New Supervisor Training Western Carolina university student employment program

HIRE ADVANTAGE PROGRAM (SHAMELESS PLUG) Learn how to organize your programs and better understand and manage your students! hireadvantage.wcu.edu I think one of the most useful aspects of the training has been the overall picture of student employment, learning, and professional development it has provided. This has helped me to keep the myriad facets of student employment and management, leadership, and continuous improvement in mind, as challenges and issues come up and also as successes happen, so that we are continually bettering our services and the overall program. Sibley Bryan, Director of Math Tutoring Center

Bookmark these pages! Non Work Study Campus Employment page Resources for Faculty/ Staff for Non Work Study Posting job instructions, hiring forms, supervisor toolbox, etc Student Employment Manual for Supervisors Work Study page JobCat for Employers

TYPES OF STUDENT EMPLOYMENT Non Work Study Students are paid out of departmental funds Hourly NWS – students in FLSA subject positions who report hours worked Educational stipends – students in FLSA-exempt positions who are paid monthly Work Study Qualified students are awarded money through the Federal Work Study program and earn their award through on-campus employment All Work Study students are paid hourly Graduate Assistantships Organized through the Graduate School. Please see the Graduate School for information regarding assistantships

NON WORK STUDY ELIGIBILITY GPA 2.0 or greater May work first semester w/o a GPA Departments may “up” GPA requirement as needed Be enrolled for at least 6 credit hours (undergraduate) or 5 credit hours (graduate)

WORK STUDY ELIGIBILITY Must be in a good academic standing with the University Must be enrolled at least half time (6 hours)

PAY RATES All students must earn at least $7.25 an hour Departments may give raises as they deem fit (hourly change form) Must provide justification of pay rate for anything above $8.25

STUDENT WORK HOURS Non Work Study: Max of 25 hours Work Study: Max of 20 hours in Work Study position Students may have one Work Study position, but multiple Non Work Study positions, provided they do not work more than 25 hours per week total and no more than 20 hours per week in their Work Study position NOTE: Positions with Aramark do not count towards the work hour policy

NON WORK STUDY HIRING PROCESS Step One: Post to JobCat 2.0 Step Two: Interview and hire worker(s) Step Three: Fill out Hourly Hiring Form Step Four: Send student to Center for Career and Professional Development with appropriate IDs (listed on page 2 of hiring form) if they have never worked on campus before If they have worked on campus before, they just need to drop off the hiring form Step Five: Wait for scanned approved hiring form BEFORE you begin training or allowing students to work Do not allow your students to work before you have received the scanned approval

COMMON ERRORS ON NWS HIRING FORM Students sign in pencil or not at all Department does not list position number (S = regular student position; SC = student contract; and SG = student grant)** Department lists inaccurate start date/ end date (All students terminated at the end of the Spring semester) Accountable Officer does not sign hiring form

WORK STUDY HIRING PROCESS All students, who have accepted their work study award, will be sent a copy of the Work Study Eligibility Packet 2-3 weeks before the fall semester begins. It has detailed instructions on viewing jobs, contacting employers, all required payroll forms, and completing their paperwork in our office. We will not begin completion of the hiring process for a student until all of the required information is brought to our office. The hiring supervisor will be notified by email when this is complete and when the student may begin work. DO NOT let student’s begin until this notification has been received.

COMMON ERRORS ON WORK STUDY FORMS The timesheet approver MUST be the student’s supervisor as well We MUST have the student signature on documents (you cannot sign for the student)

I-9 COMPLIANCE ISSUES Late I-9s Out of compliance with the Immigration Reform and Control Act of 1986/1990 In a federal audit, could result in a hefty fines, loss of federal funding, and/or possible incarceration https://www.lawlogix.com/i-9-audits-whats-the-worst-case-scenario/

I-9 COMPLIANCE ISSUES https://www.ice.gov/factsheets/i9-inspection

LATE STUDENT TIMESHEETS 1ST STRIKE: CCPD will email student 2nd STRIKE: CCPD will email student and supervisor 3rd STRIKE: CCPD will terminate student worker and notify supervisor NOTE: Departments may rehire any student who is terminated for this reason the following semester 3 Strikes for Supervisors for failure to approve student timesheets: 1st STRIKE: Email to supervisor 2nd STRIKE: Email to supervisor and their supervisor 3rd STRIKE: Meeting with CCPD/ Financial Aid to identify someone else to approve student timesheets

STUDENT WORKER TERMINATIONS - NWS CCPD may terminate students who: Do have a 2.0 GPA (Excludes first-year students) Fall below 6 credit hours (undergraduate) or 5 credit hours (graduate) of classes for the academic year Fail to enroll in direct deposit Forget to turn in timesheets 3 times in one semester

Approving student timesheets Log in to your MyWCU Click

Approving student timesheets Then:

Approving student timesheets Then:

Approving student timesheets

Approving student timesheets

Approving student timesheets

Approving student timesheets

Common Payroll Errors Missed deadline. If the deadline is missed, a paper timesheet is required. Do NOT use the current electronic timesheet to make up for previously missed timesheets, or to adjust from previous pay periods. Clicking wrong link to access timesheets. Make sure clicking on “Student Timesheets and Hourly Employee Timesheets” link. Wrong TS# for approver on timesheet. This will prevent the timesheet from being opened. Hitting submit button more than once or using back button on the web browser after submitting. (***Error Submit Not Allowed***)

Requesting Student Worker Accounts To request student worker accounts (e.g. student staff email, access to Blackboard, share drives, etc): Log in to your MyWCU In Search Menu (left column) search for “Request Student Worker Account”

Requesting Student Worker Accounts Choose the Request button Type in Student’s name or 92# in the Search box under Select Student Worker Then choose their job by clicking on Pick Job NOTE: If your student worker does not populate OR you do not see the job for which the student is working for you, contact either CCPD (for Non Work Study – x7133 OR Financial Aid for Work Study – x2722)

Requesting Student Worker Accounts

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