2025-2026 Personnel Policy for Undergraduate and Graduate Student Employees of the University of South Alabama - Personnel Policy

Sep 22, 2026

Updated personnel policy for undergraduate and graduate student employees at the University of South Alabama for 2025-2026. Defines eligible student employee categories, clarifies that student employment is educational and distinct from regular staff employment, and excludes graduate assistantships and Graduate School assistantships. Explains hourly employment terms, compensation limits, ineligibility for certain fringe benefits, and lack of Workers’ Compensation coverage, and outlines wage rate approval and direct deposit requirements for student pay.

LanguageEnglish

CategoryForms

FormatPDF

Pages14

Reading Time5 min

AccessFree to download

I. Introduction

II. The Meaning of "Hourly Employment"

III. Hourly Wage Rates

IV. Mandatory Direct Deposit of Paychecks

July 29, 2025 TO: Division Heads, Deans, Directors and Department Chairpersons FROM: Mathew Cox, Associate Vice President for Enrollment Services RE: 2025-2026 Personnel Policy for Undergraduate and Graduate Student Employees of the University of South Alabama The following is the updated 2025-2026 Personnel Policy for Undergraduate and Graduate Student Employees of the University of South Alabama. This policy has been established for undergraduate and graduate student employees only and does not apply to Graduate Assistantships. The Deans of the Graduate School maintains the Graduate Assistantship Policy. Contact the Dean of the Graduate School at 460-6310 or view the graduate assistantship policy at [https://www.southalabama.edu/graduatemajors/graduateschool](https://www.southalabama.edu/graduatemajors/graduateschool). I. Introduction Student employment at the University of South Alabama is educational in nature and as such should afford students opportunities to use and further develop their skills, creativity, sense of awareness, and responsibilities while earning a portion of their educational costs. Student employee do not come under the umbrella of regular staff employees. Student employees are defined as those students who are employed as student assistants, have a paid internship through the University of South Alabama or employed in the Work-Study program. Nursing and Allied Health students employed by the University of South Alabama’s hospitals as part of their training, elected SGA student officials, and Resident Assistants are not a part of this definition. It is the responsibility of supervisors to give new student employees the proper orientation, counseling, and supervision that is needed to develop healthy attitudes toward their jobs. Students are to supplement rather than replace University of South Alabama staff. Any questions or concerns related to the guidelines should be forward to the Associate Vice President for Enrollment Services. II. The Meaning of “Hourly Employment” Students are employed under “an hour’s pay for an hour’s work” arrangement. However, a department should not deny payments to students for brief interruptions in their daily schedules, such as rest periods or coffee breaks, if it is the department’s policy and practice to permit such interruptions for its regular hourly employees. Students are not compensated under a salary, commission, or fee arrangement. In addition, fringe benefits such as paid sick leave, vacation pay, and holiday pay, which are provided benefits to eligible regular employees, do not apply to student employment. Student assistants are not covered by Social Security as long as they are enrolled at least half-time and regularly attending classes. Student employees are not covered by Workers’Compensation insurance. This should be explained to students when hired. Student employees are free to apply for Unemployment Compensation at [www.labor.alabama.gov](www.labor.alabama.gov. When a student employee separates)[. When a student employee separates](www.labor.alabama.gov. When a student employee separates) from employment, for any reason, the student employee’s department must provide the Notice of Availability of Unemployment Compensation to individuals who separate from employment. The Notice of Availability of Unemployment Compensation may be in the form of a letter, email, text message, or flyer given or sent to each individual undergoing separation. The notice may be found here: [https:/www.southalabama.edu/departments/enrollmentservices/resources/noticeofavailabilityof](https:/www.southalabama.edu/departments/enrollmentservices/resources/noticeofavailabilityof)[ ](https:/www.southalabama.edu/departments/enrollmentservices/resources/noticeofavailabilityof)[unemploymentcompenstation.pdf](unemploymentcompenstation.pdf) The decision regarding eligibility for Unemployment Compensation is made solely by the Alabama Department of Labor. I

FAQs

Who is covered by the 2025-2026 personnel policy for student employees?

The policy applies to undergraduate and graduate student employees of the University of South Alabama and defines eligible students as student assistants, paid university internships, or Work-Study participants. It does not apply to Graduate Assistantships, which are governed by the Graduate Assistantship Policy maintained by the Graduate School.

How does the policy define “hourly employment” for student workers?

Students are paid under an “an hour’s pay for an hour’s work” arrangement rather than salary, commission, or fee. Brief interruptions such as rest periods or coffee breaks are addressed based on departmental practice for regular hourly employees.

What wage-rate limits and approvals apply for student employees?

Undergraduate hourly wages must meet the minimum wage ($7.25/hour) and should not exceed the minimum wage by more than $5.75 per hour without permission. Graduate hourly wages similarly are capped unless approvals are granted by the Associate Vice President for Enrollment Services through a written justification memo.

Sep 22, 2026

Upload by Valentina