In accordance with UW Employment and Administrative Policies, Chapter 104, a student must be enrolled at the University of Washington and meet the following minimum enrollment requirements (not including correspondence credits) in order to hold a position in a student job profile:
- Undergraduate students – 6 credits
- Graduate and professional students – 4 credits
- Ph.D. candidates working on dissertations – 2 credits
- Granted “on leave” status
The process used to recruit and hire student employees must comply with the University’s nondiscrimination and affirmative action policies (UW Executive Order 31 – See also information from the Equal Opportunity Office). Student employment is also subject to the provisions of the Revised Code of Washington (RCW) 73.16 regarding the employment and reemployment of veterans.
Academic student positions are covered by the contract between the UW and the United Auto Workers (UAW). For all other student employment positions, Compensation establishes compensation requirements in accordance with University policy and as described below.
Non-UW Students: Non-UW work study students may be hired into job code 11836 (Assistant – Non-UW Student Work Study), and non-UW nursing students may be hired into job code 11835 (Nursing Technician – Non-UW Student). While considered temporary hourly staff employees, non-UW students employed in these job profiles are not subject to the 950-hour limit on temporary employment, and may be eligible to participate in the PERS 2 or PERS 3 retirement plan.
Other non-UW students who are not work study eligible or who are not nursing students may be employed as a temporary hourly employee using the classified job profile that most closely matches the work to be performed. With advance approval from HR Operations, it may be appropriate to use Temporary Staff Helper job profile for such positions.
It is the responsibility of the employing department to confirm an individual’s eligibility for a position as a student employee by verifying enrollment with the appropriate registrar’s office. Student hourly employees are responsible for notifying their supervisor if they no longer meet minimum enrollment requirements.
UW Student employee job profile and compensation information
|Job Code||Job Profile||Overtime Eligible||Min ($/hr)||Max ($/hr)||Usage|
|10872||Student Assistant Exception||Yes||$32.22||$75.00||This is an exception pay category requiring approval as described below.|
Calendar Year 2020
|Yes||$16.39||$32.21||General student employment performing a variety of support tasks (Seattle & Bothell campuses).|
|10888||Student Assistant, UWT
Calendar Year 2020
|Yes||$13.50||$32.21||General student employment performing a variety of support tasks (Tacoma campus).|
|10884||Nursing Tech, UW Student||Yes||$17.00||$18.74||Only available to employ UW nursing students who perform selected nursing duties under supervision.|
|21242||Pharmacist Intern – Student||Yes||$19.83||$29.21||Only available to employ UW Pharmacy students who perform selected pharmacist tech duties under supervision.|
|10890||ASUW/Appointee||No||$1274 /mo||$2678 /mo||Only available for ASUW positions|
Pay determination guidelines
Student hourly employees must be paid at least the Washington State minimum wage and must be compensated within the assigned salary range for the job profile and in accordance with the pay determination guidelines below.
Appointing departments are responsible for maintaining consistent and equitable pay practices across student hourly positions based on considering factors such as:
- The range and complexity of the job’s duties;
- The knowledge and skill requirements necessary to perform the job;
- Equity, including salary relationships with other student employees in the department or unit;
- Longevity, merit, market conditions, and/or recruitment difficulty;
- The appointee’s relevant experience and training.
The department determines the starting wage and subsequent pay increases within the pay range.
Graduate Research Student Assistants (GRSA)
Graduate Research Student Assistants must be compensated based on the Graduate Research Student Assistant (GRSA) salary schedule published on the Graduate School’s TA/RA Salary Schedule web page. GRSA positions are made based upon the position’s responsibilities, longevity, merit, market conditions, or recruitment difficulty. Refer to the UW/UAW Local 4121 Contract for guidance on the hiring and employment of academic student employees on an hourly basis.
Exceptional pay rates
When it is necessary to pay a student hourly employee above the maximum pay rate for Student Assistant (job code 10875), employing units may request an exception by using the Student Assistant Exception job profile (job code 10872).
Use of the Student Assistant Exception job profile requires advance approval of the of the unit supervisor or administrator and the unit budget authority, which should be documented in the comments section of the business process in Workday (please refer to the Hire and Change Job user guides for student populations for guidance).The ISC will review and approve the exception as part of the Hire or Change Job process just as it would for any other student hire. The Student Assistant Exception job profile is only used where an exceptional pay rate is warranted. Circumstances warranting the approval of an exceptional pay rate include such factors as competitive market conditions or exceptional job skill requirements (e.g., advanced computer programming skills).
Work hour limits
Employment of Minors – Work hours and working conditions for student hourly employees under the age of 18 are covered by the UW Requirements for Employing Minors.
Students 18 years of age and older are limited to working 19.5 hours per week when classes are in session, but may work more than 19.5 hours per week during school breaks or when “on leave”. Students are considered “on leave” as follows:
- Undergraduates – For one quarter immediately following a quarter in which the student was enrolled for at least 6 academic credits, including summer quarter.
- Graduate and Professional Students – When the student has applied for and been granted such status by the Dean of the Graduate School.
Hourly pay requirements, work records and overtime
Student hourly employees are overtime eligible and must be compensated for all hours worked. Hours worked includes all time an employee must be on duty and is permitted to work. Student hourly employees do not receive paid holidays, and holidays for which regular staff are paid are not considered “hours worked” for student hourly employees.
Appointing departments must maintain a timesheet for student hourly employees to comply with Fair Labor Standards Act (FLSA) record keeping requirements.
Student hourly employees are covered by mandatory overtime requirements, and must be compensated at time and a half for all hours worked over 40 hours per workweek. If a student hourly employee has more than one University position, the hours worked in all positions are totaled to determine the total hours worked within the workweek. See also Overtime Eligibility and Compensation for Non-Academic Employees.