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REGULATION TITLE: Student Employment

APPLIES TO: Students Supervisors of Student Employees

ADMINISTRATIVE AUTHORITY: Office of Human Resources

APPROVED BY: Board of Regents

EFFECTIVE DATE: June 12, 2026

NEXT REVIEW DATE: June 12, 2028

REGULATION STATEMENT:

It is the practice of Kentucky State University (KSU) to employ students in certain situations, as KSU believes that actual work experience can enhance the success of its students. This regulation establishes the guidelines concerning the employment of students. KSU seeks to provide employment opportunities to eligible students whenever possible, provided that students meet the requirements of the available positions. All policy and regulation requirements for employment at KSU shall also apply to students seeking employment at KSU.

DEFINITIONS:

Student Employee: an individual who is currently enrolled in credit-bearing coursework for the term employed at Kentucky State University and who is working in a part-time non-exempt position designated as a student position.

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Student Position examples include, but are not limited to, Resident Assistant (RA); Graduate Research Assistant (GRA), Undergraduate Research Assistant (URA), Institutional Work Study (IWS), Federal Work Study (FWS), Peer Tutor, Student Lab Assistant (SLA), Library Assistant (LA) and Student Internship.

Direct Compensation: Any payment made to a student employee in the form of wages or stipends for work performed.

Indirect Compensation: Non-monetary benefits provided to a student employee in connection with a position, such as tuition discounts, meal plans, housing, or other non-monetary benefits to be determined by the Vice President of Finance and Administration/Chief Financial Officer (CFO).

Double Dipping: Receiving direct or indirect compensation at the same time from more than one KSU student position.

PROCESS:

Eligibility Requirements

To be eligible for and to maintain student employment, students must:

Be enrolled as a student at KSU.

Be in good academic and disciplinary standing.

Meet the specific qualifications for the available position.

Final selection may be based on factors including financial need, qualifications, and GPA.

Work Hours

Student employees are generally limited to working a maximum of 20 hours per week during the fall and spring semesters.

A student's work schedule must not conflict with their scheduled academic classes or negatively impact their academic progress.

Job Restrictions

A student may not hold more than one student position at the same time.

For example, a student may not serve as a Resident Assistant (RA) and hold an hourly student position at the same time.

Stipends may not be used to compensate students for duties that should be paid on an hourly basis.

For example, an Undergraduate Research Assistant (URA) is a position classified as an hourly position, therefore, the position may not be changed to a stipend.

Hiring Process

Posting: Student employment opportunities may be advertised by either the Division of Student Affairs, the College of Agriculture, Health, and Natural Resources or posted on the Office of Human Resources (HR) webpage.

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Application: All interested students must complete a student employment application form.

Interviews: All interviews for student positions will be scheduled either through the Division of Student Affairs or the College of Agriculture, Health, and Natural Resources.

Paperwork: No student may begin working or be paid until all required employment paperwork has been completed and processed by HR.

Compensation

Student employees may receive direct compensation in the form of hourly wages at a rate that is at or above the federal minimum wage or a stipend.

Indirect compensation, such as tuition discounts, meal plans, or housing benefits, may be provided to specific roles (e.g., RAs) as determined by the Vice President of Finance and Administration/Chief Financial Officer (CFO).

To receive direct compensation, student employees must accurately record all hours worked and submit timesheets according to the payroll schedule and the Standard Workweek and Hours Regulation.

Termination of Employment

A student's employment may be terminated for reasons including, but not limited to:

Failure to maintain eligibility requirements (e.g., academic standing).

Unsatisfactory job performance.

Violation(s) according to the Established Work Rules Regulation and the Termination Regulation.

REFERENCES AND RELATED MATERIALS:

Employee Classifications Regulation

Established Work Rules Regulation

Standard Workweek and Hours Regulation

Termination Regulation

CONTACTS:

Subject	Office	Telephone	E-mail
Regulation questions	Human Resources	(502) 597-6667	Human.Resources@kysu.edu

HISTORY:

Revision Type	Date of Issuance/Revision	Drafter(s)/Editor(s)
Issued	August 2024	Zach Atwell
Revised (Reclassified as a Regulation; Additional Details Added)	July 2025	Zach Atwell
Revised	April 2026	Office of Human Resources