Styled Version / Non-Styled Version
Skip Main Navigation
We know that as a student employee of University Life Centers (ULC), you can help create an environment which is welcoming to our customers on a daily basis while earning an income for yourself in the process. The ULC Student Handbook is intended to tell you what we expect from you while you are here, as well as what we think you should expect of us. Included are such things as key control policies, employment policies, work rules, payroll, etc. Above all, we expect the ULC to be a safe, healthy, and fun place to work.
The mission - University Life Centers will be the catalyst to create vibrant and relevant programs, services, learning opportunities, and gathering places that exceed the expectations of and enrich the greater University community, with a primary focus on students.
To help carry out our mission we all need to keep in mind that wherever we are employed we are a representative of University Life Centers and of The University of Iowa and that promoting positive customer relations is of the utmost importance. Anyone who has been faced with a rude employee knows the importance of good customer relations. University Life Centers is a place where students, staff and faculty, as well as the general public, are taking time out from their daily routine, and for some, this is their first impression of The University of Iowa. The people we serve depend on all of us to do the very best job we can every day. We want our employees to make customers feel at home.
While we hope this handbook will answer your questions, please feel free to ask your supervisor, department manager or the ULC Human Resources office if you have any other questions. We hope that working at University Life Centers will be a fun, rewarding experience for you.
University Life Centers Human Resources
The ULC student part-time employment and work-study program provides employment for undergraduate and graduate students wishing to work in order to offset educational expenses while attending The University of Iowa.
The Office of Student Financial Aid primarily determines student employment guidelines. During the academic year, only registered UI students may hold student employment positions. If you withdraw from the UI, you are no longer eligible for student employment.
If you wish to continue working after taking the summer off, or any other break of employment, you need to see your immediate supervisor regarding re-employment. It would be helpful to bring your current class schedule so that your supervisor can determine if it works with the needs of the department.
You are limited to working no more than 20 hours per week during the fall and spring semesters. You cannot exceed 340 hours during each of these semesters (this includes time worked during Spring Break). If you reach 340 hours before the semester is over, the Office of Student Employment terminates your contract. The State Board of Regents in order to comply with State of Iowa law and to maintain a distinction between student employment and the merit system established this limitation.
During winter break and over the summer, you may work up to 40 hours per week depending on the needs of your department.
During the summer you are not required to be registered at the UI to be employed.
A two-week notice is requested prior to terminating your employment. The two-week notice allows for the supervisor to make arrangements for your replacement and to allow time to process all appropriate paperwork.
We ask that you work all regularly scheduled shifts during your last two weeks. Please avoid terminating your employment with only two weeks remaining in the semester/session.The ULC rehires employees based on their permanent record and prior performance. Failure to follow the termination guidelines will affect your opportunity for future employment with the ULC and may prevent you from getting a positive reference from your department.
While we expect you to work all scheduled shifts and to be prompt, we recognize that this is not always possible. If you know in advance that you will be gone, you should find a substitute. In general, that involves posting a request for a substitute in the place determined by your department. However, requesting a substitute does not guarantee you one. If you are experiencing problems finding a substitute, you should contact your immediate supervisor. Once someone has signed up to substitute for you, he/she is responsible for your shift. If you are ill or are going to be late, please call your supervisor as soon as possible and let them know. You should make sure you know who to contact during hours your department is not open. Department phone numbers are provided in the handbook.
ULC student employees are paid for their training and orientation, as most of their training is on-the-job. Wage rates for part-time employees are in accordance with the ULC Wage Schedule. Hours worked in excess of 40 are paid at 1 1/2 times the hourly wage, and should be pre-approved by your supervisor.
By law, we are required to maintain an accurate record of your time on the job; you will be paid according to the hours you work. To make sure time is kept accurately;please make sure the manner in which you report your time worked is kept accurate.
If you use the electronic time clock to record your time, the Payroll Correction Forms (found by the computer) should be used to correct time or add missing time. These forms are to be signed by the supervisor and then forwarded to the ULC Human Resources Office. If students experience a problem using the time clock or a message needing the student's attention, they should see the ULC Human Resources Office.
You will be trained on how to punch in/out on the electronic time clock, and instructions are located at the terminal. It is important that corrections are made prior to a pay period ending.
