LOVELY PROFESSIONAL UNIVERSITY

PHAGWARA (DISTT. KAPURTHALA), PUNJAB

Student Employment Services Manual

1page

INDEX

Chapter No.

Topic

Page no.

Objective

II

4
Eligibility

III

4
Tenure of these jobs

IV

Nature and Description of Jobs

4 to 7
7

Job Notifications
VI

7&8
Selection Process

VII

Work Place

VIII

Working Hours

IX
X

8
Salary Structure
Responsibilities of Reporting official

XI

8&9
9

Marking Attendance and payment

XII

9&10
Leave Policy

XIII

10
Appraisal & Feedback

XIV

10&11
Exit Policy

XV

11
Filling Vacancies arising due to Exit of student

XVI

11
Responsibility of student as an employee

Annexure
I

II

Proposal for the availability of Part Time Jobs

Application for Part time Jobs

12 to 14

15

2page

III

Student Assessment Sheet

16

IV

Proposed List of selected Student Employees

17&18

Proposed List of selected Student Employees

19

VI

Student Employee Weekly Job Roster

20

VII

Student Employee Attendance Sheet

21

VIII

Salary Sheet for Student Employees

22&23

IX

Pre Dated & Post Dated Leave Form

24

Appraisal & Feedback Form

25

XI

Exit Form

26

XII

No due Certificate

27

XIII

Experience Certificate

28

The Student Employment Services in Lovely Professional University

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This manual shall be called Student Employment Services Manual.

1.0 Objective
Lovely Professional University provides part time job opportunities to its students to exploit their
immense potential and expose them to the world of work before actual employment. This would
also help the students to participate in the management and development of the University,
inculcating among them social values like dignity of labor, sense of belongingness, self
dependence and hard work.
The students would be paid for these jobs and after satisfactory completion of the assigned job,
the students will be issued appreciation Letters.
2.0 Eligibility:
2.1 All the regular students of Lovely Professional University who are registered in the
current term and are not admitted in a programme/course with duration of less than
six months are eligible to apply.
2.2 Certain CGPA could be applied as an eligibility criterion as per the requirement of
job.

3.0 Tenure of these jobs:

3.1 The recruitment for these jobs will be done for a term or for the complete project
whichever is earlier.
3.2 The recruitment shall be done as and when the requirement arises in any department/
cell of the university.

4.0 Nature and Description of Jobs:

Jobs which are offered by the University are divided into two categories.
4.1 Category I: The jobs in category I require formal education in the particular
discipline, work experience and/or a minimum standard of achievement.
4.2 Category II: The jobs in category II do not require formal education in the particular
discipline, work experience and/or a minimum standard of achievement.

Jobs in Category I
Sr.
No

Nature of Job

Description of Jobs

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Peer Tutor

Seniors and/bright students to teach and guide juniors and/ weak

students in the subjects of their specialization.

Assistant Physiotherapists To assist in all kinds of physiotherapist activities.

(Students from Physiotherapy Department)

Assistant Pharmacist

a) To distribute medicines (Students from Department of

Pharmacy)
b) To maintain a record of drugs/store inventory

Medical Lab Technician

To assist in the work of Medical Lab.

(Students who have degree/diploma at graduate level and
pursuing M.Sc Clinical Microbiology, MLT)

Dietician

To guide the students about the healthy habits & diet chart.
(Students from Hotel Management)

Contents Assistants or
Content Developers

a) To assist Resource Persons /Research Scholars in finding

the contents from different websites, books and allied
references there upon.
b) To assist Department of Communication in the
development of content for prospectus or website or for
any other promotional material.

Assistant Technicians

a) Welding work
b) Motor winding
c) Repairing of broken furniture items
d) Assembling of products through off campus intakes , in
specially formed workshops of the department concerned

Assistant
Coaches/Trainers

To coach and monitor different sports and athletics activities, as

per the needs and interest of the students.

Dress Menders

To make minor mending in the dresses, etc; especially for

hostellers.

