Student Employment at Yavapai College


The Student Employment program at Yavapai College promotes part-time employment for students enrolled half time or more by way of Federal Work Study (FWS) and non-FWS employment. The purpose of the Student Employment program is to provide financial assistance and work experience for Yavapai College Students and serve as an important component of the college's work force and with approved agencies off campus. Student and Supervisor responsibilities are listed in each area.

Search for open positions on the Yavapai College Job Opportunity Website.  All student are required to submit a resumé when applying for student positions. Don’t worry, we have you covered!  Check out our Resumé Tips and Job Interview Tips (for after you land that interview). Also check out Saltmoney.org and search for resumé or job interview. You will need to create a Salt username and password, if you have not already done so, to access all of their resources. While you are there (at Saltmoney.org), search for scholarships and money management tips.

  Types of Student Employment

Types of Student Employment

NON-Federal Work Study (FWS)

Non-FWS is a non-need based student employment program available to eligible Yavapai College students who do not show need as determined by the FAFSA. Non-FWS wages are paid 100% by the supervising department.

Federal Work Study (FWS)

FWS is a need-based federal financial aid program that provides part-time employment to eligible Yavapai College students. FWS is awarded by fiscal year (July1 through June 30), and cannot be carried over. Students must complete a new FAFSA for each aid year to determine FWS eligibility.

FWS is a form of federal aid earned by hours worked and paid bi-weekly in the form of a paycheck. In most FWS instances, 75% of the students wage is paid by Federal funds with the other 25% paid by Yavapai College. All wages earned after a FWS award is exhausted will be switched to non-FWS and paid entirely (100%) from the supervising departments budget.

  Student Employment Eligibility

Non-FWS Student Employees

  • Must be enrolled in at least 6 credits during the fall/spring semester, or 3 credits during the summer semester.

FWS Student Employees

  • Must have a complete (and verified if needed) FAFSA on record at Yavapai College for the aid year in which the student is working currently/will work.
  • Must have unmet need as determined by the FAFSA. Unmet need does not guarantee employment.
  • Must be funded for at least 6 credits during the fall/spring semester, or 3 credits during the summer semester. Students on a Course Authorization Form (CAF) must be authorized for at least 6 of the credits enrolled during the fall/spring semester, or 3 credits during the summer semester.
  • Must have a fundable Satisfactory Academic Progress (SAP) status with Financial Aid. Students with an approved SAP or MTF appeal must maintain expectations of approved appeal.
  Guidelines and Limitations of Student Employment

All Student Employees...

…that are graduating, transferring or otherwise not attending Yavapai College cannot work past the last day of the last semester attended at YC.

…may work a maximum of 25 hours per week while attending classes and 40 hours a week when not attending classes (e.g. summer semester, break periods), with exception to international students. Student employees with multiple student classified positions must not exceed hours with all positions combined.

…that are employed both in a student classified position and regular part time classified position at Yavapai College cannot work more than 19.75 hours a week between both positions, more than 19 weeks of the fiscal year.

The Immigration and Naturalization Service restricts international students to a maximum of 20 hours per week. International students must adhere to Immigration and Naturalization Service regulations.

… must be paid in accordance with federal, state, or local laws. The Fair Labor Standards Act of 1938, as amended, prohibits employers (including schools) from accepting voluntary services from any paid employee.

…are not entitled to holiday pay or vacation, sick leave, overtime pay or health insurance benefits.

…who work an 8-hour day will generally receive a one hour, unpaid lunch break around the middle of the employee’s scheduled work day but in all cases should receive a minimum one half hour unpaid break. The supervisor has discretion for authorizing short paid breaks, consistent with work schedule and requirements.

…positions are FICA exempt, and therefore wages earned are not eligible for unemployment compensation benefits.

In Addition, FWS Students...

…working during the summer break period must have a complete (and verified if needed) FAFSA for both the current aid year and upcoming aid year. The FAFSA for the upcoming aid year must be complete by June 1st of the current calendar year to be considered for employment passed June 30th of the current calendar year.

…FWS award eligibility may be reduced if there is an increase in another form of aid such as scholarships, grants, and/or need-based loans or has a change in residency or funding status.

  Hiring Process

Student Responsibility

Available positions are posted at www.yc.edu/hr, under the Job Opportunity link. Student specific positions will be posted under the Student section of the YC Job Opportunity page.