Paychecks are issued on a bi-weekly schedule. The schedule is posted on our web site for reference. If you have questions about the hours you have worked, you can review your time with your supervisor or see the ULC Human Resources Department.
The University Payroll Office cannot issue pay advances unless you are permanently leaving the country, so please plan accordingly. You should also keep payroll information such as your name and address current.
The following procedures apply when students move to a different position or accept additional positions once employed:Movement or addition of a position, which is within the same classification level, will result in retention of the current rate of pay. This will apply if the job change is within the employing department or to another ULC Department.
Movement or addition of a position which is in a higher classification level will result in the employee's pay moving to the base pay of the new classification or a rate increase of $.30, whichever is greater.
Movement or addition of a position in a lower classification, will result in the employee's pay moving to the base pay of the lower classification.
The rate of pay will be maintained even if there is a break in employment for the same position.
Employees with two positions in two different levels in the same department shall maintain a $.30 differential when the employee reaches a point where the pay in a lower classification meets or exceeds that of the higher classification.
Employees working in two positions in the same classification who begin working in a third position in the same classification, will begin at the rate of pay equivalent to that of the lower paying position.
Employees working in two positions in the same classification who begin working in a third position in a higher classification, will receive the $.50 promotional increase or move to the new base of the new classification. The promotional calculations should be figured on the position with the lowest rate.
If your job requires that you have access to areas requiring the use of a building key, your name can be added to the key list at the Iowa House Desk where you may sign out assigned keys. This type of access needs to be arranged by your supervisor and approved by the department manager. Forms are available from ULC Business Office, Room 132. ULC keys need to be checked in daily and should not be taken home. Be prepared to show identification to the Iowa House clerk prior to obtaining your keys.
If you work in a satellite operation, keys and security arrangements will be handled by your supervisor.
If you are required to access areas with a security code, your supervisor will arrange for this with the Building Operations Department and provide you with appropriate training.
Positions that require cash handling will be provided instruction on acquiring and returning cash bags and the appropriate methods for accounting for money assigned to during your specific shift. Any mishandling of money is grounds for immediate termination of employment.
If you are in a position that requires cash or credit card handling you will also be required to complete specific training. Please see Human Resources if you have any questions or need assistance with the completion\ of this training.
As a part of your employment you may be issued a log in for the computer system in your department. The use of computer access is limited to your scheduled work hours and for work-related purposes only. Any use outside of scheduled work hours or for non-work purposes is subject to disciplinary action. Any other uses need to be approved by your immediate supervisor.
All personal employee purchases are to be made on the employee’s time. Each purchase is to be paid for in the cashiering area. Employees are not permitted to ring up their own sale. Purchases should be bagged and accompanied by a cash register receipt. All purchases should be kept with other personal belongings. Management reserves the right to inspect any package an employee carries from the store.
In accordance with UI Work Rules, Section III Use of Property, unauthorized possession also includes borrowing of any retail merchandise. Additionally, use of merchandise within or outside the retail operation, and not purchased as outlined above, is prohibited and is subject to disciplinary action.
By Law, University employees are prohibited from receiving any gift, token, membership, gratuity or service from a vendor as related to any purchase made on behalf of The University.
Personal telephone calls should be limited to emergencies only. Personal, local, or long distance calls are to be made or received during your break time. It is important to remember to keep your cell phone turned off during your scheduled shift. Please discourage personal visitors during working hours so as to not interfere with your work.
The University of Iowa is a smoke-free environment. Employees are not able to smoke in the building.
Part-time employees have the opportunity to express dissatisfaction with aspects of their employment by talking with their supervisor, the Department Manager, or the ULC Human Resources office.
A grievance is a difference, complaint, or dispute regarding the interpretation or application of established policies and/or procedures governing terms of employment, working conditions, hours of work, or compensation. General wage adjustments are excluded from the grievance procedure.
Initiation of a grievance must be within 21 calendar days of the date of discovery, by the employee, of the grievance, and within one year of the actual incident. The employee has the right to be accompanied by two representatives throughout the proceedings.
The employee shall be allowed a reasonable time, not to exceed four hours, off from duties without loss of pay to investigate a grievance. Such time is to be scheduled with the supervisor's permission. What is a reasonable time shall be determined by mutual consent of the parties involved. If the parties are unable to agree, the Vice President for Student Services and Dean of Students or designee should determine the time reasonably necessary to investigate the grievance.
