Student Worker Manual : Scheduling Policies

Availability:

• All Northeastern student workers can work up to 20 hours a week across all campus jobs while enrolled in classes or on co-op.
• As per Massachusetts state law, you CANNOT work during your scheduled class times, even if your class is canceled. 
• You should inform your direct supervisor of your availability as soon as possible, any time you have changes. Managers must make changes to your availability on your behalf in our scheduling system (W2W).
• You will be assigned shifts based on the availability you provide. Keep in mind that if you only provide 12 hours of availability a week, you are not guaranteed to be scheduled all 12 hours, as we have to consider everyone's schedules and availability. 
• The minimum hours you must be available to work is 6 hours a week. We cannot guarantee anyone 20 hours a week.

For more information on Student Employment rules and policies including taxes, visas, documentation, etc., please reach out to the Student Employment Office.

Breaks:

You must speak with the Supervisor on Duty before you take your break and sign out on the sign out sheet at the H&I Desk. The supervisor on duty may deny or modify a paid break (up to 20 minutes) based on staffing. Only one employee at each service point should be on break at any given time, unless the supervisor determines otherwise. You cannot use your break to leave early or come in late to a shift.

• 4 hour shifts:  you can take a break up to 20 minutes.
• 6 hours shift:  you can take a 30-minute unpaid break OR a 20 minute paid break.
• 6+ hour shift: you must take a 30-minute unpaid break. Managers will schedule a 30 minute break into your shift.

You do not get a break for shifts under 4 hours. If you have a reasonable accommodation request for a break on a shift under four hours (religious, medical, etc.), please let your manager know ahead of time. You are allowed to use the restroom at any time on a shift.

Calling Out:

Please be prepared to start your shift exactly at the start time.  

• If you are going to be 10 or more minutes late you MUST send a message to the IDEAS Call Outs chat on Microsoft Teams to let us know when you expect to arrive. Do not message a supervisor directly. 
• If you know you will not be able to make a shift more than 48 hours in advance, put in a time off request for that shift. Approved time off requests will automatically remove you from conflicting shifts. Time off requests do not count against your attendance record. 
• If you find out you cannot make a shift less than 48 hours in advance or you are not feeling well, send a message to the IDEAS Call Outs chat on Microsoft Teams. Do not message a supervisor directly to call out. 

WhentoWork (W2W) is our scheduling system for all shifts.

Time Off:

• Submit time off requests for times when you know you will not be available to work, even if the schedule is already published.
• Do not use time off requests to call out for a same day shift.
• Approved time off requests will unassign you from any conflicting shifts.
• Note that time off comments are public.

Trade Board:

• You can put any shift on the trade board that you don't want to work but are still able to work if no one picks it up.
• The options for the trade board are either "Trade" meaning you want trade your shift with another employee's shift, or "Drop" meaning you want to give up a shift if someone is willing to pick it up. You can also post a shift as available for both trade AND drop.
• You are responsible for covering the shift if it is not picked up.
• If you CANNOT work a shift follow the appropriate procedures for requesting time off or calling out. 
• Trades and pick up requests are approved based on a number of factors, and are not first come first served unless we are in urgent need of coverage.
• Priority for requests will always go to employees who can work the entirety of a shift.
• Requests may be denied if you are over your maximum weekly hours, have more than 8 hours of shifts in one day, or have conflicting time off approvals or availability.
• Do not message supervisors about approving requests unless it is urgent (the shift is in an hour) or we have specifically asked to be messaged for partial coverage. 

You will submit your timesheets weekly by 10:00 AM Sunday through the website Workday for the previous week. At the beginning of each shift, you will use Workday to "check in" and at the end of each shift you will "check out." Payday schedules are bi-weekly but your timesheets must be submitted weekly.

• Clock in when you sit down and are ready to work, and when you return from an UNPAID break (30 minutes for a shift lasting 6+ hours) 
• Clock out when you leave the desk at the end of your shift, and when you leave for an UNPAID break 
• Do not clock in before you arrive to work or when you are not on the schedule. Abuse of the time clock system will result in immediate disciplinary action. 
• If you make an error such as forgetting to clock in or out, mistakenly pressing a button, etc. let your manager know as soon as possible so they can correct your timesheet. 

Your Student Hub portal is where you will find information on setting up your direct deposit banking information. Check with the Student Employment Office to make sure your information is entered in the correct location on Workday.