Rights, Responsibilities, & Policies

On this Page

• Assignments and Workload
• Student Rights/Responsibilities
• Grievance Procedures
• Harassment Policy
• Substance-Free Workplace
• Accessibility Services
• Confidentiality
• Release Of Information
• Retention of Records
• Dress Code
• Work Related Injuries
• Equal Opportunity Employer

Assignments and Workload

A student can have up to two Work Study positions, only one of which can be an FWS position.

Students assigned to a FWS position will work in that position until the award has been earned, or until the end of the award period.

The usual workload for a student is 8-12 hours a week. 

A student is never allowed to work more than eight hours in one day or 20 hours in one week (40 during non-enrollment periods).

The continuation of a student on the work-study program is subject to the availability of funds. Employment is not guaranteed and is based on jobs available, student class schedule and qualifications.

Student Responsibilities

• Complete required documents for hiring.
• Work when scheduled but not during scheduled classes or exams.
• Submit accurate timesheets to ensure you do not to earn more than the budget allocation.
• Keep a careful and honest record of hours worked.
• Notify the Payroll Office of changes to the tax withholding forms.
• Notify the Payroll Office of name or address change.
• Notify the supervisor in advance if he/she will be absent from work.
• Strive to meet duties and responsibilities required by the position.
• Dress appropriately for the work location. Discuss any questions on attire and grooming with supervisor.
• Take the job seriously. The term "Work-Study" does not mean that a student can study on the job.
• Strive to meet duties, responsibilities, and standards required by the position as defined by the supervisor.
• Give the job your best effort. Your supervisor's evaluation becomes a permanent part of your file.
• Maintain confidentiality.
• Receive a job description and expect sufficient training.
• Maintain high standards of behavior on the job.
• Complete a Resignation Form should you decide to resign from your position during the semester.
• Report any changes which might affect your financial or federal work-study status to Financial Aid and Student Employment.

Grievance Procedures

Students have the right to appeal matters regarding their employment, which they believe are unjust, improper, unmerited, etc. Procedures for resolving such differences are as follows:

• An attempt should be made to informally resolve the disagreement between the student and the immediate supervisor.
• If not resolved, the student assistant may request that the matter be taken to the next level of authority, which is the immediate supervisor's superior.
• If the problem cannot be resolved within the department, the student should make an appointment with the Student Employment Office (SEO) to discuss the problem.
• The SEO shall request a written account of the issue(s) from the student assistant's immediate supervisor, who is to submit this account within five working days. The SEO shall then convene a meeting of the parties concerned within one week in an attempt to resolve the issue(s).
• If the SEO is unable to bring the parties to a mutual agreement at this meeting, the Director of Human Resources shall submit a suggested resolution of the issue(s) in writing to each party.

Harassment Policy

Longwood provides quality education for all students. Such an education can best be offered when the environment supports respect for individual and academic freedom. Harassment of any kind towards a student, faculty or staff member at Longwood undermines the basic principles of the community and is not acceptable behavior within the institution. Any individual who engages in such behavior shall be subject to disciplinary action, including termination
or expulsion.

Substance-Free Workplace

Longwood retains the right and responsibility to expect each employee to report to work and perform his or her duties in a manner that will not jeopardize the health and safety of coworkers or other students. Any student employee working while under the influence of alcohol or illegal drugs or who possesses or consumes alcohol or illegal drugs on the job or in the workplace, is subject to University disciplinary action, up to and including dismissal from the University. Illegal substances found will be turned over to the appropriate law enforcement agency.

Accessibility Services

Longwood University recognizes its responsibility to provide individuals with disabilities with an equal opportunity while maintaining the standards that are fundamental to its quality academic programs. The University provides an integrated set of support services for students with disabilities. Questions concerning accessibility, accommodations or other services for students with disabilities should be directed to the Office of Accessibility Resources at (434) 395-2391.

The Virginians With Disabilities Act

"It is the policy of this Commonwealth to encourage and enable persons with disabilities to participate fully and equally in the social and economic life of the Commonwealth and to engage in remunerative employment."

