This handbook is provided as a source of information for students participating in the Work Program at College of the Ozarks. Although it is not intended to be a fully comprehensive source of information, it does provide students with basic information that they may find useful at times. If students do not have their questions or concerns resolved by the material in this handbook they are always encouraged and welcome to contact the Work Education Office to discuss specific matters of interest or concern.

Students should realize that the Work Education Office is there to support students’ needs while working and learning at College of the Ozarks. Although we may not always have the solution or answer, we can provide the available alternatives and explain why decisions are made, and the available options may be in a given situation.

Campus work helps contribute to the cost of education at College of the Ozarks. Our distinctive work program, one of only a very few such programs in the entire country, makes college affordable for many students who might not otherwise be able to meet the cost of their education. For others, the work program means freedom from having to pay back large school loans following graduation. Best of all, the on-the-job experience gained as a College of the Ozarks student will add an extra dimension to learning. Unlike many of their friends attending other colleges, C of O students start their careers debt free, well educated, and work experienced with a relevant resume!

Unlike the federal "work-study" programs that most colleges offer, our student work program lets students contribute in a very significant way, both to their education and to the C of O community. In addition to the normal weekly 15 hours during each semester, students work two 40 hour weeks each year, chosen from the weeks when classes are not in session. Although the Room and Board Scholarship Program is need-based, room and board may also be covered by working one or both six week periods during the summer break. Combined with other scholarships and grants, work can cover the entire cost of a student’s C of O education.

The staff is comprised of Dr. Chris Larsen, the Dean of Work Education; Mrs. Debbie Meyer, Student Work Program Coordinator; and student office support staff. If someone is not available at the time a student visits the office, we will schedule a meeting time that is convenient for students so that we may provide the needed assistance.

All full-time resident students, and commuting students, carrying at least 12 credit hours, work 15 hours per week during the fall and spring semesters when classes are in session. In addition, each full-time student is required to work two 40 hour weeks chosen from the work weeks when classes are not in session.

Making up Lost Hours- Students may fall behind on their work hours for various reasons; some of which are excused absences, and others that may not be excused. Students must first attempt to make up hours by discussing and coordinating with their direct supervisor and then discuss with the Dean of Work Education, when necessary, to add an additional 40 hour work week. Generally speaking, hours during the semester may not be mixed or combined with hours either accrued or owed from the summer work program as the rates per hour are different and the accounting is separate. It is the student’s responsibility to ensure they are not getting behind on hours but the Work Education Office will also track hours to backup supervisors and students in identifying shortfalls.

On occasion, it may be necessary to assign students to a different work station than they are typically assigned to allow them the opportunity to makeup hours during a 40 hour work week. This will be coordinated with both supervisors and approved by the Work Education Office.

Hours Missed Due to Athletics and College-Sanctioned Activities- Athletes at times will not be able to maintain their weekly hours due to demanding schedules including team travel and practices, etc. This also includes, but is not limited to, drama students when preparing for major productions; mission trips; and other college activities. Students will not have their work grades lowered if it is apparent they are making a good-faith effort to makeup the hours. The Dean of Work Education will be the ultimate decision authority regarding whether or not such ‘good faith’ effort has been made.

Paying for Work Hours- Students are required to work all assigned hours and may only pay for hours they are short in special circumstances as approved by the Dean of Work Education. Allowing students to simply pay for hours they are behind is disruptive to the overall integrity of the Work Program and will not be approved as a matter of routine.

40 Hour Work Week Obligation- All resident dorm students and full time commuting (FTC) students are required to work two 40 hour work weeks each academic year. Additional 40 hour weeks may be assigned to makeup lost hours. Forty hour weeks may be rescheduled upon approval of a student’s supervisor and the Work Education Office.

Students should not be allowed, or scheduled, to work more than 40 hours in one week. On occasion a student will work slightly over 40 hours but this must be the exception and closely monitored by both supervisors and students. When students accrue more than 41 hours in a week the supervisor and student will be required to discuss the occurrence with the Dean of Work Education.

Academic and Work Schedule Coordination- On occasion a student’s academic schedule may conflict with assigned work schedules. When a conflict exists that cannot be changed by their supervisor, students should contact the Work Education Office to receive the assistance necessary to find a solution. This should be done immediately upon realizing that the 15 hour per week requirement may not be achieved. If identified early, a change to either course schedule or work assignment may be possible.

It is important for all students to fully understand that although we realize many students chose to be employed off-campus in addition to their C of O work, off-campus employment is not their priority and will not be considered when campus job assignments are made. Off-campus employment or related work conflicts are never considered legitimate excuses for missed work on campus.

