COVID-19 Student Employee Guidance

Student Employee Guidance

COVID-19 Student Employee Guidance

Student employees should talk to their supervisor to find out the impact, if any, on their position and options for remote work.

Student Employees Working Remotely

Supervisors and departments should make an immediate determination as to whether to allow their student employees to work remotely. The decision of working remotely is a supervisor’s discretion based on the job duties assigned and the employee’s ability to work from home.

If the department and supervisor assessment of duties and options supports remote work, student employees should be permitted to work remotely. They should complete the Alternative Work Schedule/Location form and send the completed, supervisor approved form to Student Employment via email at stuemphelp@uccs.edu. All hours worked should be tracked in My Leave and their timesheet submitted to their supervisor at the end of each pay period.  Should hours work differ widely from regularly scheduled hours, student should work with their supervisor to determine if any additional hours should be recorded.  If additional hours are recorded, that are not worked, those hours should be record and are required to have #COVID19 entered into the Description box for each entry.

If classes continue to be held online, student employees should coordinate with their supervisors about the schedule of any work completed from home. If a student is working during a normally scheduled class time, even though the class is being conducted online, it must be noted on the timesheet that the class now meets online due to COVID-19.

Students should work with their supervisor to determine if it is appropriate to use a personal device as well as steps needed to access campus resources remotely. OIT compiled a list of resources for remote work here: https://oit.uccs.edu/remote.

Student Employees Who Cannot Work Remotely

Any active hourly student employee, including work study, who is unable to work remotely will continued to be paid each bi-weekly pay period using payroll processes as they are regularly used.  All hours the student was regularly scheduled to work should be recorded in My Leave and are required to have #COVID19 entered into the Description box for each entry.  Timesheets will be submitted to their supervisor at the end of each pay period.  Supervisor will approve hours as they regularly would and departments will post hours for pay each pay period as they regularly would. This process will remain in place through the pay period ending 5/30/2020.

Reasons that an individual may not be able to work remotely include, but are not limited to:

  • Job duties not conducive for remote working
  • No access to laptops, home internet, etc.

Funding for all positions will remain the same.  Should a work study student employee reach their limit any overage will be charged to the department as it regularly would as work study charge-back.

Student employees without access to a computer to complete the time submission should work with their supervisor who will work with Student Employment to enter those hours.

All other processes remain in place and will function as normal through Cherwell including late pay processing and all other student employee payroll actions. 

Any exceptional situations that come up would reach out to Shannon Cable at shuddles@uccs.edu  for guidance.  For example, a student is not able to work remotely but a regular schedule of hours is not available.
FAQs

Frequently Asked Questions

Can student employees work remotely?

Yes. If the department and supervisor assessment of duties and options supports remote work, student employees should be permitted to work remotely. They should complete the Alternative Work Schedule/Location form and send the completed, supervisor approved form to Student Employment via email at stuemphelp@uccs.edu.

How will hourly students who work remotely record time and be paid?
  • All student hourly student employees who are able to work from home should work with their direct supervisor to create a work plan. All hours worked should be tracked in My Leave and their timesheet submitted to their supervisor at the end of each pay period. 
  • Should hours work differ widely from regularly scheduled hours, student should work with their supervisor to determine if any additional hours should be recorded.  If additional hours are added, beyond those worked remote, those hours should be recorded in My Leave and are required to have #COVID19 entered into the Description box for each entry.
  • The intention is to ensure that students who are working remotely are not paid disproportionately less than students who are not working who are receiving pay due to COVID-19.
Are devices and other support options available to student employees who are eligible to work from home but do not have proper equipment or support?
  • Students should work with their supervisor to determine if it is appropriate to use a personal device and well as steps needed to access campus resources remotely. OIT compiled a list of resources for remote work here: https://oit.uccs.edu/remote.
  • Remote desktop access is available. Follow these instructions.
Will hourly student employees who are unable to work remotely continue to be paid?

  • Yes. Any active hourly student employee, including work study, who is unable to work remotely will continue to be paid each bi-weekly pay period using standard payroll processes.  All hours the student was normally scheduled to work should be recorded in My Leave with #COVID19 entered into the Description box for each entry. 

  • Timesheets will be submitted to their supervisor at the end of each pay period. 

  • Supervisor will approve hours as they regularly would and departments will post hours for pay each pay period as they regularly would.

  • This process will remain in place through the pay period ending 5/30/2020. 

    • Reasons that an individual may not be able to work remotely include, but are not limited to:
      • Job duties not conducive for remote working
      • No access to laptops, home internet, etc. 
  • Funding for all positions will remain the same.  Should a work study student employee reach their limit any overage will be charged to the department as it regularly would as work study charge-back.
Will student employees paid via contract (student faculty), who are unable to complete work remotely, still be paid?
  • Yes. Student faculty (in 15XX series job codes) will continue to be paid through the end of the spring 2020 work term even if they cannot work remotely.
  • Students should work with their faculty supervisor to determine if there are elements of their work which can be conducted remotely.
  • Students who can do research remotely should work directly with their faculty supervisor to create a work plan.
If a student employee is being tested for COVID-19 will they be paid and if so in what manner?
  • The Colorado Department of Labor is requiring employers to pay the employee's regular rate of pay for regularly worked hours if the student employee meets all of these conditions:
    1. Exhibits flu-like symptoms;
    2. Is eligible to be tested for COVID-19;
    3. Is actually tested for COVID-19.
  • This benefit is afforded for up to 4 days, although it ends if a test comes back negative.
  • We would pay regular rate of pay for regularly schedule hours during this 4-day period.
Are there student employees who are designated as essential services?

Please refer to your department head.