The Role and Responsibilities of the Supervisor

Introductions What is student employment? How is it funded? Supervisors Role and Responsibilities Paperwork Hiring Procedures Payroll Evaluations/ Termination Questions

Welcome  Dean of Career and Community Service-Kathleen Boody  Dean of Admissions and Financial Aid- Glenna Warren  Director of Financial Aid- Michelle Burwell

What is Student Employment? Student employment is the new lingo for workstudy and workship students. Student employees are just that; employees and students. Their purpose is to learn proper work ethics and standards to be strong employees in the workforce. They are funded through their financial aid award and not the college payroll.

How is it Funded at Centenary? Federal Workstudy 75% of the student’s wages come from the U.S. Department of Education 25% is matched by Centenary College Allocations are need based and is determined by FAFSA 7% must be used in community service positions College Workstudy 100 % funded by Centenary College, not always need based * Though supervisors are encouraged to support a students federal need based status, it is important that a student employee first be considered based on qualification and experience.

 Student must be enrolled as a full time student.  Funds are not granted to CAPS or graduate students.  Must maintain academic progress as outlined in the College Catalog.  Must have financial clearance in the Financial Aid Office.  Graduating seniors cannot continue working after the date of their graduation. No exceptions.  Students are not permitted to work during breaks (summer, holiday, spring), unless they receive permission from financial aid-these are “special” cases.

Your Role as Supervisor

Supervisors are required to complete several administrative tasks.  Hiring/Applications  Completing paperwork  Coordinating work schedule  Timesheets  Monitor students work  Evaluating student work  Teaching appropriate working skills  Termination/rehiring

Ethical Work Behavior What we need to expect…  Dress Code  Communication  Absenteeism  Punctuality  Confidentiality / FERPA  Quality of work production  No Work = No Pay

Hiring Procedures

 Complete a job description and submit to Career Services.  Include hours needed  Description of work to be done  If appropriate for a specific major or interest  Supervisors name and contact information  Tell your other work study students you are hiring  Introduce yourself to new students you think might be a good fit for your office or work.

 Held during the first week of classes during Fall Semester.  All departments hiring students are encouraged to attend.  Departments can have students fill out applications, and hire on the spot if they choose.

To Hire your new employee Interview the candidates Sign and complete the contract for employment Schedule their hours DO NOT START WORK UNTIL Contract has been retuned containing: Career services signature Number of hours eligible Pay rate

Student Employment Workshops  All students new to the student employment program are required to attend  Held during first few weeks of classes  Students cannot begin working until the have attended  The Purpose of the workshop  Receive contract and paperwork  Complete employment file  Learn general expectations of student employees

 SS Card/Photo ID  Employment Contract  Annually and for each new position  IRS W-4 form  Confidentiality Statement  Annually and for each new position  I-9  Student’s Class Schedule  Each semester Students are not permitted to begin working until all required forms are processed. Students may begin working when you have received a signed copy of the Workstudy Contract.

Contract and Confidentiality  Contracts  Given at the workshop to be completed by the student and the supervisor as an agreement to employ  It must be brought back to career services  Upon completion of hiring paperwork it will be signed and returned to the supervisor by the student  Confidentiality  Supervisors keep agreement  Go over confidentiality rules with student

 Prepare a thorough job description including a summary of guidelines  Establish the number of hours your department needs  Have all potential employees fill out an application  Schedule and conduct a brief interview  At time of hiring review and complete confidentiality statement and contract  Contact student when they are eligible to begin working  Time sheets should be kept in the office and completed each work shift  Timesheets should be reviewed and signed before being submitted for each pay period

Payroll

Student Employment Payroll  Students are paid monthly by Centenary College payroll check  Timesheet schedules can be found on the back of the student’s contracts  Students cannot include anticipated work hours on their timecard  Only Supervisors (not students) are permitted to submit time sheets.  Timesheets must be completed in pen  Always retain a copy of the completed time sheets

What is the student employment hourly wage?  On-campus standard work -$7.25 an hour  Admissions Ambassadors -$9.00 an hour  Off-campus Community Service Positions - $9.00 an hour  On-Campus Community Service Positions - $8.00 an hour

Hours vs. Allocation There are fifteen weeks in each of the Fall and Spring semesters. The hourly wage should be considered in relation to the number of hours worked. For example: if the students hourly wage is $7.25  and the student’s award is $1,000.00, the student may work approximately 5 hours per week.  and the student’s award is $1,500.00, the student may work approximately 7 hours per week.  and the student’s award is $2,000.00, the student may work approximately 9 hours per wk. *It is extremely important students stick to their hours-departments that allow students to go over will be charged for those hours.*

Specific Payroll Problems  Students working without a completed contract  Incorrect pay rate on time sheet  Time sheets written with pencil  Legibility  Unsigned time sheets  Invalid dates on time sheet  Students working too many hours When timesheets are incorrect students will not get paid until next pay period!

Evaluations

Supervisors complete evaluations and review them with the students.  Discuss needs for improvement  Discuss areas of strength  Discuss the plan for retaining or terminating employee Supervisors submit them to Career Services Anticipate evaluations November to mid-March.

Changing or Terminating Employees  Supervisors can fire student employees  This should be discussed with career services prior to action  Students that have been terminated will be put on the waitlist for the following year  Students can resign  They should give the supervisor two weeks notice CHANGING JOBS = NEW CONTRACT

RE-HIRING STUDENTS Fall to Spring  Students must send Career Services an that they are keeping the job.  Students must give Career Services their current semester class schedule.  Students do not need new contracts unless they are changing a job.

Intent To Hire! For Fall 2011  Students can complete paperwork for the following year if you plan to rehire them  Supervisors will complete the TO BE HIRED form  which will need to be signed by the student and supervisor & returned to Career Services  Does not guarantee employment  Employment based on student eligibility for financial aid

Can A Student Lose Their Funding? Yes.  If a student is enrolled in less than 12 credits or fails to make satisfactory academic progress as outlined in the student course catalog.  If there are changes in a students financial status, which may result in no workstudy funding or no financial aid.  If the student has a balance due  If it is confirmed that a student is participating in any illegal behavior in relation to their employment they will be terminated and their work study privileges revoked.  If they are terminated from 2 or more positions  (Does not include resignations)

Important Points To Re- emphasize  Keep track of student’s hours  Students cannot begin working until ALL paperwork has been submitted  Career Services must have a job description on file for each position type in your department or office  Encourage students to check My.Centenary to get information regarding jobs and other important information  Supervisors must have a copy of a student’s contract before they can work

Questions? Contact Us!  Position postings, paperwork questions, evaluations,  Kathleen Boody – Dean of Career and Community Service-  Financial Aid Requirements and Eligibilty  Glenna Warren- Dean of Admissions and Financial Aid-  Michelle Burwell-Director of Financial Aid -  Payroll  Susan Nesmith- Payroll Coordinator-