.  Student employees must be relieved from and cease all work duties and responsibilities during the meal break.  The student employee is responsible for taking and accurately recording their meal break on their timesheet, including the time the meal break started and ended.  

Student employees are authorized and permitted to take a 10 minute paid rest period for each four hours worked or major fraction thereof.  Insofar as practicable, the rest period should be taken in the middle of each four hour period of work.  Student employees should not clock out for rest breaks and do not need to reflect rest breaks on their timesheet.

Section 504: Multiple Positions

Subject to limitations, student employees may have multiple employment positions on campus at any given time.  Student employees are not permitted to hold more than three active jobs at any given time, and the total number of hours worked by the student employee across all positions for a given work week must be less than 19 hours per week during academic terms, and less than 40 per week during designated academic breaks.

Supervisors must confirm with the student employee if they have additional employment positions on campus. Supervisors and departments must coordinate student employee schedules to ensure compliance with applicable student employment hour maximums and potential overtime. (See also Section 402: Overtime Hours)

Section 505: Permitted Work Locations

All student employment positions are intended to be performed on campus.  Student employees are not permitted to work remotely from any off-campus location or to have work-from-home arrangements.

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Section Approved: September 1, 2007

Last Updated: June 1, 2026

Last Reviewed: June 1, 2026

Maintainer: Human Resources

In addition to this Manual, student employees are bound to the policies, provisions and expectations of the 51Æ·²è Student Conduct Code.

Section 601: Drug-Free Workplace Policy

The 51Æ·²è environment is a community in which there are responsibilities and freedoms governed by policies and codes of behavior, including sanctions for violations of these standards. 51Æ·²è has a standard of conduct which prohibits the unlawful possession, use, or distribution of illicit drugs, marijuana, and/or alcohol by students and employees on 51Æ·²è property or as a part of 51Æ·²è activities. The University will impose disciplinary sanctions on students and employees ranging from educational and rehabilitation efforts up to and including expulsion or termination of employment and referral for prosecution for violations of the standards of conduct. 

Student employees are required to abide by the University’s prohibition in their student employment positions.  Contact the Department of Human Resources for more information on this policy or to obtain a copy of the Drug Free Workplace Act of 1988 (Public Law 100-440 and 100-690). Contact Benefits in the Department of Human Resources at x1934 or x4097 for the Employee Assistance Program for information or questions regarding drug misuse or abuse.

Section 602: Work-related Injuries and Illness / Workers’ Compensation

A student employee must immediately notify their supervisor of any work-related injury or illness.  If the student employee’s illness or injury is not life threatening, the student employee or supervisor should immediately contact the Department of Human Resources at 408-554-4392 for further information.  In a life-threatening situation, call 911 immediately.

The supervisor is responsible for ensuring that the incident is reported to the Department of Human Resources, x5750 or x4097 and for providing the necessary forms to the injured student employee.

Section 603: Motor Vehicle Operator Policy

Student employees operating motor vehicles for University purposes are covered under the University’s Motor Vehicle Operator Policy. Supervisors and student employees must review Policy 704 – Motor Vehicle Operators of the Staff Policy Manual before a student employee is permitted to drive a University-owned vehicle or operates a motor vehicle to conduct University business.  Student employees under the age of 18 are not permitted to drive University vehicles or operate motor vehicles for University purposes.

For questions regarding this section, contact the Department of Risk Management and Compliance.

Section 604: Working with Confidential Documents and Information

The University will safeguard confidential information concerning students, employees, alumni, University business, and other matters. Unauthorized accessing and/or disclosure of confidential information by University student employees is prohibited and may result in legal penalties as well as disciplinary sanctions.

Departments are responsible for ensuring that student employees understand the procedures for properly handling confidential University documents and information. A Confidentiality Agreement must be signed by the student employee if their position(s) involves work with, or access to, confidential documents, to clearly communicate expectations related to the care of sensitive material.  Departments should contact the Student Employment Office to obtain and/or for questions relating to the Confidentiality Agreement.

