The Work College Program

Absence Policy

Context

Federal Work-Study (FWS) is a need-based, financial aid program that provides part-time work for students. Under federal regulations, students can only receive FWS payments for the hours they actually participate in the program. This means:

• Students cannot be paid for time missed due to illness, personal reasons, or vacation.
• Sick days, holidays, or other time off are not compensated under FWS.

According to federal regulation34 CFR 675.16(a)(5), “a student’s FWS compensation is earned when the student performs the work.”

Purpose

To provide student colleagues with fair and consistent support when bereavement, illness, or emergencies prevent them from participating in the program while upholding the requirement to complete 160 hours per term as a condition of their enrollment at the college.

Sick Days and Mental Health Time

Students are required to complete a minimum of 160 hours per term as part of their Work-Learning-Service (WLS) commitment. To support student well-being, Berea College allows up to 10 hours of unpaid time off per term for illness, mental health days, or other unexpected health-related needs without requiring documentation.

• Use of Sick and Mental Health Time-Off: Students must notify their supervisorpriorto missing a scheduled WLS obligation. Students are not required to disclose personal health details.
• Timekeeping: Students should email their supervisor to ensure that time off is properly recorded in the timekeeping system.

Policy Notes

• These hours are unpaid but count toward the 160 hour term requirement.
• The 10 hours of unpaid time-off is not accrued or banked. It exists as built-in flexibility for short-term needs like illness, mental health, or emergencies.
• Any hours beyond the 10 sick/mental health hours must be made upby the end of the term unless it is a prolonged or documented medical absence (see below)
• These hours may not be used to leave a WLS position early. Students are expected to remain engaged through the end of the term.

Prolonged or Documented Medical Absences

If a student experiences a prolonged illness or medical condition that prevents them from participating in the WLS program for an extended period, the absence may be excused beyond the 10-hour limit, based on proper documentation.

• What to Provide: Documentation should confirm the dates the student is unable to participate, any restrictions, and when the student is cleared to return.
• Single-Day Appointments: For individual medical appointments, documentation must include the date of the appointment in order for the absence to be excused.
• How It Works: Excused absences with documentation will be credited toward the 160-hour requirement but will remain unpaid.

Guidance for Non-Traditional Students

Students who are pregnant, parenting, or responsible for the care of a child or dependent are encouraged to communicate with their supervisor and the WLS Program regarding any absences related to caregiving responsibilities. This may include medical appointments, CDL closures, or other situations that prevent participation during scheduled WLS hours.

These absences are supported under the Program’s excused hours policy and are consistent with Title IX protections. Students are encouraged to reach out early to the WLS Program so that appropriate support and documentation can be provided. 

Bereavement Leave

Students may take up to six unpaid hours per term in the event of the death of a family member or loved one. This time may be used for funeral attendance, travel, and/or grieving.

Allotment and Scheduling

• The Program Office allows students to use up to 2 unpaid bereavement hours per day, in line with the typical 10-hour minimum weekly work schedule. Students may still work more than 10 hours in a week if approved by their supervisor. 

Impact on WLS Requirements 

• Bereavement hours do not count toward the 10 hours of sick and mental health time, but they do count toward the 160-hour requirement.

Notification and Documentation

• Students should notify their supervisor as soon as they are able.
• No documentation is required for up to six hours of bereavement leave. 
• If a student needs to take more than six hours in a term, the additional time must be approved by the Program Office and supported by documentation. 

Policy Approved by the Administrative Committee on Tuesday, August 5, 2025.

TRACY UltraTime

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.

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.

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.

Hour Contracts

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

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.

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.

Introduction to the Work College Program

Berea's Labor Program originated in its earliest form in 1859 and expanded to become one of the College's Great Commitments. Known today as Path to Purpose, the program provides economic, educational, social, personal, and spiritual benefits to students and to those served by their work-learning. From its earliest days, Berea has enabled students to contribute to the cost of their education while building skills, exploring their strengths, and serving the college and surrounding communities. Historically, this also allowed the College to operate in a self-sustaining way, with students growing food and building the living and learning facilities they shared. As society has changed, the nature of the work has changed with it. What has remained constant is the program's underlying commitment to learning through doing.

The program originated in 1859 and was formalized into every student's educational experience in 1906, when the Berea College Catalog declared that every student must contribute at least seven hours per week to the necessary work of the College. This was raised to ten hours in 1917, a requirement that remains in effect today.

The value of student work-learning is reinforced in Berea's Great Commitments, first published in 1969 by the General Faculty and the Board of Trustees, and revised in 1993 and again in 2017. This affirms Berea's commitment "to promote learning and serving in community through the student Labor Program, honoring the dignity and utility of all work, mental and manual, and taking pride in work well done." This commitment has long been integral to Berea's educational mission, giving students real opportunity for learning, service, and work well done.

