policy for on campus part time jobs for ug and non … · 2019-08-20 · 3.3. benefits: the on...

Policy for On Campus Part Time Jobs for UG and non-assistantship bearing Masters Students

Policy # ST203 Policy for On Campus Part Time Jobs for UG and non-assistantship bearing Masters Students V1.3

Shiv Nadar University (SNU) 2019. All rights reserved.

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On Campus Part Time Jobs ST203 V1.3

Release Control

Release Date

Version No:

Details Released by Approved by

12.12.2013 V0.2

Pre Release, the purpose of pre-release is to inform all stake holders about the issuance of this policy and also to give advance intimation to the assured departments to get prepared.

Ram K Sharma

Amit Ray

30.12.2013 V1.0 First Release Ram K Sharma

Amit Ray

19.03.2019 V1.1 Removed exclusion of international students

Rajesh Maji Rajiv Swarup

01.04.2019 V1.2 Revision of rates Rajesh Maji Rajiv Swarup

16.08.2019 V1.3 Inclusion of non-assistantship bearing PGs

Rajesh Maji Col. Gopal Karunakaran

POLICY ASSURED BY:

Department: Represented By: Date

Finance Manish Gaur 30.12.2013

Dean UG Studies & Students’ Welfare (Policy Owner)

Amit Ray 30.12.2013

POLICY RATIFIED BY:

Office of: Represented By: Date

Registrar SNU Samuel Ernest 30.12.2013

Dean – UG Studies and Students’ Welfare Amit Ray 30.12.2013

Director School of Engineering Madan Gopal 30.12.2013

Director School of Humanities & Social Sciences Shubhashis Gangopadhyay 30.12.2013

Director School of Management and Entrepreneurship

Shekhar Chaudhuri 30.12.2013


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Director School of Natural Sciences Rupamanjari Ghosh 30.12.2013

President SNU Rajiv Swarup 30.12.2013

Vice Chancellor SNU Nikhil Sinha 30.12.2013


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Table of Contents

HEADING PAGE

OBJECTIVE 5

SCOPE 5

GENERAL GUIDELINES 6

ROLES AND RESPONSIBILIES 7

RECRUITMENT AND HIRING PROCESS 8

ANNEXURE 1: LETTER OF INTENT 10

ANNEXURE 2: TERMS AND CONDITIONS 11

ANNEXURE 3: POSITION DESCRIPTION 13

ANNEXURE 4: APPLICATION FORM 14

ANNEXURE 5: FREQUENTLY ASKED QUESTIONS 16


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Policy Details

1. OBJECTIVE

The objective of this policy is to provide opportunities to undergraduate students and

students from some masters’ degree program (without any Teaching Assistantship and for

jobs specific to post-graduate programs) to gain experiential and applied learning and help

them inculcate ethics, leadership and service attributes. These opportunities would also help

students to earn supplementary income for meeting their expenses and simultaneously

helping them imbibe the accountability and responsibility that comes along.

Possible jobs under this policy may include, but are not limited to, assisting in laboratory and

library management, monitoring projects, conducting and analysing various feedbacks,

managing help desks, aiding departments in enabling functions of the University like

Admissions, Career Development Centre, Deans Student Welfare Office, Security, Hostels,

Sports and allied activities etc.

2. SCOPE

This policy applies to resident undergraduate students and non-assistantship bearing

Masters’ students (students from the Masters’ degree programs without any Teaching

Assistantship) for jobs specific to post-graduate programs, 18 years or above in age,

pursuing a full time course of study, having a CGPA of 6.0 or more and who are not on any

kind of disciplinary probation. Students who have not received their first CGPA would be

eligible provided they do not have any unclear ‘F’ grade. International students studying

undergraduate or masters’ degree programs at SNU may also apply for any open position,

subject to not violating their visa restrictions, if there is any.

This policy excludes students from the Masters’ degree programs with Teaching

Assistantship as well as all doctoral students, exchange program students, certificate

program students and those undergraduate students who are receiving such financial

assistance or aid which restricts them from assuming any other paid assignment.

