9.0.0 The Work Program

Work Program Office

Ian Robertson, Dean of Work, Ext. 3019
Ellen Graves, Director of Work Learning and Programs, Ext. 2007
Sherrie Meehan, Administrative Assistant to the Dean of Work and Work Program, Ext. 3018
Melanie Kemp, Intern Assistant, Ext. 3743
Kara Franke, Director of Occupational Safety & Training, Ext. 3017
Work Program Office, Log Cabin

9.1.0 Mission Statement

The mission of the Work Program is to provide students with productive work that creates opportunities for the Warren Wilson College community to acknowledge, examine, and celebrate the ethics and value of work in the educational process. The Work Program fulfills its mission by:

9.2.0 Work Requirements

All residential students are required to work 240 hours per semester, 480 hours per academic year. All students must work in the College’s Work Program to graduate (see chart below).

Day students who have already completed the work requirement must work as outlined below. Day students will need to apply for and be awarded a Day Student Work Contract in order to work in the Work Program. See section 9.10.1-1 for details.

Incoming Student Standing Minimum Hours to Graduate
Entering as Freshman or Sophomore
(less than 59 credit hours)
480 hours
Entering as Junior or Senior (60+ credit hours) 240 hours

9.2.1 Compensation for Work

Students reduce their educational costs by working 15 hours a week (240 hours per semester). At the beginning of each semester, students’ accounts are credited in anticipation of working 240 hours. The Tax Reform Act of 1986 requires the College to withhold taxes from these wages because they are earned income. Student’s state and Federal taxes are paid by the College. Students are required to reimburse the College at the end of each semester for these tax withholdings. As timecards are submitted, the balance on the student’s account is reduced. Students who end the semester undertime owe the College the difference between hours worked and the initial credit given.

9.3.0 Work Learning

The educational aspects of the Work Program and working in community are demonstrated in the following ways:

9.3.1 Common Learning Outcomes

Students experience the seven Common Learning Outcomes (CLOs) by engaging with the Work Program in a meaningful way. Through semesters of working alongside supervisors and fellow students and through guided critical reflection, students come to understand how these seven learning outcomes add to the College’s distinctive educational experience.

9.3.2 Learning & Performance Goals

Each crew in the Work Program has identified crew-specific goals for learning and production. These are reviewed with the student each semester. The LPG is a learning contract between supervisors and students. It outlines not only skills and abilities the supervisor will teach but also learning opportunities afforded during the semester. In addition, the LPGs are the measure by which students evaluate themselves at the end of each semester.

9.3.3 Evaluations

9.3.3-1 Student Evaluations: Each semester, students evaluate themselves using their crew specific Learning and Performance Evaluation (LPEs). These electronic evaluations are completed by the student as part of their end of semester self-reflection. Simultaneously, the student’s supervisor evaluates each student against the same measures. A fully completed evaluation cycle ends with student and supervisor reviewing together the student’s past and anticipated learning and performance.

The final evaluations scores are used to calculate a student’s Work Grade Point Average (Work GPA). Any notes made by the supervisor in the transcript section of the LPE will be included in a student’s official Work Transcript.

Should a student judge that the evaluation is unjust as completed by the crew supervisor; the student should discuss their concerns with the supervisor in hopes of finding common ground and reaching a mutually satisfactory evaluation. The student is free to submit written comments on his or her evaluation and may request an individual meeting with the Dean of Work.

9.3.3-2 Supervisor Evaluations: Work crew supervisors are educators. Students are given the opportunity to evaluate their supervisors at the end of each semester. These evaluations provide the supervisor with feedback concerning their teaching and mentoring, as well as the overall work crew experience. Students complete an online evaluation of their supervisor. Summaries of these evaluations are shared with the supervisors and their direct supervisors. In addition, supervisor evaluations are reviewed the Dean of Work for concerns and praise.

9.3.4 Work Program Funding

The Work Program Office offers financial support for student work crew members and supervisors to participate in development opportunities. These opportunities range from taking continuing education classes to giving presentations at national conferences, attending expos, and participating in skill enhancing workshops.

The Work Program Office funds and Federal Work College funds are used to cover student and staff development opportunities.

