Student Financial Services

North Foundation Hall, Room 120
318 Meadow Brook Road
Rochester, MI 48309-4454
(location map)
(248) 370-2550
Have your Grizzly ID ready
finservices@oakland.edu
M-F 8 a.m. - 5 p.m.

Student Employment

Student employment provides opportunities to enrich your academic experiences and gain invaluable experience for future career goals. Students can search for on campus and off campus positions through Handshake.
Finding
Jobs
Student employment provides opportunities to enrich your academic experience and acquire skills to help your career goals. Students can search for open positions through Handshake. Search for on-campus and off-campus positions, internships, and career related employment opportunities in one convenient location. Create a  Handshake account now.

On campus employment positions for the fall semester will be posted to Handshake beginning in April. New students may apply for those positions beginning April 1.

One special program for off-campus student employment is Community Service Tutoring (formerly America Reads), in which Oakland University has partnered with the Troy public schools.  Students in the School of Education, or students with experience in tutoring reading are matched with Troy elementary schools.  Federal Work-Study is required.  Tutoring positions are posted on Handshake early in the fall.  Eligible students are interviewed first by Financial Aid, and then by the participating Troy elementary school.
Types
& Eligibility
A student employee is a student worker whose primary association with Oakland University is for the purpose of obtaining a degree. Student employment is temporary and secondary to the pursuit of a degree.  Students are paid every two weeks and are responsible for using the earnings to help pay their educational expenses. Student employment provides on-campus jobs for undergraduate and graduate degree seeking OU students; a few off‑campus jobs are also available.

Eligibility
Fall/Winter:
 During the fall and winter semester, students must meet the following eligibility requirements:
  • Enrolled in a degree seeking program
  • Required to be enrolled at least half time. Half time is defined as 6 credit hours for undergraduate students and 4 credit hours for graduate students. It is the student's responsibility to inform department of changes to enrollment.
Summer:
 While a student is not required to be enrolled for summer semester in order to work a regular student employment position, they must:
  • Be enrolled at least half time in the preceding winter semester and the upcoming fall semester
  • Have not completed graduation requirements
  • Have a valid I-20 on file with the International Students and Scholars Office (ISSO), if an international student.
Federal Work-Study funds are not available during the summer semester.

Summer Student Campus Corps Internship Program:
 Summer Student Campus Corps was created in 2009 to help students gain valuable work experience when the economic downturn was affecting the availability of off-campus student internship opportunities. Information regarding Summer Student Campus Corps program availability and program submission deadline will be available during winter semester. Pending yearly program and funding approval.  Continuing OU students must meet the following requirements:
  • Must be an undergraduate student in a degree seeking program
  • Must be a Michigan resident
  • Enrolled at least half time in the preceding winter semester and the upcoming fall semester

Community College Partnerships:
Students enrolled in an OU Community College Partnership program must have a combined enrollment of at least half time at both schools.

Graduate Assistantships:
Graduate Assistantships provide students an opportunity to gain professional experience.

  • Graduate students who receive a full-time graduate assistantship are required to provide an average of 20 hours per week of service during the fall and winter semesters, as described in their graduate assistant contract. They cannot take on any additional student employment assignments.
  • Graduate students who received a part-time graduate assistantship are required to provide an average of 10 hours per week of service during the fall and winter semesters, as described in their graduate assistant contract. They can take on up to an additional 10 hours of student employment assignments. 

Types
There are two types of student employment at Oakland University:
  • Federal Work-Study provides partial funding for wages for student employees who demonstrate financial need through required filing of the Free Application for Federal Student Aid (FAFSA); awards are made on a first come first serve basis. Eligibility to work in a Federal Work-Study position requires a Federal Work-Study award. Students who are requested by a hiring department to work via Federal Work‑Study must satisfy all general financial aid requirements before they will be eligible to work. Students selected for federal “verification” must submit all requested documents and be reviewed by the financial aid office before an authorization to work will be granted.
  • Regular Student Employment allows individual Oakland University hiring department funds to pay wages for student employees. The FAFSA is not required.

