Policies for Students and Supervisors

General Requirements

To be eligible for campus employment, students must:

• Be enrolled as undergraduate student at Bowdoin College
• Be legally authorized to work in the United States
• Have completed all required employment forms (Form I-9, W-4, direct deposit) before beginning work
• Adhere to all Bowdoin College policies

Ineligible Statuses

Students in the following categories are not eligible to work on campus:

• Study Away: Not eligible while physically away from campus
• Suspension: Not eligible until suspension is lifted
• Leave of Absence: Not eligible during the leave period
• Incoming First-Year Students (Pre-Matriculation): Not eligible until officially matriculated
• Non-Degree Students: Not eligible for campus employment

Graduates

Graduates are not eligible for student employment. However, May graduates may be hired for Reunion Weekend, provided their work authorization remains valid. Employment must end at the conclusion of Reunion Weekend.

Good Standing Requirement  

For the purpose of this policy, good standing is defined as a student who is not currently on disciplinary probation, disciplinary suspension, or permanent dismissal.

Certain campus positions require students to be in good standing with the College to be hired and remain employed. These positions include specific roles in the following departments, but this is not a comprehensive list. 

• Residential Life 
• Admissions 
• Children’s Center 
• Office of the Dean of Students 

Hiring Process: 

• Job offers for these positions may be extended pending a good standing check with the Office of the Dean of Students. 
• If a student is not in good standing, the offer may be rescinded. 

During Employment: 

• If a student’s standing changes during the semester, it is the student’s responsibility to notify the Student Employment Office. The Office of the Dean of Students will also notify Student Employment. 
• Student Employment and the Office of the Dean of Students will work together to determine the student’s continued eligibility for the position based on the requirements of the job. 
• Students who return to good standing may be considered for rehire into their previous position, subject to departmental approval and availability.

Hours Per Week - Academic Year

• • Student employees may not work more than 20 hours per week while classes, reading period or exams are in session.
  • 20 hours per week is the total for all weekly hours in all positions combined.

Hours Per Week - Breaks and Summer

• • Student employees may work up to and not more than 40 hours per week during the winter, spring, and summer breaks. Fall break is excluded.
  • Students should not be scheduled to work overtime. However, in cases where an inadvertent overtime situation occurs, the department will be required to pay the student overtime wages. International student must be extremely mindful in scheduling shifts as to not exceed 40 hours. Work authorization through student visas do not allow for overtime wages. 

Working Hours Limit Waiver Requests

• • The SEO rarely accepts working hours waiver limits. If you have a one-time, extraordinary circumstance, you must notify the SEO in advance. 

Employers should never allow an international student to exceed 20 hours per week during the academic year or 40 hours per week during designated breaks as this would constitute a violation of visa restrictions and could have serious consequences for the student.

Students must abide by the College's meal break policy that is in compliance with the policies set forth by Bowdoin HR and by the State of Maine.

• Maine law requires that most employees be given at least a thirty-minute unpaid rest break (that may be a meal break) after six hours of work.
• This unpaid rest break must be recorded in Workday.
• Students and supervisors are both responsible for requiring and recording meal breaks.
• In exceptional circumstances, an employee may voluntarily request that this meal break be waived in order to accommodate an alternative schedule. If the supervisor approves, the employee and the supervisor must document the alternative schedule in writing to Student Employment, noting that it is voluntary and may be discontinued by either party at any time. The SEO will provide a Meal Break Waiver Form in situations where this agreement is approved.
• Breaks or rest periods of no more than 15 minutes, although not required by state law, may be permitted with the supervisor's permission.
• Unused breaks cannot be accumulated for later use, late arrival or early dismissal, or credited for paid time off.
• In certain working conditions (e.g., extreme heat or cold), more frequent breaks may be approved.
• View the Travel Policy for information regarding meal breaks while traveling.

Bowdoin students are allowed to work in multiple campus positions. However, they may not work simultaneous hours in those jobs. 

For example, a student who is staffing a reception desk in one department may not grade papers for another department at the same time, regardless of the student's perceived ability to do so competently.

Additionally, all jobs combined cannot exceed 20 hours per week during the academic year or 40 hours per week during the designated breaks. 

Students violating this policy may be subject to disciplinary action which may include referral to the Judicial Board or other disciplinary measures that the individual situation may warrant.

Bowdoin offers various opportunities for students to work part-time and full-time over the summer months.  Important notes regarding summer employment:

• Students may NOT work an on-campus job AND receive a fellowship or CXD funded internship, at the same time.
  
  
• Unlike during the academic year, student employees are required to have FICA tax withholdings during summer employment.
  