Holidays- Certain work stations may require work on holidays while others may not. When students will miss work for a holiday they are responsible for arranging makeup hours with their supervisor. For example, business and academic offices are normally closed on recognized holidays. That said, supervisors should be anticipating these situations and scheduling workers as to avoid shortfalls as much as possible.

Working for Room and Board Only, During Work Weeks- Students electing to stay in the dorm and eat in the cafeteria during a non-scheduled 40 hour work week when classes are not in session may do so by coordinating with the Work Education Office to work 15 hours that week.

Summer Work Scholarship Program- Resident students who demonstrate financial need may apply to participate in either the six or twelve week Summer Work Scholarship Program. Students will be provided an opportunity to sign up to work either six or twelve weeks of the Summer Work Program a few weeks prior to completion of the spring semester. The Dean of work education will review and approve each student’s application based on needs of the college and the financial needs of each student.

Summer work will be credited toward room and board expenses for the following academic year. The week before fall classes begin is Character Camp week for new freshmen, which is typically available to makeup any lost summer work program hours. Before a student is allowed to work part or all of this week they must first coordinate with the Dean of Work Education. This is not an option for new freshmen as they are required to attend Character Camp. It is vital that freshmen stay up with their assigned hours during the summer program so they can avoid paying for lost hours. Summer hour shortages may not be carried forward to the fall semester to be ‘caught up.’ As mentioned previously, the accounting for summer hours and regular work hours is distinctly different.

Students who decide to drop from the Summer Work Program will typically not be approved to participate in future summers.

Supervisors are responsible for ensuring the safety, training and development of their assigned students. They shall make their expectations clear and are required to provide appropriate counseling and guidance when changes in performance are required or desired. In addition to attending to the students’ vocational development, supervisors are strongly encouraged to provide an atmosphere that is professional and one that is supportive and respectful of their Christian development. If a student feels this is not being provided they should contact the Work Education Office to discuss their specific concerns.

Student Scheduling- Supervisors must also ensure students are scheduled so they have an opportunity to fulfill their 15 hour per week obligation. They should post weekly status of hours worked for all students to see, and work with students to allow opportunities whenever practical to makeup lost work hours. It is common for many supervisors to schedule their students for an hour or two extra each week to account for the few missed hours that normally occur due to college trips or student illness. Students who have gotten behind on hours due to unexcused absences will typically be required to see the Dean of Work Education to coordinate an opportunity for making up the hours.

Student Assignments- Once students establish themselves at Hard Work U by serving in the more fundamental jobs, work assignments will be more closely related to their career field or academics. From the beginning, students will see how their work helps to develop personal characteristics like reliability, teamwork and collaboration, initiative and motivation, responsibility and accountability, quality of work and communication skills. These qualities will serve them well, no matter what path they take in life. That's one reason we were included in the John Templeton Foundation Honor Roll for Character Building Colleges, an annual listing of schools that "encourage the development of strong moral character among students."

Assignment Criteria- A student’s initial assignment will likely be to an area that may require less investment in initial training. This will normally mean they’ll work in the college cafeteria, Keeter Center, landscaping, etc. That said, many students ask to stay in these assignments to move up to a student leadership position or to a position of greater responsibility. With few exceptions, students may expect to be assigned to their initial work station for a minimum of two semesters before they’re transferred to a more preferred assignment; although job transfer requests may be submitted prior to each new semester. Although every transfer request will be considered, students need to remember that they will likely be required to stay in their initial job for a while. Hard work and solid performance will serve students well when requesting a transfer.

Transfer Requests- Transfer Request Forms are available in the Dean of Work Education Office. The following criteria are considered when reviewing a student job transfer request: work grades/performance; seniority; previous work experience; requests by name from supervisors; and field of academic study. There is no particular weighting of these criterion but doing well (work grades) in previous assignments is very important.

Mandatory Transfers- Students may, on occasion, be transferred due to needs of the college. This is only done when there is a critical shortage in a work station that must be filled due to unanticipated circumstances such as drops and suspensions, etc. The Work Education Office will typically ask freshmen to fill such a shortage and will attempt to place the student in a more preferred work assignment the following semester. This is reserved for necessary situations that must be addressed as the Work Office staff understands that this is disruptive to students. A student may also be moved during the semester due to a behavioral situation which may or may not accompany probationary status.

Supervisor Interviews- In some cases specific job assignments require interviews with supervisors. Areas that may require interviews include, but are not necessarily limited to, the Child Development Center, administrative offices, academic office, etc. If a student desires a specific work station they are advised to introduce themselves to the associated supervisor and ‘sell’ their skills to that supervisor. Once requested by a supervisor it becomes much more likely their request will be approved.

Work Contracts- Work contracts are completed by the student in coordination with the student’s supervisor. It is an agreement that a student will work designated 40 hour work weeks (when classes are not in session) during the academic year. The supervisor and student each keep a copy of the contract and the original is maintained by the Dean of Work Education in the Student Work Office.