Path to Purpose is built around a few core aims:

Labor Probation

The decision to place a student on probation is made by the Associate Dean, in consultation with other Work College Program staff, based on a review of the relevant circumstances. Probation typically occurs when a student in a primary position has:

1. Failed, over the course of a term, to work a minimum of 10 hours a week.
2. Fallen significantly behind in hours during a term, with unsuccessful attempts at warning or counseling.
3. Falsified time or work records; in some cases, this may also be grounds for a judicial hearing.
4. Failed to meet the requirements of an accountability agreement.
5. Received a rating of "Does Not Meet Expectations" on one or more core questions of the Work-Learning Evaluation for their primary position
6. Failed to meet the department's expectations or needs during a term. (Documentation from the supervisor describing how the student did not meet expectations is required in this case.)

Probation is centrally monitored and recorded and can significantly affect a student's participation in College activities. A student on probation:

• Will be denied participation in international travel experiences, internships, independent studies, College-sponsored off-campus summer internships, and off-campus short-term exchanges; a student found significantly deficient in meeting their work obligation at mid-term may also be denied during the application process for these opportunities.
• Will not be eligible for an overload, or a leave of absence.
• Will not be permitted to hold a WLS Level 5 or 6 position, or certain unclassified positions (such as CAB Chair or Pinnacle Editor); a student already serving in one of these roles may be released if placed on probation.
• May be ineligible for certain program awards, scholarship and service awards, and membership in honorary societies (such as Mortar Board).
• May be ineligible to apply for a residence hall staff position.
• May be denied permission for an off-campus position.

Probation typically lasts one regular term but may be extended at the discretion of the Associate Dean, in consultation with the Dean for the Work College Program, depending on the circumstances.

Labor Probation—Immediate Suspension

The Associate Dean in consultation with the Dean for the Work College Program may elect to place a student on Labor Probation—Immediate Suspension. This “last chance” designation involves the development of an accountability agreement between the student and the Work College Program, violation of which results in a recommendation of immediate suspension by the Associate Dean. 

Suspension within a Term

Non-performance as a student colleague can lead to suspension within a term. In cases where a student has been placed on labor probation and continues a pattern of non-performance the Associate Dean or the Labor Program Council in consultation with the Dean for the Work College Program may elect to develop an accountability agreement and place the student on Labor Probation- Immediate Suspension. Accountability agreements outline clear expectations that- if not met- are grounds for immediate suspension within the term.

Work College suspension is a serious matter. It appears on the student’s academic transcript for the duration of the suspension, and results in a designation of “not in good standing” which often prevents admission to another institution. At the end of the suspension period, the language is removed from the transcript and the student is once again in good standing. While the student may apply for readmission to Berea College, it is not guaranteed

Program Transcript

The Work College Program Transcript serves as a record of a student's participation in the program throughout their enrollment. It provides a detailed accounting of every position held, including the department and supervisor name, the WLS levels attained, assigned work hours per week, and the results of each departmental evaluation. It also includes a record of any distinctions received, such as awards, special training, and certifications.

Students can use this transcript when writing resumes and pursuing future job searches, since it provides official documentation from Berea College showing position performance and skill levels attained.

The transcript is official only when it bears the embossed College seal and an authorized signature in blue ink. Transcripts are printed on security paper, and the word "COPY" will appear in the background if photocopied. Berea College cannot guarantee the authenticity of any transcript not issued directly to the receiving party. In accordance with the Family Educational Rights and Privacy Act (FERPA), this transcript may not be released to a third party without the student's written consent.

A transcript can be requested through the Work College Program Office and is issued free of charge to current and former students. If a transcript is requested through a third-party processing system, a processing fee will apply through that third party.

A former student may have a hold preventing access to their records if they left Berea College with an outstanding account balance, if their loans are not in good standing, or if they did not meet their work-learning hour requirement by the end of their final term. Students in this situation should contact the appropriate department to resolve the hold.

Student Grievance Procedure

Berea is a community built on working together, and students are encouraged to raise concerns about their work-learning experience openly, starting with their supervisor. Most concerns can be resolved informally at this level and are taken just as seriously as a formal grievance.

Informal Resolution

If a concern remains unresolved after speaking with a supervisor, the student may bring it to the Associate Dean. The Work College Support Coordinator supports the Associate Dean and the program more broadly in addressing these concerns, though not every concern will necessarily involve both. The Associate Dean, or the Coordinator working on the Associate Dean's behalf, will review the concern and work toward a resolution. If a student disagrees with the outcome of this review, they may appeal the decision to the Dean for the Work College Program.

