Supervisor handbook

Student Employees can work one to 20 hours per week throughout the fall and spring semesters. There are some exceptions where Student Employees can work up to Student days off, such as spring break, are days the University itself is officially closed for a University holiday.

Therefore, Student Employees can work full-time during spring break if needed. When a student holds more than one job at a time, the total hours worked cannot exceed 20 hours per week when taking classes and cannot exceed There is no limit to the number of hours worked each week, but employers are discouraged from working students full time during the academic year.

They must be continuing students in good standing with the University, and federal regulations specifically limit employment to 20 hours per week on-campus while school is in session, 40 hours per week on-campus otherwise, regardless of the position type. Graduate Assistants should be assigned no more than an average of 20 hours of work per week. They may be employed in another on-campus position, in addition to the assistantship, for no more than hours per regular semester.

Students with partial graduate assistantships may be simultaneously employed in one WVU hourly Student Employee position for up to 10 hours per week. Partial graduate assistants 10 hours per week may not hold a second partial assistantship but may work up to 10 hours per week as an hourly Student Employee. All graduate assistants must be accepted into a graduate degree program and are required to be enrolled full-time while employed during the fall and spring terms nine credits or more.

If you drop below full-time status during the semester, you must obtain permission from your GA supervisor, academic advisor, and the Office of Graduate Education and Life to continue with your assistantship. If you are not enrolled in Winter Intersession classes, you may work up to 40 hours a week if you will be returning for the spring semester. Summer Session If the student is enrolled in the upcoming Fall semester, they can be a Student Employee in the summer without being enrolled in summer classes.

Summer Graduate Assistants may hold any combination of assistantships and hourly worker positions on campus during the summer if their total work hours do not exceed hours for the summer term. To be eligible to hold a graduate assistantship during the summer, a graduate student must enroll in a minimum of one credit during the summer term. Students who serve as regular not partial graduate assistants in both fall and spring are eligible to receive a tuition waiver the following summer even if they are not a graduate assistant in the summer, with the approval of their school or college.

Some schools, colleges, or programs that accept waivers during the fall and spring may not do so in the summer, so students interested in summer waivers must check to determine if they can receive them.

At the end of each semester, supervisors should then evaluate their student employee. While it is preferred that an individual be subject to a disciplinary process of coaching and feedback, there may be cases where Student Employment implements a different process than list above. Examples of such situations include, but are not limited to:. If a termination occurs, the student may not work on campus again until the following semester, nor may they work additional hours at a second job they might hold in order to compensate for hours lost at the job from which they were terminated.

The student is eligible to apply for any vacant positions for the following semester. Supervisors and student employees alike are encouraged to consult with the Student Employment Office about serious performance problems. Students may work between the day after Fall semester ends in December and the first day of classes in January on an as-needed basis.

Student employees including international students are able to work up to, but not over, 40 hours per week during breaks. Academic year student employment ends on the last day of final exams for Spring semester and summer employment begins June 1.

Summer jobs are available to Macalester students and can be posted on JobX beginning in Spring semester. Students are eligible to work on-campus during the summers following each academic year, including the summer after the student graduates. Student employees including international students are able to work up to, but not over, 40 hours per week during the summer. Student employees must monitor their work schedules to ensure they do not exceed 40 hours of work during any given week between all on-campus positions.

See the Work Break section for information on breaks during summer employment. Students may not work while on a Leave of Absence from Macalester. If a student employee is approved for a Leave of Absence through Student Affairs, the position will be closed as of the leave begin date. Students must re-apply for positions upon returning to Macalester. Work-study awards will be half of the full year amount for students who are on leave for a semester during the academic year.

Students who study away will receive half of the standard award amount. See the above chart for standard yearly award amounts. Contact the Financial Aid Office for more information. As required by Minnesota law , in each four hours of work employees are allowed adequate time to utilize the nearest convenient restroom.

During the academic year, students generally work shorter shifts and should schedule their lunch around the shift whenever possible. Students should contact their supervisor with any concerns. During the summer, many students work a standard shift of am to pm, Monday through Friday. Within this 8. Unpaid lunch periods are 45 minutes in length. Supervisors are also encouraged to provide a 15 minute paid work break in either the morning or afternoon.

