1. DA-OA Supervisors Annual Meeting

2. DA-OA Application Process Completes online application Applicant SDSC Reviews and approves applications once weekly Uploads approved applications to the share drive for supervisors to review Reviews applications on the share drive and contacts chosen applicants for interviews DA-OA Supervisors Offers position to applicant and completes “New Hire” form in StarRez SDSC Marks applicant as hired in StarRez (removing from available applicant list) Enrolls new staff member in eLC DA-OA Training Course Informs new staff member of eLC requirements* and completes other necessary training DA-OA Supervisors *ELC Requirements All eLC quizzes must be completed with a 90% or higher within two weeks of the staff member’s start date. Staff are allowed two attempts per quiz. If the quiz is failed twice, the supervisor must first sit down and discuss the incorrect responses with the staff member to solidify understanding of the material. Then they must contact the SDSC administrative assistant to reset the quiz. This allows one more attempt. Quizzes will not be reset after three attempts, and the employee will no longer be allowed to work. If the quizzes are not completed within two weeks, the supervisor will be sent an email reminder regarding the quizzes. At that time, the employee is not allowed to work until all quizzes are completed.

3. Student Staff Application Process Student Responsibilities 1. Student reads about student staff employment opportunities on the housing website https://housing.uga.edu/site/about_employment_student 2. Student with a valid UGA ID completes an application on line through StarRez by clicking The DAWG House https://cas.uga.edu/cas/login?service=https%3a%2f%2fUGA.StarRezHousi ng.com%2fStarRezEmploymentPortal%2fSingleSignIn%2fCAS.aspx

4. 3. SDSC reviews application  Complete  GPA of 2.0 or higher  In good standing with University 4. SDSC uploads approved applications to the share drive for supervisors to review once a week S:\Resources\RPS\DA-OA-Maint. Staff Applications 2016-2017 Student Staff Application Process SDSC Responsibilities

5. 5. Supervisor reviews applications on the share drive and contacts chosen applicants for interviews via UGA email o If an application is not on the share drive, the student is not eligible to be hired. There are hundreds of applications on file so you should consider the applications already on file first! 6. Supervisor offers position to applicant and completes “New Hire” form in StarRez 7. SDSC removes the student’s name from the share drive list of approved applications Student Staff Application Process DA-OA Supervisor Responsibilities (when an opening occurs)

6. DA-OA Online Training 1. SDSC enrolls the new staff member in RPS’ eLC DA-OA Training 2016-2017 2. Supervisor notifies the new DA-OA on their first day of work, that they have 2 weeks to complete this course covering the DA-OA Manual and Community Guide policies 3. Staff must complete all eLC quizzes with a 90% or higher grade within two weeks of the staff member’s start date o All DA-OA supervisors have access to this course on eLC and can track their staff member’s progress o SDSC sends supervisors an eLC progress report every 2 weeks

7. DA-OA Online Training Staff are allowed two attempts per quiz. o It the quizzes are not completed within two weeks, the supervisor will be sent an email reminder regarding the quizzes. At that time, the employee is not allowed to work until all quizzes are completed o If the quiz is failed twice, the supervisor must first sit down and discuss the incorrect responses with the staff member to solidify understanding of the material. o Then the supervisor contacts the SDSC administrative assistant to reset the quiz. This allows one more attempt. o Quizzes will not be reset after three attempts, and the employee will no longer be allowed to work.

8. Hire X and RLS Onboarding Process

9. RLS Hiring Decisio n Send Employme nt Memo to HBHR First Day of Work and/or training HBHR Send student New Hire Informatio n email with Informatio nSheet and BI form Stude nt Returns Informatio n Sheet and BI form to HBHR HBHR Makes Hiring Personnel Enrolls student in Kronos Adds Ethics course to student’s ELC Stude nt Completes UGA Onboardin g Brings documentati on to HBHR (I9/tax/DD/ Secure UGA) Kronos biometric Only three days to complete entire process after DOH

