Policies and Procedures

Confidentiality Agreement – Student Worker

All incoming students sign a "Student Worker Confidentiality and Nondisclosure Agreement" upon entering the college and before starting to work. This agreement defines and articulates the general workplace confidentiality standards the student worker must follow when handling or having access to sensitive and protected department records and communications. Labor Departments can choose to supplement this agreement with a department confidentiality agreement that is specific to the department’s work environment.

Inclement Weather Communications Protocol

When adverse weather conditions affect the routine operations of Berea College, information regarding class cancellations, delayed openings, and/or College closings will be publicized via several media outlets, including the following.

• Text messages to E-2 campus subscribers.
• Mass emails from Public Safety to students, faculty, and staff.
• Posts on the College’s website and Facebook page.
• Announcements made on local media outlets specifically television stations WLEX and WKYT and radio stations WKXO and WEKU - FM.

For closure and delayed openings due to weather conditions, an announcement will be publicized by 6:00 A.M. Essential personnel, who have been identified by their supervisors, will need to report as soon as they are able to safely do so. Non-essential personnel and students residing off campus should refrain from coming to campus for personal safety and to avoid placing unnecessary demand on Public Safety and Facilities Management staff. If there is a closing or delay, additional information may be found on the College’s website and Facebook page.

Academic and Labor Inclement Weather Plan

2 HOUR DELAY

Academic Department

Classes starting after 5:00 p.m. will meet as scheduled. For any class that is not accounted for in the grid below the instructor and student(s) should work together to make arrangements.

For a Monday/Wednesday/Friday 10:00 a.m. start:

For a Tuesday or Thursday 10:00 a.m. start:

Labor Program

Except for the following designated essential work areas, all student morning work schedules until 10 a.m. are cancelled.

• Child Development Laboratory (report at 9:30 am)
• College Farms
• Dining Services
• Facilities Management Grounds
• Facilities Management Housekeeping
• Public Safety
• Residential Halls

ENTIRE DAY

NON-ESSENTIAL WORK AND ACADEMIC CLASSES CANCELED

Labor Program

Except for the following designated essential work areas, student work schedules will be canceled for the entire day. However, any student assigned to a work area that is open for all or part of the day can, with the permission of the labor supervisor, choose to work.

• College Farms
• Dining Services
• Facilities Management Grounds
• Facilities Management Housekeeping
• Public Safety
• Residential Halls

Student Work and Meal Time Outs

A paid fifteen (15) minute break is required for students working four (4) consecutive hours and an unpaid thirty (30) minute meal break is required for students working at or beyond five (5) consecutive hours a day.  Students are expected to clock out when taking the 30 minute meal break.

Students are expected to solely engage in assigned duties during labor hours. Federal work-study regulations require students to be actively engaged in campus work while on the clock. The purpose of the Federal Work Study program (FWS) is as follows: "The FWS provides funds for part-time employment to help students to finance the costs of postsecondary education [...]" Supervisors will facilitate this by providing adequate tasks for students. 

Dress and Hygiene

The Labor Program Office supports the establishment of dress requirements that are appropriate to the work performed in each department. Some positions may require mandatory use and wearing of appropriate safety protection (e.g., hard hats, safety shoes, chaps, goggles, etc.), hygiene materials (e.g., gloves, hair nets, etc.), and/or other work-specific items. The department is responsible for supplying or reimbursing expenses incurred by the student under the following conditions: if a uniform or uniform manner of dress is required, or if the use of safety protection, hygiene, and/or other work-specific items are required.

Departments that actively engage the public may establish reasonable standards of appearance and those standards should be made very clear to first-year students during the position orientation and to upperclassmen during the interview and hiring process. To avoid issues, it is a good idea to review the policy with all students, each term.

All students are expected to maintain a basic standard of hygiene and cleanliness, regardless of their position or department. 

Department Work-Learning-Service Enrollment List

The Labor Program is recognized as an integral and stated part of Berea’s educational philosophy and program. Accurate records of the student’s participation in the program are required to meet the institutional commitment, federal work college requirements, and SACS accreditation requirements.

