Student Employment During SF's Shelter-in-Place and Throughout the Spring and Summer 2020 Semesters
FAQ from Student Employees: Using Your Paid Sick-Leave
With the City of San Francisco’s order for residents to shelter in place beginning at midnight on March 17, 2020, we know you have many questions about how USF, and your student employment, is proceeding.
If you would like to continue working this semester, you will have the opportunity to do so. If your circumstances have changed and you no longer wish to continue working, we support your decision and want to assure you that it will not affect your eligibility to work in future terms.
For those whose job responsibilities are suited for remote work, you will work closely with your supervisor to map out a plan for the upcoming weeks.
For those whose job responsibilities are deemed unsuitable for working remotely, the university is currently working to compile resources from departments across campus that will be offered to students in place of their typical work duties. Your supervisor will be receiving further and more detailed information shortly, and you should maintain close contact with your manager for future instructions.
When working remotely, please keep in mind the following:
- All employees (staff, faculty, and students) must work the agreed upon shift to the best of their abilities and will be compensated for work performed. Your work will be monitored, reviewed, and substantiated by your direct supervisor.
- You are still entitled to your regular breaks and meal times during remote shifts. For more information about laws regarding breaks and meal times, please review our Frequently Asked Questions for Student Employees.
- It can be easy to sit on the sofa with your laptop and expect to get work done. But keep in mind that we are creatures of habit and most of us are used to lounging with our laptops to read the news, watch TV, play games and chat with friends and family. Establishing a workspace, even if it is your kitchen table, gives your brain a cue that it is time for work.
- Plan for video calls/meetings with your supervisor by making sure you know how to turn on your computer’s camera and microphone and being aware that your supervisor may be able to see the background behind you. All USF students, faculty and staff have access to Zoom, which allows for meetings of up to 300 participants.
- Whether you are in your home or a common area, take five minutes to assess the privacy of your workspace. Can someone standing behind you read your computer screen? Are your windows open so your neighbor can hear your phone call? What information do you need to secure before grabbing a cup of coffee or heading to the restroom? Your personal privacy matters too, so see if there is anything around you that would not want visible during a video conference with others.
- For information about using your sick-leave during this period, review our FAQ: Student Employee Sick-Leave.
For more information, please reach out to your direct supervisor, or feel free to email the Student Employment Office. Although we are temporarily unable to answer phone calls on the general Student Employment line, our voicemail is reviewed multiple times throughout the day and we will do our best to respond to your message via either callback or email within 24 hours.
The University of San Francisco's on- and off-campus employment opportunities help students meet the cost of education. While working part-time, students will acquire job skills, develop community connections, and complement academic study with resume-building experience.
Requirements for Student Employment at USF
Full-time enrollment in a degree-granting program
Unless graduating and enrolled in a final semester, undergraduate students must be enrolled in at least 12 units each semester; graduate students must be enrolled in at least 6 units each semester; law students must be enrolled in at least 8 units each semester. Continuing students are not required to be enrolled during the summer semester to work on campus.
New Hire Process and Paperwork
With the launch of USFWorks, a majority of onboarding will be done through the USFWorks platform.
Our New Hire Checklist has detailed information about the USFWorks onboarding process!
I-9 employment verification is started electronically through USFWorks, and also requires the employee to present their I-9 documents to the Student Employment Office (located at Lone Mountain #203). Upon verifying your I-9 documents and completing all onboarding steps through USFWorks, student employees will be ready to start their positions. Per federal law, all new students workers must present documentation for I-9 verification within three days of their first day of employment.
A new offer of employment to a student with USF student employment history will generally not require the filing of a new I-9.
Social Security Number
Upon hire, students without a Social Security number on file must supply one to the University for wage reporting to the IRS. This may be completed by bringing one’s Social Security card or receipt along with a change of personal data form to Student Enrollment Services (Lone Mountain, 2nd floor) or Student Employment (LM 202/204). An international student who does not have a Social Security number may refer to the ISSS website for information on applying for a Social Security number.
Complete Financial Aid Requirements
Federal Work-Study (FWS) and Campus Job Opportunity (CJOB) recipients must complete all financial aid requirements in order to begin employment. (These requirements may be found under the “Self-Service” and “Financial Aid” tabs of MyUSF.) For more information about the FWS and CJOB financial aid work awards see 'Types of Student Employment' below.
USFWorks Work Clearance
Paper Work Clearances will no longer be used after the launch of USFWorks. Work Clearances will be generated through USFWorks and sent to the student's USFWorks account after finishing all onboarding items and I-9 verification.
Types of Student Employment
Federal Work-Study (FWS) is a federal financial aid program that helps fund the student employment wages for eligible financial aid applicants, allowing the University to offer an increased number of on-campus positions. FWS is provided to a limited number of federal financial aid applicants with high financial need, as determined by the Financial Aid Office and based on the information provided on the Free Application for Federal Student Aid (FAFSA). Students with a FWS award receive priority consideration for on-campus employment and also have the opportunity to apply for FWS-only off-campus positions listed on the Student Employment job posting board. A student with a FWS award is not required to seek employment, however, and may choose to decline the award.
FWS provides students an opportunity to earn money for their college expenses, gives them a chance to learn the basics of the workplace, provides an opportunity for them to work in a “field” that may be of interest, and helps prepare them to enter the workforce. University of San Francisco (USF) also benefits from the unique talents and experiences students bring to the campus. A job contributes to more than just financial assistance for a student’s college education; it also offers the opportunity to gain valuable work experience, and learn skills to assist with educational and career goals.
