Supervisor Information
Supervisor Overview and Student Employment At Albion College
Welcome to the Student Employee Supervisor Information page! This page provides an overview of the key processes and procedures for managing student employees, from hiring to termination. By following these guidelines, you can ensure a professional and efficient experience for both you and your student workers.
Before You Begin: New Positions & Budgets
Before you can hire a student employee for a new position, you must get approval for the position. Approval is required from the division head, department head or academic chair, and the student employment administrators, which includes members from the Career and Internship Office and Human Resources Office.
Many departments already have pre-approved and established student employment positions. You should first check with your academic chair or department head to see if a position with an approved budget already exists. If you need a new position or need to reinstate a position that wasn’t included in the budget, you’ll need to submit the appropriate form to the Student Employment Administrators.
All positions must have an approved Job Description/Learning Plan before they are advertised.
- Existing positions don’t need to be resubmitted for approval.
- New positions must complete a job description/learning plan for approval before advertising.
Once the job description is approved, you will be notified of the job approval, classification, and pay rate.
Steps to Hire for a Student Employee Job
Advertising the Job
Once your job description is approved, you must advertise the position on
Handshake, unless you receive an exception from Troy Kase, Director of the Career and Internship Center, by email. The Career and Internship Center will post the job for you.
Interviewing Applicants
When interviewing, it’s important to create a professional environment from the very beginning. All candidates should be required to submit a resume, and your interview questions should be professional and relevant to the job. This process helps prepare students for future job applications.
Extending an Offer
Before you submit a Notification of Hire (NOH) form, you need to confirm a few key details with the student.
- Registration Status: Ask if they have held an on campus position before. If unregistered they will need to complete an orientation session.
- I-9 Documents: Provide a list of acceptable I-9 identification items. If they do not have original copies of these documents, hold off on submitting the NOH.
- Hours: Confirm the number of hours they are already working on campus, and the number of hours they will be able to work for you.
- Start Date: Determine the date of their first shift.
Rehiring
If you are rehiring a student from the previous academic year, send them a reappointment offer. This offer notifies the student of your intent to rehire them, and allows them to accept, confirm a start date, and agree on their hours.
Notification of Hire (NOH) Request Form
After confirming the above details, you can submit an NOH form to officially hire the student. This can be done no less than 5 days before the requested start date and no more than 30 days before. Here’s the information you’ll need for the form:
- Student ID: Enter the student’s ID number. A message will pop up showing their eligibility for employment and how many hours they are already working per week.
- Organization Code: You’ll need to know the organization code the student will be paid from. If you’re unsure, check with your supervisor.
- Primary/Alternate Supervisor: You must select a primary supervisor who will be responsible for approving timesheets. If this person is new to the role, contact [email protected] for training immediately.
- Position Number: This number will automatically populate based on the organization code.
- Hours Per Week: The maximum number of hours a student can work is 20 per week in total, not per job. The form will show how many hours they are already committed to. The system will deny your request if the student goes over the 20-hour limit. Be sure to submit an accurate number of hours to avoid limiting the student’s ability to work other campus jobs.
- Rate of Pay: This will populate based on the position description and position level that is tied to the position description that is selected. All students will receive minimum wage. Any wage higher than minimum wage will need to be approved by the student employment team through a request process. Student Employment Wage Tier Request.
- Start/End Dates: The start date should be the date of their first shift. The end date can be the last day of the spring semester if you plan for them to work the full academic year. If they will work over the summer or from summer into the fall, you must submit a new NOH form for each academic year.
Please do not hesitate to submit questions to Student Employment by email at [email protected].
Managing Your Student Employee
Orientation & Required Paperwork
After you submit the NOH form, the Student Employment office will contact unregistered students to schedule an orientation and complete required paperwork, such as the W-4 and I-9 forms. Students will also be given the student employment guidelines and expectations form to give to their supervisor on their first day. Once a student completes their orientation, they are cleared to begin working.
Timesheet Approvals & Timeclock Guide
Supervisor timesheet approvals are due every other Tuesday by 11:00 AM. You can find the full payroll dates, including start/end dates for each pay period, approval dates, and pay dates on the website. Having these dates handy is a good idea.
Periodic review of timesheets during the pay period will reduce last minute issues that could disrupt the payroll process. Supervisors are encouraged to set work schedules for each employee as working outside an established work schedule or approved alternate schedule is prohibited
Supervisor Timeclock Guide.
Responsibilities of a Student Payroll Supervisor & Alternate Supervisor
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 make sure your students know…
- All students 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 Student Payroll 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 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. IMPORTANT: The work week runs from Monday to Sunday no matter when the pay period ends.
Employees who work more hours than scheduled without prior approval from their supervisor risk employment disciplinary actions up to and including termination. Supervisors are not to authorize any work schedule that will result in the student employee working more than 20 hours per work week across all jobs. Watching for early punch-in or late punch-out will help reduce the likelihood of this happening. Student employee supervisors who allow their student workers to repeatedly work more than 20 hours per week risk disciplinary action and/or loss of the privilege of the department to have student employees.
Please make sure you provide each employee with a copy of the Student Employment Handbook.
Changing a Student's Hours
If a student’s hours consistently change from what was submitted on the NOH form, you need to notify Human Resources as soon as possible. To do this, simply reply-all to the NOH confirmation email for that student and request to either increase or decrease their hours to the new amount.
Separating from a Student Employee
Termination
If a student’s employment ends, you must terminate them as soon as possible using the Notification of Termination form.
- Voluntary Resignation: The student leaves voluntarily. You must complete the notification of termination form.
- Involuntary Termination (For Cause): Before terminating a student for cause, you must contact [email protected] to set up a meeting and go over the proper procedure. After this meeting, you can submit the form and upload supporting documentation.
When you fill out the form, you’ll need the student’s position number, which can be found in the confirmation email you received when you submitted the NOH. Terminating the job is crucial because if you don’t, the student will still have access to the timesheet and it could limit their ability to find another job on campus.