Similar in ways to the verification of student attending an academic class, the list must be verified by the labor department as accurate. The list is sent to the Payment Coordinator of the labor department during the first pay period of the fall term and prior to the start of the spring term, and summer period. It is the responsibility of the labor department Payment Coordinator to work with the department Labor Supervisors to verify that the student workers are assigned to the correct Labor Supervisor, position, Work-Learning-Service (WLS) level, and hours per week. The data must be accurate to ensure that the student work record is correct in regard to the department and position assignment designation, labor supervisor designation, and the WLS level of the position. This is critical in ensuring accurate labor data is uploaded into the Labor Transcript (the permanent record of the student work assignments and performance).

Education Abroad- Probation

Students on labor probation are not permitted to register for and/or participate in instructional programs located abroad. All students registered for education abroad opportunities will be subject to a mid-term labor performance review, and those found to be significantly deficient in meeting the required labor obligation will not be allowed to participate. Any student placed on probation during, or at the end of the term, will not be allowed to participate in an education abroad even if already registered. Exceptions must be approved by the Dean of Labor. The full Education Abroad Policy is stated in the Student Handbook.

Essential Labor

Many labor departments depend upon their students to maintain minimal function. While departments are encouraged to release students from their duties for participation in college-wide events (Mountain Day, Martin Luther King Day, Exploring Labor, Service, and Learning Day), those with essential labor are not required to dismiss students altogether. Most departments can manage this situation through careful planning and distribution of student labor so that everyone can participate in some aspect of the event.

Students should not be scheduled to provide “coverage” so that staff can attend such events in their place. In rare cases, academic requirements are scheduled outside of normal class hours (e.g., General Education Writing Proficiency Exam for first-year students). Students are required to attend the half day College-Wide Symposium; therefore, labor departments should not schedule students to work during this time frame. In these cases, supervisors must adapt their schedules to provide for release. Course study sessions or extra credit assignments are not considered requirements for the purpose of labor dismissal, though supervisors are encouraged to be responsive to such requests whenever practical.

Essential labor may be defined as student labor that supports any college business or service that is open to the public (i.e., Boone Tavern, Bookstore, Log House Gift Shop, Seabury Center, Child Development Lab) or any area responsible for the health and welfare of the campus community and property (i.e., Food Service, Public Safety, College Farms, Facilities Management).  Students assigned to areas defined as essential labor will operate on the same schedule as regular staff when weather related issues arise.  If labor is dismissed, there will be an announcement campus wide. 

Holidays and Days of Observance

The following policies have been set for days of observance, breaks and holidays on behalf of student labor:

Days of Observance

Mountain Day: Labor is dismissed unless it is essential to a department’s operation.

Labor Day:  Exploring Labor, Service, and Learning Day: Labor is dismissed unless it is essential to a department’s operation.

Martin Luther King Jr.’s Birthday: Students work as usual but participation in events is encouraged

Holidays

Good Friday: Labor is dismissed unless it is essential to the department’s operation.

Memorial Day: Labor is dismissed unless it is essential to a department’s operation.

Independence Day: Labor is dismissed unless it is essential to a department’s operation.

Thanksgiving, Christmas and Spring Breaks: Labor is dismissed unless a department agreement is in place that specifics break responsibilities,

Other

Reading Period and Final Exams: Students work normal hours during college reading periods and “as arranged” during final exams week.

Exemption from Labor

Practica and Student Teaching

In recognition of increased demands related to workload, scheduling, and required travel, students may be exempted from labor for participation in the following experiences:

• Nursing Clinical (fall term of final year; students required to attend clinical on Tuesdays from 2:00 p.m. - 7:00 pm)

Students are responsible for finding a primary labor position that would not require them to participate in the Tuesday labor meeting.