Maximum Work Hours
Students are not permitted to work during any enrolled class hours or exam times. The employment dates and employment hour limits are as follows:
 
SemesterWeek Beginning DateWeek Ending DateEmployment Hour Limit*
Winter 2019December 31, 2018January 6, 201925 hours/week
January 7, 2019January 13, 201925 hours/week
January 14, 2019January 20, 201925 hours/week
January 21, 2019January 27, 201925 hours/week
January 28, 2019February 3, 201925 hours/week
February 4, 2019February 10, 201925 hours/week
February 11, 2019February 17, 201925 hours/week
February 18, 2019February 24, 201940 hours/week
February 25, 2019March 3, 201925 hours/week
March 4, 2019March 10, 201925 hours/week
March 11, 2019March 17, 201925 hours/week
March 18, 2019March 24, 201925 hours/week
March 25, 2019March 31, 201925 hours/week
April 1, 2019April 7, 201925 hours/week
April 8, 2019April 14, 201925 hours/week
April 15, 2019April 21, 201925 hours/week
April 22, 2019April 28, 201925 hours/week
SemesterWeek Beginning DateWeek Ending DateEmployment Hour Limit*
Summer 2019April 29, 2019May 5, 201940 hours/week
May 6, 2019May 12, 201940 hours/week
May 13, 2019May 19, 201940 hours/week
May 20, 2019May 26, 201940 hours/week
May 27, 2019June 2, 201940 hours/week
June 3, 2019June 9, 201940 hours/week
June 10, 2019June 16, 201940 hours/week
June 17, 2019June 23, 201940 hours/week
June 24, 2019June 30, 201940 hours/week
July 1, 2019July 7, 201940 hours/week
July 8 2019July 14, 201940 hours/week
July 15, 2019July 21, 201940 hours/week
July 22, 2019July 28, 201940 hours/week
July 29, 2019August 4, 201940 hours/week
August 5, 2019August 11, 201940 hours/week
August 12, 2019August 18, 201940 hours/week
August 19, 2019August 25, 201940 hours/week
SemesterWeek Beginning DateWeek Ending DateEmployment Hour Limit*
Fall 2019August 26, 2019September 1, 201940 hours/week
September 2, 2019September 8, 201925 hours/week
September 9, 2019Setember 15, 201925 hours/week
September 16, 2019September 22, 201925 hours/week
September 23, 2019September 29, 201925 hours/week
September 30, 2019October 6, 201925 hours/week
October 7, 2019October 13, 201925 hours/week
October 14, 2019October 20, 201925 hours/week
October 21, 2019October 27, 201925 hours/week
October 28, 2019November 3, 201925 hours/week
November 4, 2019November 10, 201925 hours/week
November 11, 2019November 17, 201925 hours/week
November 18, 2019November 24, 201925 hours/week
November 25, 2019December 1, 201925 hours/week
December 2, 2019December 8, 201925 hours/week
December 9, 2019December 15, 201925 hours/week
December 16, 2019December 22, 201940 hours/week
December 23, 2019December 29, 201940 hours/week
*International students are limited to 20 hours per week during the fall and winter semesters when classes are in session and 40 hours per week during weeks when classes are not in session and during the summer.

Equal opportunity employment
Oakland University, as an equal opportunity/affirmative action institution, is committed to compliance with federal and state laws prohibiting discrimination, including Title VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972 and Section 504 of the Rehabilitation Act of 1973. It is the policy of Oakland University that there shall be no discrimination on the basis of race, sex, color, religion, national origin or ancestry, age, height, weight, familial status, marital status, disability, creed, sexual orientation, veteran status or other prohibited factors in employment, admissions, educational programs or activities. Inquiries or complaints may be addressed to Oakland University, Director of the Office of University Diversity and Compliance, 203 Wilson Hall, Rochester, Michigan 48309-4401.

Relevant Oakland University Policies
It is recommended that all student employees exposed to confidential information, such as educational records, student financial information, health information, and social security numbers, sign the attached  Oakland University Employee and Student Intern Confidentiality Agreement form. The form should be presented to the student employee by the department supervisor. Departments will retain the signed copy in the student worker's employment file. 

It is the department's responsibility to ensure student employees understand confidential information is not to be used in any way, other than what is necessary as part of the job duties. Departments must also ensure that student workers review the following Oakland University's Information Technology and Security Policies:



Employment
Forms
Once you are offered an on-campus student employment position, you must complete and submit the following forms and documents to Student Financial Services before employment can begin. 