All levels of supervisory personnel involved shall be directed to consider grievances as soon, as is reasonably possible. All extensions of the time limits specified in the grievance procedure may be made when mutually agreed upon by the employee and the administrator to whom the grievance is being addressed.
The mechanism for handling grievance proceedings is as follows:
Step 1.Talk with your immediate supervisor. Your supervisor will provide you with an immediate response.
Step 2.If you are not satisfied with your supervisor's oral response, you should file a written grievance to your immediate supervisor within four working days of the date you received the verbal response in step 1. The written grievance should include:
a. The events concerning which you feel aggrieved;
b. The date or dates on which the events occurred;
c. The date of the presentation of the oral grievance to your immediate supervisor;
d. The date of the immediate supervisor's oral response if one was made: and
e. Your understanding of your immediate supervisor's oral response, if one was made.
f. Within four days of receiving the written grievance, the supervisor will respond in writing, stating with reasonable particularity his/her understanding of the facts and of his/her oral response if either/both differ from the employee's understanding.
If the situation is not resolved, within five working days after receiving your supervisor's written response, you should send your written grievance to the Director of University Life Centers and to the Vice President for Student Services and Dean of Students or designee. The VP's office will then hold a meeting, if possible within five working days of receipt of the grievance or as soon as possible thereafter. The VP's Office, the Director of the ULC or a designee, and you with any of your representatives (you are allowed two) will meet. The Director of the ULC in consultation with the VP's Office will provide a written response within five working days following the meeting.
Step 4.If the situation is not resolved, within five days of receipt of the Director's response, you should forward your written grievance to the Office of the Associate Vice President/Director of Human Resources. Within five working days of the receipt of the written grievance, or as soon as feasible thereafter, the Associate VP/Director of Human Resources or designee will call a meeting of all parties who had previously participated in the case to review the issues related to the complaint, at which the employing department and the grievant may present arguments and/or witnesses in support of their position. The final administrative determination should be made by the Associate VP/Director of Human Resources, or designee, in consultation where appropriate with the VP for Student Services and Dean of Students, to be communicated to all parties in writing within three working days of the meeting.
Non-discrimination Statement:http://www.uiowa.edu/~our/opmanual/ii/06.htm
Disability Protection Policy and Accessibility Statement: www.uiowa.edu/~our/opmanual/ii/07.htm
Sexual Harassment and Consensual Relationships: www.uiowa.edu/~our/opmanual/ii/04.htm
Statement on Diversity:
www.uiowa.edu/~our/opmanual/ii/08.htm
Human Rights Policy: www.uiowa.edu/~our/opmanual/ii/03.htm
Drug Free Environment: www.uiowa.edu/~our/opmanual/ii/12.htm
Policy on Violence:
www.uiowa.edu/~our/opmanual/ii/10.htm
Anti-Harassment: www.uiowa.edu/~our/opmanual/ii/14.htm
In order to safeguard the privacy of job applicants, employees, and former employees, the ULC conducts its business in such a way that the rights and privacy of all individuals is protected. To achieve this goal, the ULC:
Will request and retain only that information required for business or legal purposes.
Will protect the confidentiality of all personal information in its records and files.
Will limit the availability of personal information to those with a valid work-related reason.
Will provide employees with adequate access to personal information in their own file.
Each employee is guaranteed the right to request correction of allegedly inaccurate information or to express disagreement with information in his or her personal record.
Will require each employee involved in record keeping adhering to these policies.
Because so many things can happen in a large operation, various rules and standards are formulated by the State, the University, and University Life Centers. Good rules of thumb are common sense, common decency, respect for others, and a sense of responsibility.
The following personal conduct work rules are published in the interest of clarification and communication. Your supervisor may find it necessary to amplify one or more of these rules as it applies to your work unit or your job.
Employees are subject to disciplinary action for any of the following offenses:
These work rules do not constitute the entire list of violations for which employees may be disciplined. Disciplinary actions that are imposed for work violations include, but are not limited to, oral reprimand, written reprimand, disciplinary probation, suspension, or termination as appropriately based on the particular violation and work history of the employee.
