Classification and compensation of student positions
Classification | Classification FAQs | Compensation | Compensation FAQs
Classification of on-campus positions
Classification applies to the position, not to the employee. Student employment positions are classified according to Role Category and Level of Responsibility (e.g. Academic Level 2). The resulting classification has a unique job code (e.g. 02002) that is used in PeopleSoft and helps us better understand (at a macro-level) how our student workforce supports operations. The steps below reflect the process used by Student Employment to classify (or reclassify) on-campus student positions. Supervisors, members of HR Service Teams or department administrators are invited to submit job descriptions for classification through our online system.
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Step 1: Role Category Tab Open
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Step 2: Level of Responsibility Tab Closed
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Step 3: Final Classification Tab Closed
Step 3: Final Classification Accordion Closed
The final step in classification uses the Classification Level Matrix to determine the overall responsibility required of the position. Keep in mind, a job description may require a higher level of responsibility in one area, but lower levels in other areas – i.e. high in supervision but low in public contact – the overall job classification will be the sum of all areas.
Classification FAQs
How long does the classification process take? Accordion Closed
Each classification request is reviewed by a committee of three individuals. Most requests are complete within 3-5 business days, but there are occasions when the process takes longer. Feel free to contact StudentEmployment@nau.edu at any time with questions about your classification request status.
What if I am unhappy with the classification made by Student Employment? Accordion Closed
We often see that classifications can be readjusted to properly capture the scope of a student position by making adjustments to the submitted job description. Supervisors are invited to discuss classifications with Student Employment, either via email or phone call.
To submit a job for reclassification, use the Update Existing Classification option on the OnBase form. Supervisors or HR Service Team members will need the position-specific Form ID to use the autofill feature. To find a form ID, look up the position in the Form ID database or refer to your final classification email (if it was received after January 1, 2021).
Why does the classification process ask me about GPAs? Accordion Closed
Setting a higher-than-minimum GPA as a minimum requirement excludes certain students, who may otherwise be fantastic candidates, from applying for the position. When there is not a job-related reason for requiring a higher minimum GPA, Student Employment recommends keeping the minimum GPA as the position’s GPA requirement to be more inclusive in hiring.
Compensation of Student Employees
Effective July 22, 2024, NAU will increase the lowest paid wage (LPW) for our student employees to $15.50 per hour from the current $15.00 per hour rate and a new tiered structure (found below) will be implemented. Though NAU is only required to follow the federal minimum wage, a higher starting rate (with consideration of State of Arizona and City of Flagstaff minimum wages) better balances the economic needs of our student employees, while preserving the number of student jobs we can offer.
Pay ranges by classification level Accordion Open
To continue ensuring equitable compensation for student employees and in accordance with ongoing institutional increases as the President’s Message on Increases outlines, the following tiered pay rate structure and accompanying classification levels will be in effect as of July 22, 2024:
- Level 1 – $15.50 – $15.75
- Level 2 – $15.75 – $16.00
- Level 3 – $16.00 – $16.25
- Level 4 – $16.25+
*Note for hiring supervisors: Student employees hired at or above the hourly rate of $17.00 require written VP/Dean approval, per HR processes.
Guidelines for position reclassification Accordion Closed
- The reclassification process exists to allow student employee supervisors to adjust a previously submitted job description classification to properly capture the scope of a student position as it may change over time. This occurs when the job duties, experience, skill, supervision, and/or public contact of the role has fundamentally changed and results in the need for the position level to be altered.
- Reclassifications are not appropriate as a means to adjust student pay higher or lower if the job description and subsequent role itself has not changed.
- Reclassifications are completed for the position and are not student employee specific as it overrides the original classification and impacts all students in that role.
- When completing a reclassification, Student Employment will compare the newly submitted and originally submitted requests to ensure appropriate and honest changes have been made to the role. Submitters will receive an email with the reclassification result directly from StudentEmployment@nau.edu upon it’s completion.
- It is Student Employment’s expectation and the supervisor’s responsibility to update the student employee(s) working in the reclassified position(s) of changes made to their job description, level of responsibility, and pay rate.
- To complete a reclassification: use the Update Existing Classification option on the OnBase form. Submitters will need the position-specific Form ID to use the autofill feature. To find a form ID, look up the position in the Form ID database or refer to your final classification email (if it was received after January 1, 2021).
If you have any questions on if a job description reclassification is an appropriate step for you and your student employees, please contact StudentEmployment@nau.edu.
Compensation FAQs
What is FICA and how does it impact student wages on campus? Accordion Closed
Per the IRS, NAU student employees enrolled at least half time do not personally pay Federal Insurance Contributions Act (FICA) taxes of 7.65% (Social Security tax of 6.2% plus Medicare tax of 1.45%). FICA taxes are paid by the student if at any time they drop below half time enrollment requirement including periods, such as summer, when they are not attending classes.
Can I pay students with a stipend instead of an hourly rate? Accordion Closed
Stipends do not provide the appropriate structure to ensure compliance with the Fair Labor Standards Act (FLSA). In order to ensure that NAU complies with FLSA requirements, most student employees report their hours by clocking in and out via PeopleSoft Time & Labor and are paid for each hour reported. Supervisors with questions about FLSA should contact Human Resources.
Does my student employment position qualify for the “RA Exemption” from the FLSA? Accordion Closed
Relatively few student positions on campus meet the standards of this FLSA exception. Any questions about how to interpret the FLSA or the RA exemption should be directed to Human Resources. In general, in order to qualify for this exemption (which will allow the person to be paid by salary, rather than hourly) the following must be in place:
- The person doing the work must be a student. This means you cannot hire graduating seniors, or non-students into these positions.
- The work must be tied to an educational program. The work performed must be tied to the instruction and guidance of the participants in the program. The program should not be one where NAU’s primary interest is in generating income.
- There must be a justified need for the person in the job to live in the residence hall (or other location) with the participants in the program.