For payroll purposes, an original U.S. Social Security card must be presented for photocopy to Student Financial Services in person. The Supervisor and Departmental contact will be notified if additional information is needed or forms are incomplete. The Office of Student Financial Services will notify the Departmental contact via a Work Referral when the student can begin work. Students cannot begin working until the Departmental contact receives a Work Referral from Student Financial Services. 
  • Employment Eligibility Verification (Form I-9) The U.S. Department of Justice requires all employees to complete an Employment Eligibility Verification (Form I-9) and submit to their employer with appropriate unexpired documentation. This form, with documentation, is used to verify your eligibility to work in the United States. If you have never worked at Oakland University as a student employee or three years has elapsed since you were employed as a student employee at OU, you will need to complete a Form I-9 and submit it (in person) to the Financial Aid Office with appropriate documentation (submit originals; photocopies are not acceptable) to be considered and/or approved for student employment at Oakland University.
  • Form W4 Employee’s Federal Withholding Allowance Certificate
  • MI-W4 Employee’s Michigan Withholding Exemption Certificate
  • If your permanent residence is in a city that has a city income tax, you are required to submit a W-4 for that city. Michigan.gov lists cities with a city income tax.
  • Payroll Payment Options - Oakland University employees have the option to receive their pay via Oakland University Direct Deposit or Visa® PayCard. Direct Deposit allows for a transfer of funds directly into a student's personal bank account. Visa® PayCard is available through the OU Credit Union.  Students are paid once every two weeks.
  • Supplemental Form W-4 Instructions for Nonresident Aliens (IRS Notice 1392) contains information to assist nonresident aliens in special completion instructions for their form I-9.
Information
For Hiring Supervisors
Types of Student Employment
There are two types of student employment:
  • Regular Student Employment — 100% charged to department
  • Federal Work-Study — 75% charged to Work-Study account / 25% charged to department
Please note, federal work study program funding is subject to change during the academic year. Eligibility is monitored by Student Financial Services and updates will be conveyed to the department as necessary. A new Work Referral will be provided to the supervisor each time there is a change in eligibility.

Eligibility Criteria for Student Employment
Students are eligible to participate in on-campus student employment if they:
  • are enrolled at least half time in a degree seeking program during each semester seeking student employment.
  • have a valid Department of Homeland Security Eligibility Verification Form (I-9) on file in Student Financial Services.
  • have a Work Referral on file with the hiring supervisor.

If the student employee drops below half-time enrollment, the student is no longer eligible to be employed as a student employee and will be terminated from that position. Summer enrollment requirements differ, please refer to the Summer Student Employment section.


Posting Jobs
To post jobs, employers must log in as "Employer" on Handshake . Employers are required to post student employment positions on Handshake, except to re-hire returning students. Positions must be posted a minimum of three days before a student can be selected for a position. Positions are not permitted to be posted through any other channels. 
  1. Create a Handshake account. Select "Employer" as the type of account you would like to create. You will receive an email when your account is approved.  

  2. Sign into Handshake as an employer and create a job posting. Postings must be active for at least three days before hiring a candidate, except to re-hire returning students. Instructions for creating a job posting on Handshake are available by clicking Help > Knowledge Base. If you require a work-study eligible student, check the "Work Study Job" box on the Requirements page of the posting. Employers who require students who are eligible for federal work-study are responsible for confirming the award by reviewing the FAWI Confirmed Work-Study Students list. The employer must include the requirement for work-study in the job description when the job is posted to minimize applications from students who do not have a federal work-study award. 

  3. Interview the student applicants. Employers must comply with the Equal Opportunity Policy as well as, maintain a record of applicants, interviews, and hiring records. Once a candidate has been selected, the Employer can offer the position to the student, however, student employees cannot begin work until all steps are complete. 

  4. Verify the student has completed employment documentation. The student must present their documentation to Student Financial Services in person. If the student has never worked at Oakland University as a student employee, the student will need to complete and submit the employment forms to Student Financial Services.

  5. Submit a student requisition form to Student Financial Services.  All requisitions require a fund number and authorized fund signer name and signature. Attach a copy of the position posting to the requisition or note the posting job ID number in the Student Position Title area. All student employment forms for hiring departments, including the Student Employment Requisition and Work-Study Tracking Sheet can be accessed through the Student Employment page under Information for Hiring Supervisors.