Unlike most other types of financial aid, Federal Work-Study funds do not directly pay tuition at the beginning of each semester; rather, FWS is earned through employment and is paid in the form of semi-monthly paychecks as hours are worked and reported throughout the semester. FWS earnings are considered compensation for work and therefore do not need to be repaid. As an added benefit, the money a student earns through this program is not used to determine their financial need on the FAFSA for the next year. While a student must pay federal and state taxes on their earnings, FWS earnings may be reported as need-based on the subsequent year's FAFSA in order to be excluded from the calculation of the Expected Family Contribution (EFC), the number used to determine eligibility for certain federal student aid programs and overall financial need.
Campus Job Opportunity
As with Work-Study, financial aid recipients with a Campus Job Opportunity (CJOB) award receive priority consideration for on-campus employment. However, a student with FWS will have hiring priority over a student with a CJOB award. As with the FWS award, a CJOB award does not directly pay tuition at the beginning of each semester; rather, the award is earned through employment and paid in the form of semi-monthly paychecks as hours are worked and reported throughout the semester. CJOB earnings are considered compensation for work and therefore do not need to be repaid. Finally, CJOB earnings may be reported as need-based on the subsequent year's FAFSA in order to be excluded from the calculation of the Expected Family Contribution (EFC), the number used to determine eligibility for certain federal student aid programs and overall financial need.
Non need-based employment
A financial need-based employment award, Federal Work-Study or Campus Job Opportunity, is not required for USF student employment eligibility. Not all campus positions will be filled by students with an employment award, leaving ample on-campus student employment opportunities available.
Finding a Job / What to Expect
View the Job Board
Available on-campus positions can be found on the Student Employment job board. Most positions will require a resume and cover letter for consideration. Students with Federal Work-Study awards may also apply for off-campus FWS positions. In addition to jobs offered through USF, students may also apply for part-time jobs outside of the university. The USF Career Services website offers employment information for students interested in exploring non-work-study, off-campus employment. (Non-USF, off-campus employment does not require clearance by the Student Employment office).
Domestic students may work up to twenty-five (25) hours per week while classes are in session and up to thirty-five (35) hours per week during winter intersession, spring break and summer session. International student employees may work up to twenty (20) hours per week while classes are in session and thirty-five (35) hours per week during winter intersession, spring break and summer session. All student employees are limited to a maximum of 7.5 hours per day.
Timesheets and Pay
Timesheets must be submitted each pay period and must be approved by a student employee’s supervisor prior to the payroll deadline.
For instructions on how to fill out a timesheet in USFWorks, check out the links below:
Paychecks are distributed by a pay period’s corresponding pay date to the student employee's designated mailing address or by Direct Deposit. Checks distributed by mail are sent to a student’s ‘mailing’ address as designated during their employment onboarding. During the onboarding process on USFWorks, students must complete the "Manage Payment Elections" task to elect for either Direct Deposit or a mailed paycheck. Students can change their Payment Elections at any time by visiting the "Pay" worklet on their USFWorks home screen.
Supervisors are asked to complete a student employee evaluation each academic year. An evaluation helps identify an employee's strengths and set new goals. Because student assignments typically terminate at the end of an academic year (mid-May), a spring semester evaluation provides an opportunity to discuss the possibility of continued employment during the summer or subsequent academic year.
Benefits and Resources
Paid Sick Leave
Student employees working within San Francisco County accrue 1 hour of sick leave for every 30 hours worked, up to 72 hours annually.
San Francisco Health Care Ordinance (HCSO)
When a student employee meets the HCSO eligibility requirements, the University will remit a quarterly contribution into a medical reimbursement account. Student employees with existing employer-provided health coverage, either as an employee of another company or as a dependent of another person (i.e., a parent or spouse/partner), may complete a waiver at the start of each academic year. After submitting the voluntary waiver form, student employees are eligible to receive $125, which will be added to their next payroll processing as taxable income. Student employees covered under the USF-sponsored health insurance plan do not have the option of waiving SF HCSO.
USF provides coverage for work-related injuries and illnesses. Employees have the option to pre-designate a personal physician for treatment.
Additional Information for International Students
F-1 and J-1 visa students who meet the student employment requirements may seek on-campus student employment. However, the J-1 student must first seek permission from ISSS to arrange a student employment position.
Students attending USF while in the United States under a non-student visa (i.e. not F-1 or J-1) may be able to work on campus depending on the specified conditions of the visa. A work authorization card issued by U.S. Citizens and Immigration Services (USCIS) must be presented to Student Employment for work clearance.
International student employees are limited to twenty (20) hours of work per week while classes are in session and thirty-five (35) hours per week during winter intersession, spring break and summer session.
Social Security Number Requirement
Upon hire, students without a Social Security number on file must supply one to the University for wage reporting to the IRS. The international student without a Social Security who has accepted an on campus job offer may apply for a Social Security number following the instructions provided by the Student Employment office. The instructions are provided upon completion of Form I-9. Application instructions and information may also be found on the ISSS website. Within 45 days of beginning employment, an international student must provide a Social Security number to USF Human Resources (Lone Mountain, 3nd floor) to maintain employment eligibility.
Frequently Asked Questions
For a list of frequently asked questions, please see the Student FAQ.