Penn State University Libraries - Student Employee Information

This section includes the following topics:

Conditions of Employment
Pay Procedures
Personal Information
Termination of Employment
Additional Information
International Students
Federal Work-Study

Conditions of Employment 

• All part-time jobs are considered to be “at-will” positions in which employment and compensation can be terminated with or without cause and with or without notice for any legal permissible reason. Employees also have a similar right to resign at any point. Employees in these positions have no access to the grievance procedure.
• You may not work more than 40 hours per week (midnight Sunday continuing through midnight the following Saturday) for the University. If you work for the University Libraries and for another department at Penn State, the total hours worked between the two departments may not exceed 40 hours/week. It is your responsibility to be sure you do not work over 40 hours/week and to report to your library supervisor if you currently have or later accept other employment at Penn State.
• In the event that there is a change in your student status, please notify your supervisor. Examples of status changes: graduating, dropping from full-time student status to part-time student.

Pay Procedures 

• Part-time employees are paid on an hourly basis for time worked. The hourly rate is based on the type of work performed. For University Park employees, please refer to the Student and Non-student Wage Payroll Rates.
• With approval of the Libraries Administration, you may be eligible for an annual merit pay increase based on your work performance.
• The hours that you work should be recorded in Labman, the Libraries electronic time card. Your supervisor will explain the procedure for recording your time worked.
• Part-time employees are paid on a bi-weekly basis according to the Schedule of Bi-Weekly Pay Periods which shows the pay periods and pay dates.
• According to University policy, all new employees MUST have their paychecks directly deposited into either a checking account or savings account.  Your pay information showing how much was deposited into your bank account will be available online through the Employee Self-Service Information Center (ESSIC) (https://essic.ohr.psu.edu/essic/index.cfm) under the Payroll tab. If you need to make a change to your direct deposit information, for example, change banks, you may do so at any time through ESSIC.
• Local Services Tax—all employers, including Penn State, are required to withhold the LST from employee pays. For example, at UP, $52 will be withheld ($2/pay period). Those who expect to earn less than $12,000 within the locality of their PSU employment may be exempt from a portion of the LST by completing the Local Services Tax Exemption Certificate and returning it to 101 James M. Elliott Building.  A copy of the most recent pay stub from ESSIC must be sent along with the form.
  

Personal Information 

• If there is a change in your emergency contact information, please notify Libraries Human Resources (UP employees) or your supervisor (campus library employees).
• If you change your name or address or there has been a change in your tax information, you can update your W-4 in the Employee Self-Service Information Center (ESSIC).

Termination of Employment 

• Out of courtesy, you are asked to give two weeks notice of termination, if possible.
• If it becomes necessary for the Libraries to terminate your employment because of insufficient funding or lack of further work to be done, a two week notice will be given when possible.
• If you will be leaving Penn State and closing your bank account before your last pay check can be deposited, your direct deposit should be terminated. Otherwise, the Payroll Office will try to deposit your check into an account that is closed. Termination of your direct deposit can be done in Libraries Human Resources, 511 Paterno (UP employees), or by contacting your supervisor (campus library employees).

Additional Information 

• It is important for you to conform to the schedule assigned to you. Your supervisor will outline for you the procedure to request time off and will also instruct you further concerning the scheduling of breaks during your work shift. 
• For University Park library employees, if you are interested in working additional hours or finding a new part-time job in another area of the library, please visit 511 Paterno Library or view our current part-time employment opportunities.
• Arrest and Conviction Self-Disclosure Form-- this standardized form must be completed by current employees and any individuals (paid or unpaid) who are engaged by the Pennsylvania State University in any work capacity including volunteers working with minors, adjunct faculty, students, consultants, or other similar positions to provide written reporting of any arrest or conviction for an offense numerated in the “Reportable Offense” list within seventy‐two (72) hours after an arrest or conviction
• Resources for Reporting Wrongdoing-- all members of the Penn State community are asked to be mindful of their individual responsibility to help keep the University a safe and ethical institution. These resources are available for faculty, staff, students and others to report any suspected illegal or unethical conduct, and to seek assistance.
• Civility Statement-- all employees deserve to be treated with dignity and respect at their place of work. They deserve to work in an environment free from incivility, harassment, or bullying. Actions must be evaluated not only in light of what the actor intended, but also by what the recipient felt, i.e., impact as well as intent is important.
• Diversity at the Libraries - the University Libraries promote a diverse atmosphere and provide a welcoming place for all library patrons and employees.
• Pennsylvania Workers’ Compensation Act provides for your medical expenses and wage-loss benefits if you sustain an on-the-job injury or a work-related illness. Immediately report the injury or illness to your supervisor. Please review the information regarding Workers’ Compensation including the health care providers.
• Patents and copyrights (Intellectual Property) - University personnel have an obligation to disclose promptly to the Intellectual Property Office, inventions developed with University resources or within the fields of expertise and/or within the scope of employment for which they are retained by the University.
• Sexual Harassment of faculty, staff, or students is prohibited and will not be tolerated at Penn State.
• A Drug-Free Workplace - it is the policy of The Pennsylvania State University that the unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance, on property owned, leased or controlled by the University and used in the performance of University services is prohibited.
• PSU Right to Know Program - this program is designed to provide knowledge, warning, protection and training to employees who may be exposed to hazards of chemicals and other materials.
• Security Escort Service - Available at the University Park campus, this program is designed to provide walking accompaniment to Penn State students, employees, and visitors who may feel unsafe walking alone on campus at night. Additional information about this service can be found at link to brochure.
• Policies, Safety, & U—in accordance with the Clery Act, this site provides you with information about campus safety measures and security policies as well as statistics about crime in the University community. Please review the information provided for your particular location.
• Please review the additional Penn State policies relating to University employment.

International Students 

• Employment at the Libraries is contingent upon abiding by the rules and regulations governing international students:
  • On-campus employment must be limited to 20 hours/week while school is in session. The 20-hour limit applies to all types of employment including assistantships; the total hours must not exceed 20. Working up to 40 hours/week is permitted during vacation periods including summer vacations as long as status has been maintained and registration is intended for the following semester.

Full-time academic status must be maintained. Exceptions to full-time study must be cleared through the Foreign Student Adviser. Libraries Human Resources must have a copy of the Request for Reduced Course Load form for each semester that the exception to full-time study is being granted.

Federal Work-Study

• Please review the information about Federal Work-Study if you are currently a work-study student employee or would like more information about this program.