  6. Students may not begin working until authorized by Student Financial Services. This authorization comes in the form of a Work Referral. Employers will receive a Work Referral once Student Financial Services has determined the student's eligibility to work during the semester. Employers need to check the Work Referral for accuracy (i.e., fund number, work-study eligibility, pay rate). Please note, employment beginning and end dates are listed. The form is signed by the student and supervisor, then one copy is returned to Student Financial Services and the other is kept by the hiring department in the student's employment file.
     
  7. Review information on Confidentiality, OU Policies, Departmental Time Entry, and the Student Payroll Calendar. Student may begin work.

Employer Forms and Information for Active Hiring Periods
Employment Forms are available through a secure sign-in and contain the following:
  • Requisition Form Student Employment
  • Student Pay Rate Change Authorization Form
  • Student Special Pay Rate Recommendation Form
  • Work-Study Tracking Sheet
  • Driving Record Affidavit
  • FAWI Work Study Eligible Students List

Student cannot begin working until authorized by Student Financial Services. The authorization will be sent to the department contact in the form of a Work Referral. Work Referrals are sent as soon as the Student Financial Services determines the student's Eligibility to work during the fall, winter, and summer semesters. Please read the Work Referral in its entirety. The beginning and ending dates of employment are specified on the Work Referral. Students cannot work before the beginning date or past the ending date. Working a student without a Work Referral violates Oakland University policy and puts the university at risk for fines and/or penalties from the U.S. Department of Labor, U.S. Department of Homeland Security, U.S. Department of Education, and can jeopardize the visa status of international students. Violations of the regulation can also result in internal audit findings.

Once the Work Referral has been processed, it will be sent via inter-campus mail. As a courtesy after the semester has started, we will also email the supervisor and contact the person on the requisition form that the Work Referral has been processed. Both the employer and the student need to sign the Work Referral and return one copy to Student Financial Services. Keep the second copy in the student's employment file in the hiring department.

Employers who wish to continue employment for current student employees after the dates on their Work Referral will need to complete a new requisition form. Student Financial Services will check to ensure student employees meet all requirements to work at Oakland University as a student employee during the requested timeframe.

Employers who wish to pay a student a rate other than the amount reported on the Work Referral need to submit a Student Pay Rate Change Authorization Form to Student Financial Services at least one pay period prior to the recommended effective date. After the Pay Rate Change Authorization Form has been submitted to Student Financial Services, the hiring supervisor will receive an updated Work Referral. Please note, if the requested hourly rate of a student exceeds $16.00 per hour, the hiring supervisor must also submit a Student Special Pay Rate Recommendation Form.


Minimum Wage
Oakland University's minimum wage is $9.45 per hour beginning Marh 25, 2019. 

Employment Dates

Fall 2018: August 27, 2018 to December 30, 2018
Winter 2019: December 31, 2018 to April 28, 2019
Summer 2019: April 29, 2019 to August 25, 2019

Note that student employment periods do not align exactly with semester dates. These dates are adjusted to fit within Payroll  bi-weekly pay cycles. 
 

Maximum Work Hours

Students are not permitted to work during any enrolled class hours or exam times. The employment dates and employment hour limits are as follows:
SemesterWeek Beginning DateWeek Ending DateEmployment Hour Limit*
Winter 2019December 31, 2018January 6, 201925 hours/week
January 7, 2019January 13, 201925 hours/week
January 14, 2019January 20, 201925 hours/week
January 21, 2019January 27, 201925 hours/week
January 28, 2019February 3, 201925 hours/week
February 4, 2019February 10, 201925 hours/week
February 11, 2019February 17, 201925 hours/week
February 18, 2019February 24, 201940 hours/week
February 25, 2019March 3, 201925 hours/week
March 4, 2019March 10, 201925 hours/week
March 11, 2019March 17, 201925 hours/week
March 18, 2019March 24, 201925 hours/week
March 25, 2019March 31, 201925 hours/week
April 1, 2019April 7, 201925 hours/week
April 8, 2019April 14, 201925 hours/week
April 15, 2019April 21, 201925 hours/week
April 22, 2019April 28, 201925 hours/week
SemesterWeek Beginning DateWeek Ending Date

