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Student Employment Guidelines

Updated 7/29/2020

The following guidance is provided to help departments, Federal Work Study sites and student employees during the 2020 fall semester.  The guidance is meant to provide minimal standards.  Departments may require additional mitigation activities. This University guidance is subject to change as more guidance becomes available from public health and government officials. Please check back periodically for updates.

Prior to Reporting to Work

  • Take your temperature before coming to work. If you have a temperature over 100.4, do not come to work. Report to your supervisor that you are sick.
  • Complete daily health screening, or call (812) 237-5922.

While at Work

  • Stay six feet away from your co-workers and others.
  • Wear a face covering (recommended).
  • Wash your hands frequently and avoid high-touch surfaces.
  • Cough or sneeze into your elbow.
  • Use sanitizing products to clean high-touch areas in your work area after your shift. This includes phone, computer equipment, desk, chair arms, door handles, etc.

Employee Expectations

  • Stay home if you are sick.
  • Do not return to campus until you are free of fever (without the use of medication) for at least 72 hours (three full days) and symptoms have improved.
  • If you have exhibited symptoms of COVID-19, contact your health care provider and request to be tested for COVID-19 or visit a COVID-19 testing center.
  • Respect your co-workers and help keep them safe by exhibiting personal responsibility.

On Campus Student Employment

  • If a student employee is sick, they should not report to work.   A student employee with a COVID-19 diagnosis cannot return to work until cleared by a medical professional.  Student employees must report a positive COVID-19 diagnosis to the ISU Dean of Students.
  • Student employees are expected to follow social distancing guidelines and other CDC and State precautions as they are being applied by ISU.
  • Every ISU department must provide the student employees with information and training about mitigation of risk for COVID-19 exposure.
  • Student employees should share health and safety concerns with their supervisor. It is important that student employees do not feel coerced or pressured to work in a setting that they believe is not safe.
  • If a student employee is notified that they have been exposed to the COVID-19 virus, they should stay away from their on campus department and notify their supervisor and ISU Dean of Students as soon as possible. A 14-day quarantine period without symptoms is required before the student can return to work.

Federal Work Study and Sycamore Community Work

  • If a student employee is sick, they should not report to work.   A student employee with a COVID-19 diagnosis cannot return to work until cleared by a medical professional.  Student employees must report a positive COVID-19 diagnosis to the ISU Dean of Students.
  • Student employees are expected to follow social distancing guidelines and other CDC and State precautions as they are being applied by the University and Federal Work Study or Sycamore Community Work site.  Sites must provide the University their protocol for mitigating exposure to COVID-19. This protocol must be shared with student employees.  Student employees should be trained on required Federal Work Study or Sycamore Community Work site and University protocol.
  • Student employees should share health and safety concerns with their site supervisor and Student Employment Programs. It is important that student employees do not feel coerced or pressured to work in a setting that they believe is not safe.
  • If a student employee is notified that they have been exposed to the COVID-19 virus, they should stay away from the Federal Work Study site and notify the Dean of Students as soon as possible. A 14-day quarantine period without symptoms is required before the student can return to the Federal Work Study site.

Hiring Student Employees

  • Student Employment Programs is no longer accepting paper referral forms. Students who bring referral forms to the office will be advised to contact their supervisor to have a hiring proposal completed.
  • Student employees who have never worked on campus before will receive an email from the Applicant Tracking System following the approval of their hiring proposal requesting their completion of the required employment paperwork. New hires will only need to visit Student Employment Programs to provide their Required Documents for Employment verification.
  • Student employees can no longer be hired on the same day or the day before. Start dates should be scheduled at least five business days from the day the hiring proposal is submitted. This is vital to ensuring that the employment paperwork is completed in a timely manner to keep Student Employment Programs in compliance. 

Timekeeping Options

The following options are available for use as a department.  We encourage departments to utilize the option that best suits the needs of the students and the department.

  • Clocking by phone – This is the option with which the majority of students on campus are familiar.  If this is a shared phone, please establish cleaning guidelines for your office to ensure phones are cleaned thoroughly between uses.
  • Time entry by supervisors/timekeepers – Students would track their hours on the Excel Student Time Report and submit the signed form to their supervisor.  Supervisors give signature approval on the time report and enter the hours into Kronos, providing Kronos approval.  The Student Time Report is available on the Payroll Office website: https://www.indstate.edu/payroll/forms/employee-forms-0
  • Kronos Timestamping – Students may log into Kronos using their MyISU log in.  Once there, they will click on the transfer dropdown and select the appropriate position number. Then, they will select record timestamp which will record an in punch in Kronos. To clock out, they will not select the position number and just select record timestamp. Procedures for Timestamping are available on the Payroll Office website: https://www.indstate.edu/payroll/kronos/kronos-student-payroll
  • If you choose this option you must provide Payroll with a list of names and ID numbers of each student who will be timestamping.  You may send the list to Adam Gaunt at Adam.Gaunt@indstate.edu .
  • It is important that students follow each step of the instructions accurately in order for the timestamp to record their in and out punch properly.

COVID-19 Related Workplace Accommodations

Student employees with a higher risk for severe illness if diagnosed with COVID-19 or a household member with higher risk for severe illness with COVID-19 may request accommodation through workplace modifications or remote work.  Student employees who would like to request an accommodation should complete the Student Employment COVID-19 Temporary Accommodation Request Form.

Hiring, termination, work and shift assignments, and other employment decisions, cannot be based on perceived risk of the student to COVID-19 due to factors including major, group or team affiliation, living arrangements, race, ethnicity, country of origin, hometown.

This University guidance is subject to change as more guidance becomes available from public health and government officials. Please check back periodically for updates.