Applications for Work Program Funding are available online and in the Work Program Office. All funding requests must be received at least two weeks prior to the event or the registration deadline. Successful applicants must articulate how the event will help integrate their work crew with their academic and/or service experiences. To be eligible to receive funding, the following criteria must be met:

If a student misses regularly scheduled work hours to attend an event, the WPO will credit the student for those missed hours equal to their normal work hours during the absence. It is the student’s responsibility to request those hours from the WPO using the Work Credit Request Form.

After returning from the event, each participant is required to write a reflection that will go in the student’s file and on record for review in the WPO. Reflections are due to the Work Program Office within two weeks of returning from the event. Students who fail to complete a reflection and submit it on time will be asked to reimburse the college for the expenses related to the event and they will not be eligible to receive funds for one calendar year.

9.3.5 Recognition

Commitment to total learning, including recognition of outstanding work performance, is part of the Warren Wilson tradition. Students are nominated by faculty, staff, volunteers, and fellow students to receive awards at the end of the academic year. The following eleven awards are available:

Each award recipient, with the exception of the Senior Work Award recipient, will be honored at the annual Work Day picnic and celebration. The Senior Work Award is presented at the Honors and Awards ceremony in May. Each recipient will receive a certificate of recognition signed by the President of the College and the Dean of Work and a monetary award. Senior award winners’ names will be engraved on a brick and placed in the Senior Work Award Winners section of the Work Program courtyard.

9.3.6 Work Transcript

A student’s work performance history is noted on their Work Program transcript including Learning and Performance grades earned, honors received, and conduct actions. A release of information form will need to be completed by the student in order to provide information to inquiring employers. A student’s Work Program transcript is available upon request.

9.4.0 Crew Assignments

Every crew assignment is important to the continued operation of the College. A student’s labor may be repetitive or hidden from common view; it may be intellectually demanding; it may be physically exhausting. Whatever the role in the Work Program may be, students will learn how to collaborate, communicate, and think analytically to accomplish the tasks to which they are assigned. A student’s fellow workers, student crew leaders, and crew supervisors are their mentors and teachers.

The Work Program Advisory Committee (WPAC) is responsible for periodically reviewing the number of students assigned to individual crews and establishing new crews. The Work Program Office is responsible for placing students on the various work crews.

College need, as well as individual skills, experience, and potential for learning, will be considered both separately and collectively. No guarantees of individual crew assignments can be made until the needs of the community as a whole have been considered. In order to assist in the decision making process, crew supervisors are petitioned regarding their crew needs for the coming year. Students indicate their crew preferences on the Fall Crew Request form each spring semester. Crew assignments are for a minimum of one academic year, with some crews requiring a two-year commitment.

9.4.1 Changing Crews

During the year, work crew assignments may be changed in cases of medical or disciplinary need or at the Work Program’s determination. To request to change crews, students must complete either a Medical Crew Change Request or Non-Medical Crew Change Request with the Work Program Office. These forms are available online or in the WPO. All crew changes begin with talking with the Work Program staff. The Dean of Work, or the Dean’s designee, will review all crew changes. A student may participate only on those crews assigned by the Work Program Office, even to make up under time hours.

9.5.0 Time

Most crews work between the hours of 8 am - 12 noon and 1 - 5 pm. Some crews, such as Dining Services, Public Safety, Library, Farm, and Building Maintenance, require evening and weekend work. Certain crews require a three-hour block or a two-year commitment for a student to be considered for employment. Other crews allow split schedules.

Students are required to communicate their course schedule to their work crew supervisor on the first day of each semester. Any changes in course schedule must be communicated to their supervisor. Changes in course schedule may result in reassignment to another crew.

9.5.1 Student Responsibilities

Students are responsible for:

These responsibilities are expanded upon in the sections below.

9.5.2 Timekeeping

Students are required to maintain their work hours by submitting an electronic timecard each Monday. Once submitted, the supervisor reviews and either approves or rejects the timecard. Once approved the timecards moves to the Office of Accounting. If the supervisor believes an adjustment is needed to the submitted timecard, they can reject the card with an explanation. It is the student’s responsibility to correct and resubmit all rejected timecards. For time-keeping purposes, the workweek begins on Monday and ends the following Sunday. At the end of the semester, students are allowed two weeks to submit any previously un-submitted hours or credit. No time cards or credit will be accepted after this deadline.

Students have the ability to check their work hours at anytime from any computer connected to the internet via the online timekeeping system. However, the information is only as accurate as the data submitted. It is the student’s responsibility to keep track of undertime and overtime. During a semester, cumulative undertime may be made up by working on another crew with the advance consent of your regular crew supervisor and coordination with the Work Program Office.