10

Lab Assistants

a) To handle various service related issues in the department like

formatting system, loading of software etc
b) To handle all networking related problems and monitor the
smooth functioning of computers
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Jobs in Category II
Sr.
No

Nature of Job

Description of Jobs

Library Assistants

a) To arrange books in shelves or Restoring

b) Maintaining gate entry register
c) Assisting students in the library
d)Overall supervision to maintain discipline in the library

Office Assistant

To perform office management in various departments like

hostels ,clinic where 24 hours services are provided

Assistant Counselors

a)To be engaged in in-campus counseling during admission days

b) Off- campus counseling, in places of their living, during
admission days

Data entry Operators

To enter and store data without affecting the secrecy of the

department concerned

Assistant Surveyors

To engage in different kinds of surveys conducted within the

campus by different departments.

Assistant (Quality control a) To check the proxy/wrong travelers

Transportation)
b) Time checking: Arrival and Departure
c) Log book checking

Receptionist/
Guide

Campus To answer queries in person, being at the main gate of the

campus.

Tele-Support / Call Centre To answer all the queries on phone/e-mail as per University
Assistant
guidelines.

Promoters

To be participants in organizing exhibitions to promote in house

products prepared by students of different programmes.

10

Security Personnel

To assist guards in maintaining discipline.

11

Main Gate Reception

To making Visitor Passes etc.

12

Crche

To assist in taking care of children.

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The above job descriptions are only illustrative and not exhaustive. Other jobs/areas could be
added subsequently based on the feedback from the students and requirements from
Departments/ Cells.
5.0 Job Notifications
5.1 The department who wants to offer such jobs to the students will first draft a proposal
to be submitted to DSA. The proposal will contain the Job Description, Job
Specification, Terms and Conditions, Selection criteria, Selection panel and Selection
process for the job. The format of the proposal is attached at Annexure I. The
soliciting department is requested to add content as per its specific requirement.
5.2 The department shall ensure that employment of the student does not compromise
confidentiality or internal secrecy of the department & the University as a whole.
5.3 The drafted proposal shall be forwarded to the Office of DSA at least 2 Week before
the start of the job
5.4 DSA will study the feasibility of jobs mentioned in the proposal and within one week
seek approval from the Office of the Pro Chancellor.
5.5 The job will be given a job ID No.
5.6 After approval, the DSA will notify on the UMS details of the student jobs for timely
selection of the students and offering their services to the concerned Department.

6.0 Selection Process:

6.1 Interested students need to apply online on the prescribed application form. It must be
noted that student may apply if they want to serve a certain slot time equal to or less
than but inclusive in the asked time slot. For example, if the asked time slot is 2 PM
to 5 PM, the student may apply if he is available for 3 PM to 4 PM (Annexure II)
6.2 The selection process shall be proposed by the solicitor department. Division of
Student Affairs will finalize the process, date, time and venue (preferably the Division
of Student Affairs premises) for the selection process. A nominee of Pro-Chancellor
office shall be appointed by Pro-Chancellor as a member of the selection panel. DSA
may appoint a representative to oversee the matters from administrative and
procedural perspective.
6.3 As per the selection process designed by the Solicitor department, candidates may be
short listed by the Selection committee on the basis of their application forms and
CVs and the shortlisted students shall be called to attend the selection process. The
notification inviting the shortlisted candidates must contain an Instructions sheet
containing the expectations from candidates during the process. The Instruction sheet
may contain Rules during selection process, Items and testimonials to be presented
during the process, Timings of the process etc as applicable for the particular process.
6.4 The Solicitor Department should consider requirement of keeping additional
candidates on reserve panel to meet any future requirement that may arise due to a
student leaving a job.
6.5 Selection Committee will then conduct the selection process and fill the Student
Assessment Sheet.(Annexure III)
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6.6 Student Assessment sheets of all the experts will be sent to DSA. The list will be
finalized by the DSA after taking the security clearance of the candidates from the
department of security and discipline.
6.7 The list of selected candidates along with the applicable terms and conditions shall be
presented for approval to Pro-Chancellor by DSA. (Annexure IV and V)
6.8 The copy of the approval, list of selected students and Terms and conditions shall be
forwarded to AO of solicitor department and Department of Accounts for salary
disbursement matters.
6.9 The selected candidates will be inducted into the job after taking an undertaking of
understanding and acceptance of the nature of job, working hours, no. of days and all
other terms and conditions.
6.10 The Department of work will complete the Student Employee weekly Job Roster
as per Annexure VI and submit one copy to the DSA for records.
7.0

Work Place:
7.1 Job sites available within LPU campus or any place decided by LPU from time to
time.

