Performance Concerns

Monitoring of Hours

Students are responsible for monitoring their total hours worked and have access to this information in real time through TRACY UltraTime - See “Student Real Time Access” in the Policies and Procedure section. In addition, the student can review the total hours paid to date by reviewing the past check stubs received for a term or summer period. As an additional measure, the TRACY UltraTime system at the end of the pay period sends out an email titled “Caution – You are Working Below Hour Requirement” with attached hour report to any student that has fallen 5 or more hours below the required target for the period. That report is also sent to both the Labor Supervisor and Academic Adviser. Furthermore, the Labor Program Office reviews hours throughout the term to identify students who are falling significantly behind in hours. Email notices are sent, and in some cases students are called into the office for consultation. Students should come forward immediately if there are special circumstances related to hour shortages (e.g., medical situation, death in the family).

Failure to Meet the Hour Requirement

Failure to meet the weekly hour requirement should be addressed at the department level through regular discussions and through the student labor evaluation process. Students whose WLS levels are based upon a 12- or 15-hour commitment may also be subject to a reduction in level or reassignment within the department as determined by the supervisor.

Failure to meet the total required hours for the term will result in labor probation. In order to remain in good standing in the Labor Program, a student should complete the requirement of no less than 150 hours of labor each fall and spring term in a primary assignment by working 10-15 hours per week through the end of the term as required by the position and arranged with the supervisor. If enrolled in classes during the summer term, each student is required to complete no less than 80 hours of labor for an eight (8) week class and no less than 40 hours of labor for a four (4) week class in a primary assignment by working 10-20 hours per week through the end of the summer school session as required by the position and arranged with the supervisor.

Mandatory Meeting Notices

The Labor Program Office may request a meeting with a student to discuss position performance or other labor-related matters, and these requests should be taken very seriously. The Student Handbook states that students may be withdrawn by administrative action for, “failure to meet administrative deadlines and/or to respond to notices or appointments, including failure to register or confirm registration or to take care of administrative record needs.”

Early Intervention Program

This program is coordinated through the Office of Academic Services and provides a central location for reporting concerns about students so that these issues affecting student success can be addressed quickly and effectively. The program coordinator works closely with College faculty, academic advisers, labor supervisors, Residential Life professionals, and many others on campus to ensure that students receive the full benefit of campus resources and remain on track to personal and academic success.

Labor supervisors play a critical role in early intervention, as they often spend more time with students than any other professional staff member. Through these mentoring relationships, supervisors can often identify concerns that might otherwise go unnoticed in residence life and in classroom settings. Supervisors are encouraged to contact the Labor Program Office for guidance, or to access the Early Intervention Program directly by sending an email to Performance Checks.

Student Disciplinary Action Form and Process

Student performance concerns must be documented and discussed with the student. A student cannot receive any type of department probationary status or release without using the Student Disciplinary Action Form. This process serves three primary purposes: 1) it provides an opportunity to reaffirm departmental expectations; 2) it draws attention to the issue in the interest of improving performance; and 3) it provides a clear history for others in the event that further disciplinary action is required. 

Because the Labor Program is a learning environment, we do not advocate a “three strikes and you’re out” approach. Students should be given an opportunity to address performance concerns in a realistic fashion.  Students should receive write ups consistently at the time of each incident and not collectively.  

The Student Disciplinary Action Form is a tool designed by the Labor Program Office to assist with this process. It is not appropriate to release a student without documentation of performance issues or consultation with the Labor Program Office when an issue is identified that may result in disciplinary action. Ideally, this documentation and discussion approach will enhance student performance so that no further measures are needed. If that is not the case, a supervisor may elect to place a student on departmental probation.

Departmental Probation

Departmental probation establishes performance conditions that must be met for continued success in a given position or department. Departmental probation is not centrally formalized or recorded and does not affect participation in College activities; it does, however, establish a mechanism of warning for the student that his or her standing in the department is in jeopardy and that continued problems may result in release or even labor probation. The Labor Program Office should be notified when a first-year student is placed on departmental probation so that appropriate intervention can be arranged.

Labor Probation

The decision to place a student on Labor Probation is made by the Dean of Labor in consultation with the Labor Program Office and is based on a review of all related circumstances. Normally probation occurs when a student within a primary position has:

  1. Failed over a term to work a minimum of 10 hours a week.
  2. Fallen significantly behind in hours during a term and warnings and attempts at counseling have not been successful.
  3. Failed to meet the requirements of an accountability agreement.
  4. Scored 59 or below on a Labor Evaluation for a primary position—not meeting the expectations of the department. Students also may be placed on probation for cause (e.g., not meeting the needs of the labor department) during a term.