  
• Student employees may work up to 40 hours per week in a single job, or a combination of on-campus jobs.
  
  
• To qualify for summer housing, student employees must work a minimum of 20 hours per week on-campus during the summer — this minimum may be met by working more than one job on campus.
• Student employees will be charged their summer rent through bi-weekly payroll deductions. Summer housing is coordinated through the Office of Events and Summer Programs.
  
  
• Students are not permitted to work remotely outside of the state of Maine.
  
  
• May graduates are NOT eligible to work as student employees over the summer following graduation. The one exception is for Reunion Weekend, if employment eligibility is still valid, they may work through the event.  

There are very specific guidelines for volunteer positions on Bowdoin's campus. These guidelines are as follows:

• A student cannot volunteer services when another student is paid to perform similar work on campus.
• A student employee currently in a hourly wage position can not be asked to work without compensation for additional time to do the same or similar work for which they are employed.
• A student employee who has been offered an hourly wage position should be compensated for training.
• Student volunteers must be clearly informed, prior to services rendered, that the student will not be compensated.
• Volunteers must also receive educational or curricular benefit from the job experience.

To ensure that your volunteer position does not violate the law, you must contact Student Employment prior to offering the volunteer position to be certain that your department is in compliance with the Fair Labor Standards Act and the policies established by the College.

Hourly Pay and Time Reporting

• All student employees are paid hourly for actual hours worked.
• Students must submit accurate timesheets by payroll deadlines and follow their department’s time reporting procedures.
• Hours must be recorded on the specific dates they are worked within the correct pay period.
• It is not permitted to record missed hours in a future pay period.
• If a payroll deadline is missed, students must complete a Prior Pay Period Adjustment Form.

Pay Rates

• Each job is assigned a pay level (or pay group for Dining Services).
• Pay rates are determined collaboratively by department supervisors and Student Employment, and reviewed to ensure compliance with the Fair Labor Standards Act.
• Bowdoin’s policy promotes wage equity for students performing similar responsibilities.
• Students are paid only for hours worked. They are not eligible for:
  • Holiday pay
  • Sick leave
  • Vacation pay
  • Weather emergency pay
  • Shift differentials

Pay Increases

• To comply with Maine State minimum wage laws, student pay rates may be adjusted in January each year (if applicable).
• Off-cycle increases are rare and require pre-approval from Student Employment.
• Increases beyond minimum wage adjustments are not guaranteed annually.

Student employees are not eligible for employee benefits. This includes:

• Holiday pay
• Sick pay
• Vacation pay
• Shift differentials
• Jury duty pay
• Unemployment benefits

However, student employees are covered under Workers’ Compensation for work-related injuries or illnesses.

Academic Year:

• FICA Exemption: During the academic year, students are exempt from paying FICA taxes.
• Work Hours Limit: To maintain this exemption, you can work up to 20 hours per week while classes are in session. This ensures that education remains your primary focus.
•  

Summer:

• Work Hours Limit: During the summer, when you're not enrolled in classes, you can work up to 40 hours per week. (Refer to the Working Hours Policy for more details.)
• FICA Taxes: During the summer, FICA taxes will be withheld from your paychecks since you're not enrolled in classes.
•  

Important Note:

Bowdoin strictly follows federal guidelines for FICA exemption. It's crucial to adhere to these work hour limits to maintain your exemption status during the academic year.

Students are not paid or reimbursed for travel, unless it's related specifically to work. Student employees must be paid an hourly wage during their travel time (read below) and the student should be reimbursed for travel expenses according to Bowdoin College policy.

PAID:

• Students should be paid for travel to an event where work will be performed. However, a student would not be paid for travel to a meeting area or for waiting for a vehicle.
  • For example, if an employee is asked to meet at the polar bear statue to wait for a bus that will take them to the event at which they will work, the employee would not be paid for their travel time to the polar bear statue from their home in Harpswell. The employee must be paid for the travel time on the bus.
• Students should be paid for making deliveries. It's not appropriate to ask a student to "clock out" and then make a delivery.

UNPAID:

• A student should not be paid for travel to and from home and work or class and work.
• Student employees are not paid for meal breaks during the normal course of work or during travel. If you think your student position might pose an exception, please contact the SEO.
• Students are not paid for wait time before or after an event. Employees are paid for work performed and for time on duty.
  • For example, if the bus leaves at noon for Bates, and the bus arrives at 12:30pm, the student is paid for half an hour of travel time. But let’s assume the game starts at 3:00pm, and the student won’t start working until half an hour before the game starts. The student would not be paid for the two hours between 12:30pm and 2:30pm. Likewise, if the game ends at 6:00pm, and the bus doesn't’t arrive until 7:00pm, the student is not paid for the hour of wait time.