8.0

Working Hours:
8.1 During the term when the academic session is going on, a student is recommended to
opt a maximum of 4 hrs a day subject to the maximum of 20 hrs in a week. However,
if the student employee is available for time more than recommended time limits he
may be allowed by Reporting Official by taking written approval from Head,
Division of Student Affairs. In any case a student cannot opt for more than 8 hrs a
day.
8.2 In case the Department wishes to change the mode of work as defined in Annexure I
the same could be done by submitting and Application to the DSA and on approval
can implement the change.
8.3 The time recorded in the attendance register shall be a multiple of 10 minutes. Total
time devoted by a student employee in a month will be calculated by adding up each
single entry without rounding off and the sum will be rounded off to the floor
multiple of 1 hour to find the devoted time in terms of hours only.

9.0

Salary Structure:
9.1 Students working in jobs of Category I: Rs 35/- per Hour.
9.2 Students working in jobs of Category II: Rs 25/- per Hour.

10.0

Responsibilities of Reporting official

10.1 To take for record CV of the student employee mentioning Name, Registration
number and contact no. and containing details about Academic achievement, Cocurricular achievements, projects etc.
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10.2 To take in hard and soft copy the Time-Table of student to know the available free
slots in which student can make himself/ herself available.
10.3 To take Account no. of the account of Student Employee for disbursement of
salary.

11.0

10.4

To design the Student Employment Job Roster.

10.5

To note attendance of student employee in the provided format.

10.6

To take over the work done by student employee at the end of each shift.

Marking Attendance and payment:

11.1 The Reporting Officer will record the attendance of the students.
11.2 An attendance Register shall be maintained by reporting official for the record of
attendance. A new page shall be opened for each new student employee according to
format provided in Annexure VII.
11.3 The record of the attendance shall be handed over to concerned AO of the
department.
11.4 The AO of the concerned Department will compile the Salary Sheet (as per
Annexure VIII) of the students at the end of every month or at the time of relieving of
student employee, whichever comes earlier and will forward the compiled attendance,
Attendance record along with the approved terms and conditions to Department of
Audit for auditing.
11.5 The audited sheet of student employees attendance record shall be forwarded to
Pro-Chancellor for approval. The approved copy shall be forwarded to Department of
Accounts for crediting the emoluments in the account of the student employees.
11.6 The salary will be disbursed within first 15 days of every month in case of
continued service or within 15 days of relieving of student employee, whichever
applicable.
11.7

12.0

Leave Policy:
12.1 A student should be very careful in choosing the time slot according to his/her
own schedule.
12.2 A student should not commit the time slots at the cost of his/her classes as no
compensation in the form of attendance or any other component of continuous
assessment will be provided.
12.3 If a student has already committed for the availability for a time slot and later on
is unable to come ,then he must take leave at least one day prior to the date of leave
by filling the leave form(Annexure IX)
12.4 Post dated leaves are strictly discouraged among the students.
12.5 If a student is unable to reach at the specified place and at the specified time, then
he must intimate his/her unavailability to the Reporting Official telephonically and
must fill the Post Dated leave format within 48 hrs. of the leave.(Annexure IX)
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12.6 All the Pre & Post dated leaves will be sanctioned by the DSA only and DSA will
keep record of all Post dated leaves of the students employed on such Jobs.
12.7 In case a student is on leave without intimation, then he would be treated as
ABSENT WITHOUT INFORMATION and such conduct may lead to the termination
of the services. Reporting Official shall be responsible to intimate DSA about such
cases within 24 Hrs of the incident and DSA will keep track of all such cases and may
debar the student from appearing in subsequent recruitment processes for Part-Time
jobs.
13.0

Appraisal & Feedback

13.1 At the time of completion of job or term whichever is earlier, Reporting Officer is
required to fill the Appraisal & Feedback form of all the students (Annexure X).
13.2 This form must be filled within the seven working days of relieving of the
student.
13.3 DSA will be responsible for keeping track of appraisal of students and will use the
information in case the student is recruited again.
13.4 DSA shall, time to time, confirm upon the optimum utilization of student
employees by cross-checking the workload and related documentation and by
physically visiting the job site.