Employment 
Hour Limit*

Summer 2019April 29, 2019May 5, 201940 hours/week
May 6, 2019May 12, 201940 hours/week
May 13, 2019May 19, 201940 hours/week
May 20, 2019May 26, 201940 hours/week
May 27, 2019June 2, 201940 hours/week
June 3, 2019June 9, 201940 hours/week
June 10, 2019June 16, 201940 hours/week
June 17, 2019June 23, 201940 hours/week
June 24, 2019June 30, 201940 hours/week
July 1, 2019July 7, 201940 hours/week
July 8, 2019July 4, 201940 hours/week
July 15, 2019July 21, 201940 hours/week
July 22, 2019July 28, 201940 hours/week
July 29, 2019August 4, 201940 hours/week
August 5, 2019August 11, 201940 hours/week
August 12, 2019August 18, 201940 hours/week
August 19, 2019August 25, 201940 hours/week
SemesterWeek Beginning DateWeek Ending DateEmployment 
Hour Limit*
Fall 2019August 26, 2019September 1, 201940 hours/week
September 2, 2019September 8, 201925 hours/week
September 9, 2019September 15, 201925 hours/week
September 16, 2019September 22, 201925 hours/week
September 23, 2019September 29, 201925 hours/week
September 30, 2019October 6, 201925 hours/week
October 7, 2019October 13, 201925 hours/week
October 14, 2019October 20, 201925 hours/week
October 21, 2019October 27, 201925 hours/week
October 28, 2019November 3, 201925 hours/week
November 4, 2019November 10, 201925 hours/week
November 11, 2019November 17, 201925 hours/week
November 18, 2019November 24, 201925 hours/week
November 25, 2019December 1, 201925 hours/week
December 2, 2019December 8, 201925 hours/week
December 9, 2019December 15, 201925 hours/week
December 16, 2019December 22, 201940 hours/week
December 23, 2019December 29, 201940 hours/week
*International students are limited to 20 hours per week during the fall and winter semesters when classes are in session and 40 hours per week during weeks when classes are not in session and during the summer.

Reporting Time and Payroll Information
All supervisors are required to maintain records and report accurate time worked for each student. Lump sum payments are not permitted. Information on Departmental Time Entry and the Student Payroll Calendar can be accessed at Oakland University's Payroll Office website.


Scheduling and Tracking Employee Earnings
Students' work schedules should be flexible to accommodate class schedules. Employers must obtain the student class schedule to avoid scheduling work hours during any enrolled class or exam time.  Students must notify their employer if their class schedule changes.

Student employees cannot work more than 25 hours per week during the fall and winter semesters when classes are in session, and cannot work more than 40 hours per week during weeks when classes are not in session and during the summer. Please note, classes are considered in session during exam periods.  Maximum work hours apply to the combined hours worked per week for all positions held by an employee at Oakland University, including student employment. Employees working multiple jobs must inform their employer of all positions and are required to self-monitor total hours worked per week, combined for all jobs, to ensure they do not exceed weekly limits. Employees exceeding the weekly work hour limit will be terminated.

The employer must document the day and time of day worked for each student employee.  Students are paid for all time worked.  Work time must be reported according to the Payroll Office work time reporting procedures and documentation of the day and time of day worked must be retained by the employer. Falsifying work time reporting is a violation of U.S. Department of Labor, U.S. Department of Homeland Security, and U.S Department of Education regulations and University policy; this includes reporting work time on days and times the student did not work and/or exceeding the maximum hours allowed.  Violations of the policy places the University at risk for federal fines and/or penalties and can jeopardize the visa status of international students.

If the student’s position is funded through the Federal Work-Study program, earnings must be tracked. These students will have an authorized earnings amount listed on the Work Referral and it is important the supervisor keep track of student earnings every pay period.  Once a student has earned the authorized earnings amount, the student will be terminated from the Federal Work-Study position and placed on Regular Student Employment utilizing departmental funds for any further amounts earned. Supervisors can use the Work-Study Tracking Sheet for tracking the earnings.

When necessary, retroactive pay must be for a time period in which the student was authorized to work as represented on the Work Referral the employer received upon hire of the student. Reporting retroactive pay for time worked outside of authorized dates is not permissible and violates U.S. Department of Labor regulations and University procedures.


