Transcript Student Employee Supervisor Training

Orientation for Supervisors
of Student Employees
Presented by
Tara McDougall, Associate Director
Financial Aid Office
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Goals of the Work-Study Program
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To provide employment opportunities for eligible
students to finance their college education.
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To provide opportunities for student employees to
gain on-the-job training and work experience while
attending school.
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To prepare students for future employment by
providing experiences with hiring, training,
supervision, and relations with the public and other
staff members.
Session Agenda
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Requesting a work-study allocation
Types of employment available
Work-study eligibility
Obtaining a work-study job
Work-study policies
Supervisor responsibilities
Ensuring success
The Allocation Request
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Complete the Work-Study Program Job Request
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Complete the Work-Study Job Description Form
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Complete a separate request for each different position
Supervisor must sign
Be as specific as possible
Wage will be assigned based on the level of skill required
Submit completed forms to Tara
Types of Employment
Campus Work-Study
 Students must apply for financial aid
 Any student can work on campus
 Students keep working if work-study runs out
 Taxable income
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Types of Employment (continued)
Federal and State Work-Study:
 Students must apply and be eligible for
financial aid
 Work-study award based on need
 Gives needy students priority
 Taxable income
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Who Is Eligible To Work?
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Must have applied for financial aid
Certificate/degree candidate at GHC
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Enrolled in at least 6 eligible credits
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Able to provide required identification
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Hiring paperwork submitted before working
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Hiring Process:
1. Supervisor posts open positions with the Job
Placement Office (JPO)
2. JPO forwards the referral to the Financial Aid
Office
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Provides On Campus Work-Study Authorization
3. Student brings On Campus Work-Study
Authorization Form to interview
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Hiring Process:
4. You ensure student is eligible to work
(indicated on Authorization Form)
5. If hired, you complete and sign
the Authorization Form
6. Return signed Authorization Form to the
Financial Aid Office before student begins
working
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When Can Students Start?
Employment year runs July through June
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Summer = start date July 1
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Fall = start date is beginning of fall quarter
NOTE: Summer employees do not need new
hiring paperwork to continue working
for fall.
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When Does Eligibility End?
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If they’re suspended or drop below 6 credits
Last day of quarter, unless
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they’re attending the following quarter
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they’re not attending summer, then they must be
registered at least half-time for fall quarter to
continue working
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Summer quarter work-study students must have a WorkStudy Authorization Form for the next academic year
Must have a Work-Study Authorization Form for the next
academic year
How Much Are Students Paid?
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Financial Aid Office determines rate of pay
current minimum wage = $9.47
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Washington law: annual increase determined each
September, effective January 1
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July 1 for state wages
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Pay increase automatic if at minimum wage (no
paperwork required)
Payday!
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Student fills out a time sheet each month
Supervisor verifies the time sheet is filled in
correctly
Supervisor and student sign
Supervisors must submit the time sheet
Payday is the 10th of each month
Checks available at the Cashier’s Window
Required Paperwork
IMPORTANT!
Students cannot receive a paycheck
until all required paperwork has been
presented
to Human Resources
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Most Common Reasons a Paycheck
Is Not Issued
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Department on Authorization Form and time
sheet don’t match
Time sheet received too late to be processed
Time sheet not signed (either by the student
or the supervisor)
Financial Aid wasn’t notified
No I-9 or W-4 on file
Late Payday
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25th of the month if paycheck not issued on
the 10th due to missing paperwork or late
timesheet
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The missing paperwork or timesheet must
be turned in before the 20th of the month
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All students will be paid eventually for time
worked
How Much Can Students Work?
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You determine the hours/shifts you need
You hire student(s) to meet those needs
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Do not exceed your allocation
You and the student should be flexible
If student can meet your needs for fall but
not spring, you can hire a new employee
Once a schedule is agreed upon, student
must maintain the schedule
Changes to the award
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A student’s award may need to be reduced
or canceled during the year if they
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Received an additional grant
Dropped below half-time enrollment
Did not maintain satisfactory academic progress
Minimum Hours
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No minimum, but you may set a minimum
number of hours per week or per shift
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Suggest shifts of at least one hour
Maximum Hours
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Students can work up to 19 hours per
week when classes are in session
Students can work 40 hours per week
when classes are not in session
(i.e., during breaks)
Hour limits are a total of all hours for all
jobs combined
Overtime
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Student employees are not permitted to work
overtime:
- overtime = more than 40 hours in one week
- week = Monday through Sunday
- limit applies to total of ALL jobs
Breaks
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Paid break of 15 minutes after 4 consecutive
hours worked
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Unpaid break of at least 30 minutes after
5 consecutive hours worked
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Entitled to two 15 minute breaks with pay and
at least 30 minutes lunch break without pay if
working an eight hour day
Expectations of Supervisors
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Remember they are students first!
Establish a work schedule
Be as flexible as possible when considering
schedules and requests for changes
If you need to make schedule changes, give
as much notice as possible
Encourage them to ask questions
Expectations of Supervisors
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Be sure the student employee understands
what is expected of them
Provide clear written guidelines and procedures
Do not accept job performance or attitude that
would not be acceptable in the “real world”
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Establish hiring plan to stay within budget
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Monitor earnings
What If It Isn’t Working Out?
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You are not “stuck” with an employee who
doesn’t work out
Make sure the student understands your
expectations
Take corrective measures as soon as
issues come up
Terminating a Student Employee
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After communicating the reason for the
termination with the student both verbally
and in writing:
- notify Financial Aid of the dismissal
- forward any time sheets to Payroll Office
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Ensuring Success
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Know what your employment needs are
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Determine your hiring process
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Specific hours/schedule needs
Experience or skills required
Tell students how you want to hear from them
Consider how you will screen/interview applicants
Plan to respond to applicants promptly (either way)
Ensuring Success
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Know the hiring and pay process
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Complete all required paperwork on time
Don’t allow students to begin working until all
paperwork is complete
Make sure you and the student have copies of
required paperwork
Ensuring Success
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Communicate with your employee(s)!
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Make sure they understand what skills and
duties are expected of them
Make sure you both have copies of the agreedupon work schedule
Communicate verbally and in writing if there are
problems or concerns about their job
performance
Questions/Concerns?
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Refer to the Work-Study Program
Supervisor’s Manual on the GHC web site
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Contact the Financial Aid Office
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Contact Tara McDougall x4083