All students may seek a campus job. That said, a priority of Student Financial Services is to assist Federal Work-Study students and International Work students to obtain the necessary hours to meet their financial aid earnings award. First-year Federal Work-Study students and International Work students who want to work are encouraged to access our website and begin the search and application process with any department for a job that interests them. Once the student has been offered employment they will be expected to report to their supervisor once they return from their COOT in September. If students choose not to remain in the position in which they were initially offered work, they should notify their supervisor as soon as possible. Returning Federal Work-Study students and International Work students receive a reminder in May to remind them to review their employment status or consider seeking another position for the fall.
Student Employment maintains a “Student Jobs Openings” web page which students may view to see what jobs are currently open. Employers may advertise their openings from the Student Employment web page by clicking on the “Advertise an Opening” link from the “Supervisor” page. Student Employment also maintains a Student Job Book (detailing all student jobs on campus) that is available for viewing at the Office of Financial Services and from the Student Employment web page.
The number of jobs a student may work is normally limited to two, which should allow enough hours to meet the student’s aid award. Depending on the availability of positions throughout the year, those who are working more than 9-12 hours per week may be asked to reduce their hours to allow another student the opportunity to work. Occasionally if we experience a limited number of available jobs, we may need to limit a student to only one job. In the case of Community Advisors, the nature of their job and remuneration are such that they are not allowed to hold a second job unless they are pre-approved by the Associate Dean for Residential Life.
The College relies on student workers in all facets of operation and expects a conscientious attempt on the student’s part to be a good employee. Student workers are expected to be dependable, prompt, responsible and honest. Campus employment is, after all, optional. Students need to balance their academic and extracurricular activities with their work assignment. Illness, examinations, participation in athletics or an off-campus Jan Plan does not necessarily excuse a student from work. Departments maintain different policies and practices so employees and employers should agree on the ground rules upon hiring. Student Employment is available to assist students who have questions or concerns about their particular job(s). We also support employers who have issues with unsatisfactory employee performance.
Pay rates vary depending on the level assigned to a specific position listed in the Student Job Book.
Level I positions typically do not require previous experience or training. Often Level I positions require typing skills, word processing, ability to maintain confidentiality, telephone etiquette skills, attention to detail and neat handwriting. They often require a person to be friendly and professional and maintain confidentiality. Student workers will generally need training and close to moderate supervision. Typical job duties may include stuffing envelopes, answering the telephone and taking accurate messages, photocopying, filing, data entry, running errands around campus and helping with special projects. Some positions require the student to handle money or to operate equipment. Examples of Level I positions include: Clerk, Mailroom Worker, Circulation Clerk, Trainer Aide, Cashier, Shelver, Dispatcher, Box Office Worker, Projectionist, Telephone Reception Clerk, Concert Usher.
Level II positions often require advanced skills, knowledge, coursework, experience or proficiency in a particular discipline. Some may require fluency in a foreign language or advanced writing skills. Office jobs requiring previous experience or a high degree of responsibility and independent work may also be Level II positions. Some positions may offer extensive on-the-job training or require the ability to work with minimal supervision. Some positions requiring physical labor may also fall into the Level II category. Job duties may include research, tutoring, updating web pages or grading papers. Students may be responsible for an aspect of a program. Some positions may require physical labor such as sweeping or raking. Examples of Level II positions include Web Assistant, Research Assistant, Teaching Assistant, Laboratory Assistant, Phonathon Assistant, Tutor, Technical Assistant, Preservation Assistant, Scene Shop Assistant, Lifeguard, Peer Mentor, Jitney Driver, Custodian.
Level III positions are usually positions where students supervise other students, or where they are responsible for the success of an entire program. These positions involve a high degree of training, extensive previous experience (such as an internship) or responsibility. These positions often require extensive computer skills, telephone skills, interpersonal and organizational skills. They require the ability to work with little or no supervision. Certain positions requiring physical labor may also fall into the Level III category. Job duties may include hiring, training, scheduling and supervising other students or assuming responsibilities for coordinating a program or physical labor such as pot washing. Examples of Level III positions include: Advanced Research Assistant, LRC-Media Specialists, Spa Program Director, Post Office Student Supervisor, Overnight Hosts Coordinator, Fitness Center Supervisor, Lifeguard Supervisor, Colby Volunteer Center Director, Manager Colby Symphony Orchestra, Weekend Dorm Trash Removal Supervisor, Scheduling Coordinator, Student Security Supervisor, COOT Coordinator, House Manager.
Students offered a position must complete the following payroll forms prior to working. Form I-9, W-4 and Maine Form W-4 must be completed during new student orientation, or at the Office of Financial Services – Payroll Office once they have secured a job offer to become eligible for work.
All student “work hour” entry for the academic year is done on the web. Web time entry and a list of biweekly student pay periods can be accessed on the Payroll web page (www.colby.edu/payroll). IMPORTANT… Before working and time entry over the web can occur, supervisors must present a job offer then the student can complete the necessary payroll forms enabling supervisors to successfully complete an electronic E-SPAF (Student Personnel Action Form) to complete the hiring process. It is an individual department’s decision whether to enter time centrally or to have the students enter time individually. The college has adopted direct deposit as its method of paying wages; student pay will be in their bank account on Friday morning after the end of the first pay period. Students may receive their pay by check for the first pay period after a request for direct deposit; subsequently, it will be directly deposited. The student will be notified via email of the amount that was deposited into their account. For special situations, paper checks will be available for pick up at the payroll office.
It is the responsibility of both the student and the employer to submit the required information in a timely fashion. By entering time on the web both the student and the supervisor attest to the accuracy of the hours worked. Any falsification of information on the student’s part could result in disciplinary action, such as referral to the Dean of Students or the Student Judicial Board.
If you have questions regarding Payroll or time entry please contact the Payroll Office at firstname.lastname@example.org. If you have questions regarding student pay rates, SPAFs, the Student Job Book or job postings on the web please contact Bill Pottle (ext. 4130, email@example.com or firstname.lastname@example.org) in Student Employment. We are all located in the ColbyCard Office on the lower level of the Garrison-Foster building.