This page defines the categories of undergraduate engagement that determine whether a student is classified as an employee of Brown. Employee roles require hourly wages and are subject to federal and state employment regulations.

Departments must follow these categories when determining the appropriate payment method for student work. Failure to comply may place the University at risk. For questions, contact Student Employment at student_employment@brown.edu.

Note: Prizes and reimbursements are not considered employment. Please refer to the Controller’s Office for guidance.

Description

This should be considered the default category for student work. It includes work that:

• Benefits the employing department and are related to the duties and responsibilities of the department
• Is necessary to carry out departmental functions
• Establishes an employer–employee relationship

These roles require hourly wages and compliance with all employment laws.

The expectation of the University is that student employees work approximately 10–12 hours per week during the academic year. Students working more than 40 hours in a workweek are eligible for overtime pay, and hourly rates must meet University minimum wage standards.

Examples

• Teaching Assistant
• Research Assistant
• Reception Attendant
• Office Assistant
• Lifeguard
• Student Caller with the Annual Fund
• Dining Services Worker
• Course Grader
• Lab Technician/Aid
• Course Assistant
• Computer Lab Monitor

Method of Payment

• All hours must be recorded weekly in the Workday Time Tracker.
• Students are compensated for all actual hours worked within each pay period, including any overtime when applicable (i.e., hours exceeding 40 in a Sunday–Saturday work week).
• Pay Group: Biweekly Payroll
• Completion of Form I-9 is required prior to employment
• Students receive a W-2 for tax reporting purposes
• All earnings are subject to applicable taxes
• For additional guidance, please consult the Student Employment Handbook and the Workday Job Aids

Notes

• Undergraduate teaching assistants and research assistants are always classified under this employment category.
• Short-term assignments (e.g., performing piano at commencement) must follow the same procedures as all other student employment roles.

Description

Scholarly Awards support structured academic or research experiences where:

• The primary purpose is student learning and training and the activities are specifically designed to advance the skills and knowledge in the field of study
• The student is the primary beneficiary
• The activity is not required to achieve departmental objectives
• The student cannot be terminated (not an employment relationship)

Awards are typically awarded through a formalized and competitive application process.

If it is determined by the department that a student did not complete the required activities for which the award was given, the department may request partial or full return of funds.

Approved Undergraduate Opportunities

(Examples include, but are not limited to)

Method of Payment

• Lump sum payments (single or multiple)
• No time reporting required
• Typically processed through Academic Finance and Administration (AFA) for UTRAs and fellowships
• Completion of Form I-9 is required in most cases
• Students conducting research outside the United States may be required to register as a supplier in order to receive payment through Accounts Payable
• Domestic students are generally not subject to tax withholding
• International students may be eligible for tax treaty benefits, where applicable

Notes

• Non-resident aliens must register in the Foreign National Information System (FNIS) annually
• Research performed under a faculty grant may be classified as hourly employment instead
• Payments to non-Brown students are processed through Accounts Payable and may result in a 1099

Description

These roles focus on student leadership development and program management, including:

• Leadership of student organizations or programs or management of a service, and provide an inherent contribution to the student life experience
• Coordination of co-curricular initiatives
• Supervision or mentoring of other students
• Long-term program development projects
• Acting as a liaison between students and professional staff

These roles exist to develop student leadership skills; if the student were not in the role, a staff member would otherwise be required.

Approved Undergraduate Opportunities

Method of Payment

• Student Program Leader Stipend compensation plan
• Paid through biweekly payroll installments over the term of service
  • Note: Set the default payment frequency to biweekly and specify the biweekly installment amount, along with an effective start date and expected end date, so that the full stipend is distributed evenly across all pay periods during which the student performs the role.
• No time reporting required
• I-9 required
• Earnings are taxable

Requesting Approval

To create or request approval for an Undergraduate Scholarly Award or a Program Leader/Coordinator opportunity that is not currently an approved listing, please email student_employment@brown.edu and include the following information:

• Program description, including the activities students will perform
• Explanation of how the activities support student learning and development
• Description of how students access the award or opportunity
• Department Name
• Reporting Line
• Contact Person
• Compensation details (amount and payment method, e.g., lump sum, two payments, bi-monthly, etc.)
• Estimated number of students employed per year
• Clarification of program vs. scholarly award classification
• Any alternative or official program names under which the opportunity may be listed