Handbook for student employees

Welcome as a student employee at University West! As a student employee, you play an important role in our community, and we are happy to have you with us! To give you a good start and guidance during your time as a student employee with us, we have compiled these pages.

According to the student employee agreement, you have the opportunity to work with us during the semesters while pursuing your full-time studies at university level. According to the terms of the agreement, you need to be a programme student at University West, and have at least 1 year of completed studies to be able to become a student employee. The agreement is designed to give you the opportunity to combine studies and work in a balanced way so that you gain practical work experience as a complement to your academic studies.

According to the student employee agreement, you can work with an employment rate of no more than 25 percent of a full-time position and have a total of four fixed-term employments. Each employment can last for a maximum of one full semester.

Here you will find information and guidelines to help you navigate through your role as a student employee. We encourage you to take part in the content and use it as a resource during your time with us.

As a student employee, you represent University West. It is valuable to understand our vision, values and core values, which guide us towards a more sustainable world. We strive to be proactive, collaborative and inclusive in everything we do.

Once again, welcome to University West as a student employee. We look forward to working with you and wish you every success during your time here!

Creating change together!

Acess and Västkort

Your Västkort functions as an access card, and the level of access you have varies depending on the work unit you will be working in. The card is collected from the Service Center, and this is also where you go if you have problems with the card or access.

Your supervisor will inform you about your access rights, as well as where you can eat lunch when you are working.

Time Reporting

How do I know when to work?

The routines around this differ between work units, so discuss with your supervisor what it looks like where you will be working.

It is important to keep the times you have agreed on, and to be on time for your shifts.
If you receive a request from a supervisor to work, it is important to respond to the message regardless of whether you can work at the time or not, so that the supervisor can plan accordingly.

How do I report my hours?

You report time and create documentation for your fee (salary) digitally via the self-reporting system Primula. Type the link https://hv.hr.evry.se/ into your browser. Use Edge or Crome.

Log in with your username and password. Click on the heading Fees under My page, select the form Hourly report and follow the instructions in the form. In case of problems, see contact information at the bottom of the page.

What am I allowed to write down as working hours?

What you write down as working hours is the time that you work according to agreement with your supervisor or that you have been scheduled for. For example, it can be teaching or participation in an education fair/open house. If you are unsure, you should contact your supervisor.

Who/where do I turn if I have questions about time reporting?

For questions about your working hours or schedule, please contact your supervisor. Use the student emails and email to the supervisor's HV email. Some work units use Teams instead, based on what your supervisor informs you about.

For questions about time reporting in Primula or payments, please contact the Government Service Center (SSC) see the bottom of the page.

Salary and remuneration

What is my salary?

The employer applies the Student Employee Agreement for your employment. You can find the agreement and more information here: Studentmedarbetare i staten - ett ömsesidigt utbyte (arbetsgivarverket.se)

The salary is based on a fixed salary scale, but it can vary depending on factors such as previous experience. The salary scale is reviewed annually.

Salary Payment

Salary is paid on the 25th of each month. If the 25th falls on a Saturday, the salary is paid the Friday before, and if it falls on a Sunday, the salary is paid the Monday after. In December, the salary is paid before Christmas Eve.

Register salary account more e-identification

Attendance and absence

How do I report an absence?

If you become ill or for any other reason cannot attend your scheduled work shift, it is important that you notify your supervisor as soon as possible. You should do this via email or Teams, not by SMS. Discuss with your supervisor whether email or Teams is used in the work unit you are in.

Via email: Send an email from your student email to your supervisor's HV address, and CC the department head (other recipients). If you are unsure who the department head is, you can find this information on the HV website: University West - Departments (hv.se). Click on your department and then go to "organization."

Feeling better? - Remember to report your recovery!

When you are well again after being sick, it is important to notify your supervisor so they know you can participate in your work shifts again. You do this in the same way as when you reported your illness, via email or Teams to your supervisor.

Tips

Be professional and represent your work unit:

Arrive on time for your scheduled work shifts. As a student employee, you are a representative of University West. Ensure that your behaviour and interactions with others are professional and positive.

Be proactive:

If you work in a classroom with other students, be active and approachable. Walk around, ask if anyone needs help. Show interest in helping other students and teachers, and don't be afraid to reach out to offer your assistance.

Communicate clearly:

Make sure to communicate clearly and effectively with both students and teachers. Be open to feedback and questions.

Maintain a positive attitude:

A positive attitude can make a big difference in the work environment. Show enthusiasm for your work and be open to new ideas and challenges.

Follow workplace rules and guidelines:

It is important to follow the rules and guidelines that apply to the workplace. This includes everything from IT security to the use of technical equipment.

Take responsibility for your tasks:

Be responsible and reliable when it comes to your tasks. Follow up and complete tasks on time and make sure you are available to help when needed.

Seek feedback and develop yourself:

Be open to constructive feedback and use it to grow and develop in your role as a student employee. See every experience as an opportunity to learn something new.

Handle conflicts constructively:

Conflicts can arise in the work environment, but it is important to handle them constructively. Turn to your supervisor for advice and support if a conflict arises.

If something is unclear, ask!

If you find something unclear, don't hesitate to ask! Your supervisor is there to answer questions and support you as a student employee. A tip is to write down any questions, so you remember to bring them up with your supervisor. There is space at the back of the booklet for this.

Questions about time reporting and payment

In the first instance, you should always contact SSC if you have questions about salary, time reporting and payment. If SSC cannot answer, you can contact hr@hv.se

• SSC Portal (via computer/internet). Questions about salary, how employees report in Primula, the size of different remuneration, etc., can be entered as a case in the Portal. Open around the clock for registration of cases.

• Customer service on 0771–456 000. Regular telephone hours for customer service are weekdays between 09:00-12:00 and the switchboard can be reached between 09:00-16:00.

• Help texts in Primula. Available directly on the page in Primula or by clicking on the symbols.