Dean Students’ Welfare is the owner of the policy and any clarifications or exceptions

should be routed to Dean Students’ Welfare. This policy is effective immediately on release.


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3. GENERAL GUIDELINES

3.1. WORK SCHEDULE: It can be for a maximum of 20 hours per week when the

academic session is in progress and for a maximum of 40 hours during vacations,

week runs from Sunday to Saturday.

3.2. STIPEND: The rate of remuneration will be ₹ 100 per hour when the academic

session is in progress. During vacation period the stipend would be a lump-sum

payment of ₹ 3,000 per week against a work schedule of 40 hours. The stipend will

be proportionately adjusted if the work schedule is less than 40 hours per week.

3.3. BENEFITS: The On Campus Part Time jobs provide students opportunities to enrich

their experience of holistic learning with some real life work. The work may or may

not be directly related to subjects they are currently studying, but in overall scheme

of things it adds to their bio data and improves their employment potential.

3.4. TERMS AND CONDITIONS:

3.4.1. The appointment is temporary (ad-hoc) and casual in nature;

3.4.2. Working hours are irregular;

3.4.3. Work is secondary to the student's academic and student life;

3.4.4. Work schedules will be kept flexible enough to support the academic program

of the student;

3.4.5. Students should be supervised directly at all times by concerned member

from employing department;

3.4.6. University Holidays will be applicable;

3.4.7. All appropriate University polices will be applicable, for e.g. Gender policy,

Occupational Health and Safety Policy, Privacy policy of employing department

etc.;

3.4.8. Students may not ordinarily apply for leave, but employing department may

make adjustments in schedule to accommodate personal exigencies;

3.4.9. Students should provide one week notice when they want to voluntarily

withdraw from a job assignment. Also, employing department needs to give one

week notice for releasing students prior to scheduled end of assignments;

3.4.10. Stipends are tax exempt;

3.4.11. All payments will be billed to the cost centre of the employing department;


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4. ROLES AND RESPONSBILITES

4.1. Dean Students’ Welfare (DSW)

4.1.1. Administer the policy and ensure compliance with relevant guidelines;

4.1.2. Inform students on job postings and recruitment process;

4.1.3. Provide training and counselling to students related to on campus part time

jobs;

4.1.4. Documentation and records management;

4.2. Employing Department

4.2.1. Follow appropriate guidelines and approval procedure for creating a part time

job for students. All part time on campus jobs employing students have to be

approved by Director of School or Head of Enabling Function;

4.2.2. Create a pertinent job description and specification, jobs should be designed

outside the examination week preferably;

4.2.3. Follow fair and equitable recruitment and hiring process;

4.2.4. Approve the timesheets submitted by the students within deadline so that

Finance department can payment on fortnightly basis;

4.2.5. Ensure compliance against applicable University policies;

4.2.6. Establish clear goals and expectations with the Student at the beginning of

assignment;

4.2.7. Provide students with the tools necessary for performing the work assigned;

4.2.8. Set a positive example of professional, polite and ethical behaviour;

4.2.9. Show appreciation and ask for student's input;

4.2.10. Remember that they are students first;

4.2.11. Employing department may terminate an assignment after giving appropriate

reasoning to DSW’s office for poor work performance or attendance; wilful

violation of University rules and policies; budget constraints; lack of work;

and/or improper conduct;

4.3. Finance

4.3.1. Validate approved timesheets by the employing department in OCJ

application;

4.3.2. Release payments to students on fortnightly basis within 7 days of receipt of

timesheets;

4.3.3. Taxation compliance in book of accounts;


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4.4. Students

4.4.1. Follow email communication for any new job posting;

4.4.2. During on-going assignment, they can’t apply against any other job posting;

4.4.3. Students are expected to report to work on time;

4.4.4. Maintain a well-groomed appearance while reporting to work;

4.4.5. Try to establish a good working relationship with their supervisors and other

members in the employing department;

4.4.6. Follow University and employing department's policies and procedures.

4.4.7. Do not hesitate to ask questions and seek clarifications;

4.4.8. Students may get access to confidential information while doing these jobs,

the same should not be shared by them with anyone else;

4.4.9. Update timesheet in OCJ application on daily basis and submit the same to

the employing department for approval within deadline

5. RECRUITMENT AND HIRING PROCESS

5.1. Outlining Job Description and Specification

This will be provided by the Employing Department to the DSW’s office with

necessary aspects mentioned like job being offered, job duties, working

hours/schedule, information about supervisor, desirable qualification (specialization)

and behavioural competencies etc.