Students may also be placed on probation for cause (e.g., not meeting the needs of the labor department) during a term. Labor probation is centrally monitored and recorded, and has the potential to significantly impact on a student’s participation in College activities.  Students on probation:

  • will be denied participation in international travel experiences, internships, independent studies, College-sponsored summer off-campus internships, and off-campus short term exchange; a student who is found to be significantly deficient in meeting the required labor obligation at mid-term may be denied during the application process;
  • will not be eligible for a labor or course overload or leave of absence;
  • will not be permitted to hold level five or six labor positions, or certain unclassified labor positions (e.g., CAB Chair, Pinnacle Editor); incumbents who are placed on probation while serving may be released;
  • may be ineligible for consideration for some Labor Day awards, scholarship and service awards and membership in honorary societies (e.g., Mortar Board);
  • may be ineligible to apply for a residence hall staff position
  • may be denied permission for off-campus labor, local access to motor vehicles, and off-campus living.

Labor probation is typically for one regular term, but may be extended at the discretion of the Dean of Labor depending on the circumstances. 

Labor Probation—Immediate Suspension

The Dean of Labor, the Vice President for Labor and Student Life, or the Labor Program Council may elect to place a student on Labor Probation—Immediate Suspension. This “last chance” designation involves the development of an accountability agreement between the student and the Labor Program, violation of which results in immediate suspension by the Dean of Labor.

Suspension within a Term

Non-performance as a student worker can lead to suspension within a term. In cases where a student has been placed on labor probation and continues a pattern of non-performance, the Dean of Labor, the Vice President of Labor and Student Life, or the Labor Program Council may elect to develop an accountability agreement and place the student on Labor Probation- Immediate Suspension. Accountability agreements outline clear expectations that- if not met- are grounds for immediate suspension within the term by the Dean of Labor.

Labor suspension is a serious matter. It appears on the student’s academic transcript for the duration of the suspension, and results in a designation of “not in good standing” which often prevents admission to another institution. At the end of the suspension period, the language is removed from the transcript and the student is once again in good standing. While the student may apply for readmission to Berea College, it is not guaranteed

Suspension End of Term

Students on labor probation who fail to meet the conditions of probation are routinely suspended administratively following the conclusion of the final pay period in a term. The length of suspension is typically for one regular term. Should the student elect to appeal, the student may choose between these two procedures:

  1. Administrative Option: Appeal considered by the Vice President for Labor and Student Life. The Vice President for Labor and Student Life reviews the student’s written appeal and renders a decision. The Labor and Student Life Office staff notifies the student of the outcome.
  2. Committee Option: Appeal considered by the Labor Program Council. The Labor Program Council receives the appeal and renders a decision. Normally, three members of the Labor Program Council constitute a quorum for hearing appeals with no individuals from the Labor Program serving as voting members.

Judicial Matters

Issues occasionally arise within a labor department that may violate the Community Judicial Code (e.g., theft of goods, falsification of time). These issues should be carefully documented and reported immediately to the Labor Program Office. The Dean of Labor, in consultation with the judicial liaison and Public Safety, will determine an appropriate course of action.

Graduating Seniors: Failing to meet Labor Requirement

Graduating seniors who fail to meet the Labor Program minimum requirement in their final term will have their transcripts withheld (both academic and labor) until they have completed a required number of community service hours. The number of community service hours will be based both on the hours not met and student’s past work performance. The graduate is responsible for locating, and securing a non-paid community service position. Before starting work,  the graduate must submit to the Labor Program Office written details regarding the position which must include the community service organization or agency contact information. The information will be utilized by the Labor Program to verify and approve the position.

Upon completing the work the graduate must provide a time sheet that is signed by a representative of the agency, including contact information for the purpose of verifying the work was performed and met the performance requirements of the agency and the labor program. Upon verification by the Labor Program, the graduate’s transcripts will be made available for release to the student.

Note: The "Graduating Seniors: Failing to meet Labor Requirement" policy is not intended as an "out" for graduating seniors.  Students who fail to complete the labor requirement during their final term of enrollment are subject to all disciplinary actions indicated in the above sections of the handbook- including suspension prior to graduation.