Offices that adhere to a summer work schedule may adjust the hours worked in a day accordingly. Student employees may not exceed 40 hours of work a week. Students may only be paid for hours actually worked. Students are not eligible for paid holiday breaks or holiday pay rates. Students will not be paid for any work done on closed days unless they have received prior approval from their supervisors.

Occasional remote work does not require a prior written agreement and can be managed ad-hoc with the permission of the supervisor. The purpose of this policy is to provide guidelines for regular remote work to ensure successful work arrangements across campus.

It is an arrangement whereby some or all work is performed from a remote location. This policy applies to all student employees of the College whose positions meet the eligibility requirements as stated below. Eligibility of a position for remote work is determined by the position supervisor. Considerations for remote work include:. The remote work agreement between supervisor and employee must be documented and a copy placed on file within the department.

An employee must maintain the same or an improved level of productivity and work quality while working remotely. Follow this link to the Remote Student Employment Agreement. At the end of each semester, students have two or three study days during which no classes are scheduled. While student employees may choose to work during these days, it is not required. Students should contact their supervisor to discuss expectations regarding work on these days. The reasonable accommodation process for student employees is interactive and mirrors the process for all employees at Macalester College.

Any documentation received by Employee Services will be maintained confidentially. Student employees are not required to disclose the specific nature of disability to their direct supervisor. If modified tasks or another position cannot be secured within the department, every attempt will be made to help the student find a more conducive place to work. Student employees are eligible for sick time at an accrual rate of one hour for each 30 hours paid. Student employees begin accruing on their start date and can begin using accrued time after 90 days of employment.

Earned, unused sick time carries over year to year. A maximum of 48 hours of sick time may be accrued per calendar year. Up to 80 hours of sick time may be carried over from year to year. Sick time is to be taken when an employee is unable to perform job duties due to illness, injury, health condition, or a physical or mental disability for the full list see Sick Time — Staff.

Student employees are expected to comply with all safety laws, rules and regulations. Students are expected to wear any and all required safety gear while on the job. Fire protection and prevention practices must be complied with at all times. Macalester College prohibits and will not tolerate sexual misconduct of any kind. All College employees who are not confidential resources are required to report information they receive about sexual misconduct to the Title IX Coordinator or Deputy Title IX Coordinators.

Employment Services. Postings include the following information and should be descriptive: Job Description: Provide a detailed overview of the position and job activities. The description should give students an accurate portrayal of the position.

Job Requirements: List all qualifications required for the position. This may include physical requirements must be able to stand for 3 hours at a time , academic requirements must have received an A in a particular course , availability, etc. Applications Each posting has a standard application which asks for basic information about the student name, phone, award info, resume, etc.

Interviews Many supervisors conduct interviews to determine if an applicant is a good fit for an open position. Volunteering Student employees who earn their award are not able, by law, to continue working in the position on a volunteer basis. International Student Employment Regulations Federal regulations allow international students attending Macalester on F-1 visas to work on-campus.

Approving Time Worked Students are paid biweekly. Department Budgets Each department that hires student employees has a budget allocated by Student Employment. Report to work on time. Ask the supervisor ahead of time to revise work schedules or to take time off from work. Professionalism Be courteous to supervisors and co-workers. Dress appropriately. Supervisors will communicate what type of attire is appropriate for the position.

Students are also expected to practice common employment courtesy, such as calling well in advance if they are unable to work at a scheduled time. Employers should also be sensitive to the special needs of college students, who occasionally may request a day off to study for exams.

If both parties consider the concerns of the other and do not abuse the relationship, a work-study job can be a rewarding experience for all involved. Please note that any student employee or employer who abuses the Federal Work-Study Program policies and procedures will be immediately removed from the program. This handbook is intended to offer assistance to supervisors and student employees on the Federal Work-Study Program FWSP regarding effective policies, procedures, and regulations for work-study employment.

Only eligible students can be employed on the Federal Work-Study Program. Work-study students cannot be employed as a work-study student and as temporary part-time or regular employees at the same time.