FWS positions will be listed as such in the job description. If there is no mention of FWS in the job description, the position is non-FWS. Read the Student Employment Eligibility section of this handbook for eligibility requirements for being a student employee.

To submit an application, click on the job title of the desired position, then click Apply. Applicants will be prompted to create a username and password. This username and password is not associated with your Yavapai College student account.

All student applications are screened for student employment eligibility. Eligible applications will be forwarded to the hiring supervisor. The hiring supervisor will screen applications for skills and qualifications. Qualified students will be contacted directly by the hiring supervisor for an interview. Ineligible/under-qualified students will be notified via email.

Upon being hired, students will need to complete a student new hire packet and submit to Human Resources prior to the first shift worked/training. This paperwork is located at www.yc.edu/HR under New Employee, Student Employee New Hire Paperwork. It is prohibited for a student to begin work prior to the completion of all new-hire paperwork.

Supervisor Responsibility

Contact Student Employment to request a student position be posted on NEOGOV, the Human Resources Job Opportunity webpage.

Student Employment screens applicants for employment eligibility (FWS/non-FWS). Eligible applications will be made available for supervisor review in NEOGOV. New supervisors should contact Human Resources for Subject Matter Expert (SME) authorization. Ineligible applicants will be notified by Student Employment via email that they are not eligible for FWS/non-FWS.

The hiring supervisor will screen eligible applications for qualifications; then contact qualified applicants for an interview and under-qualified candidates that will not be interviewed.

Contact Student Employment with both the name(s) of those to be hired and those of no interest.

  Timesheets

Student Responsibility

Electronic timesheets can be accessed by logging into www.yc.edu and selecting My Timesheet under Employee Services. Timesheets need to be submitted for supervisor approval every two weeks. For the current Payroll calendar, which includes timesheet due dates, go to www.yc.edu/businessoffice and select the current calendar year’s Payroll Calendar. Keep in mind supervisors need time to review timesheets prior to Payroll deadlines. Discuss with your supervisor when timesheets should be submitted to avoid delay of your paycheck.

Electronic timesheets will not be accepted past the deadline. If a deadline is missed, a manual timesheet will need to be submitted. Manual timesheets can be found at www.yc.edu/businessoffice under Manual Timesheet PT Student. Manual timesheets will not be processed until the following pay period.

Remember, a student’s work schedule should not interfere with his/her academic schedule. Discuss with your supervisor times you are not available due to class, study groups, etc. Be sure to allow travel time between class and work. Any changes in academic schedule that could potentially affect the work schedule should be discussed with your supervisor as well.

Supervisor Responsibility

Timesheets can be accessed by logging into www.yc.edu and selecting My Timesheet under Employee Services. To approve an employee timesheet select Approve or Acknowledge Time. Electronic timesheets need to be submitted to Payroll by noon on the dates set forth by the Payroll office. For the current Payroll calendar, which includes timesheet due dates, go to www.yc.edu/businessoffice and select the current calendar year’s Payroll Calendar.

Before approving any timesheet, confirm that hours reported are accurate of what was worked. If the hours reported are not accurate, return the timesheet to the student so it can be corrected. Upon correction the student will need to re-submit the timesheet for approval.

Electronic timesheets will not be accepted past the deadline. Supervisors can work with the Payroll office to assign a Proxy to approve timesheets in the supervisor’s absence. If a deadline is missed, a manual timesheet will need to be submitted. Manual timesheets can be found at www.yc.edu/businessoffice under Manual Timesheet PT Student. Manual timesheets will not be processed until the following pay period.

Supervisors should have a practice in place to ensure students are not working during class meetings. One suggestion is to request the student provide a copy of their class schedule after the drop/add period. It is also a good practice to verify credit hours with students throughout the semester to confirm employment eligibility. Supervisors cannot obtain student class schedule information from Student Employment, Answer Center or any other student service entity.

  Performance Counseling/Termination

Effective performance counseling is used to improve substandard job performance or to correct misconduct and can be used in one or more or the following forms: coaching, oral warning or written warning. If a student employee is guilty of serious misconduct, a supervisor may decide to terminate him or her without warning.

Coaching begins with a private meeting with the student employee to explain the performance problem, determine its cause, and develop a plan for a solution. After allowing time for improvement, hold a follow-up meeting to compare the desired changes in the plan to the student's present performance.