• Nursing Clinical (four week summer term - students are exempted from labor)
• Nursing Practicum (NUR 349 and NUR 450, final spring term)
• Student Teaching (EDS 282, EDS 292 or EDS 296 final term)

Students participating in a nursing practicum or student teaching experience should consult with their academic department regarding the completion of a status form. The form should be submitted by the designated faculty person and listed as "unassigned" under “department” and  "snolab" under position. Students should notify their labor supervisors in advance of hiring that they will have an exemption during this term, as some departments may not be able to support a mid-year release.

Although not required, students may elect to work on campus while participating in these experiences. Students should complete the process above for a primary exemption and then secure a secondary status form for the desired number of hours (the work is performed in a primary manner, but our scholarship payment system records the hours as a secondary labor assignment so that the hours are recorded as optional and not required).

Off-Campus Experiences

In recognition of the comprehensiveness of these experiences, students may be exempted from labor for participation in summer domestic travel courses and internships. Exceptions include cases where a student will spend a significant amount of time (i.e., more than a few days) off campus. These exceptions are addressed on a case-by-case basis through the Labor Program Office. Note: Students engaged in a summer study abroad course are exempted from working in the labor program.

Excused Hours

Students who are unable to report to a regularly scheduled work assignment due to an emergency are expected to notify their labor supervisor immediately. Special circumstances such as an excused absences due to a death in the family or prolonged illness, should be communicated to the Labor Program Office to consider if the student may be excused from a portion of the labor requirement. This should be done as quickly as possible to determine if cumstances would require documentation as would be the case with a prolonged illness or condition, etc.  Documentation should specify any restrictions as well when the student is cleared to return to work. A doctor/dental appointment is typically not excused unless it develops into a more serious condition requiring considerable absenteeism. In instances other than emergencies, the labor supervisor should be notified well in advance of the absence and time should be made up before the end of the term. (Also see Attendance Policy.)

International Students (F-1 Status)

Hour Limitation

Labor Positions, during the academic year, are limited to no more than 20 hours per week. Students may work full-time during vacation periods as long as they have maintained status and have registered for the following academic term.

Work During Breaks and Summer

The College recognizes that it is often critical for international students to work during break periods and during the summer to maintain enrollment status and to supplement regular earnings. While we send early notification of vacancies and offer to assist students in locating positions, it is ultimately the individual’s responsibility to avail themselves of these resources and begin seeking a labor position as soon as possible. Opportunities are limited, and the College does not guarantee work during these periods.

Off-Campus Work

All F-1 international students arrive at Berea College having agreed to certain non-negotiable conditions imposed by the U. S. Department of Homeland Security, Student and Exchange Visitor Program. Among the restrictions associated with enrollment is that F-1 students must not work off-campus without prior authorization. While there are some opportunities for international students to work off-campus while enrolled, unless that work qualifies under the clearly articulated rubrics of Optional Practical Training (OPT) or Curricular Practical Training (CPT), participation places a student out of F-1 visa status which is a serious violation and means they can no longer remain enrolled and should leave the United States immediately. Both processes for legal work authorization are simple and straightforward for the student to follow.

Note: It is not permissible to compensate international students for casual jobs such as house cleaning, babysitting, yard work, tutoring, etc. These are specific examples of the sort of off-campus work that violates the conditions of enrollment for international students.

Curricular Practical Training (CPT)

An F– 1 student may be authorized by the International Student Adviser to participate in a curricular practical training program that is an integral part of an established curriculum. Curricular practical training is defined to be alternative work/study, internship, cooperative education, or any other type of required internship or practicum that is offered by sponsoring employers through cooperative agreements with the school. Students who have received one year or more of full time curricular practical training are ineligible for post-completion academic training. Exceptions to the one academic year requirement are provided for students enrolled in graduate studies that require immediate participation in curricular practical training. A request for authorization for curricular practical training must be made to the International Student Adviser. A student may begin curricular practical training only after receiving his or her Form I–20 with the DSO endorsement.

