2. Research Guides

Library Student Assistant Training

Time Cards must be submitted for approval through UKG (Kronos)

Detailed instructions for submitting Time Cards are available here.

Limits on Hours

Undergraduate and all International students are limited to a 19 hours per week, inclusive of all campus positions, while school is in session. Students may work up to 40 hours per week over holiday and summer breaks.

Graduate/ Professional students are limited to 29.5 hours per week, inclusive of all campus positions, while school is in session. Academic programs may have additional restrictions on maximum number of hours worked weekly.

Students may work up to 40 hours per week over holiday and summer breaks.

 

Recording Breaks

Please communicate with your supervisor to inform them when you would like to take your break. Breaks cannot be used to leave early or arrive late.

If you are working a 6+ hour shift, you are required to take a unpaid, 30 minute meal break. This 30-minute break must be recorded on your time card.  

If you are working 4+ hours but under 6 hours, you may take a paid 15 minute break. 15 minute breaks are not recorded on your time card.

 

Falsification of Time Cards

University policy states that falsification of time cards is grounds for immediate termination. Penalties include:

  • Falsification violates state and federal law. The student may be charged with misdemeanor forgery and/or misdemeanor petty larceny, one count for each time card. If the pay illegally obtained is large enough, a felony charge of grand larceny may also be made.

  • There are additional federal laws and regulations regarding fraud in obtaining financial aid. Fines of up to $10,000 and 5 years in jail are potential penalties. Immediate termination from the Federal Work Study program, repayment of aid received, and a permanent bar from receiving further financial aid of any type are possible penalties. The student may be reported to the US Department of Education for possible prosecution.

  • This behavior violates the Vanderbilt University Student Honor Code. The student's behavior will be reported to the Office of Student Accountability, Community Standards and Academic Integrity for review.

  • Suspension or dismissals from the University are other potential penalties. Students should be aware that the University will take action in cases of time card fraud.