1. New Supervisor Training
Western Carolina university student employment program

2. 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

3. 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

4. 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

5. 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)

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

7. 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

8. 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

9. 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

10. 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

11. 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 when this is complete and when the student may begin work. DO NOT let student’s begin until this notification has been received.

12. 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)

13. 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

14. I-9 COMPLIANCE ISSUES

15. LATE STUDENT TIMESHEETS
1ST STRIKE: CCPD will student
2nd STRIKE: CCPD will 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: to supervisor
2nd STRIKE: to supervisor and their supervisor
3rd STRIKE: Meeting with CCPD/ Financial Aid to identify someone else to approve student timesheets

16. 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

17. Approving student timesheets
Log in to your MyWCU
Click

18. Approving student timesheets
Then:

19. Approving student timesheets
Then:

20. Approving student timesheets

21. Approving student timesheets

22. Approving student timesheets

23. Approving student timesheets

24. 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***)

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

26. 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)

27. Requesting Student Worker Accounts

28. Let’s review!