SUPERVISING STUDENT EMPLOYEES August 13, 2002 Office of Human Resources Office of the General Counsel

Legal Interviewing Be Prepared Understand Job Requirements & Duties List of Questions for Applicants Read Applicants’ Resumes or Application Know the Pay Rate for Job Know the Work Hours of Job

Legal Interviewing Potential Discrimination Questions Must Be Job Related BFOQ bona fide occupational qualification Don’t Ask About race, gender, age, national origin, marital status, family status, religion, disability, veteran status

Legal Interviewing Potential Discrimination Critical Assignment Become Familiar with Employment Interview GuidelinesEmployment Interview Guidelines

DEPARTMENT ORIENTATION ISSUES New Employee Anxieties Job Tasks and Expectations Department Operations, Culture and Values Applicable Policies and Procedures

EASE NEW HIRE ANXIETIES Make sure someone is there to greet the student employee on the first day Introduce the student employee to others in department Show the student employee their work area

DEFINE TASKS AND EXPECTATIONS Review Job Description with Student Explain Importance of Tasks Discuss Expectations & Timetables Define Performance Standards Technical Behavioral

DEFINE TASKS AND EXPECTATIONS (continued) Explain Confidentiality Requirements & Confidentiality Agreement Emphasize I-9 Requirement Must be filled out on or before the first day of work Students who are US citizens may fill out I-9 in HR, with a designated Student Employment Coordinator, or in Career Services International students must fill out I-9 in HR or in MISS Describe Payroll Tax Forms Explain Computer Password for Work Purposes

DISCUSS DEPARTMENT MISSION Give Overview of Department Function and How it Fits in CUA Provide Department Organizational Chart Overview of Department Goals Department Culture

RULES OF THE ROAD Explain Applicable Policies Attendance, Timekeeping, Breaks, Computer Use (Internet, , IM), Phone Use Restrooms, Vending Areas, Phones Indicate Fire Exits and Evacuation Gathering Points Point Out Supervisor’s Office and Explain Supervisor’s Availability

Employment Laws Title VII of the Civil Rights Act Prohibits discrimination against “protected class” regarding any aspect of employment “Discrimination” means a negative employment action, i.e., failure to hire, to pay equally, to unfairly fire, to sexually harass, etc. (also Equal Pay Act) “Protected class” means someone’s status, such as their race, age, gender, religion, national origin (some leeway given for religion

Employment Laws Title VI of the Civil Rights Act Prohibits discrimination on basis of race, color, or national origin under programs receiving federal financial assistance, such as work-study If you become aware of someone in your office treating a student or other employee in a protected class differently from other students, talk to them or contact Human Resources.

Employment Laws Age Discrimination in Employment Act Prohibits discrimination against employees who are over 40 years old. Equal Pay Act Prohibits discrepancies in pay between men and women performing the same job. Pregnancy Discrimination Act Pregnancy is to be treated as a medical condition & no discrimination against pregnant employees

Employment Laws Americans with Disabilities Act Prohibits discrimination against persons with physical and/or mental disabilities as long as persons are qualified for the job (able to perform the essential job requirements) with reasonable accommodations Students must disclose disabilities to the Office of Disability Support Services for verification and determination of accommodations

Other Laws Affecting Students Family Educational Rights & Privacy Act FERPA conditions federal educational funding on providing student access to & maintaining the privacy of education records. All employees at CUA are required by FERPA to treat education records (and requested directory records) in a legally specified manner. Neither parents, professors, nor administrators have an automatic right to educational records

Other Laws Affecting Students Intellectual Property Laws and CUA Policies Copyright and need to receive permission Patents and need to work with Technology Transfer

Evaluating Performance Establish Job Standards Communicate Expectations Be Consistent and Fair Consider Behavior and Skills Provide Frequent Performance Feedback to Student Employees

Poor Performers Restate Expectations Ensure That Student Employee Understands Requirements Communicate Problem to Student Ask if Student Employee Recognizes Problem Coach the Student Employee

Poor Performers If Performance Problem Continues: Warn the Student Employee that Job is in Jeopardy Unless Performance Improves If Performance Improves, Reinforce It If No Improvement After Warning, You May Consider Job Termination

Poor Performers Before Taking Disciplinary Action of Any Kind, Including Warning, Consult Human Resources Consult Human Resources