17. RLS Hiring Decisio n Send Employme nt Memo to HBHR First Day of Work and/or training HBHR Send student New Hire Informatio n email with Informatio nSheet and BI form Stude nt Returns Informatio n Sheet and BI form to HBHR HBHR Makes Hiring Personnel Enrolls student in Kronos Adds Ethics course to student’s ELC Stude nt Completes UGA Onboardin g Brings documentati on to HBHR (I9/tax/DD/ Secure UGA) Kronos biometric Only three days to complete entire process after DOH

18. Mid-Year Hiring Supervisor Expectations  When an employee is hired, they can reasonably expect to come into a well-defined role with clear expectations that are applied consistent with the job description.  Regardless of your leadership style as a supervisor, it is important to establish rules and expectations and make sure that your employees know what exactly are those expectations.  Some tips to think about when compiling expectations:  Don’t assume employees know the rules  Get an accurate handle on the department’s rules  Figure out how you want to run your unit

19. Mid-Year Hiring Supervisor Expectations  CONSISTENCY in COMMUNICATION ! This is the most important concept to exercise when taking on new hires in the middle of the academic year.  Sit down with your new hire and personally communicate what their responsibilities are, what your expectations are, and how you retain accountability.

20. Mid-Year Hiring on-the-Job DA-OA Training  Job Shadowing - is a work experience option where students learn about a job by walking through the work day as a shadow to a competent worker.  Schedule your New Hire to work their first shift during the same time as one of your current experienced student employees.  Inform your current employee that they will be having a new hire shadowing them and to come prepared to assist in their training.

21. Mid-Year Hiring on-the-Job DA-OA Training  Utilize the first hour of your new hire’s shift as a one-on-one overview about the desk or mailroom functions, policies, and resources.  The remainder of their shift should be used to ask their fellow experienced coworker any questions, to observe their coworker in action, and to perform some tasks on their own with the guidance of their coworker.  Remember! Your new hire will be receiving pay for their first shadowing shift! Therefore, be sure to schedule their following shifts within their hourly maximums accordingly.

22.  In addition to mailroom training, Office Assistants also receive desk training.  OAs are an asset to our community offices when we ensure that they are receiving the holistic training as described in their job description. o Example: Aiding in desk coverage  We need to ensure that OAs know the general and specific functions of the desk. Administrative Assistants and RHDs can work together when providing the on-the-job desk training for OAs. DA-OA Substitutions DA-OA Manual

23. DA-OA Substitutions  Desk Assistants CANNOT work in the mailroom or perform duties of an OA. Why?  There is substantial liability when handling and processing mail.  OAs receive the clearance to handle mail (a federally- operated entity) through their training.  Controlling the number of student employees to handle mail provides more security for individual’s property and helps to narrow down who to follow-up with if an issue ever arises.  Ensure that your DAs understand this and the policy on who to consult up to if a package is ever delivered to the front desk.

24. Non-Discrimination and Anti- Harassment (NDAH) Policy and Sexual Misconduct Policy  There will be two training weeks for the NDAH and Sexual Misconduct policy during each semester (in September and November)  The SDSC Administrative Assistant will email information to staff who need to complete the training  There will be 2 times available  There will be a session in fall 2016 training on Aug. 5, 2016

25. Pay/Tracking Work Hours  Any student employed at the University of Georgia will be paid in accordance with the minimum wage provision for non-exempt employees as defined by the Fair Labor Standards Act (FLSA). All such employment is stipulated to be subject to re-evaluation without prior notice to the employee to include possible change of location and function.  Student employees may work a maximum of 20 hours per week when classes are in session and they are enrolled. During a semester, students may exceed 20 hours per week only during the Thanksgiving, winter, and spring academic breaks.  During all breaks between semesters, or any semesters when the student employee is not enrolled in classes, she/he must be changed by personnel report to temporary non-student status.

