Supervisor Overview and Student Employment Updates
We are asking for job descriptions and learning plans from offices that are hiring student employees. All campus jobs will require a job description and learning outcomes plan with the goal that we will provide a strong professional work experience for our student employees. We encourage you to think both about specific skills and about the transferable skills that all employers seek in new hires. We also want you to create a tiered student employment system where students increase their responsibilities as they move through their college years. This is a win-win for students and the College, as it builds talent and allows students to play greater roles to support you and your work. To help implement this goal there are two College requirements access funds to pay students this fall:
- All student jobs will require a job description and learning plan that is reviewed by the Career and Internship Center
- Student employees will all complete evaluations to assist supervisors in assessing learning outcomes
Campus Supervisors are required to complete a Student Job Posting Request form. If you are hiring a student that has not previously been in the position, you must post/advertise the position. You must also make sure to complete a Learning Plan for each position. Your position will not be approved until a Learning Plan is on file.
All positions will be posted on Handshake. The exception to this rule is if an employee has already been a student employee of your department and is being promoted and additional duties are being assigned.
A StudentEmploymentHandbook.pdf (PDF) is available online as a reference for your student employees.
Becoming a Student Supervisor
At the beginning of an academic year your department chair or department head will appoint Student Employee Supervisors and Alternate Supervisors. This information is communicated to the Student Employment Office (SEO) which then enables you to post student jobs, hire and approve student employees work hours.
If you are not sure if you are a student supervisor, or would like more information, please contact the Student Employment Office.
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Responsibilities of a Student Payroll Supervisor and Alternate Supervisor
- Tell the student that they are responsible for completing tax and I-9 information in the Student Employment Office (SEO) (if they have worked on campus in the past these forms should already be on file). This must be completed before a student can begin working for you. According to the Department of Homeland Security U.S. Citizenship & Immigration Services any individual working within the United States must have evidence of identity and employment eligibility within 3 business days of the date employment begins. If the I-9 has not been completed within 3 business days employment must cease. Students who do not have their tax forms and I-9 information filled out will not be able to be authorized as a student employee and will not have the capability of reporting their hours worked on the Online Time Clock until they have these forms on file with the SEO.
The Student may print the required forms online, but they must turn them in personally (bringing the required identification) to the Human Resources/Student Payroll Office located in the Campus Building at 1003 E. Cass St.
- After the student has been entered in Banner as a student employee, you must enter the new employee by submitting the Notification of Hire form using the position number, organization code and rates provided to you by the SEO. By submitting the Notification of Hire form you are assigning a Supervisor or Alternate Supervisor responsibility to yourself and another person in your department. As such, you are responsible for verifying and processing time sheet information to the SEO. ***New employees added in the last 7 days of a pay period may not be paid until the following pay period.
- After submitting the Notification of Hire form, you will receive an email from the SEO office within 3-5 business days that the students you submitted may begin working on the date provided on the form. It is then up to you, as the supervisor to notify your student that he/she can begin working.
- The SEO will notify you if the position number, organization code or rate you entered is NOT approved. There are additional circumstances that may cause a student to not be authorized to work (such as, Resident Assistants are not eligible to work other positions on campus) and SEO will contact you and/or the student as soon as possible after receiving the authorization.
- You are responsible for training your student employees on the use of the ACIS time clock system. If you are not familiar enough with the time clock program, please contact the SEO for additional training at x0203
- As a Supervisor/Alternative Supervisor it is important for student employees and student employment supervisors to keep open communication with each other regarding the student employee's total weekly work hours for each of their campus jobs. It is very important to let your students know that they must log their hours worked on the actual day & time that they worked. Reporting hours or shifts as a lump sum is not permitted and will not be approved for payment until they are corrected. If you as the supervisor are approving hours but you are not directly supervising the student's work schedule before approving the students hours for the pay period, it is recommended that you print that student's timesheet and have the individual who is directly supervising the students work schedule verify the hours by reviewing and signing off. Students are limited to 20 hours per week for all campus jobs. This allows the College to provide employment opportunities to more students. This is especially significant for work study and International students who are limited by federal regulations.
IMPORTANT: The work week runs from Monday to Sunday no matter when the pay period ends.
Students who work more than 20 hours per week without prior approval from their supervisor risk employment disciplinary actions up to and including termination.
Student employee supervisors that allow their student workers to repeatedly work more than 20 hours per week risk disciplinary action and/or loss of privilege of the department to have student employees.
- Each department will be supplied with a copy of the Student Employment Handbook. Please make this available for your students to read. Supplying them with a copy of the Student Employment Handbook at time of hire is encouraged.
Posting a Student Employment Opportunity
Posting a student job opening with the Student Employment Office will ensure that you have a access to a wide pool of students actively looking for a position on campus. In fact, the Student Employment Office asks that departments avoid independent advertising of job openings in order to be fair to all job seeking students.
Please complete a Student Job Posting Form (network login required) and return to the Student Employment Office (SEO). The SEO will post your position on the SEO website. Students are encouraged to use this site when searching for campus employment so you should begin receiving inquiries shortly after posting the position.
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Pay rates - Hourly or Flat Rate?
Students should be paid an hourly wage unless the nature of the position makes it impossible to determine an hourly rate such as research positions, Resident Assistants, etc. Please contact SEO if you need assistance determining the proper pay rate.
You must have prior approval from Student Payroll before hiring a student to be paid a Flat Rate.
Students working a flat rate position should not be working at other positions. If the position is to be paid as a flat rate please contact the Student Payroll Supervisor and turn a signed copy into the Student Employment Office at least 7 days prior to the end of the pay period.
Please note that students with Federal Work Study cannot utilize this award under a flat rate pay as regulations require us to be able to document an hourly wage for Federal Work Study.
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Approving Student Time Sheets and reporting to SEO
At the end of a Payroll Period you (as the Student Supervisor) will need to approve the timesheets for your student employees.
- You must set the deadline for your student employees to have their timesheets verified. Student Employment suggests that you have them report to you by 4:00 p.m. on the first day of the next pay period.
- You are expected to approve your student's timesheets by 4:00 p.m. the second day of the next pay period. Not meeting this deadline will result in the student not being paid until the following pay period. If your student has not submitted their time for approval you will no longer be able to approve their time. If your student employee has not submitted their time for approval, please get with them ASAP and make sure this is done by the deadline. Approving the timesheet is your communication to Student Payroll that you have reviewed the timesheet and are recording the time worked as accurate. You may need to work with student work schedules to verify the data entered by the student. In those circumstances where the person approving the timesheet online is not the person who knows when hours were actually worked, you are encouraged to have the student bring a printed version to the "direct supervisor" for a signature indicating they too are approving as accurate.
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