Position Assignments

Enrollment Agreement

Every student signs the Enrollment Agreement upon entering Berea College, and it remains in effect for the entire period of their enrollment. The agreement outlines the basic commitments made by both the student and the College with respect to the student's required participation in Path to Purpose, Berea's Work College Program. For students, it covers expectations such as fulfilling a work-learning assignment, meeting hour and scheduling requirements, accepting an approval for a Status Form for each position held, and engaging thoughtfully in the position's learning and mentorship opportunities. For the College, it outlines commitments such as providing meaningful work-learning-service opportunities, a work scholarship, avenues for growth and advancement, and a grievance procedure for resolving concerns.

Supervisors should be familiar with this agreement, since it establishes the foundation for what students have already committed to before they ever begin a position, and it reinforces many of the same expectations supervisors are responsible for upholding day to day. The current version of the agreement is below.

First-Year Assignments

First-year students, defined as incoming first-year, international, exchange, and transfer students attending Berea College for the first time, are assigned centrally by the Work College Program Office. Once students confirm their enrollment for the fall term, they submit a resume and an interest form detailing their skills, experience, and preferences. The Program Office reviews this information and places each student in a position directly; supervisors are not involved in reviewing candidates or selecting students for first-year placements.

All first-year students are assigned WLS Level 1, ten-hour positions for their first academic year (August through May), though a position change is possible mid-year through the process outlined below. Two of these ten weekly hours are fulfilled through First-Year Summit, a required weekly cohort-based experience that supports the transition into Path to Purpose by building community, connecting work to learning, reflecting on strengths and growth areas, and developing the skills and habits needed for success in college, work, and life. Transfer students may be assigned a higher WLS level depending on relevant prior work experience.

Centralized placement for first-year students helps ensure equity, since incoming students are not yet in a position to promote themselves to prospective supervisors. While many first-year positions are in service areas, students are placed in departments across campus depending on availability. A student's first position emphasizes transferable skills, such as punctuality, accountability, initiative, and communication, while giving the student time to acclimate to college life and explore future interests.

First-year students are not normally permitted an overload during their first year. A first-year student may request a mid-year position change; however, any new position must also be a WLS Level 1 position, and the request must follow the standard Position Change Process.

Academic study and work-learning through the Work College Program are a student's primary responsibilities at Berea College and together constitute a full-time load. While outside work is permitted in accordance with College policy, first-year students are encouraged to avoid off-campus employment during their first year, to allow time to adjust to academic and campus life.

Upper Division Students

After the first year, students are responsible for securing a position for each academic year. Students should go to Handshake, the official posting site for all Work College positions, to search current openings.

Once a student is selected for a position, the supervisor submits a Status Form on the student's behalf. The student is then expected to review and approve the form so that it can be processed by the Program Office.

Once a position is confirmed in the Banner system, students are expected to remain in that position and contribute meaningfully to it, though they are no longer universally required to stay for the full academic year. Some departments or positions may require a longer commitment based on the nature of the work, the training involved, or programmatic needs; these expectations are communicated clearly during onboarding and in the position description itself. Students who wish to change positions mid-year may do so by following the Position Change Process, which requires approval before any transition begins.

Securing a New Position

All departments maintain position descriptions that outline the work performed, learning opportunities, and desired qualifications. Current openings are posted in Handshake, where students can view descriptions, learn how to apply, and find contact information for follow-up.

Tip: Treat the process as a professional experience. This approach helps supervisors find the right candidate and prepares students for future employment opportunities.

For additional guidance on the contracting students or interview process, contact the Work College Program.

Retaining an Existing Position

Supervisors often encourage strong students to remain in their current position from year to year, sometimes with growing responsibility within that same role. When this happens, it is important for the supervisor and student to revisit expectations and set clear goals for the year ahead, even though the position itself has not changed.

Students are not required to stay in their current position once their term ends, as defined by the Status Form, and may choose to pursue a new position instead. Regardless of which path a student chooses, all required documentation and forms must be completed on time, in accordance with the academic calendar.

Internal Position Changes

A student may sometimes have the opportunity to move into a different position or a higher WLS level within their current department, distinct from remaining in their existing role. Because this represents a change in position or level, it is treated the same as applying for a new position elsewhere: the new role must be posted on Handshake, and the student must apply through the standard application process outlined under Securing a New Position.

This ensures the same transparency and documentation standards apply whether a student is moving to a new department or advancing within their current one.

Readmitted Students and Students Returning from Leave of Absence

Students returning to Berea College following a Leave of Absence usually secure their own assignment for the upcoming term.  As well, readmit students are responsible for locating their own assignment unless notified otherwise prior to the student's arrival. 

Resume Design and Usage

Students are encouraged to draft a resume before they arrive on campus. This task provides a framework to build upon in the future, familiarizes students with content and language, and identifies areas that will need development over the next few years. The Office of Internships and Career Development provides resume and cover letter-writing tips, samples and formats, and activities designed to identify content (e.g., skills and experience). Resume counseling sessions will provide students with what should and should not be included in a resume, and demonstrates the best ways to highlight a student’s talents. A well-designed resume, while enrolled at Berea College, can be beneficial in securing an on-campus position, off-campus internship, or an off-campus summer job.

