Employee Rights and Responsibilities

You are responsible for completing the federally required I-9 Employment Eligibility Verification Form. To complete your I-9, please use Penji to make an appointment with our office. 

Domestic students need to bring valid identification from the acceptable I-9 documentation list. You must bring the original document(s) with you to Student Employment to complete your I-9.

For international students who need to complete the I-9, bring the following original documentation to Student Employment:

• an unexpired foreign passport
• printed I-94 (most recent)
• original I-20
• your Social Security Card, or
• a receipt from the Social Security Office confirming that you have completed and submitted an application for an SSN card (you can find more information on this from International Student and Scholar Affairs.)

You are responsible for: 

• reporting to work on time and completing your scheduled shift.
• working your schedule as agreed upon when hired, which may include working the days surrounding or during study and exam weeks, fall and spring breaks, and university holidays/vacations.
• asking permission (in a timely manner) from your supervisor for planned or unexpected absences. Tardiness and unexcused or excessive absences are grounds for disciplinary action or dismissal from the job.

RISD sick time policy

You are responsible for: 

• entering your hours worked on a daily basis, using Workday time tracking.
• submitting your time weekly and confirming your supervisor's approval prior to the biweekly payroll deadline.

Time tracking in Workday

Student workers earn sick time based on hours worked in accordance with RISD's Sick Time Policy. When you use your sick time, you are responsible to submit the time off in Workday. 

How to request sick time in Workday

All employees who work at RISD are paid through direct deposit. Your paycheck will be deposited into the bank account specified on your Payment Election Form. To review the information on your Payment Election form, search “Payment Election” in the Workday search bar. 

You must have a US bank account to receive direct deposit. All students are paid bi - weekly on Fridays. The pay period begins on Friday and ends on Saturday of each week regardless of holidays or school closings. If you have multiple positions, you will receive your payment in a lump sum rather than multiple deposits. You can view your payslip in Workday by navigating to the "Pay" button and clicking on "Payslip". 

Your earnings are subject to both federal and state income taxes. How much the Payroll office withholds in taxes from each paycheck is based on your W-4 and RI W-4 forms. If you need to adjust your W-4 information, you can do so in Workday. Please note that if you do not submit a W-4 reflecting your circumstances, Payroll will default to withholding the maximum amount at your income bracket: single with zero dependencies. 

In January, you will receive a W-2, which is a statement of earnings that you will need in order to file your federal and state tax returns. For current student employees, your W-2 can be found in Workday under Pay > Tax Documents. Former student employees will receive their W-2 via mail. If you need to update your mailing address, please contact Payroll. 

For help completing your tax forms, you can use a tax service provider (such as H&R Block). You can also hire a lawyer to assist you. A listing of lawyers can be found in a phone directory or at superpages.com. If you opt to prepare your own taxes, the required forms are available via the following links: 

• Federal tax forms
• Rhode Island state tax forms
• Tax forms for other states

The publications below may also be helpful: 

• US Tax Guide for Aliens
• US Tax Treaty Tables and Descriptions
• Withholding of Tax on Nonresident Aliens and Foreign Corporations
   

All F-1 and J-1 students and scholars must complete and submit at least one tax form. International students can get a discount code from ISSA for Sprintax, a tax-filing platform.

See more tax-filing info for international student employees

As a RISD employee, you are expected to: 

• follow department rules concerning appropriate dress, use of office equipment and supplies, use of phones and computers, etc.
• complete job duties as assigned and requested, and to not conduct personal business (homework, email, texting, phone calls, web use, etc.) unless first approved by your supervisor.
• treat your coworkers and supervisors with respect and consideration.

Before Commencement day ends, you should:

• keep your bank account active for direct deposit until you have received your final payment.
• download and save your W-2s from your time as a student employee.  (Your W-2 following your last year of work will be mailed and will not be available online.)
• download and save your last salary statement from each year that you worked as a student employee.
• update your address. (Any official documents from RISD concerning Payroll will be sent to this address, including the W-2 from the year you last worked.)
• ask your supervisor(s) for full job descriptions.
• ask your supervisor(s) for recommendations.
• ask your supervisor(s) for an exit interview.

As a RISD employee, you are entitled to:

• a biweekly payroll schedule provided each fiscal year.
• have your payroll set up in a timely manner upon being hired. Please note this is dependent on your completion and submission of all required new employee paperwork. 
• be paid biweekly, provided you complete and submit your timecard by the payroll deadline. If you have a salaried role through a graduate assistantship, you will be paid on a monthly basis.
• sick time in accordance with RISD's sick time policy.

You have a right to receive the following information about your position:

• a copy of the job description for your position including your hourly pay rate.
• a copy of departmental and supervisor expectations.
• a written work schedule that includes requirements (if any) for working during breaks, vacations, holidays, and exam/study  and crit weeks.
• training and information about job-related health and safety issues.
   

You have a right to the following in relation to your job performance:

• be informed about your work performance verbally and in writing.
• an explanation if you are terminated.
• use your RISD jobs as references for future employment.

You have the right as an employee to be treated fairly and equitably by your supervisor(s).

The Family Educational Rights and Privacy Act of 1974 (FERPA) is a federal law that protects the privacy of a student’s educational records.

Notice of student rights with respect to education records (FERPA)

Statement of FERPA understanding

Confidentiality agreement