Section 605: Policies on Discrimination, Harassment, and Retaliation

Student employees are expected to be familiar with and are subject to the University’s Policy on Sex-Based Discrimination, Harassment and Retaliation and the University’s Policy on Discrimination, Harassment, and Retaliation (Other Than Sex-Based), included in Policy 311 of the Staff Policy Manual.

For questions, a student employee or supervisor should contact the Office of Equal Opportunity and Title IX:

Loyola Hall, Suite 140
425 El Camino Real
Santa Clara, CA 95053     
(408) 551-3043
titleixadmin@scu.edu     

Section 606:  Consensual Relations Between Employees and Students

In addition to prohibiting sexual harassment under the Policy on Sex-Based Discrimination, Harassment, and Retaliation, the University prohibits any consensual dating, romantic, or sexual relationship between an employee and a student over whom that employee has any instructional, supervisory, advising, or evaluative responsibility, including any student whom the student employee provides work direction.  (See Policy 312 of the Staff Policy Manual.) 

Such a relationship is fraught with problems, including the potential for exploitation, favoritism, and conflict of interest.  The appearance of impropriety or unfairness may also adversely affect the learning and work environment for other students and employees. This policy applies to faculty, staff, and student employees.

Employees who violate this policy are subject to sanctions for misconduct under the policies of the Faculty Handbook, Staff Policy Manual, or Student Employment Handbook, as appropriate to their employment status.

Employees or students with questions about this policy should contact the Office of Equal Opportunity and Title IX Coordinator or the Department of Human Resources.

Section 607: Student Employment Records

The Student Employment Office maintains and ensures the confidentiality of all student employee documents and records. Only University staff/faculty members with an official University-recognized need to know and the student employee may access a student employee’s employment documents. Hiring departments and supervisors should not maintain separate employment files.  All student employment related records will be maintained via Workday.

A student employee wishing to inspect or receive copies of records from their employment file should contact the Department of Human Resources.  The student employee may not access personnel records pertaining to other employees.

Section 608: Dress Code

Student employees must abide by the dress code requirements set forth by the hiring department.  The supervisor should communicate what constitutes appropriate dress when the student employee is hired.

Section 609: Conflicts of Interest

Student employees are required to avoid conflicts of interest, or the appearance of conflicts of interest, between their external interests and the interests of the University.  Student employees should refrain from activities that may give the appearance of impropriety in the performance of their duties or the perception that they may be using their position or knowledge gained from their employment to inappropriately influence decisions to their advantage or to the advantage of their family or household members, or that compromise their ability to carry out their primary commitment to the University.  A student employee who has an actual or perceived conflict of interest is required to disclose the conflict pursuant to the University’s Conflict of Interest Policy so that the University can evaluate how to avoid or manage the conflict of interest. 

Section 610: Policy Prohibiting Hazing

51Æ·²è is committed to promoting a safe and respectful campus environment. Accordingly, hazing in all forms is strictly prohibited. Hazing undermines the integrity of student life, endangers individuals, and is inconsistent with the University’s mission and values.  Student employees are subject to the University’s Policy Prohibiting Hazing and strongly encourages student employees who have been subjected to or witnessed hazing to report the incident promptly to the University.

Section 611: Whistleblower Protection Policy

51Æ·²è is committed to upholding the highest ethical standards with respect to all University-related activities and programs.  In furtherance of that commitment, the University expects all employees, students, and other persons who provide services on behalf of SCU to act in accordance with applicable laws, regulations, and University policies in the performance of their SCU-related responsibilities.

The University encourages the reporting of suspected violations of law, regulation, or SCU policy by any employee, student, or other person who provides services on behalf of the University.  Reports should be made through the channels described more fully in the University’s Whistleblower Protection Policy. 

Section 612: Policy on Reporting Child Abuse and Neglect

The California Child Abuse and Neglect Reporting Act (“CANRA”), Penal Code Sections 11164 et seq., designates certain positions at 51Æ·²è to be Mandated Reporters of known or suspected child abuse or neglect. The University requires all University employees who are Mandated Reporters under the CANRA to report known or suspected child abuse or neglect as required by the law and the University’s Policy on Reporting Child Abuse and Neglect.  