Please be mindful of international student hour limit requirements when arranging travel. 

All student employees who will be exposed to or have access to any type of sensitive information in their job, will be required to review and acknowledge the Student Confidentiality Agreement when hired. The agreement is valid for the length of time the student is in the job.

Should a student hold multiple positions, they will sign a confidentiality agreement for each position. Each supervisor should review the expectations of confidentiality for the individual job, as access may differ based on the department/job responsibilities. 

Working on-campus provides an opportunity for students to learn, gain valuable job experience, and earn wages while at Bowdoin. Because it is a privilege, the hiring and rehiring of student employees happens on a semester-by-semester basis.

Students are responsible to understand and uphold the requirements of the position. If a student does not meet job performance expectations, then supervisors must document each incident of concern in writing (e.g. via email or paper file). The student and area supervisor need to receive a copy of the documentation for each incident.

If a supervisor needs to terminate a student’s employment, three (3) documented incidents must be filed. If the student’s performance is so egregious that a supervisor feels the need to immediately terminate a student’s employment, the supervisor must first consult with the Student Employment Office to determine a course of action. Disciplinary action taken by supervisors with student employees is subject to the same terms and conditions described by the HR Employee Handbook and, in some cases, the Office of the Dean of Student Affairs may also be brought in to review the incident.

Generally, documenting and discussing the incident with a student employee is all that is necessary to remedy the situation. If the student employee is at risk for termination, supervisors must hold a conversation with the student employee letting the individual know this outcome is approaching in advance of the termination.

The Student Employment Office can also offer mediation in difficult situations.

Student employees must remember that they are employees whose actions are governed by college, state, and federal employment laws.

• Bowdoin College's Employee Handbook provides clear guidance on our employee Freedom from Discrimination, Harassment, Sexual Misconduct, and Gender Based Violence Policy.
• The Dean of Student Affairs Student Sexual Misconduct and Gender Based Violence Policy provides clear guidance as well.
• Bowdoin's Title IX website offers resources regarding sexual misconduct and gender based violence as well. Instructions on reporting incidents may be found here.

"Bowdoin College prohibits any member of the faculty, staff, administration, student body, or visitors, whether visiting campus, patrons, independent contractors, or vendors from harassing or discriminating against any other member of the Bowdoin College community because of a person’s race, color, ethnicity, national origin, religion, sex, sexual orientation, gender identity and/or expression, age, marital status, place of birth, veteran status or against qualified individuals with disabilities on the basis of disability in any phase of its employment process, in any phase of its admission or financial aid programs, or other aspects of its educational programs or activities."

Any member of the College community has the right to report any instance of sexual misconduct, gender based violence, or harassment without fear of reprisal and is encouraged to report such instances for the good of the community. Take active steps to promote a civil, harassment-free work environment.

Students and supervisors are encouraged to familiarize themselves with Bowdoin's Workplace Safety Guidelines and be knowledgeable about where to turn in the event of an accident or injury.

Please also visit the Bowdoin Facilities Management website on ergonomic recommendations and other safety-related topics. 

To begin the process to change the name you officially use at Bowdoin, please initiate the change through Workday, or contact the Office of the Registrar. If an employee of the College, Student Employment will be notified of your name change. 

To be eligible to work on campus, students must complete the Federal I-9, Federal and State W-4, and Direct Deposit forms. These forms do not require a statement about sex or gender; however, the forms do require your legal name. If a student at Bowdoin would like to make a change to their name, and if that name change would be associated with that employee's official identification documents and bank accounts, you will need to stop by SEO to update your employment paperwork and provided documents to support the change.

Students are encouraged to ask supervisors to serve as an employment reference. Helpful Tips:

• Let your supervisor know the type of positions to which you will be applying.
• Give your supervisor an idea of what you'd like your supervisor to say about you as a candidate.
• If you need your supervisor to write you a letter of recommendation, ask at least two weeks in advance and provide the contact's name, address, and any instructions regarding the submission of the letter.

Bowdoin strongly encourages campus supervisors to serve as a reference for student employees. Different from an employment verification, you may provide letters of recommendation or serve as a phone reference for your student workers.  Below are a few guidelines.

• Whenever possible, please use Bowdoin letterhead.
• Be truthful and positive. 
• Be honest with students. Decline requests if you are unable to offer a positive letter of recommendation. Encourage the student to seek an alternate sources of reference.
• A letter of reference should not include rates of pay, medical history, or reasons for the student leaving the position. Requests for salary information or employment verification should be referred to SEO.
• Questions about what may be appropriate or requests for review and guidance may be directed to SEO.