Optional Practical Training (OPT)

A student may apply for authorization for temporary employment for optional practical training directly related to the student’s major area of study. The student may not begin optional practical training until the date indicated on his or her employment authorization document, Form I–766 or Form 688B. A student may submit an application for authorization to engage in optional practical training up to 90 days prior to being enrolled for one full academic year, provided that the period of employment will not begin until after the completion of the full academic year as indicated by the International Student Adviser.

A student may be granted authorization to engage in temporary employment for optional practical training:

(1) During the student’s annual vacation and at other times when school is not in session, if the student is currently enrolled, and is eligible for registration and intends to register for the next term or session; (2) While school is in session, provided that practical training does not exceed 20 hours a week while school is in session; or (3) After completion of the course of study, or, for a student in a bachelor’s, master’s, or doctoral degree program, after completion of all course requirements for the degree (excluding thesis or equivalent). Continued enrollment, for the school’s administrative purposes, after all requirements for the degree have been met does not preclude eligibility for optional practical training. However, optional practical training must be requested prior to the completion of all course requirements for the degree or prior to the completion of the course of study. A student must complete all practical training within a 14-month period plus 17-months extension which equals 29 months following the completion of study. Please refer to the Center for International Education for further updates.

OPT is coordinated through the International Student Adviser; the Berea College OPT fund, administered by the International Student Adviser, covers the cost of application, pictures and mailing.

Labor Accommodations

Students with chronic medical or psychological conditions (e.g., mobility limitations, visual impairment, Spectrum Disorder, PTSD), that may affect them in the performance of their labor duties, are encouraged to contact the Office of Disability and Accessibility Services (111 Lincoln Hall, 859-985-3237) so that accommodations can be considered. The Labor Office and the Office of Disability and Accessibility Services will collaboratively work together to locate suitable first-year and subsequent labor assignments as needed.

Acute conditions (e.g., broken leg) or minor health issues (e.g., allergies) can often be accommodated within the existing labor assignment by placing the student on light duty or adapting work requirements. In cases where this is not possible, students should consult the Labor Program Office directly for assistance in locating an alternate placement.

Labor File

Files are maintained on each student in the Labor Program and Student Payments Office. Materials include performance evaluations, disciplinary documentation, honors and recognition, scholarship payment forms, other official correspondence, and the Labor Transcript.  Files are also stored electronically using Banner Document Manager software as well as maintained in other systems such as TRACY, SmartEvals, Labor Forms, etc.

Supervisors must complete evaluations for their students by the designated date each term. As an integral part of each Student's Berea College Transcript package the Student Labor Evaluation should be valued equal to an academic transcript. Failure to complete student evaluations will result in a decrease in allocations and/or removal of students from the department. 

Off-Campus Labor (Non-College)

Academic studies and work through the Labor Program are the primary concerns of students attending Berea College and constitute a full-time load. Accordingly, work outside the Labor Program on a regular basis while enrolled as a student is not permitted without the approval of the Dean of Labor or their designate in consultation with appropriate academic and financial aid officials. In addition to compromising regular academic and labor requirements, off-campus work can seriously impact a student’s financial aid award. Requests for off-campus labor should be directed to the Labor Program Office.

Participation in Athletics and Performance-Based Co-Curricular Activities

Many students have significant co-curricular activities that present scheduling challenges. When the Labor Program Office selects position assignments for entering students, we take into consideration co-curricular activities and look for assignments with flexible scheduling or daytime scheduling in order to minimize conflicts for the students and the labor departments. When a student interviews for a labor position, they should inform the prospective supervisor about their schedules to determine if their activities can be accommodated. Students should always inform their supervisors in advance of upcoming events so that accommodations can be discussed. The Labor Program Office encourages supervisors to provide scheduling accommodations for College-sponsored activities that are rigidly scheduled and dependent upon each student’s participation (e.g., intercollegiate athletics, theatre performances).  Students are responsible for making up any missed hours due to College-sponsored activities.   Likewise, students must recognize that co-curricular activities do not take precedence over labor requirements and may constitute an unexcused absence subject to disciplinary actions.   Conflicts that cannot be resolved internally should be directed to the Labor Program Office.