14.0

Exit Policy
14.1 A student should book the job slots according to his/her availability but if due to
some unforeseen circumstances he is not able to continue the job then he/she must
request DSA to cancel further slots.
14.2 In such case, an exit form (Annexure XI) must be submitted in the office of DSA
after obtaining remarks of Reporting authority giving a notice period of One Week.
14.3 A student will be relieved from the job at the end of the term or the completion of
the project whichever is earlier.
14.4 Student employee shall have to obtain the No dues certificate and submit it in the
office of DSA on his/her last working day. (Annexure XII)
14.5 Students are strictly advised to complete all the formalities at the time of
relieving, failing which shall debar them from obtaining appreciation letter and the
same will be considered as an act of indiscipline and shall be dealt accordingly.
14.6 An Employment experience certificate shall be provided to the Student Employee
at the time of relieving from the job, if the student employee has devoted at least 100
man hours on the job from the time of appointment.
14.7 A student employee shall not be provided certificate in the following cases,
14.7.1 If the tenure of the job is less than 100 man hours.
14.7.2 If the Student Employee is suspended from the job due to low level
of performance or due to deviant workplace behavior.
14.7.3 If the Student Employee is under disciplinary probation.
14.8 Student Employee may ask a provisional certificate during the tenure of job, if
required. The Student Employee shall have to submit a written application to the
Reporting Officer.
14.9 The Reporting Officer shall forward all the related requests to Division of Student
Affairs, who then shall issue the certificates.
10page

15.0

Filling Vacancies arising due to Exit of student

15.1 Vacancy arising due to exit of a student employee can be filled in by the DSA
along with the consent of concerned department by following ways:
15.1.1 Appointing students who are already working and meeting the
requirements of the job.
15.1.2 Notifying the job on the UMS and following the complete process
of recruitment all over again.

16.0

Responsibility of student as an employee

16.1 The student employee is required to be punctual and regular.
16.2 The student employee should always work with the aim of improving work
efficiency and organizational development.
16.3 The student employee should be a good team member.
16.4 The student employee should judiciously utilize the resources of the organization.
16.5 The student employee should be loyal to his/her work and maintain
confidentiality of the work assigned to him.
16.6 The student employee should maintain proper decorum at his/her work place.

Annexure I
(Refer to Para 5.1)
Proposal for the availability of Part Time Jobs
Job TitleNumber of Vacancies:
11page

Nature of jobDivision/ DepartmentBeginning Date & End Date (Please write REGULAR if the job is of continuous
nature):___________________
Mode of Job (Hourly wages; or monthly salary when employment is 8 hrs. a
day):_______________
Working Hours (Average hours per day):_____________________
Preferable Time Slots and
form):____________________

days

(could

be

presented

in

weekly

time-table

(Time slots for different weekdays could be different as per the convenience)
Estimated No. of Days in a week: ____________________
Whether Job could be done in varying time slots each day: Yes/ No
Whether Job can be accomplished by deploying different personnel at different time-slots: Yes/
No
LocationPurpose of the position- < Includes goals of the function>
Key Performance Indicators- < Results expected to be achieved and task completed in given time
frame>
Responsibilities and duties- < enlist all the responsibilities and duties to be performed in the job>
Academic Qualifications required (if any) - <Mention Essential ones>
Work Experience required-< If any>
Personal Qualities - < Minimum 3>
Selection Criterion- <e.g. Minimum CGPA, Any interest, Knowledge, Personality Traits,
Competencies, abilities >
Selection process with instructions -< Mention all the steps and required instructions for
candidates>

12page

Any other remarks*Interviews Required :( YES/NO) ________________________

If yes: - Suggested Interview Panel: (At least two members having designation not below the
rank of lecturer/ Project officer, one of which must be from the solicitor department and none
from outside the university. One member to be filled at the end shall be a nominee of ProChancellor office and will be appointed by Pro-Chancellor.)
S. No.
1
2

Name

UId

Designation Department

Email-id

Mobile no.

