Student Employment: Supervisor Training Office of Financial Aid Erica Shafer, Associate Director of Financial Aid Kristen Clinton, Communication & Student Employment Manager

Agenda Work-Study vs Student Employment Employment Eligibility Hiring Process Pay Rates & Responsibilities Terminations Feedback/ Evaluations Hours Pay Day Off- Campus Supervisor Responsibilities Summation Q&A

Differences = funding source & resulting regulations Work-Study Vs Student Employment Differences = funding source & resulting regulations Work-Study: Demonstrates financial need to help pay for educational expenses.  Funded by Federal Government or State of Colorado Title IV regulations apply Labor laws apply Can work on or off campus 1st block hiring preference Student Employment: Either no financial need demonstrated or work-study award exhausted. Funded by Colorado College Can only work on campus Can begin hiring 2nd block Students can start as work-study eligible and transition into a student employee.

Employment Eligibility Must be a student Enrolled at least half-time (1.5 units) Summer- no enrollment minimum New Employment Paperwork Must be completed prior to first day! W4 & I9 (once throughout their 4 years)

Hiring Process (New Job or New Student) Create/Update Job Description (True for new or returning) Send to Financial Aid to be posted on the jobs listing page. Review Resumes Set up Interviews Choose candidate Give feedback to all who applied. Make sure student has completed I9 & W4 forms (New Employee Packet) Complete Student Employment Referral Form Ensure student completes new employment paperwork prior to first day!  Define expectation, job description, wages, hours during interview

Referral Form Review… Reasons you fill out a referral form: Referral Form Review… Reasons you fill out a referral form: - Hiring a new student - Promoting a student (pay band increase) - Terminating a student - Hiring a student for an off-campus position

Pay Rates and Responsibilities 1: 9.44 Skills and knowledge that can be learned on the job, some independent decision-making in areas with low accountability, moderate level of responsibility and judgment for a variety of tasks, and tasks may be manual and/or repetitive in nature. 2: 10.00 Skills at a level higher than those that can easily be learned on the job, independent decision-making on routine tasks with moderate accountability, sound judgment in supervisor's absence, and general instruction from supervisor with little follow-up required. 3: 10.56 Skills beyond those typically expected of an undergraduate student, independent problem-solving to complete tasks with high accountability, initiative and decision-making in planning and prioritizing work load of self and other student employees, strong analytical abilities, demonstrated leadership abilities, minimal supervision on routine tasks, and some follow-up on highly complex tasks.

Minimum Wage Increase December 2017 Per Colorado State Law: Minimum wage will be increased to $10.20 January 1st 2018. New wage grades will be posted prior to the change. ** Keep in mind change for department budgets.

Termination Termination Steps Supervisor will complete the referral form “Employment Action”- Termination with students last date. Reasons for Termination: Recurring unauthorized/unexcused absences Inability to perform required tasks Make sure we talk about feedback prior to moving to termination we want to grow and develop these students

Set Clear Expectations & Provide Feedback/Evaluations This is not just a job, this is an experience that will help students develop the necessary skills for their future employment! Develop a defined cycle similar to other employees within the department. SMART goals? Make an effort to correct any behavior that is deemed inappropriate. For example; Performance Attitude Cooperation Personal Appearance Confidentially Working during scheduled class time Late timesheets

Hours Student cannot work during their scheduled class time! Domestic Students No more than 40 hours a week but recommend under 20 hours. Academics come first! If a student has multiple jobs on campus, all hours will be combined and subjected to possible overtime. International Students No more than 20 hours per week for including all jobs on campus. 1st time over 20 ours- warning 2nd time- termination and 6 month suspension from all employment on campus

Pay Day! Follow Payroll Calendar Pay periods end on 6th & 21st. Timesheets are inaccessible after submission deadline. Ensure student submit their timesheets on time! - Important for your budget - Important if you don’t want to be sued Submitting Referral Form Once a referral form has been submitted it can take up to 5 business days for a timesheet to appear. Pay Day 15th & End of each month (check or direct deposit)

Off Campus Overview Contracts Due 8/31! Student Employees Must have Work-Study award (Federal/Colorado). Jobs offered must be in the public’s interest and benefit. Employment Dates : 8/22/2016-5/06/2017 Allocation amounts must be monitored and if exhausted all students employment by the organization will be terminated regardless of remaining work-study award. Kristen is working on getting you new login information so you can approve timesheets

How is a Work-Study award Determined? Formula: Cost of Attendance COA – Expected Family Contribution EFC = Financial Need (Financial need can be filled loans, grants, scholarships, or work-study monies) Maximum Award= $2,100 Off-Campus Employers: Eligibility for work-study funding can change throughout the year based on changes to a student’s financial need. Examples: New Outside Scholarship Loan Increase Enrollment Change (Full time to Part time, reduces COA = reduction in need)

Supervisor Responsibilities Monitor student hours and approve time for payroll. Off Campus- Monitor work-study award & allocation. Keep job descriptions accurate and updated. Interview and hire student employee(s). Ensure New Employment Paperwork is complete prior to first day (I9 & W4 form)! (Available online)  Provide the appropriate training and work space for each student employee. Notify the FA Office when positions are opened, closed or altered. Notify the FA Office in the event of a student employee termination.