5.2. Listing the Job Opening

DSW’s office will send email communication to all the UG and applicable PG

students informing the new job posting and will invite applications; each posting will

have a final date for submitting applications. The applications received will be

screened for eligibility criteria by the Dean Students’ Welfare or his representative

and the screened applications will be forwarded to the employing department.

5.3. Interview Process

Employing department will shortlist applications and call students for interviews

through DSW’s office. Interviews will be conducted in a professional manner and as

far as possible by a panel; applicants will be evaluated objectively against job

requirement criteria of Employing Department.

5.4. Selection

The Employing Department will communicate the selection of the students to DSW.

Further, DSW will communicate the result to the selected students.


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5.5. Onboarding

On the first day, employing department will explain the job duties, provide necessary

tools for performing the job to the student and explain the process of updating

timesheet on OCJ Application.


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Annexure 1

LETTER OF INTENT

<Date>

<Name of the Student>

Student ID: <Student Id>

<Program> in <Major> - <Batch>

Dear <Student First Name>,

This is with reference to your application and subsequent interview with us, we are pleased

to offer you an On Campus Job as <Designation> with <Depatment> at the Shiv Nadar

University (SNU) starting from <Start Date> to <End Date>.

Your immediate supervisor will be <Supervisor’s Name> at the <Department Name>. When

the academic session is in progress, you will be required to work for up to a maximum of 20

hours every week as per the schedule defined by the supervisor and you will be paid a

stipend of ₹.100/- per hour. During vacations, you will be required to work for up to a

maximum of 40 hours every week as per the schedule defined by the supervisor and you

will be paid a stipend of up to a maximum of ₹.3000/- per week.

You will be required to mark regular attendance with your supervisor and fill in timesheet in

OCJ application. You will need to submit your timesheet for approval within stipulated

deadline, failing which, your payment may be impacted. You will need to take prior written

permission from your supervisor for any travel outside SNU campus for work related to your

On Campus Job.

You will be required to handover all the data, confidential information and any other

information collected during your On Campus Job to your supervisor and seek clearance at

the end of your assignment. You are required to sign the undertaking with respect to

confidentiality and terms of On Campus Jobs as per the attached annexure.

I am confident that this will prove to be a fruitful learning experience for you.


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Annexure 2

TERMS AND CONDITIONS FOR ON CAMPUS JOBS (OCJ):

1. At - Will Assignment

OCJ’s are temporary and casual in nature and is secondary to a student’s academic responsibilities and shall not

involve any academic credit benefit. OCJ’s may be terminated at any time by either SNU or the student by giving

one week notice. The student selected for any OCJ is accepting the offer at her free will. This assignment may

be terminated by Dean of Students’ Welfare on immediate notice in case a student defaults on any University

mandated academic and / or financial obligations.

2. Work Place Expectations and Conduct

Working Hours for OCJ’s will be defined by the employing department & shall be informed to the student in the

form of a weekly schedule. Students should ordinarily report at the place of work at least 15 minutes before the

scheduled time and should be present for the full duration specified in the schedule. Students must complete the

duties as assigned by the supervisor and should not do any personal work while on duty. Students are expected

to be cordial in their behaviour at work, be respectful and considerate to co-workers and supervisor(s) and

should not use abusive language or slangs. Any violation may lead to immediate termination superseding the

notice period clause.