Performance-Related Release - Disciplinary Action Form

Students should not be dismissed arbitrarily. When a student’s performance does not meet department expectations, the supervisor should address and document performance issues using the Labor Program’s Student Disciplinary Action Form at the time of each incident. A student cannot receive any type of department probationary status or release without using the Student Disciplinary Action Form except in grievous performance issues (e.g. falsification of time, serious confidentially cases, physical violent, etc.). Once the student has received three write-ups, the supervisor must consult with the Labor Program Office and determine the next course of action which may involve departmental probation, establishing an Accountability Agreement, and/or releasing the student, etc. In such cases, the Labor Program Office should be informed so that an appropriate placement can be determined. If a performance-related release is necessary, the Labor Program can assist the supervisor to ensure sufficient and appropriate documentation has been submitted to justify the release. Performance-related releases involving first-year students must be approved by the Labor Program Office.

Secondary Positions

Secondary positions are elective and hours are not counted toward the minimum hour requirement. As such, supervisors and students are not bound to any specific time period. However, students should take their secondary commitments very seriously, as many labor supervisors depend upon secondary students to accomplish their work. Students who fail to honor their secondary commitments may receive negative feedback from supervisors for inclusion on the Student Labor Evaluation.

The student must have a Labor Status Form submitted to the Labor Program and Student Payment Office and approved by both the primary and secondary supervisors.  Students should not begin working a secondary position until all necessary forms and approvals have been completed.  The primary supervisor can elect not to sign-off on a secondary assignment if the student is not meeting require expectations within the primary labor assignment – e.g. schedule, hours, or performance. In addition, the Labor Program office can rescind the secondary labor assignment in cases where a student falls significantly or repeatedly behind in meeting the primary position performance obligations or hour target.

If a secondary position would put a student into an overload situation – the Labor Overload process must be completed and approved prior to submitting a secondary Labor Status Form to the Labor Program and Student Payments Office.  If a supervisor fails to submit the appropriate secondary Labor Status Form, the secondary position is not active or valid and the student should not begin work.

Scheduling

Work schedules are based on student availability and department needs. Work hours vary widely across campus, and departments may have rotating schedules or one schedule that lasts the full term. Students should not be scheduled to begin work prior to 6:00am. Students seeking an exception from this rule should contact the Labor Program Office. Work hours cannot conflict with class times or other class requirements (e.g., field trips). In the latter case, students are expected to provide advance notice so that accommodations can be made. Supervisors are not required to excuse labor for optional activities (e.g., study sessions) or for class preparation. These issues can be addressed through effective time management.

Supervisors are encouraged to schedule students for more than the minimum number of hours required each week (e.g., 11 hours for a 10-hour assignment, 13 hours for a 12-hour assignment, etc.); this provides a cushion for time that may be lost due to absences or travel time between work and classes. In some departments, students may be scheduled for slightly more than the required hours one week and slightly less the next; this is acceptable provided that the fluctuation is not excessive. The scholarship payment schedule indicates the number of hours a student should expect to work during each payment period to ensure fulfillment of the College labor requirement.

Students are to be paid for actual hours worked, not hours appearing on a schedule. Continuing students can be required and scheduled to work and/or attend training/orientation sessions the day before the start of Fall classes – “Continuing Student Arrive” day (see the academic calendar for official date). . Upper-class students can be required to work Thanksgiving, Christmas, or Spring break periods if this obligation is articulated and noted on or before  a Status Form – Position Participation Agreement is approved. While they may choose to do so, first-year students should not be required to work during the Thanksgiving, Christmas, or Spring break periods.

Students are expected to work during the final exam period, though exam times may necessitate a change in scheduled hours. Final examination times are determined well in advance, so students and supervisors have ample time to work out alternate arrangements. If a student is scheduled for more than three exams on one day, there is a provision for re-scheduling an exam through the Registrar.