Work-study positions are hourly-wage jobs in which a student works for an employer according to a mutually agreed-upon schedule and is paid on a biweekly basis for the hours worked. An award simply authorizes a student to participate in the program and sets a limit as to the amount of income a student can earn during the academic year.

It is the responsibility of the student to work enough hours to reach the earnings limit and to budget the money wisely throughout the year to meet necessary college costs.

The Office of Financial Aid does not place students in jobs, nor can we guarantee a job. This responsibility rests with the student and the hiring supervisor.

There are many different jobs available through the Work-Study Program. Some positions do require a background check. With a variety of positions available, it is hoped that students will find jobs which are both interesting and related to their career goals.

The University is required to allocate a percentage of federal work-study funds for community service employment. Community service positions must be designed to improve the quality of life for community residents.

Examples of community service areas would be positions in health care, child care, literacy training, education tutorial , welfare, social services, transportation, housing and neighborhood improvement, public safety, crime prevention and control, recreation, rural development, and community improvement.

The services must be available to the general public. Community service assignments may be located on or off campus with the approval of the Office of Financial Aid.

Students interested in this type of community service employment must qualify for work-study as well as meet criteria established by the department. Students meeting the financial aid deadline of March 1, with exceptional need, are given priority consideration for work-study funding.

Students can complete the FAFSA as earlier as October 1st and are encouraged to apply no later than March 1 of each year for the upcoming award year. Students are awarded on an individual basis. An award is a maximum amount that may be earned by the student during the specified award period.

The award reflects the maximum allowed earnings. Work-study awards are subject to change based on receipt of additional awards from other resources. Supervisors and students will be notified, via FVSU email, of any adjustments to the original work-study award. It is the responsibility of the employer and student to ensure that student earnings do not exceed the award.

The award goes to the student not the department. Therefore, if a student changes jobs, s he needs to come into the Office of Financial Aid to speak with the work-study coordinator to complete the necessary documents for the transfer.

The Office of Financial Aid will award a student a certain amount for work-study at the beginning of the award year, however; a student may not start a work-study position right away. A student may not start employment until all payroll documents are completed and submitted to the Human Resource Department. Students will not be paid from work-study funds if they are employed prior to authorization.

Federal regulations require that students maintain a minimum enrollment of six credits each semester. Most students seek employment at the beginning of the semester. Consequently, it is more difficult to employ a work-study student later in the semester. Many jobs that remain unfilled are those that require highly specialized skills, rigid working hours, or other very specific requirements. The purpose of the work-study program is to provide students with entry-level employment opportunities which will build skill sets and work history.

Work-study students are to keep their educational commitments as a priority; whereby other college employees are to keep work assignments as a priority.

There is no automatic rehire process for students on the work-study program. Supervisors and students are reminded that work-study is awarded to students who meet the priority deadline of March 1 and is awarded on a first come-first served basis. Ordinarily, funding for the summer term is available only when total programs funds are not exhausted during the award year. If a student is planning to attend one or both summer sessions, he or she should make an appointment to discuss funding with a financial aid advisor prior to enrolling for the summer session s.

The student and advisor will work together to determine summer work-study eligibility if funding permits. Summer work-study depends upon the availability of funds.

Funds are made available only by unearned wages during the course to the academic year. Only students who meet eligibility requirements will be considered. Students may inquire in the Office of Financial Aid to see if they meet the criteria. Departments must have prior approval from the Office of Financial Aid prior to employing a student for summer work-study.

An accurate job description can promote a better selection of student employees which ultimately leads to better work performance and employee relations.

Students will be contacted by the hiring manager if selected for an interview. New student employees as well as rehires must have current hiring documents on file in the Office of Human Resources.

Other items that should be discussed include cell phone and computer usage, customer service expectations, and school work policy. Work-study students are paid employees and job duties supersede school work while on the job. It is highly recommended that individual departments enforce this policy. Departments are not free to develop specific school work policies but should be flexible in allowing requested time-off for school work. Supervisors are responsible for determining the number of hours a student may work per week and for the length of the work agreement.