26. Pay/Tracking Work Hours  Students working in the summer, cannot work over 20 hours per work week (Thursday through Wednesday) if they are enrolled in any classes during May, June or July.  Under no circumstances is a student worker allowed to exceed 40 hours per work week (Thursday through Wednesday). This includes online training, staff meetings and one-on-ones.  Student employees may not work more than 6 consecutive hours.  There is a pay differential for DAs who work during 12 a.m. to 5 a.m. and for OAs and DAs who work during the Thanksgiving, winter and spring breaks. The Kronos system will account for these time periods.

27. Kronos  DA-OAs must clock in at the beginning and end of each shift.  In order for a DA-OA to receive their pay on time, the DA-OA must approve their time card using the KRONOS machine every two weeks at the end of each pay period according to the established schedule.  If time needs to be adjusted as a result of missed “punches”, supervisor should be informed prior to electronically approving the time.  Failure to approve a timecard should result in disciplinary action from the supervisor.

28. Kronos  The work week begins on Thursdays at 12:00am and ends on Wednesdays at 11:59pm.  Student employees are paid every two weeks.  The pay date for each time period is Friday the week following a pay period end.  All University employees, including students, are required to receive their pay via automatic deposit or direct deposit. This may take up to four weeks to process.  Student staff that wish to work during break periods will be paid for the time worked up to early payroll cut off/approval in KRONOS. Staff will continue to clock in and out as normal and will be back-paid for hours worked after the cutoff to the next pay period.

29. Overview of DA-OA Manual Review  More Streamlined  More Clarity  Up-to-Date

30. Job Description  Conditions of Employment :  To be classified in the student employment type or student worker category (STUWK), the employee must be enrolled in and actively attending classes on a full-time basis (if classes are in session) at a University System of Georgia institution during the employment period.  To determine full-time student status as it applies to undergraduate, graduate and professional students, contact the Registrar’s Office to view the Registrar's determination of enrollment status.

31. Job Description  Conditions of Employment continued :  Have a minimum semester and cumulative UGA grade point average of 2.0 at the time of application and maintain a minimum cumulative and semester UGA grade point average of 2.0 during the period of employment. If the minimum cumulative or semester UGA grade point average is not maintained, the office assistant may be granted one (1) academic term to return to the minimum standards. New hires may not begin their contract under probation due to failure to meet the minimum academic requirements.  Must be in good standing as defined by the University.

32. Job Description  Conditions of Employment continued :  May not exceed 20 hours of work per week (Thursday through Wednesday), except when classes are not in session and the student employee must have prior permission from the supervisor. This includes online training, staff meetings and one-on-ones.  May not exceed 6 consecutive hours of work  Reappointment is based upon job performance, evaluation and continuing enrollment in the University  Student employees are considered temporary employees. A temporary employee may be separated at any time for any reasons without notice and either the employer or the employee can end the employment relationship. Such separation is not grievable or subject to appeal. http://www.usg.edu/hr/manual/employee_categories

33. Changes and Updates to the Manual  No-Show Chart

34. Changes and Updates to the Manual  Accountability  Documentation will be utilized by supervisors to address violations of procedures and expectations. Termination may result in situations where the supervisor deems the behavior to be of such severity that it impairs the functioning of desk/office operations. Depending on the situation or circumstances, termination may occur with no prior warning.

35. Updates to the Manual  Protecting Our Residents’ Privacy  FERPA  Protect the privacy of student education records.  Establish the right of students to inspect and review their education records.  Provide guidelines for the correction of inaccurate and misleading information. 

36. Updates to the Manual  Staff Agreements Staff should sing these at the end of training and turn in to you for their file.

37. Manual Resources  Housing Acronyms  Community Phone Numbers  Important Phone Numbers  Consulting Up – Quick Reference Guide – Post it!  Frequently Asked Questions

38. DA-OA Manual 2016-2017  Consistency is Key!

39. DA-OA Staff Roster/List  Your fall DA or OA staff list should be sent to Carrie Chitwood by Friday, June 22, 2016.  Please indicate any staff that will be living on campus. We need to know what community they will be living in.

40. DA-OA Fall 2016 Training Schedule Handout!