DePaul University Student Employment > About > Policies & Procedures

Policies & Procedures

Student employees and student temporary employees must be familiar with the following policies and procedures at DePaul University. Review DePaul's complete list of policies on the University Policies website.

Break Policy

Illinois law states that any employee working more than 7.5 consecutive hours must be provided a minimum of 20 minutes of unpaid lunch time with a break being given no later than five hours after beginning work. However, in the Vincentian spirit, we recommend offering students a 30-minute paid lunch break on full workdays, depending on budgetary constraints. No work can be done during break periods. The key here is to settle on one lunch break policy and keep it consistent for all employees. ​​

Confidentiality & FERPA

At times, students may be privy to confidential student or university information. At no time are students to use their on-campus position to access personal university or student data for their own gain. Likewise, the information students may come in contact with during the course of their employment is not to be discussed outside the workplace or used for publication. Please refer to DePaul's Compliance & Risk Management website as well as the U.S. Department of Education​​ for more information.

Enrollment Requirements

On–campus jobs are available only to students who are currently enrolled at DePaul.​

Students (U.S. Citizens) International Students
Enrollment Requirement Half–time Student Status Full–time Student Status
Undergraduate 6 credit hours 12 credit hours
Graduate 4 credit hours 8 credit hours
Law 6 credit hours 12 credit hours

Federal I-9 Form

Form I–9 verifies a student’s identity and eligibility to work in the United States. Both employees—citizens and noncitizens—and employers must complete an I-9. Students are required to complete this form and provide the appropriate identification within three business days of the date of employment. To learn more about Form I-9 and the acceptable forms of identification, please visit the U.S. Citizenship and Immigration Services website​.

FICA Tax Exemption Policy

Students who work on campus are exempt from FICA taxes on wages earned during academic terms in which they are enrolled at least half-time. Students also have the added benefit of working in close proximity to where they are going to class and studying. ​

Graduation Policy

Domestic students can work during the break period after their graduation, but must cease working at the start of the next academic quarter. For example, if a student graduated in June, he/she can work through summer break until September when the fall quarter begins. International students must end their student position by their graduation date. 

Insurance Claims - University Property and Liability

If an accident on university owned, operated or leased property results in an injury to a DePaul employee, the employee or their supervisor must contact Compliance & Risk Management to file a Workers Compensation claim no later than one business day after the injury.

If an accident occurs at an off-campus university sponsored event, while away on university business, or at an off-campus educational activity, the following must occur: 

  1. Seeking proper medical attention is the first priority.
  2. If the off-campus accident results in an injury to a DePaul employee or student, the injured party should follow the applicable policies and procedures of the off-campus site. 
  3. As soon as practicable, the injured party must file a report with DePaul's Public Safety Office.  
​​​If an injury occurs to a DePaul student, the DePaul employee overseeing the activity is responsible for ensuring the student follows these procedures. Please review the full policy, here​.

Mandated Reporting of Child Abuse and Neglect

The Illinois Abused and Neglected Child Reporting Act (325 ILCS 5) mandates that all university personnel who have reasonable cause to believe that a child under the age of 18 known to them in their professional or official capacity may have been subjected to physical or sexual abuse, may be at risk of physical or sexual abuse, or is being deprived of the proper or necessary care are required by law to immediately report such mistreatment to the Illinois Department of Children and Family Services (DCFS) by calling DCFS' child abuse hotline at 1-800-25-ABUSE. For more information, review Public Safety’s website​​.

Multiple Positions

If students hold more than one position on campus, they will need to communicate how many hours they are working in each position to all of their managers. The hours for each on-campus position are combined to reach students’ work hour limit. For example, if a domestic student works 15 hours per week in one position, he/she is limited to working 10 hours per week in the second position. ​

Paid Sick Leave Ordinance

The City of Chicago passed a paid sick leave ordinance, which went into effect on July 1, 2017. The new ordinance requires employers to accrue sick time for their employees at a rate of one hour of paid sick leave for every 40 hours worked. Student employees must notify their manager to ensure they are eligible to take paid sick leave. If sick time is taken for more than five consecutive work days, managers may require documentation for the use of the paid sick leave. In accordance with the Attendance Policy, student employees must communicate with their manager within one hour of their scheduled start time. Please visit HR’s FAQ page for more information.

Permitted Work Hours

U.S. citizens and/or permanent residents are limited to working a maximum of 25 hours per week as student employees. During school breaks and Summer Quarter(s), hours are not restricted.

Non–immigrant students in F–1 or J–1 status are limited to working 20 hours per week as mandated by U.S. Citizenship and Immigration Services. International students should contact International Student & Scholar Services​ before working more than 20 hours per week over the Summer Quarters(s) and school breaks to ensure their eligibility.

Title IX & Sexual and Relationship Violence Policy

Title IX prohibits sex discrimination on the basis of sex in federally funded education programs and activities. Sex discrimination includes sexual harassment, and sexual and relationship violence. Title IX requires that when an individual who is a "responsible employee" learns of sex discrimination, the responsible employee is required to promptly report specific information about the sex discrimination to DePaul's title IX coordinator or other appropriate designees. At DePaul, all DePaul faculty, staff and student employees are responsible employees.

For an overview of reporting responsibilities and a step-by-step response guide, as well as contact information for all the offices mentioned in this document, please view the Title IX & Sexual and Relationship Violence page​​ on Public Safety’s website.

User Agreement

All users who choose to participate in Career Center and/or Office of Student Employment services must abide by the user agreement​. By logging into the Campus Job Board or the Career Center’s Handshake platform, students are indicating that they will adhere to the standards detailed in this agreement.

DePaul Human Resources Policies & Procedures

Here are just a few Human Resources policies and procedures to be aware of. Please consider browsing all HR guidelines​. DePaul University employees are expected to be familiar with these policies.