Changes to which 40 hour week will be worked may be requested by students but must first be coordinated with, and approved by, their work supervisor. The work supervisor must then notify the Dean of Work Education, in writing, of the change. The Dean of Work Education is the final approval authority to all work week changes. Bonner students’ work weeks are assigned by the Dean of Work Education as Bonners are normally assigned where there is the greatest need on campus for a given work week.

Timecards and Work Records- A weekly record of work hours completed by each student is maintained and posted for students by the work supervisor. A cumulative record of the student work hours is maintained by Student Accounts in the Business Office so students may know the total of their work hours at any time. The work weeks at C of O begin on Sundays and finish on Saturday. Work hours cannot be sold, given away, or transferred; nor is cash given in exchange for work. However, limited extra work hours earned over and above the charges for any term are accumulate in an "incidental" account and may be used to offset charges for laundry service and medical expenses at the campus clinic.

The Work Education Office maintains a record of each student’s work assignment during their college career, showing length of time spent on each job; the supervisor's name; and earned work grades. These records are available to students after graduation and may prove very helpful in obtaining employment.

All work records are maintained pursuant to The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99), a Federal law that protects the privacy of student education records.

Future employers routinely call the Work Education Office to verify ‘employment’ of a former student. Although our students are not employees and do not receive pay for their work, we can verify that a student participated in the Work Education Program during given periods of time. We can provide or verify additional information only with the specific approval of a student or former student.

Student Teaching Coordination- Education majors must complete 280 hours of work prior to their student teaching semester to avoid paying for those hours following their student teaching. This includes 240 hours for the semester 15 hour week requirement plus one 40 hour week. It is strongly encouraged to work these hours in advance to avoid this debt. The Work Office is very flexible in how we work with student teachers to allow them ample opportunity to ‘bank’ hours early in their academic/work careers at C of O. It is typical for student teachers to work a portion of a summer program and/or to work additional 40 hour work weeks until they’ve banked the 280 required hours.

Student Work Performance Evaluation- Because the work experiences that students gain at C of O are so valuable, we include work performance grades along with students’ academic grades in their permanent records. Students develop an impressive set of credentials to show future employers after graduating. Students receive a work grade at the completion of each academic semester and for working the Summer Work Program when applicable. Students who worked in a work station during the semester and have been transferred to another work station during the same semester will receive grade input from both supervisors which will be combined for a single work evaluation.

If a student feels they received a grade that doesn’t fairly or accurately describe their performance, they must first discuss the matter with their immediate supervisor and then the supervisor’s manager when appropriate. If they still feel the grade does not fairly reflect their performance the next step would be to meet with the Student Work Coordinator or the Dean of Work Education.

Grades and Performance Criteria- Work performance records are maintained by the Dean of Work Education in the Student Work Office. A work performance grade is reported to the student at the end of each semester. The grade becomes a part of the student's official record and is based on an evaluation of the student by his or her work supervisor in the following areas:

• Reliability
• Teamwork/Collaboration
• Initiative/Motivation
• Responsibility/Accountability
• Quality of Work
• Communication Skills

Supervisors are required to provide comments regarding student performance on the Work Performance Report for grades of 100 points, or grades less than 80 points on a scale of 100. Constructive comments are always encouraged to enable students to know what they do well and what aspects of their work need improvement. Because reliability is so important in the workplace at C of O and in a student’s future career, five points will be deducted for each unexcused absence. Unexcused absences are those that are not coordinated with, and approved in advance by, a student’s supervisor. Students are required to sign the report indicating they have received the report and not necessarily that they agree fully with the grade and associated comments. Students will be graded on the following grade scale: A, 93-100; A-, 90-92; B+, 87-89; B, 83-86; B-, 80-82; C+, 77-79; C, 73-76; C-, 70-72; D, 60-69; F, 0-59.

Students who feel that they have not received an appropriate grade may request a meeting with the Dean of Work Education to discuss their performance and assigned grade.

Student Worker and Supervisor Awards- In addition to end-of-year awards, one supervisor and student are selected from nominations to be recognized by having their photos placed in the stained glass work award display case in the Work Education Office. Each person selected will also receive a gift certificate for the college book store.

Failure to report to work as expected after assignment to a specific department or work area or to otherwise make arrangements with the work supervisor and/or Dean of Work Education will result in appropriate disciplinary action, which can include dismissal from the Work Program.

Students are placed on Work Probation if they receive a work performance grade of less than a ‘C-‘ during a semester or during the summer work program. They may also be placed on probation for any performance or behavioral incident related to work that the Dean of Work Education feels warrants probationary status. Examples might include excessive tardiness or unexcused absences; using profanity in the workplace; any form of harassment; or failure to improve behavior or performance as counseled by their supervisor.

