Student Supervisor Handbook: Student Work Policies
The Reed student work pay rate is $13.25/hour (through July 1, 2021). Some student positions may pay a higher rate based upon job duties. For consultation on pay rates for student work positions, contact the Student Work Coordinator.
Student workers must be paid an hourly wage with rare exceptions. To seek approval to pay a student worker via a stipend, contact firstname.lastname@example.org. Hourly student workers must be paid for all hours of work that they complete regardless of when the work occurs, including outside of typical scheduled hours.
When classes are in session and during reading and finals weeks, student workers at Reed may work up to 20 hours/week in all on-campus positions combined. During school breaks (Fall, Winter, Spring, and Summer breaks), student workers at Reed may work up to 40 hours/week in all on-campus positions combined.
Reed College has a policy of “no overtime” for student employees. Students may work up to 40 hours per week during school breaks. Students must not exceed 40 hours of work during the standard work week (Sunday through Saturday). Any overages will be noted in payroll, and the student and supervisors will be advised to remedy the situation in the future.
Student workers are not eligible for holiday pay, pay for administrative leave days, or pay for inclement weather days that they do not work. Student workers should not be scheduled to work on Federal Holidays, unless it is considered an emergency and prior arrangements have been made.
Per Oregon State law, student workers must receive meal and rest breaks, as outlined below. Student workers cannot legally waive their rights to rest or meal breaks. Supervisors must ensure that these breaks are being taken by student workers.
Student workers must receive a 30 minute unpaid meal break during any shift that lasts 6 hours or longer. If the work period is at least six hours but less than seven hours, the meal period is to be taken after the second hour worked and prior to the commencement of the fifth hour worked. If the work period is more than seven hours, the meal period is to be taken after the third hour worked and prior to the commencement sixth hour worked.
Student workers must receive one paid rest period, not shorter than 10 minutes, for any shift longer than 2 hours, at a rate of one rest break for every 4 hours worked. Rest breaks and meal breaks are not the same, and both must be given separately.
Required Meal and Rest Breaks:
|Length of Work Period||Rest Breaks Required||Meal Periods Required|
|2 hrs or less||0||0|
|2 hrs - 5 hrs 59 min||1||0|
|6 hrs - 10 hrs||2||1|
Students working in hourly on-campus positions (and SEEDS Off-Campus Federal Work Study Positions) earn Oregon Paid Sick Leave. Student workers earn 1 hour of paid sick time for every 30 hours worked. To use paid sick leave, student workers enter sick leave on their timesheet instead of regular work hours for any scheduled hours that they missed due to the reasons below. Supervisors can check a student’s leave balance by selecting “Leave Balances” while viewing the student’s timesheet in GPS.
It is the student’s responsibility to notify their supervisor before their shift begins if they will be taking sick time for one of the reasons below.
Sick leave may be used:
- Due to experiencing physical or mental illness
- To seek medical care for physical or mental health
- To attend the funeral of or grieve the death of a family member*
- To care for a sick family member* or seek medical care for a family member*
- To seek resources related to domestic violence, harassment, sexual assault, or stalking
- If you cannot work because you test positive for COVID-19 or are instructed to quarantine due to possible exposure to or symptoms of COVID-19
- If your workplace closes and your hours are cancelled due to a public health emergency
*For the definition of family member and more details on using sick time, please see this page.
Students calling out sick
If the reason for using sick time is foreseeable (for example, a doctor’s appointment), students should notify their supervisor as far in advance as possible of their absence. If the reason for using sick time is unforeseeable (for example, they wake up sick the day of their shift), it is the student's responsibility to notify their supervisor that they are sick and will not be attending work before their shift begins.
Important notes for supervisors:
- If a student calls in sick, you may not require the student to find coverage for their shift.
- When onboarding a new student worker, make sure to clarify how you would like them to notify you if they are sick.
- Students accrue sick time for all hourly on-campus positions in one “pool” that may be used in any hourly on-campus position.
- Supervisors can check a student’s leave balance by selecting “Leave Balances” while viewing the student’s timesheet in GPS.
Questions about sick time? Contact the Kate Walford, Student Work Coordinator.
Students calling out for academic reasons
Due to the varying nature of student positions, policies regarding missing work for academic reasons vary by student position. Supervisors should set clear expectations for missing work for academic reasons. Students are responsible for communicating their absence, per supervisor instructions, before their scheduled shift begins.
Student workers injured on the job should report injuries to their supervisor and to Human Resources (email@example.com) immediately, and in all cases, no later than 24 hours after the injury occurs. Further instructions for reporting on the job injuries can be found on the HR website.
Student work at Reed is intended to be performed and supervised on campus. Therefore, student workers are generally not permitted to perform work off-site. Due to the COVID-19 pandemic, Reed is currently permitting supervisors to allow student work to be performed off-site (such as at a student’s residence) when feasible to reduce density in spaces on campus. This guidance will be updated as public health guidance changes.
Work for the college must be performed within the state of Oregon. Students who are living out of state are not eligible for student work.
Student’s educational records are protected under FERPA. This also applies to all information pertaining to a student’s on-campus employment. This means that student workers’ on-campus employment information should not be shared outside of Reed without the student’s permission. This includes providing an employment reference for a student. If you are contacted to provide a reference for a student worker by someone outside of the college, ask the student to put in writing via email that you have permission to disclose their employment information to the outside party.
If as a supervisor you are aware of a student’s work-study status, this should not be shared with anyone within the college unless there is an educational need to know this information.
Student access to confidential information
Students working in certain on-campus positions may have access to information which is covered under FERPA or otherwise confidential. Supervisors are responsible for educating student workers about FERPA and the specific confidentiality requirements of the information that they have access to on the job.
COVID-19 and student work
During the COVID-19 pandemic, student work at Reed will follow public health guidance as outlined for the campus and for staff and faculty. This page contains information for students regarding the current guidance for student work.
Supervisors are responsible for implementing public health protocols for student workers who will be working on campus and providing training on protocol specific to their positions. If you have questions about implementing public health protocols or preparing a space for student work, please contact Environmental Health & Safety at firstname.lastname@example.org. All student workers are expected to adhere to the expectations outlined in the Student Worker COVID-19 Expectations Handout.