Students may also submit a concern at any time through Berea's College-wide Student Complaint Form, which includes the Work College Program as one of its listed categories and follows its own separate three-to-four-week response timeline, or request formal mediation through the Work College Program, as described under Mediation and Conflict Management.

Formal Grievance

If a resolution cannot be reached informally, a student may file a formal grievance by submitting the complaint in writing to the Dean for the Work College Program. The Dean may request written responses from the other parties involved and will typically issue a written report of findings and conclusions within one week of receiving the complaint, sharing it with all parties.

If any party appeals the Dean's decision, the Labor Program Council will convene, normally within one week of the appeal or as soon as possible thereafter. The Council Chairperson appoints a Grievance Board of four Council members, including the Chairperson, one student, one teaching faculty member, and one member from outside the Work College Program Office, with the Chairperson serving as chair of the Board. The Dean forwards all written documentation and the original report to the Board, which reviews the grievance and issues a written decision to all parties, typically within one week. The Board's decision is final, subject to legal and institutional requirements as determined by the President.

Adopted by the General Faculty, January 5, 1981. Titles updated July 2026.

Looking Ahead

The College has hired an Ombudsperson and is preparing to launch a new Ombuds structure, designed to meet the unique needs of students, staff, and faculty. More information will be shared as this resource becomes available, offering students an additional avenue of support for navigating a concern.

Grievances related to discrimination and sexual harassment are addressed through a separate process. Please refer to the Title IX section of this handbook for further details.

Work-Learning Evaluation (WLE): An Online Tool in NEOED

The Work-Learning Evaluation (WLE) process supports a student's personal and professional development in the workplace by establishing performance standards consistent with the Berea College Workplace Expectations, assessing how well those standards are met, and identifying ways a student and their supervisor can work together to enhance the student's learning opportunities. Completing this evaluation regularly creates a documented work-learning performance history for each student and helps Berea College meet institutional and federal compliance requirements. The WLE is completed online through NEOED.

As part of this process, students should expect a mid-year evaluation at the midpoint of their position's contract period, and a final evaluation at its conclusion, as defined by the Status Form. Each WLE begins with the student completing a self-evaluation and reflection, which is then reviewed and completed by the supervisor. Supervisors are also encouraged to have periodic conversations with students about their performance, offering suggestions and opportunities for ongoing reflection and growth, beyond the formal evaluation itself.

Rating Scale

Each core question is rated using one of the following:

• Exceeds Expectations
• Meets Expectations
• Needs Improvement
• Does Not Meet Expectations

Core Questions

1. The student is reliable and dependable (for example, arrives prepared to work, completes tasks in a timely manner, and meets deadlines).
2. The student takes accountability for their actions.
3. The student's work meets expectations for the tasks and projects assigned.
4. The student takes initiative to seek answers to their own questions (for example, looking up resources in a handbook, asking a fellow student colleague, or requesting help from a supervisor).
5. The student shows interest in learning more about current or future work-learning opportunities.
6. The student communicates clearly when sharing ideas or asking questions.

Skill Development

Students list any skills they have learned in their current position. Supervisors list any skills they believe the student has learned in their current position.

Workplace Expectations

• Strengths: Examples of strengths the student displays in relation to the Workplace Expectations.
• Growth Opportunities: Examples of growth opportunities for the student in relation to the Workplace Expectations.

Faculty, staff, and students make up one community at Berea, and all are expected to uphold the Workplace Expectations. See Workplace Expectations under Goals and Purposes for the full list.

WLE results are a central part of the WLS Transcript, documenting a student's performance for each position held in a term or summer period. Because these results can provide an advantage in future career opportunities, students should strive to perform at a high level in every position they hold at Berea.

Work-Learning Experience Evaluation (WLEE: An Online, Web-Based Tool

The Work-Learning Experience Evaluation (WLEE) is an assessment tool designed to provide student feedback to those responsible for Work College Program effectiveness at the supervisor, department, and program levels. Student responses to the WLEE are one of many sources of information used by the Program personnel in their efforts to improve the educational quality of the student work experience at Berea College. 

The evaluation allows students to reflect upon their overall labor experience while at Berea College. This survey allows students to evaluate back to us their labor experiences in five key areas:

1. Learning through work experiences
2. The relationships between work and academics
3. Four core general educational goals
4. Evaluation of the local work area
5. Evaluation of the Work College Program 

Students are required towards the end of the academic year to evaluate and reflect on their labor experience through the evaluation. Students are asked to complete the evaluation based on the current primary position but certainly other positions should be considered when thinking about the overall experience. Departments should set aside time to allow the student to complete this evaluation during work time. The majority of the departments will utilize the weekly Tuesday 4-5 PM meeting time to allow their students to complete this web based on-line evaluation.