Any other Terms and Conditions: < For example Hosteller etc.>
Any Special Benefits to Selected candidates on monthly salary basis< For example relaxation in
transportation charges, hostel charges and so on.>
To be notified on UMS: - < Mention date of notification>
Last Date of application: - <Mention last date of application>
Remarks:

Date:

Sign:

Authorized By (Only HD/HoD/CoD):________________________

Name & ID: ______________

Designation: _______________________

Dept: __________________

Contact No.:_______________________

For Use of Office of Division of Student Affairs Only

Job-Id:
Date of Selection process:
Time of selection process:
Venue:
13page

Remarks:

Date:

Sign:

Recommended by:
_________________________
Name & ID: ______________

Designation: _________________

For Use of Office of Pro-Chancellor Only

Nominee of Pro-Chancellor
Name & ID: ______________
Dept: __________________

Designation: _________________
Contact No.:______________________

Approved By:
Pro-Chancellor

Annexure II
(Refer to Para 6.1)
Application for Part time Jobs

Name: ________

Registration No.________________
14page

Programme Name: _________________________Current CGPA: ___________________

Class of :__________________________( Year of Passing)
E-Mail ID: ________________

Mob. No.______________________

Hosteller: (Yes/ No)

Current Address: _______________________________________________________________
Permanent Address: _____________________________________________________________
Scholarship availed: Yes/ No

If yes amount: ______________________

Annual Family Income: _______________________

Job ID No.:____________________________
Preferable Time slots and Days: __________________________
(Student may choose different time slots for different weekdays as per their convenience)
Any Previous Experience: (Outside LPU & Inside LPU)
(Nature of Job, Tenure, Name of Employee)_______________________
Interest/Hobbies: 1) ________________
2) ________________
3) ________________

Annexure III
(Refer to Para 6.5)

Student Assessment Sheet

15page

Brief Guidelines for Interviewer

1. It should be ensured that the judgment of the expert is independent and is not made
after consultation with each other.
2. Interviewer must give subjective comments for each parameter in the specified
place.
3. Interviewer must maintain the secrecy of this assessment sheet and should not
disclose it to anyone including the student.
Name:________

Registration No.________________

(Giving rating on 10 Point scale with 10 being the best and 0 being the poorest)
Parameters

Rating

Personality
Attitude
Communication
Knowledge
of
Work/Experience

Credits

Actual
Marks Interviewers
Obtained
Comments

3
3
2
2
Total

10

For Experts:
Do you know the candidate earlier? (Please Tick) YES____NO___If Yes, Since When_________
Overall Comments______________________________________________________________

Name & Unique ID of expert: ___________

Signature with Date: _________

Annexure IV
(Refer to Para 6.7)

Proposed List of selected Student Employees

Job-Id:
16page

Job TitleNature of jobDivision/ DepartmentReporting Official:

Name & ID: ______________
Dept: __________________

Designation: _________________
Contact No.:_______________________

List of Selected Students:

S.
No.

Name

Registration no.

Program and yr.

Contact no.

Authorized By:
(Only HD/HoD/CoD)
Name & ID: ______________
Dept: __________________

Designation: _________________
Contact No.:_______________________

For Use of Office of Division of Student Affairs Only

Remarks:

Date:

Sign:
17page

Recommended by:

_________________________
Name & ID: ______________

Designation: _________________

For Use of Office of Pro-Chancellor Only

Approved By:

Pro-Chancellor

Annexure V
(Refer to Para 6.7)

Terms and Conditions

18page

Authorized By:
(Only HD/HoD/CoD)
Name & ID:______________
Designation:________________________
Dept:__________________

Contact No.:________________________

Recommended by:
Name & ID:______________
Designation:________________________
Dept:__________________

Contact No.:________________________

Approved By:

Pro-Chancellor

Annexure VI
(Refer to Para 6.10)

Student Employee Weekly Job Roster

19page

Name of Student Employee:

Reg. No.:

Name of Department:

Name of Division:
Shift 1

Shift 2

Time in1 Time out Time in 2

1

Shift 3

Time out Time in 3

2

Time out
3

Sign.
Reporting
Official

Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
Sunday

Annexure VII
(Refer to Para 11.2)
Student Employee Attendance Sheet
(To be recorded manually in hard copy register)
20page

Student Employee Attendance Sheet

Name of St. Employee:

Time slots
Date

Time
in1

1-Aug-11 900 Hrs

2-Aug-11
3-Aug-11
4-Aug-11
5-Aug-11
6-Aug-11
7-Aug-11
8-Aug-11
9-Aug-11
10-Aug-11

Registration no.:

Time
out 1

Time
in2

Time
out 2

Time in
3

Time
out 3

1030 Hrs

1230 Hrs

1430 Hrs

1600 Hrs

1800 Hrs

Sign. St.
Employee

Sign.
Reporting
Official

Annexure VIII
(Refer to Para 11.4)
Salary Sheet for Student Employees

Salary Sheet for Student Employees

Department:
21page

Division:
Reporting Official:
S.
No.
Name

Registration No.

Bank Acc.
No.

Bank

Man hours

Signature of Concerned A.O

Signature of Head of Division
Signature of Auditor
Approved by Pro Chancellor

Annexure IX
(Refer to Para 12.3, 12.5)

Pre Dated & Post Dated Leave Form

Name: ____________________________

Regd. No.__________________
22page

Department Name: __________________________________

Date: From__________________________To_______________________
Leave Type :_______________( Pre Dated/Post Dated/Long Leave)
Day Span :_________________( Full Day/Half Day/2hr Slot)
Leave Applied for_________Day(s)
Date & Time of Applying Leave: ____________________________________
Recommended /Not Recommended: _________________________________
Date:___________________________

Sign:______________________________

(To be recommended by Reporting Officer)

Sanctioned /Not Sanctioned: _________________________________
Date: ___________________________

Sign: ______________________________

(To be sanctioned by Head of Reporting Officer)

Annexure X
(Refer to Para 13.1)
Appraisal & Feedback Form
To be filled by reporting Officer
Department of Work: ___________________________________
23page

Name: __________________________ Registration No.________________________________

Time period of Appraisal:
From ____________________To__________________________________________________
Project/Assignment handled: (a) ___________________________________________________
(b) _______________________________________________
Attributes assessed (Out of a score of 10)
a)
b)
c)
d)
e)
f)

Sincerity
Dependability
Adaptability
Discipline
Innovativeness
Team Work

________________________________________________________
________________________________________________________
________________________________________________________
________________________________________________________
________________________________________________________
________________________________________________________

Strong Point: __________________________________________________________________

Trait meriting improvement: ______________________________________________________
Counseling Offered (If any): ______________________________________________________
____________________________

_______________________

Name & UID of Reporting Officer

Sign with date

_______________________________________

_______________________

Name & UID of Head of Reporting Officer

Sign with date

Annexure XI
(Refer to Para 14.2)

Exit Form
Name:_________________

Registration No.:_____________

Department: ___________________________
To
24page

Division of student Affairs

Lovely Professional University
Phagwara, Punjab
Date: ___________________ (write date on which resignation submitted)
Subject: Resignation
Respected Sir/Madam,
I wish to inform that due to_______________________ <give reason> I will not be able to
Continue my services.
<If you are serving the notice period of One Week, then include the following>
I will be serving the notice period of One Week and wish to be relieved on ______________.
<If you are not serving the notice period of One Week, then include the following>
I will not be serving the notice period of One Week and wish to be relieved immediately.
Write anything you want to convey.
Yours sincerely
Name
Registration No.
Contact Number
Signature with date
Remarks of Reporting Officer (Recommended/Not Recommended) ____________________
Annexure XII
(Refer to Para 14.4)
No due Certificate
Date: ____________________
Name: ___________________________

Registration No.:________________

Department: ______________________
25page

Date of Joining: ____________________

Date of Relieving: ___________________
Status of issued items: _______________
I have handed over my complete charge to Mr./Ms._______________ and nothing is pending
from my side.
Signature with date
____________________________

____________________

Name & UID of Reporting Officer

Sign with date

Annexure XIII

Ref: (refer to para

14.6)

To whomsoever it may concern

26page

This is to certify that Mr. / Ms. _________________ worked as Student Employee in the
Department of _____________ under the Division/ Faculty of __________________ from
_______ to ____________.
During his stay his work and conduct was found satisfactory.

__________________________
(Reporting Official)

___________________________
Authorized Signatory

27page