Once placed on probation, a student may typically expect to remain on work probation for at least one full semester. Probationary status will be reported to the Work Probation Committee and they will decide whether a student’s performance justifies removal from probation and reinstatement of good-standing in the Work Education Program. The Work Probation Committee consists of the Dean of Students, Dean of Admissions, Dean of the College; and is chaired by the Dean of Work Education.

Dismissal from the Work Education Program is rare but does occasionally occur due to serious performance or behavioral matters. Falsifying time cards (clocking in or out for someone else), stealing, harassment, and other forms of clearly inappropriate behavior may result in dismissal and could prevent re-enrollment in the future.

Notification Process- Students will be notified directly by the Dean of Work Education and will also receive an official letter defining the length and terms of their probation. Following successful completion of the probationary period and removal from probation, the student will also receive an official letter indicating their removal from Work Probation.

Appeal Process- If a student feels they have been unjustly placed on Work Probation they may request a review of their case by submitting a written appeal to the Probation Committee via the Dean of Work Education. After reviewing the appeal, the committee will determine whether or not the probation will stand as originally directed or if it should be modified.

Grievance Procedures- A grievance may be submitted to the Dean of Work Education regarding perceived unfair treatment in the work place by their supervisors or other students. Unless a student is uncomfortable doing so, they should first make an effort to discuss the issue with their supervisor.

Injuries, Accidents and Illness at Work- Whenever students experience accidents resulting in injury, or illness at work they should go immediately to the campus clinic for treatment. If an accident is severe enough that they should not, or cannot, go to the clinic on their own, the campus first responders (fire department) should be contacted by either dialing 3333 or contacting the switchboard and reporting the situation.

When a student is too sick to report to work or becomes ill during work they must report to the clinic and be seen by medical staff or the work hours missed will not be excused. Students are responsible for coordinating with their supervisor to makeup lost work hours whether excused or unexcused.

Use of IPODs and Similar Devices at Work- The use of IPODs and similar audio devices are not authorized while on the clock at your assigned work station. This is primarily to prevent disrupted communication in the event of an emergency but it also does not present a professional appearance. This policy is applied to all work stations for consistency.

Work Advisory Committee- A standing Work Advisory Committee exists to allow students an opportunity to provide their ideas and suggestions for improving the Work Education Program. They will meet regularly with interested students and also with the Dean of Work Education and Student Work Program Coordinator to share ideas for improvement. The intent of this committee is to allow students ample opportunity to share their ideas and to critique various aspects of the program.

Americans with Disabilities Act (ADA)- If a student feels appropriate accommodations are not available for access to, and operations within, their work space they should contact the Dean of Work Education and the Dean of Administration to express their concerns or needs.

Family Educational Rights and Privacy Act (FERPA)- Many student workers have access to confidential information about College applicants, students, employees, policies and procedures. This information may include academic information, (e.g. grades), financial information, (e.g. tax returns), or personal information (e.g. parent’s names, reference letters). Such information may be obtained from observations, conversations, correspondence, personal records, clerical materials, the computer database or generated computer reports.

Confidential information will be disclosed only to institutional offices or officials who have a legitimate need to know or with the written approval of the student. Students must understand that the intentional unauthorized disclosure of confidential information could subject them to criminal and civil penalties imposed by law. They must also acknowledge that such willful or unauthorized disclosure also violates College policy and could constitute just cause for disciplinary action. All students are required to review the FERPA policy and sign a statement acknowledging that they understand and agree to comply with the policy. Failure to acknowledge and fully comply with the FERPA policy will result in assignment to a work station that will preclude any contact will confidential materials.

Harassment and Inappropriate Conduct- Harassment of any sort must be immediately reported to a student’s supervisor and to the Dean of Work Education. All forms of harassment are taken very seriously and swift action will be taken to address the situation. Students who feel they have been harassed in any way may expect to be removed from the potentially threatening environment until the situation has been thoroughly investigated. This will typically mean the person or persons alleged to have committed the harassment will be reassigned to another work station.

If a student or staff member is made aware of a harassment situation it then becomes their responsibility to inform appropriate person of the situation even if asked not to report it by the harassed person. Once aware or informed of a situation, there is no longer a choice and it is the person’s responsibility to report the situation.

There are many different types of inappropriate conduct that a student might potentially be subjected to in the work place. Although extremely rare at College of the Ozarks, students must be aware that if they encounter treatment or a situation that seems unfair or otherwise inappropriate, they are to report it immediately to their supervisor and then to the Dean of Work Education. Once the Dean is advised of the situation a decision will be made as how best to correct the situation and prevent reoccurrence in the future.

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