9.5.3 Undertime

Undertime results when a student does not work the expected fifteen hours per week during the academic year or does not obtain work credit for hours lost due to illness or emergency leave. Actions taken for failure to complete total hours contracted (undertime) are:

Total Undertime: At Semester’s End Action

.01 to 12 hours Hourly rate x # of hours
12.01 or more hours Hourly rate x # of hours + work probation

In addition to the undertime action listed above, any student with more than twelve (12) hours undertime at the end of a semester will automatically be placed on work probation unless the undertime hours are related to a documented extended illness exceeding the 27 hours of credit (see section 9.5.5). This probation will be in effect for eight weeks and will be served while the College is in session.

9.5.4 Overtime

Overtime is defined as "hours in excess of 240 hours per semester." Students with accumulated overtime should adjust their hours so they finish the semester with the required 240 hours. There are no fines or penalties for overtime. However, the money used to pay a student for academic year overtime is the same money used to pay for student work contracts during breaks, reducing the number of students the WPO is able to hire during breaks.

9.5.5 Absences and Credit Policies Resident Students

If a student is too sick to work and attend class; it is their responsibility to communicate with their work crew supervisor or the Work Program Office. Students are required to make up the first three (3) hours of work missed for each illness unless they are missed as a result of:

Students may apply for work credit using the Work Credit Request Form found online or in the WPO.

Work Credit Request Forms must be submitted within two weeks of the absence and contain the appropriate documentation. Students suffering from an illness causing them to miss over three hours of work need to have their illness confirmed by the Health Center or another certified health care professional. A certified health care professional’s note is required to complete an application for credit from the Work Program Office.

After the first three hours of missed work are made up, students may be eligible for work credit up to twenty-seven (27) hours per academic year. Any undertime remaining after receiving twenty-seven hours credit will be the responsibility of the student to make up or undertime actions will be taken.
Day students with day student contracts are only compensated for hours worked. Credit is issued for college sponsored varsity athletics injury and worker’s compensation only.

Students who believe they are unable to work on their assigned crew due to illness or injury will need to contact the Work Program Office for temporary crew reassignment. For emergency leave credit due to a family situation, students need to make an appointment with the Dean of Work or their designee.

9.6.0 Conduct Actions

Work Warnings and Work Firings are issued when Work Program policies and crew standards have been compromised. Probationary Points are applied as follows:

9.6.1 Infraction Probationary Points

Poor Work Evaluation (D work grade) One
Written Work Warning One
Work Firing Automatic Work Probation



 Work probation results automatically when a student accumulates three probationary points or is fired from a crew during the academic calendar. The Dean of Work may place a student immediately on work probation for serious violations of Work Program rules and regulations.

Work warnings and work firings are issued on the Work Program Notice of Conduct Action form by the supervisor, Dean of Work, or his/her designee. A copy of the conduct action is placed in the student’s work record. If the student feels the action is unjust, they may ask the Dean of Work to review the case. If the student feels the review has not satisfactorily resolved the issue, the case may be appealed to the Work Program Judicial Board. The student appealing must meet with the Dean of Work or their designee within two working days of the warning or firing. A written appeal must be submitted to the WPO within two working days of meeting with the Dean of Work or their designee.

Work probation is a period of time during which the student may not:

The Dean of Work will determine the length of the probationary period and, if necessary, the length of any suspension period.

The Dean of Work may suspend a student from the college in the following cases:

9.6.2 Work Program Judicial Board

The Work Program Judicial Board hears appeals of conduct actions given by supervisors or the Work Program Office. The student appealing must meet with the Dean of Work or their designee within two working days of the warning or firing. A written appeal must be submitted to the WPO within two working days of meeting with the Dean of Work or their designee. Students facing conduct action must have at least 48 hours between the submission of their written appeal and the appeal hearing to prepare. The 48 hours will be calculated from the date the Dean of Work’s receipt of the written appeal. The student and work supervisor must be available for the Board’s hearing. Procedures for appealing Work Program conduct actions are available at the Work Program Office.

Actions of the Board will be communicated to the Dean of Student Life, the student’s Academic Advisor, and Work Supervisor. The Board consists of three elected members from the WPAC, one staff or faculty member and two students, who serve a one-year term. A quorum shall consist of two students and one staff or faculty member.