An oral warning should be given in private, as soon as possible after the infraction. Explain to the student which behavior or infraction is unacceptable, and why. Let the student know what will happen if it occurs again, especially in the case of a particularly serious or repeated offense which may result in termination. If the inappropriate behavior continues, the supervisor may give a written warning. If the student's behavior does not improve, she or he should be terminated.

Written warnings will keep a written record of each step of the disciplinary process. Explain the infraction or unacceptable behavior. Be as specific as possible. Indicate whether this is a first offense or a repeated incident. Record what was said, on what dates, and include changes the student agreed to make. If the student disagrees with your oral or written warning, offer to let her or him provide a written response to be attached to your written record.

If job performance does not improve, termination may result. After terminating a student, both voluntary and involuntary, always inform the student employment office and complete a Notice of Separation Form located at www.yc.edu/hr under Forms and Guidelines. This includes students that are graduating, have exhausted their FWS award or otherwise are separating from their position.

  Job Safety

Student employees are covered by worker’s compensation insurance for work related injuries. It is the employee’s responsibility to notify the supervisor as soon as possible regarding the accident/injury. All accidents/injuries at work must be reported using the Accident/Incident Form, located at www.yc.edu/hr under Forms and Guidelines.

Supervisors are responsible and accountable for maintaining a safe working environment for all employees supervised. Employees are also responsible for performing their duties safely.

Supervisors must furnish employees with applicable protective equipment to perform work tasks. This includes hand protection, face and eye protection, and hearing protection.

  Reference Request

Direct reference requests from potential employers to Human Resources. Beginning and ending employment dates, position title, and wage information can be provided by Human Resources.

If a student employee you supervise (or supervised) asks for a letter of recommendation, do not use Yavapai College stationery. Act in the capacity of a personal reference, not as an official representative of the college.

  Drug Free Workplace

It is the intent and policy of Yavapai College to maintain a drug and alcohol-free working environment for its employees in compliance with the Drug Free Workplace Act of 1988. As a condition of employment, all employees must abide by this policy.

  Contact Information

Student Employment

Prescott Campus Building 1
1100 E Sheldon Street
Prescott, AZ 86301
(928) 776-2100
studentemployment@yc.edu

Human Resources

Prescott Campus Building 30
1100 E Sheldon Street
Prescott, AZ 86301
(928) 776-2217
hrrecruitment@yc.edu

Payroll

Prescott Campus Building 1
1100 E Sheldon Street
Prescott, AZ 86301
Phone (928) 776-2136

  Additional Information for International Students

Call (928) 776-2100 for information and help, or come by the Prescott Student Employment Office to discuss your eligibility.

As an International Student in F-1 status with a valid I-20, you can work on campus provided you are taking at least 12 credit hours.

  • You may work on campus only  for a maximum of 20 hours a week while school is in session and full time during vacation periods, including summer, as long as you are returning to Yavapai College the following semester. You must stop working as soon as you complete your studies at Yavapai College.
  • If hired, you must complete an Employee's Withholding Allowance Certificate/W-4 (according to special instructions), an Employee's Arizona Withholding Percentage Election, and an Employment.
  • Eligibility Verification/I-9. You will need identification for I-9 form, for example, a passport with I-94 and valid I-20. There are other options as well.
  • If hired, you do not have to pay Social Security Tax (FICA); however, your earnings are subject to federal and state income tax.
  • If you are hired, you will need a Social Security Card. See the Student Employment Office for assistance.
Disclaimer: Yavapai College bases decisions on employment solely upon the individual's qualifications for the position being filled.
The College recruits, hires, and promotes for all job classifications giving fair consideration to all, with no preference or discrimination given to race, gender, color, religion, age, national origin, disability, Vietnam Era or special disabled veteran status, or sexual orientation in compliance with the requirements of Title IX of the Educational Amendments of 1974, Title VI and Title VII of the Civil Rights Act of 1964, as amended, Sections 503 and 504 of the Rehabilitation Act of 1973, as amended, the Vietnam Era Veterans Readjustment Assistance Act of 1974, the Americans with Disabilities Act of 1990, the Age Discrimination in Employment Act of 1967, and Yavapai College policy.

Click here for a printable version of the information.

Working with student employees