University Human Resources

Categories of Student Employment

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Categories of Student Employment

Consistent with its mission, Brown offers its undergraduate students a diversity of opportunities for leadership, teaching, research, volunteer work, and other employment to enhance the student experience in the classroom.

To review undergraduate employment opportunities and to clarify their meaning relative to federal regulations, the categories on this page define the types of work that turn an undergraduate student into an actual "employee" of Brown. An actual employee of Brown requires hourly wages, thus allowing alternative methods of recognition or payment.

Please follow these categories when determining the appropriate payment method for student workers. Failure to follow these guidelines could put the University at risk. Email Student Employment with any questions.

Note: Prizes and reimbursements are not considered employment. Please refer to the Controller's Office for additional information.

Student Employment

Description

  • Work that benefits the employing department and related to the duties and responsibilities of the department. The work is necessary to conduct department objectives and creates an employer/employee relationship. This category should be considered the "default" option for any kind of student work.
  • Expectation of the University is that the employment is not to exceed 10-12 hours a week during the academic year. If the student works more than 40 hours in one week, overtime is applied. Hourly rate 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

Hours must be reported weekly through Workday Time Tracker. Students must be paid for actual hours worked each pay period including overtime when applicable (exceeding 40 hours in a Sunday through Saturday work week).

  • Pay Group: Biweekly Payroll
  • I-9 is required
  • Student Receives W-2
  • Earnings are taxable
  • For additional details, please consult the Student Employment Handbook and the Workday Job Aids

Notes

  • Undergraduate teaching and research assistants always fall into this category.
  • Short duration assignments (e.g. playing piano at commencement) must follow the same procedure as all other student employees.

Volunteer Work

Description

Service provided on a voluntary basis. There is a mutual understanding that there will be no payment for services performed. Reimbursing or covering direct expenses incurred is allowable (i.e. program can pay for meals in dining hall).

Examples

  • Meiklejohn Advisors
  • Campus Tour Guides
  • Orientation Welcoming Committee
  • Swearer Center Volunteers.

Method of Payment

  • None
  • Gift cards are considered payment and as such are not allowable.

Unpaid Internship or Volunteer Opportunity Agreement & Release

Scholarly Award

Description

  • Activities have a clear and directed academic component. The primary purpose is to further the student's education and training. Activities are specifically designed to advance the skills and knowledge in the field of study. The student is the primary beneficiary and the work is not necessary to achieve departmental objectives.
  • Students cannot be terminated because it is not a job. Award is given through a formalized application and competitive process. If it is determined by the department that the student did not complete the activities for which the award was given, the department may ask for all or partial funding back from the student.

Approved Undergraduate Opportunities

Program Name Department
Addressing Systemic Racism Fund Office of Biomedical Communications
Annenberg Undergraduate Scholars Program Annenberg Institute for School Reform
Anthropology Research Apprenticeship Program Anthropology
Arthur Liman Public Interest Summer Fellowship Dean of the College
AT&T New Media Fellowship Watson Institute for International Studies
Baker & Emory Fellowship Dean of the College
Barbara Anton Internship Grant Pembroke Center
Bonner Community Fellows Swearer Center
Brown Environmental Fellows Program Environmental Science
Brown EP Student Leaders Student Activities/Nelson Center for Entrepreneurship
Brown International Scholars Program Office of International Affairs
Brown QR/MET Math Program Applied Math

Method of Payment

  • Lump sum payments (single or multiple)
  • No time reporting
  • I-9 Form required in most cases. Students doing research outside of the United States might need to register as a supplier to be paid through Accounts Payable.
  • Domestic students are not subject to withholdings, international students are subject to tax treaty benefits if applicable.
  • Payments for undergraduate fellowships and UTRAs should be processed by the Academic Finance and Administration (AFA) department.

Notes

  • Non-Resident Aliens must register their information in the Foreign National Information System (FNIS) annually. Please remind International students to complete this process before submitting payment requests.
  • Students who are to be paid to perform research as part of an award granted to a faculty member should be considered Research Assistants and paid hourly as employees.
  • Research Awards provided to non-Brown students should be processed through Accounts Payable and students will receive a 1099.

Requesting Approval

If you would like to create or request approval for an Undergraduate Scholarly Award or a Program Leader/Coordinator Opportunity not listed as an approved opportunity, please email Student_Employment@brown.edu with the following:

  • A program description that includes the activities to be performed.
  • How those activities will further the student's learning and development.
  • The process by which the student accesses the award or opportunity.
  • Department Name
  • Reporting Line
  • Contact Person
  • Compensation ($ amount/payment method…lump sum, two payments, bi-monthly, etc.)
  • How many students a year
  • Program verse Scholarly Award
  • Names the program may be listed as

Program Leadership and Coordination

Description

Activities that have a clear and directed intent to develop the student's capabilities in leadership and program development. These activities are designed so the student’s skills and knowledge continue to be evaluated and advanced. Students provide leadership and coordination to co-curricular programs and student organizations, and provide an inherent contribution to the student life experience. Possible activities include management of a service, leadership of a student organization, supervision or guidance of students and longer term projects. Position serves as a liaison between the university staff and the program/organization. Student attends trainings and meetings with professional staff for the purpose of furthering the leadership development of the students. If the student wasn't performing the function, a staff member would not be hired to perform these duties.

Approved Undergraduate Opportunities

Opportunity Name Department
BOLT Academic Year Manager Student Activities Office
BOLT Coordinator for Program Sustainability Student Activities Office
BCSC Heritage Series Programmer Brown Center for Students of Color
BCSC Nurturing Alignment Coordinator Brown Center for Students of Color
BRDD Minority Peer Advisor Brown RISD Dual Degree Program
CLACS Interdisciplinary Faculty-Grad Student Reading/Writing Groups Center for Latin American and Caribbean Studies
College Advising Corps Matriculation Coach Swearer Center
CV Starr Social Entrepreneurship Fellowship Lead Mentor Swearer Center
Economics Peer Advisor Economics
Environmental Sustainability Internship: Brown- Tougaloo Partnership Environmental Science
Excellence at Brown Writing Center
First Generational Initiative Student Coordinator First Gen Student Initiative

Method of Payment

  • Compensation Plan: Student Program Leader Stipend; Biweekly Payroll (note: change default frequency to biweekly and enter the biweekly installment to be received with an effective date and expected end date such that the full stipend is received across the number of pay periods the student performs the role)
  • No time reporting
  • I-9 is required
  • Earnings are taxable

Requesting Approval

If you would like to create or request approval for an Undergraduate Scholarly Award or a Program Leader/Coordinator Opportunity, not listed as an approved opportunity, please email Student_Employment@brown.edu with the following:

  • A program description that includes the activities to be performed.
  • How those activities will further the student's learning and development.
  • The process by which the student accesses the award or opportunity.
  • Department Name
  • Reporting Line
  • Contact Person
  • Compensation ($ amount/payment method…lump sum, two payments, bi-monthly, etc.)
  • How many students a year
  • Program verse Scholarly Award
  • Names the program may be listed as