During finals week of each academic term a student can work a maximum of 20 hours (This includes students behind in labor hours). Students are not permitted to work over 20 hours a week during the regular term without approval from Student Admissions and Academic Standing Committee (SAASC), so it follows that students should not be allowed to work more than 20 hours during finals week. Supervisors will plan final schedules based on students working 20 hours or less. 

Summer

General Guidelines: Summer School and Summer Practicum

Degree seeking students enrolled in summer school are required to work at least 10 hours per week. Summer Practicum students are on campus to work, usually 40 hours. The emphasis of a summer practicum is on work and the learning outcomes (transferable and specific) that are derived from engaging in a practical educational experience. All students participating in the Labor Program during the summer are paid a standard rate of $9.50 per hour**. The following chart describes labor options during the summer:

*Implies registration in an 8 week ¼ credit course

**Subject to change from year to year

Important to Note:

1. All students are required to work a minimum of 10 hours per week
2. In order to employ students during the summer, labor departments must have allocated hours.
3. Fees are assigned when a student is enrolled in summer school or in the summer practicum.

Graduating Seniors

Graduating Seniors must have met a minimum of 150 hours by the last day of classes during their last term of attendance. Students who are behind on this date will be required to complete community service hours to receive their academic transcripts. The Labor Office will notify students before they leave campus if community service is required of them. 

Students who are taking a summer course to satisfy a September graduation requirement are not eligible for a summer practicum or working more than 20 hours a week while enrolled in the summer class. Graduating seniors are not eligible to work beyond the last day of class. Once all course work is completed and degree requirements have been satisfied, students are no longer permitted to work through the Labor Program.

Summer Practicum Reassignment

Supervisors depend upon summer practicum workers for summer assistance and are unlikely to replace students after the summer has begun. As such, students are encouraged to take their commitments seriously and to inform supervisors of all summer plans (including class plans) prior to accepting a position so that it can be factored into the hiring decision. If a student leaves a summer practicum position under negative circumstances (e.g., does not fulfill his / her commitment, does not perform satisfactorily) the College reserves the right to deny the student the opportunity to secure another summer practicum position. As well, supervisors may submit a Student Labor Evaluation documenting the negative work performance. Even in cases of mutual release, students are expected to provide a two-week notice to the supervisor.

Summer Off-Campus Internship Funding

Students may be able to secure funding to work in their home or other communities during the summer. This funding allows students to maximize summer earnings and also give back to their communities through work and service. Funding is limited and there is an application process. The requirements are as follows:

•  Must be registered for the upcoming Fall term
•  Must not be registered for any class on campus
•  Cannot be on any type of probation
•  Normally a minimum of 8 weeks, maximum of 10 weeks.
•  Available for domestic experiences only
•  Priority will be given to students seeking to work in a federally recognized non-profit government and service agencies.

Students participating in the off campus summer labor experience will have an evaluation of their work performance

Working Before and After Enrollment

Students are not permitted to work in the Labor Program prior to enrollment. Students are not normally hired as regular workers if they have withdrawn from the College. The reason for this practice is to avoid a circumstance whereby the prospect of permanent employment would lead a student to discontinue his or her degree program. Exceptions may be considered by the Director of Human Resources in consultation with the Dean of Labor. Graduates are not normally hired during the first six months following degree completion to allow them time to pursue different experiences and environments- both professional and educational. Exceptions are made in cases that are clearly advantageous to the graduate and to the College.

Work During Break Periods

Some departments are allocated student labor hours for Thanksgiving, Christmas, and Spring break periods. Students who wish to work during a break should first consult their labor supervisor. If hours are unavailable, the Labor Program Office may assist in locating other vacancies that may exist on campus. Break hours are not guaranteed and are based on availability. Upper-class students may be expected to work during break periods as established upon hiring; first-year students may volunteer for break period labor, but they are not required to work.

A new Labor Status Form is required of all break positions. For further information, please consult our website at http://www.berea.edu/labor-program-office.