Position Assignments

Upper Division Students

After the first year, students are responsible for securing a position for each academic year. Most placements are arranged directly between students and supervisors, but the Program Office can assist by posting openings in Handshake, sharing departmental descriptions, and making connections based on interests and qualifications.

Once a position is confirmed in the Banner system, it remains in effect until the end of the spring term. Students may change positions mid-year if they follow the outlined policy steps. Special circumstances, such as a mutual release or non-performance, may also result in a change.

A confirmed position is required before course registration. The Position Status Form must be submitted to the Program Office before students can schedule classes.

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-Learning-Service Program.

Retaining an Existing Position

Supervisors often encourage students to remain in a position from year to year, sometimes with increased responsibilities or in a leadership role. When this happens, it is important to set clear expectations and goals for the new role at the start of the year. Students are not required to stay in the same position once it ends, as defined by the status form, and may choose to explore other opportunities. In all cases, required documentation and forms must be completed on time in accordance with the academic calendar.

Enrollment Agreement

Signed by each student upon entering Berea College, the Enrollment Agreement outlines the expectations of the student and the College with regard to the Work-Learning-Service (WLS) Program and serves as the student’s acknowledgement of work-learning as a core requirement of enrollment and an integral/required part of their educational program. Below is the present version of the agreement:

Hour Contracts

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

Labor Overloads

A labor overload is defined as working more than 15 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 will specify whether it applies to the 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, performance, or academic performance become less than satisfactory. Student records are reviewed mid-year, and students will be notified if the overload is discontinued.

Guidelines for Approval:

• Sophomore, junior, or senior classification
• Meeting Work-Learning-Service Program requirements in the primary position
• Not on any form of probation
• Enrolled in less than 5 course credits with less than 8 preparations (fall and spring terms only)
• Have a 2.50 GPA, both cumulative and for the previous full term; the required 2.50 cumulative GPA may be waived if a 3.00 GPA is earned during the previous full term.

Requests for over 20 hours are subject to the following additional guidelines:

• Junior or senior classification
• 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 of the Dean of Labor and the Student Admissions and Academic Standing Committee.

These approval guidelines may be waived in cases where student parents must work 20 hours per week in order to receive state childcare benefits (e.g., KTAP), but the application must still be submitted and reviewed.

During periods of non-enrollment (vacation periods, summer practicum), hours must not exceed 40 per week.

First-Year Labor Assignments

First-year students include first-year, international, exchange, and transfer students. In other words, any student attending Berea College for the first time. All first-year students are typically assigned WLS Level 1, ten-hour positions, which they will hold until the end of their first academic year. However, transfer students with relevant experience may be placed at a higher WLS level based on their skills and background.

Students are responsible for securing their own position placements at the conclusion of the first year and each year thereafter. Academic studies and work through the Program are the primary responsibilities of students at Berea College and constitute a full-time load. While work outside the Program is permitted in accordance with the College’s 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.

Exchange, Part-Time, and Non-Degree Students

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

Last Day to Release from a Labor 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.

Students may request to change positions mid-year by following the steps outlined in the College’s position change policy. For students with sophomore through senior classification, requests to change positions should be made by the last day to drop a class without a “W” appearing on the transcript. (This date occurs one week after the first day of class in the fall and spring terms and earlier in Summer One and Summer Two terms. Please refer to the academic calendar for official dates.) Changes requested after this deadline will require approval from the Program Office.

Note: First Year Students are assigned to a labor position for an entire academic year and may not be released from any position without approval from the Labor Program Office.

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

All students are required to fulfill their enrollment agreement through a primary assignment. 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 0–5 hours per week, though some may extend to 10 hours. Availability depends on departmental allocations, and students must obtain overload approval if their combined hours exceed 15 per week.

Secondary positions require approval from the primary supervisor, who may decline the request if there are concerns about performance in the primary role or potential scheduling conflicts. Approval may be revoked if such issues arise. Secondary positions must never take priority over the primary assignment, and secondary hours do not count toward the basic hour requirement.

First-year students are not permitted to hold secondary positions 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)

In the past, some local agencies have had long-standing relationships with the WLS Program to provide primary work assignments during the academic year (e.g., Save the Children, MACED). These agencies are treated like any other department in the way that they secure allocations, fill positions, compensate and evaluate students. Students are paid through the WLS Program, but agencies must reimburse the College for the scholarship payments unless a prior arrangement has been made.

In very special cases, students may approach the WLS Program to develop a one-time agreement with an off-campus agency. These agreements are made very sparingly and are typically with non-profit agencies directly associated with the student’s intended major.