Supervisors should take into account any school related holidays and breaks in the academic instruction. This provides the total amount of workable hours for the student. The hours are further divided by the number of weeks in the semester which provides the maximum number of hours per week the student should be permitted to work. If the student works more than 8.

The student can also use the ADP website to check the amount they have earned. Earnings on the award screen are usually current as of the last pay date. Work-Study Application documents are provided to students at the student employee orientation at the beginning of the fall term. During the Work-Study Orientation Session, students will be given all required hiring documents. It must be completed in full or this will cause a delay in the hiring process. The student and the employer must sign and complete the Form I-9 on the same date.

It must be completed prior to a student beginning work. All hiring documents must be returned to the Human Resources Department before the student can begin employment. The student is required to complete all hiring forms with the Human Resources Department. The employer must not permit a student to begin work until Human Resources Department clears student for employment. If the student is permitted to begin work prior to authorization, the department will be responsible for payment of all student earnings.

A work-study student may work a maximum of 20 hours per week, based on eligibility, while classes are in session. Students are not permitted to work during scheduled class time. If a student is permitted to work during scheduled class time, the employer must provide written documentation to the work-study coordinator indicating that the class was not held.

This proof is required for audit purposes. DO NOT permit students to work during scheduled class time without written documentation.

Work-study students must be paid at least the federal minimum wage level. The Office of Financial Aid sets the wage rate for work-study students and all students are employed at this rate. Students are paid bi-weekly on designated paydays set by the Payroll Office. The Fair Labor Standards Act of , as amended, prohibits employers including schools from accepting voluntary services from any paid employee.

Any student employed under work-study must be paid for all hours worked. Departments are encouraged to maintain a timesheet for each student employee. Students are responsible for entering the time worked in ADP and supervisors are responsible for approving that time each pay period. The supervisor should have procedures in place to verify and approve the hours thru ADP.

In the event that the student has not been set up for time entry in ADP, a paper time sheet must be turned into the Payroll Office. Hours worked must be documented by a time sheet. It is important that students enter the amount of hours worked daily. The supervisor must verify these hours to avoid any conflict at the end of the pay period. Student earnings can be viewed on ADP. This will help assist the employer in monitoring earnings and to alert the employer of changes to the total award.

Payroll deadline dates are established and published by the FVSU Payroll Office if you have any questions telephone It is not necessary to turn in a time sheet for hours entered in ADP. However, if the deadline has passed you will not be able to enter time and will need to complete a paper time sheet.

Please keep copies of timesheets. Payrolls turned in after the deadline date will be processed and submitted for payment the following pay date as long as all required hiring documents are completed in the Office of Human Resources.

All work-study students will complete a customer service training session as part of their application requirements. They will review basic expectations of customer service quality at FVSU. Applicants must complete the training, available through the Office of Financial Aid, before being allowed to interview.

This should occur on the first day of work and preferably on an informal basis. It is the duty of the supervisor to furnish the new employee with clear responsibilities. Simple training is usually the most effective. The supervisor should explain the work procedures. It is also suggested that each department have some written explanation of the duties for each job within the department.

During the training session, the supervisor should inform the new employee of office policy in regard to where and when to report for work, office dress recommendations, basic homework policy, cell phone and allowable computer usage, how and who to notify in case of absence, how to report hours worked, how earnings are paid, and any other necessary information.

Some departments, primarily those having direct contact with minors and children, issued multiple access keys, and handling money, may require criminal background checks of student workers.

Please contact the HR Department for more information. Many campus departments and offices hold sensitive and confidential student records and information. Offices must have students sign a confidentiality agreement. You should tailor the agreement to fit your needs.

All work-study employees are employed as temporary employees with the university and on a probationary status for the first thirty 30 days. During this time the supervisor will determine whether the student is able to perform the assigned duties satisfactorily. A student employee who does not meet the required standard of performance may be terminated without cause or notice.

Voluntary Termination — The student may decide to leave a work-study position voluntarily. Such a request is usually presented to the employing department in writing.

Employer should process a Termination Form online. These disagreements should be resolved promptly through a discussion between the work-study student and the immediate supervisor.