Confidentiality

By virtue of employment at Longwood, a student may have access to records/information (paper, verbal, electronic) which contain individually identifiable information, the disclosure of which is prohibited by the Family Educational Rights and Privacy Act of 1974. Each student must acknowledge and fully understand that the intentional disclosure of this information by the student, to any unauthorized person could subject the student to criminal and civil penalties imposed by law. Each student must further acknowledge that such willful or unauthorized disclosure also violates Longwood's policy and could constitute just cause for disciplinary action, including termination of employment and possible administrative withdrawal from the university, regardless of whether criminal or civil penalties are imposed.

Family Educational Rights And Privacy Act (FERPA)

The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99) is a Federal law that protects the privacy of student education records. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education.

Generally, schools must have written permission from the parent or eligible student in order to release any information from a student's education record. However, FERPA allows schools to disclose those records, without consent, to the following parties or under the following conditions (34 CFR § 99.31):

• School officials with legitimate educational interest;
• Other schools to which a student is transferring;
• Specified officials for audit or evaluation purposes;
• Appropriate parties in connection with financial aid to a student;
• Organizations conducting certain studies for or on behalf of the school;
• Accrediting organizations;
• To comply with a judicial order or lawfully issued subpoena;
• Appropriate officials in cases of health and safety emergencies; and
• State and local authorities, within a juvenile justice system, pursuant to specific State law.

Schools may disclose, without consent, "directory" information such as a student's name, address, telephone number, date and place of birth, honors and awards, and dates of attendance. However, schools must tell parents and eligible students about directory information and allow parents and eligible students a reasonable amount of time to request that the school not disclose directory information about them. Schools must notify parents and eligible students annually of their rights under FERPA. The actual means of notification (special letter, inclusion in a PTA bulletin, student handbook, or newspaper article) is left to the discretion of each school.

For additional information or technical assistance, you may call (202) 260-3887 (voice). Individuals who use TDD may call the Federal Information Relay Service at 1-800-877-8339.

Or you may contact us at the following address:

Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, D.C. 20202-4605

Release Of Information

The Student Employment Coordinator shall provide for the confidentiality and security of official student data. A student who desires to have information provided to a third-party agency will be required to sign an "Authorization For Release Of Information" and present this to the Student Employment Coordinator or member of the Human Resources staff.

There are occasions when investigators from state or federal agencies; credit bureaus, mortgage agencies or other financial institutions perform background checks and verification of employment regarding current or past students of Longwood University. It is the policy of the Student Employment Coordinator to provide only directory information and dates of employment to these agencies. Other information will be released only if the agency provides a Release of Information signed by the student whose information is being requested.

Retention of Records

Federal regulations require that all records supporting federal programs, including the Federal Work-Study Program, be retained for at least three years. Therefore, it is necessary for each department to retain all departmental Federal Work-Study sign-in sheets and/or other supporting documents and records for that amount of time. Questions concerning the need to retain a specific item should be referred to the Student Employment Manager at (434) 395-2944.

Dress Code

Dress for student employees is casual but not controversial. Some consideration must be given to the fact that students have limited means and are usually working between classes. If safety clothing or equipment is deemed necessary by the department, such clothing or equipment will be furnished by the department. Tee-shirts bearing language or art which is likely to offend others, torn clothing, unkempt appearance, or revealing clothing which exposes parts of the body typically covered in that work setting should be avoided.

Work Related Injuries

Students employed in the Work Study Program are covered by Worker's Compensation. Health Services provide assistance for minor complaints, referrals and information about local resources. If students have injuries requiring medical evaluation and follow-up supervision, they should be seen by physicians who are qualified to provide services/evaluation for Worker's Compensation. The injury must be reported to Human Resources within 24/48 hours so that physician care, etc. is handled accordingly. An accident report must be completed, signed by the student employee and the supervisor, and forwarded to Human Resources.

Equal Opportunity Employer

Longwood University, an agency of the Commonwealth of Virginia, is an equal-opportunity institution of higher learning. Consistent with Federal and State law, the University promotes equal opportunity for all prospective and current students and employees. The University will not discriminate against any individual on the basis of race, sex, color, national origin, religion, sexual orientation, age, political affiliation, military status, or disability status, except in relation to employment where a bonafide occupational qualification exists. Anyone with questions concerning access or accommodations should contact Accessibility Resources at (434)395-2391 (V); 800.828.1120 (TT Relay).