The University also requires all employees and volunteers (whether or not they are Mandated Reporters under the CANRA) to immediately report any known or suspected child abuse or neglect that occurs on campus, in any off-campus University building or property, or in connection with any University-related program or activity in a manner consistent with the Policy on Reporting Child Abuse and Neglect.

Departments should contact the Student Employment Office if the student employee’s duties and responsibilities will place the student employee in a position involving contact with children on a regular basis.  Student employees whose duties require or are anticipated to involve regular contact with children may be required to undergo Mandated Reporter training and complete a Live Scan background check, as required by law.  (See also Section 201 for more information on creating job postings requiring background checks.)

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Section Approved: September 1, 2007

Last Updated: June 1, 2026

Last Reviewed: June 1, 2026

Maintainer: Human Resources

Section 701:  At-Will Employment

Student employment at SCU is at-will and may be ended at any time, with or without cause or notice, by either the student employee or the University.  Student employees choosing to resign from an on-campus position should provide notice to their supervisor; advance notice of two weeks is appreciated, when feasible.

To terminate the student employee’s student employment profile for that job position on Workday, the supervisor should follow the steps outlined in the Student Job Change - Termination user guide. Supervisors are responsible for completing the termination process for student employees who are no longer working in a timely manner.  

Section 702:  Inactive Employment Status

Students who have not worked and reported unsubmitted hours for 6 consecutive months are subject to change to an inactive status for that respective job position. If there are any gaps in employment, supervisors are required to contact the Student Employment Office regarding the student worker's absence or termination.

Section 703: Performance Evaluations

While performance evaluations are not required for student employees, supervisors should communicate with their student employees regarding work-related performance on an ongoing basis. Constructive feedback is an important part of the student employee’s work experience and the department is encouraged to help the student in developing good workplace habits. If a supervisor feels that a full performance review is necessary, the supervisor should contact the Student Employment Office.  

Section 704: Discipline and Dismissal

Occasionally, it may be necessary to initiate written warnings or other forms of corrective action, up to and including termination of employment, as a result of performance concerns or misconduct by a student employee.   

Where performance concerns exist, supervisors are encouraged to discuss those concerns with the student employee to provide them with an opportunity to improve.  If a supervisor feels that performance concerns warrant progressive discipline, the supervisor should contact the Student Employment Office.  

In the event of misconduct by the student employee or ongoing performance concerns that do not improve, the supervisor must consult in advance with the Student Employment Office before terminating the student employee.  

Nothing in this section alters, in any way, the at-will nature of student employment. At any time, the University may, in its sole discretion, utilize the form of discipline or other corrective action, up to and including termination, that it concludes is appropriate under the circumstances.  In the event of termination, the student employee is required to immediately return all University property associated with the terminated student employment position.

Section 705: Conflict Resolution

The Student Employment Office provides conflict resolution support to departments and student employees for work-related concerns.  In conflict situations between the student employee and their supervisor, the student employee and the supervisor are encouraged to resolve the matter with each other as soon as possible.  

If a resolution is unsuccessful or is not appropriate under the circumstances, either the student employee or the supervisor should submit their concerns in writing to the Student Employment Office at, studentemployment@scu.edu, preferably within one week of the unsuccessful resolution or occurrence of the issue (if resolution was not attempted). If the conflict is unable to be resolved by the HR Operations Manager or designee, the Assistant Vice President of Human Resources and the second-level supervisor of the hiring department will jointly review the matter and make a decision as to the outcome.

Situations that may involve violations of the University’s Prevention of Unlawful Harassment and Discrimination Policy should be referred to the Office of Equal Opportunity and Title IX.     

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Section Approved: September 1, 2007

Last Updated: June 1, 2026

Last Reviewed: June 1, 2026

Maintainer: Human Resources