Upon recommendation by the Dean of Student Life, and in concurrence with the Dean of Work, students may be reassigned from their work crew assignments for violations of college rules or upon notice of any legal action taken by legal entities outside of the college judicial system.

9.7.0 Break Work

The College employs a limited number of students during break to ensure the functioning of the institution and completion of special projects. Assignments to break crews will reflect the College’s need for labor in priority areas. Hiring for these breaks --Fall, Thanksgiving, Winter, Spring, and Summer -- is done in advance of the break period. Dates for break sign-up and subsequent deadlines are advertised by, but not limited to, student-l emails, supervisor-l emails, notices on the Inside page, and flyers placed around campus.

9.7.1 General Information

Contracts are given for full weeks of work only; the work week is defined as Monday through Sunday. Only students contracted to work breaks or students in a college-sponsored program may stay on campus. Students not on break contracts or enrolled in other college-sponsored activities will need to find alternative accommodations during the break period. Students who are resident employees during a break period are prohibited from housing other students. Any resident employee discovered housing individuals will automatically lose their work contract. Students who do not have break contracts or have an off-campus contract and are found living on campus property during a break period will be referred to the Dean of Student Life and the Dean of Work for appropriate conduct action. This includes camping on college property. Housing priority is given to 40 hour contracts.

Students on academic, conduct, or work probation will not be considered for a break contract. Similarly, students whose academic, conduct, or work probation extends into the last term of their senior year will not be offered a work contract. Any worker placed on academic, conduct, or work probation or suspension during a break period will lose their work contract and be asked to vacate the residence hall (if applicable). Workers placed on housing probation will lose their housing and will be asked to vacate their residence hall (if applicable).

Once a break contract has been accepted, students are responsible for completing the total hours contracted. The break contract is for the hours contracted; it is not a guarantee of your job assignment. Students who cancel their work contracts after signing their contract will not be eligible to work during any break for a period of one calendar year.

9.7.2 Holiday Pay

To receive work credit for a college recognized holiday during a break period, such as New Year’s Day or the 4th of July, students must have a contract for the week of the holiday and work the full contracted hours. Full contracted hours are defined as follows: 40 hour contracts must work 32 hours and 20 hour contracts must work 16 hours.

Current paid holidays are:

9.8.0 Experiential Education Work Scholarship

The Work Program will provide 15 hours of work credit to resident students who participate in full-time (12 credit) or part-time (prorated hours per credit) internships, or off-campus field studies completed in one term. Only day students participating in a full-time (12+ credit hours) internship are eligible to receive a waiver of one semester's day student fee. Students must be receiving academic credit for the programs and be following departmental guidelines. Students should apply for the credit through the WPO the semester before the experience.

9.9.0 Work Place Safety

9.9.1 Worker’s Compensation

All students assigned to work crews are covered by Worker’s Compensation during recorded work hours. If a student is injured on the job, they should report the injury to their supervisor immediately and seek medical care as outlined below under Injury Reporting Procedure. In case of an emergency, the student should have their supervisor or fellow worker dial 911.

9.9.2 Injury Reporting Procedure

9.9.3 OSHA Work Place Safety

All students assigned to a work crew are required to attend basic OSHA awareness training prior to starting work. This training normally happens during orientation. Students will have added opportunities to receive other workplace safety training based on their crew assignment. Students’ work crew supervisor will instruct them in the use of assigned personal protective equipment (PPE). Some crews are required to wear closed toed and steel toed safety shoes. Students on these crews are required to wear their safety shoes at all times while at work. The Personal Protective Equipment Safety Program describes these requirements in full. A student’s supervisor is responsible to assure they receive the appropriate PPE and training for their assignment.

Students are required to follow all Safety Program Requirements while on the job. Failure to do so can compromise their safety and the safety of their fellow crew members.

9.9.4 Accident Investigation

Should a student be injured on the job, an investigation will be completed by the Director of Occupational Safety and Training and then reported to the Campus Safety Committee (CSC). The CSC will make a determination on the best action to take to initiate a preventative process for the Work Program. Decisions of the CSC may include restrictions on use of equipment, which might require a crew reassignment.