3. Dress Code & Personal Protective Equipment (PPE)

Students must maintain a well groomed appearance while reporting for their OCJ assignment. They are

expected to wear smart casuals and keep a clean appearance. Sweatshirts, athletic wear, baggy or ripped jeans,

slippers or flip flops, T-shirts with offensive imprints, rolled up cuffs, faded clothing or anything that is too short,

tight-fitting, sheer are not permitted. Specifically for boys tucked out shirts, open toed shoes and for girl’s flashy

accessories are not allowed.

For specific jobs, the employing department may provide PPE i.e. helmets, goggles, gloves, protective clothing

or shoes to be worn while undertaking certain assignments, students must wear this safety gear at all times as

instructed by the supervisor.

4. Timesheets

Payments will be released on submission of Timesheet. It is the responsibility of the student to get their

supervisor’s approval on weekly basis and thereafter submit the timesheet by every Tuesday (for the preceding

week) to President’s Office. Any time sheet not received by end of day Tuesday will lead to losing of

remuneration for the previous week.

Students shall not be eligible for leaves under ordinary circumstances; however, the supervisor might permit their

absence on medical grounds or some emergent situation.

5. Confidentiality

Students should not remove files or other materials from their workplace and follow employing department’s rules

regarding use of equipment, supplies, phones, computers or any other tool provided for the assignment. Also, in

the course of their assignment students may have access to documents or information which is confidential,


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sensitive or protected by privacy laws. Students shall not disclose such information to anyone inside or outside of

the University. In case of any doubt, students are expected to reach out to their immediate supervisor on how to

handle such information.

6. Damage to SNU Property

Students are expected to ensure proper upkeep of all facilities and resources they use and ensure their

behaviour doesn’t compromise safety of other users at any time. Students will be held accountable for any

accidental or intentional damage to facilities, as deemed appropriate by Dean Student’s Welfare Office.

I have read and understood the above terms and conditions of my OCJ assignment and agree to abide by them.

Student Signature: _________________ Name: ______________________

Student ID No:_____________________ Date:________________________


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Annexure 3

POSITION DESCRIPTION FOR OCJ OPENINGS

Position Title:

Position Reports To:

No of Positions:

Department:

Hours to be worked weekly:

Days and time slot to be worked daily:

Start Date: End Date:

Work Location:

Last date for receiving applications:

Position Summary:

Job Responsibilities:

Knowledge / Skills to be required

Contact Person

Email Address

Extension


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Annexure 4

OCJ: STUDENT APPLICATION FORM

Position Applied for

PERSONAL DETAILS:

Student Full Name Student Roll No

Nick Name (How you like to be addressed)

Program

Admission Year Major

Hostel and Room No CGPA

Mobile #

SNU Email ID

Courses that you have Registered for in Current Semester Summer:

Course Code Course Name Credits Repeating or New Course

Interest and Hobbies:


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Why do you want to apply for this job?

Any relevant experience in the past, (class project or any other voluntary or paid work) ?

Details of Past OCJ assignments if any (Please give references of your OCJ supervisors):

How have past OCJ’s helped you in your CV:

Please mention your availability (Free Slots) during 9:00 AM to 7:30 PM, Monday to Sunday:

Monday

Tuesday

Wednesday

Thursday

Friday

Saturday

Sunday

Signature: Date:


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Annexure 5: FREQENTLY ASKED QUESTIONS

Q. How will I know when jobs are available?

Ans: Dean Students’ Welfare Office will coordinate all job postings and they will have information on all

open job postings. This information will be sent to all the UG and applicable PG students via email

communication

Q. How do I apply for a position?

Ans: When a job is posted via email communication, each job posting will have details on the respective

application process to be followed.

Q. Will the jobs be linked to my course?

Ans: Jobs will be of various kinds depending on University work, it may not necessarily be specific to

your course.

Q. Can I stay in the hostel while doing a part time job during vacations?

Ans. Yes and there will be no additional cost.

Q. How and when will I get paid?

Ans: Your payments will be done by preferably online bank transfer, released by the Finance

department on fortnightly basis or at end of assignment.

Q: I have joined, but I don’t want to continue?

Ans: You can inform employing department 1 week in advance to give notice for leaving the part time

job.

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