Food Service and Bookstore employees will be allowed to use lockers for general belongings. Assignments will be based on work location.
It is recommended that you not keep money or personal valuables in your locker. Please do not store food in your lockers as this presents a serious sanitation problem.
Employees are eligible for one paid 15-minute break for every 4 consecutive hours of work. Employees who work 8 1/2 consecutive hours are entitled to an unpaid 30-minute meal period as well as two 15 minute breaks. Employees are not able to combine breaks and lunch periods. Employees should clock out during their meal period.
All breaks and meals should be taken in appropriately designated areas. Your immediate supervisors will inform you of these locations.
As an industry standard, food service employees will receive a meal allowance consistent with permanent staff if they work 8 hours.
University Life Centers observes all specified University holidays and is closed accordingly. You can assume that unless the University has been officially closed and classes canceled because of emergency or weather-related conditions, that you should report for work at your regular scheduled time.
Hours of operation vary during specific periods of the calendar year. You can expect changes in operational hours, which will affect your work schedule during the following:
The hours may be extended or shortened during these time periods and other time periods as appropriate for the department. You should be prepared to possibly alter your work schedule accordingly.
Appearance is important on your job. A clean environment and a neat and clean employee create a good impression on the customer.
Presenting yourself professionally is important. Your clothes should be clean, neat, and in good repair. Therefore, for those employees who are not provided a uniform we have established a list of clothing, which we consider not appropriate for wear in your position with us:
In addition to the general guidelines for ULC employees, some departments may have additional expectations for dress and would communicate this at the time of hiring.There may also be deposits or fees related to uniform.
Uniforms are required for most Food Service employees and are issued from the ULC Linen Room.
All Food Service Staff
As part of your uniform, you are required to wear socks and closed-toe and closed-heel shoes. We also recommend that the shoes be comfortable, preferably low-heeled, and should have rubber or slick-resistant soles.
Food Production Staff
Employees involved in food preparation are to follow these guidelines due to the nature of their employment:
Sedgwick CMS is The University of Iowa’s Workers’ Compensation Administrator. Sedgwick is responsible for investigating, determining compensability, and performing various functions related to handling of the claim. This includes authorization of medical care providers and issuing benefits to employees based on lost work time and permanent impairment related to the covered injury/claim as required by Iowa Workers’ Compensation Law. The HR Specialists in the Benefits Office work closely with Sedgwick in the day to day case management of the workers’ compensation claims.
Injury Occurs --
Notify supervisor/complete FROI on Self Service website and submit to the Benefits Office within 24 hours. Department will also conduct a safety investigation, if appropriate.
Complete FROI -- Complete First Report of Injury form on Self Service website and submit to the Benefits Office within 24 hours.
Please contact the Human Resources Office for details related to management of work-related injuries.
AfroAmerican Cultural Center 5-8269
Asian Pacific American Cultural Center 5-2719
Bakery 5-3098
Book Store Distribution Center 5-1940
Business Office 5-3138
Campus Information Center 5-3055
Catering Office 5-2925
Custodial Office 5-3050
Delivery 5-3217
EMRB Cafe 5-7126
Filling Station 5-7510
Food Service Office 5-3105
GLBTAU Resource Center 5-7123
Guest & Event Services 5-3114
Hall of Fame 384-1250
Hancher Café 52919 or 32294
Hawk Shop 337-8662
Hawkeye Snack Shop 5-3394
Hillcrest Market 58885
Human Resources 5-0648
Iowa House 5-3513
Kinnick Suites 52919
Kitchen 5-3112
Latino Native American Cultural Center 5-8298
Library-Food for Thought 5-6170
Law Canteen 5-9149
Lindquist Coffee Cart 4-0659
Maintenance Office 5-3049
Marketing/Graphics 5-3117
Mayflower Market 3-2043
Medical Education Research Facility 5-8657
Office of Student Life 5-3059
Pat's Diner 5-3718
River Room 5-3595
Salads 5-3109
Storeroom Office 5-3166
Student Organization Business Office 5-3065
The Hawkeye 5-3394
Union Market 5-0669
Union Station 5-3866
University Box Office 5-3041
Wild Rose 5-8883
© The University of Iowa 2008. All rights reserved. | Contact Us | Building Directory
for events & news