9.9.5 Campus Driver’s License

There are different testing requirements for each type of vehicle used by individual crews. Do not operate any equipment until trained and licensed. Vehicle licenses are obtained from the Motor Pool. Students will be required to sign an application for driving privileges and agree to submit to possible motor vehicle record checks. Should an accident occur, the Director of Public Safety will conduct an accident investigation. Should a student lose their state issued driving license they are required to notify their work crew supervisor and the Motor Pool Supervisor; their driving privileges for campus vehicles will be suspended and a crew change may be required.

9.10.0 Work Program Operations

The Work Program employs a limited number of day students. All requests for fall semester employment must be submitted in writing by April 1 and all requests for spring semester employment must be submitted in writing by November 1. The Work Program Advisory Committee will review all applications and make a final determination. Day students are subject to the same Work Program performance and accounting procedures as resident students. Day students employed in the work program are expected to complete 15 hours of work per week. The Dean of Work or their designee and the crew supervisor must approve any change in hours.

9.10.1 Special Contracts

9.10.1-1 Day Student: The Work Program employs a limited number of day students (non-residential students). Applications for Day Student Work Contracts are available year round online and in the Work Program Office. All applications for fall semester employment must be submitted by April 1 and all requests for spring semester must be submitted by November 1.. Continuing students with Day Students Contracts wishing to renew them for the following semester must renew them by the aforementioned dates. The Work Program Advisory Committee will review all applications and make a recommendation to the Dean of work or their designee.

Day students are subject to the same Work Program performance and accounting procedures as resident students. Day students employed in the work program are expected to complete 15 hours of work per week. The Dean of Work or their designee and the crew supervisor must approve any change in hours. Day students will be given holiday pay for any college-recognized holiday occurring during the academic year. To receive holiday pay during the academic year (e.g.: Thanksgiving), students must have a day student contract for the semester of the holiday and work all scheduled shifts during that week. Day students are not eligible to receive credit for missed work due to illness or family emergencies. However, they are eligible to receive credit for college sponsored varsity athletics injury and worker’s compensation related absences. Day students who are placed on academic, work, or conduct probation will lose their day student contract.

9.10.1-2 Additional Hours: Requests for an Additional Hours Contract must come from a work crew supervisor who has identified the need for additional leadership on their crew. These contracts are designed to provide supervisors with a skilled, well trained worker to play a leadership role. Additional Hours Contracts are reserved for crews that tend to be understaffed. The Work Program does not guarantee the award of any Additional Hours Contracts.

If a supervisor has been awarded an Additional Hours Contract, they may recommend a student to fulfill that contract. Students must meet the following criteria:

Limitations of the Additional Hours Contract:

9.10.2 Governance of the Work Program

The Work Program Advisory Committee (WPAC) is an advisory body responsible for discussing and initiating Work Program policies and providing feedback to the Dean of Work on the operation of the Work Program.

The elected committee consists of two faculty members, two staff members, and two students. Committee members are elected to serve a two year staggered term. The Dean of Work or their designee may appoint additional members as they see fit. To be eligible to serve on WPAC, a student must have two semesters experience in the Work Program, not be on academic, conduct, or work probation, and have an academic and work GPA of 2.0 or higher.

Meetings are held on a regular basis and are open to the community.

9.10.3 Work Place Accommodations

Students must self-identify their need for workplace accommodations to the Dean of Work and provide appropriate medical documentation to the Educational Access Coordinator in the Student Life Office. Students should not direct requests for accommodations to the work crew supervisor.

A listing of appropriate documents certifying disability can be found on the Warren Wilson web site under Campus Life with a link to ADA Accommodations. All information is confidential and will be relayed only to persons with a “need to know” in order to provide appropriate and specific accommodations.

In consultation with the Educational Access Coordinator, the Work Program Office will determine specific accommodations and a work crew accommodation form will be forwarded to the work crew supervisor. A meeting will be scheduled for the student and crew supervisor to discuss the implementation of the requested accommodations.

Students have the responsibility to inform the Work Program Office of their need for accommodations in a timely manner and should do so prior to or during the first two days of orientation.

Students who fail to notify the Work Program Office of their need for accommodation may not request adjustments to their performance record based on their accommodations.

9.10.4 Non-Discrimination Policy

Job discrimination on the basis of gender, race, color, creed, national origin, sexual orientation, religion, age, marital status, or handicap is contrary to the philosophy and administration of the Work Program and will not be permitted. No supervisor should specify gender or other preferences contrary to this policy. Any evidence of discrimination on any work crew should be reported to the Dean of Work.