Individual and group consultations are available on this important topic. Faculty and staff are also encouraged to seek information so that they can better assist students in articulating what they’ve learned through their classes, work, and co-curricular activities.

Secondary Positions

Starting with the 2027-2028 academic year, secondary positions will no longer be available, as part of the broader phase-out of secondary allocations described in the Allocation of Students section.

Until that time, students who wish to take on additional work, whether for personal interest or financial need, may apply for a secondary position. Secondary positions are typically for intermittent work, usually zero to five hours per week, though some may extend to ten hours, depending on departmental allocation. Students must obtain overload approval if their combined hours exceed fifteen per week.

Secondary positions are elective, and secondary hours do not count toward a student's primary hour requirement. As such, supervisors and students are not bound to a specific time commitment. That said, students should take a secondary commitment seriously, since many supervisors depend on their secondary students to get the department's work done. A student who fails to honor a secondary commitment may receive negative feedback from their supervisor, which can be reflected on their Student Evaluation.

A student must have a Status Form submitted to the Work College Program and approved by both the primary and secondary supervisors before beginning a secondary position; students should not begin working until all necessary forms and approvals are complete. A primary supervisor may decline to approve a secondary assignment if the student is not meeting expectations in their primary position, such as scheduling, hours, or performance. Approval may also be revoked if such issues arise afterward. The Work College Program may also rescind a secondary assignment if a student falls significantly or repeatedly behind on their primary position's performance obligations or hour target.

A secondary position must never take priority over a student's primary assignment. First-year students are not permitted to hold a secondary position during their first term, to allow them to focus on academic responsibilities and their primary assignment during the transition to college.

Off-Campus Agreements (Community Partnerships)

Some local agencies maintain long-standing relationships with the Work College Program and provide primary work-learning assignments to students throughout the academic year. These agencies are treated like any other department: they secure allocations, fill positions, and evaluate students through the same process used across campus. Students receive disbursements through the Work College Program, and some agencies are required to reimburse the College for scholarship payments.

In special circumstances, a student may work with the Work College Program to establish an agreement with an off-campus agency. These arrangements are made sparingly and are typically limited to nonprofit organizations directly connected to the student's intended major.

Hour Contracts

During each academic term, students have the following hour expectation based on their contractual hours:

Overloads

An overload is defined as working more than fifteen hours per week during the regular academic year. When a supervisor submits a contract that exceeds this limit, the system automatically triggers the overload review process; no action is required from the student. Requests are routed to Financial Aid for preliminary review, and approval specifies whether it applies to the full academic year, fall term, or spring term. Overloads may continue from term to term within the same academic year if all guidelines remain met.

Overloads cannot be approved retroactively and are subject to periodic review. Approval may be revoked if a student's primary position hours, work-learning performance, or academic performance become less than satisfactory. Student records are reviewed mid-year, and students are notified if an overload is discontinued.

Guidelines for Approval

• Sophomore, junior, or senior classification
• Meeting Work College Program requirements in the primary position
• Not on any form of probation
• Enrolled in fewer than five course credits with fewer than eight preparations (fall and spring terms only)
• A 2.50 GPA, both cumulative and for the previous full term; the cumulative GPA requirement may be waived if a 3.00 GPA was earned during the previous full term

Requests for more than 20 hours are subject to additional guidelines:

• Junior or senior classification
• A 3.00 GPA in the major, overall, and for the previous term
• Submission of a letter outlining the reason for requesting more than 20 hours
• Approval from the Dean for the Work College Program and the Student Admissions and Academic Standing Committee

These approval guidelines may be waived in cases where a student parent must work 20 hours per week to receive state childcare benefits, such as KTAP, though an application must still be submitted and reviewed.

During periods of non-enrollment, such as vacation periods or summer practicum, hours must not exceed 40 hours per week.

Exchange, Part-Time, and Non-Degree Students

Exchange students are required to participate fully in the Work College Program. Part-time students are also required to participate, though a reduction in hours may be approved by the Dean for the Work College Program depending on the circumstances. Non-degree students are permitted to participate in the Work College Program, provided funding is available and all degree-seeking students have already been assigned.

Last Day to Change A Position

A primary position is confirmed through the Status Form site, where students review and acknowledge their contract before it is processed. This acknowledgment confirms the student's commitment to the position for the designated period.

A change to a primary position can only occur within a term, on or before the Last Day to Change a Position, as noted in the academic calendar, unless the change is warranted by a disciplinary action, a medical reason, or a Work College Program administrative condition. This date occurs one week after the first day of class in any term; refer to the academic calendar for the official date. Requests made after this deadline require approval from the Work College Program Office.

Students wishing to change positions between the Fall and Spring terms should follow the Position Change Process, which has its own separate timeline and required form.

A student is responsible for confirming that their position is contracted at the correct WLS level. A student who believes their WLS level is incorrect should notify both the Work College Program and their supervisor as soon as possible. A WLS level cannot be corrected retroactively once a term has ended.

Note: First-year students are assigned to a position for the entire academic year, but may request a mid-year change into another WLS Level 1 position by following the Position Change Process, with approval from the Work College Program Office.