Summer Student Employment

Federal Work Study (FWS) funds are not available during summer semester. Students may be hired utilizing departmental funds. 

If a department wishes to continue the employment of a student from the winter semester through the summer semester, the supervisor must complete a Summer Student Employee Requisition Form available beginning in February. Student employees cannot work past the last working date of the winter semester unless the department supervisor has received a summer Work Referral from Student Financial Services.

Students are eligible to participate in Regular Student Employment for summer if they:

  • Are admitted to a degree seeking program at OU. (Guest student employment is processed by UHR.)
  • Are registered at least half-time at OU during the previous winter semester.
  • Students that have applied for winter graduation are not eligible for Regular Student Employment unless they are admitted to another program and registered at least half-time for fall at OU.
  • Have pre-registered at least half-time for Fall enrollment at OU.
  • Have a valid Department of Homeland Security Eligibility Verification Form (I-9) on file in the Office of Student Financial Services.
  • Students who dropped below half-time in the previous winter semester may be eligible if they are enrolled at least half-time for the summer and fall.

Summer Student Campus Corps (SSCC - Internships)

Summer Student Campus Corps was created in 2009 to help students gain valuable work experience when the economic downturn was affecting the availability of off-campus student internship opportunities. Information regarding Summer Student Campus Corps program availability and program submission deadline will be available during winter semester.


Drivers of Bear Bus or Shuttle
If a student accepts a job that requires driving the Bear Bus or shuttle on a recurring basis, the hiring department is responsible for submitting the Driving Record Affidavit to Student Financial Services for processing.


Working With Minors
If the hiring department requires its employees to undergo a criminal background check for the protection of participating minors, the hiring department is responsible to arrange for the background check and for any associated charges. Background check information is available from the OUPD Services webpage.


Manual Labor
If a student accepts a job that requires manual labor, the department is responsible to have the student complete a physical examination at Graham Health Center. The hiring department will be charged for the physical and notified of the results.


Termination of Employment
The termination of a student employee is a three-step process or clearly defined in the employer's student employee manual. The three-step process must include a verbal warning, followed by a written warning, and finally, termination. The employer must maintain termination documentation. In the event of an untimely departure of a student employee or mutual agreement to dismiss a student employee, the employer must notify Student Financial Services immediately. Include the student name, last four digits of the Grizzly ID number, position number, and the termination date in an email to Laurie at alwarddiener@oakland.edu. Supervisors will receive an updated Work Referral for the employment records which only requires the supervisor's signature before returning one copy to Student Financial Services.


Conflict of Interest Policy
Pursuant to Oakland University's Conflict of Interest Policy, any known potential for a conflict of interest amongst hired employees must be disclosed to the Conflict of Interest Review Committee. Student Financial Services may also request this information if the potential for a conflict of interest is found at any time.


Year-End Adjustments
Adjustments to the federal college work-study program and departmental work study funds may be required at the end of the fiscal year to balance Federal fund accounts.


Questions
Please feel free to contact Laurie if you have any questions regarding the student employment process. Laurie may be reached via email at alwarddiener@oakland.edu or by calling extension 3371.


Equal Opportunity Employment
Oakland University, as an equal opportunity institution, is committed to compliance with federal and state laws prohibiting discrimination, including Title VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972 and Section 504 of the Rehabilitation Act of 1973. It is the policy of Oakland University that there shall be no discrimination on the basis of race, sex, gender identity, gender expression, sexual orientation, age, height, weight, disability, color, religion, creed, national origin or ancestry, marital status, familial status, veteran status or other protected categories in employment, admissions, educational programs or activities. Inquiries or complaints may be addressed to Oakland University, Director of the Office of Inclusion and Intercultural Initiatives, 203 Wilson Hall, Rochester, MI 48309-4401.


Relevant Oakland University Policies
It is recommended that all student employees exposed to confidential information, such as educational records, student financial information, health information, and social security numbers, sign the Oakland University Employee and Student Intern Confidentiality Agreement form. The form should be presented to the student employee by the department supervisor. Departments will retain the signed copy in the student worker's employment file.

It is the department's responsibility to ensure student employees understand confidential information is not to be used in any way, other than what is necessary as part of the job duties. Departments must also ensure that student workers review the following Oakland University's Information Technology and Security Policies:
edited-110717