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Supervisor Procedural Manual for Student Employment
Table of Contents
Introduction
This guide is designed for use by on and off campus
student supervisors. It provides policies, procedures, and
responsibilities of students and supervisors. If you have
questions which are not answered in this guide, please call
the Marquette University Student Employment Services, Office
of Student Financial Aid.
Effective August, 2000
Office of Student Financial Aid
1212 Building Room 415
P.O. Box 1881
Milwaukee, WI 53201-1881
(414) 288-0200
FAX (414) 288-1718
Marquette University is an Affirmative Action/Equal Opportunity Employer
All MU students who work for Marquette University either on campus, or in an off campus FWS agency, must be authorized to work by Student Employment Services, Office of Student Financial Aid, PRIOR to employment. It is important for supervisors to follow the procedures in this guide carefully so that student employees will be paid on a timely basis.
PURPOSE OF STUDENT EMPLOYMENT SERVICES
The purpose of Student Employment Services is to assist
students in obtaining jobs which will help cover some of the
expenses of a college education; to bring together the
available student work force with the jobs available; to
provide students with career related work where possible and
to provide all students seeking employment an equal
opportunity to obtain jobs. Student Employment Service
functions include:
(1) processing all student employee salary referrals and
terminations
(2) monitoring Federal Work Study (FWS) funds
(3) advertising part-time, career related, and summer positions on a
computerized job board (JobConnection)
(4) presenting workshops to supervisors on payroll
procedures and various employment related topics
(5) referring students for part-time, temporary and career
related positions
(6) coordinating the annual Student Employee of the Year
Recognition Program
(7) organizing the annual Summer Job Fair
DEFINITION OF A STUDENT EMPLOYEE
A student employee is a part-time employee who is enrolled, or is to be matriculated as a student at Marquette University, and whose primary purpose for being at the University is the achievement of a degree or certification. This person's employment is temporary and incidental to the pursuit of a degree or certification. During summer, an individual is considered to be a student even if s/he is not enrolled as long s/he has been admitted/readmitted for fall semester. Those individuals not meeting the definition of a student employee must be hired through Human Resources, East Hall, Room 185.
STUDENT EMPLOYEE OF THE YEAR RECOGNITION PROGRAM
An objective of Student Employment Services is to contribute to the comprehensive development of students by providing and recognizing the multi-faceted co-educational experiences student have at Marquette University. Working to help with costs of an education is one of the many benefits students gain through campus employment. Students also acquire transferable work skills. Student Employment Services, in cooperation with the National Association of Student Employment Administrators (NASEA), sponsors an annual "Student Employee of the Year Award" Recognition Program in support of this objective.
To be eligible students must be employed the University for a minimum of three months full-time during the summer, or six months part-time during the academic year. Students must be nominated by a supervisor.
Student Employment Programs
FEDERAL WORK STUDY (FWS)
FWS is a federal financial aid program designed to provide part-time employment for eligible students. Marquette University receives an allocation from the federal government each fiscal year which is used, in combination with employer funds, to provide part-time jobs for students.
Students must apply for financial aid and receive a Federal Work Study (FWS) award from the Office of Student Financial Aid in order to work under this program. Students who demonstrate financial need are awarded FWS funds on a first-come, first-served basis until funds are exhausted. Therefore, it is very important for students to be aware of and adhere to application priority dates. Students who file for financial aid too late in the year may not receive a Federal Work Study (FWS) award due to lack of funding, regardless of whether they had FWS in the past, have financial need, or have a specific FWS job arranged. To receive maximum consideration for a FWS award, students should file the Free Application For Federal Student Aid (FAFSA) in January.
FWS funds are restricted to students who are either citizens or permanent residents of the United States. Foreign students with an F-1 or J-1 Visa are not eligible for federal FWS funds but are eligible for MSE.
Students who accept their offer of FWS are not guaranteed a job. Rather, they are given access to available job descriptions in order to apply for the jobs that interest them.
FWS positions can be found in almost every Marquette office and department. Also, there are numerous job opportunities for Marquette students available at off campus FWS agencies. Marquette departments are charged 35% of the FWS student's earnings each payroll period. The remaining 65% is paid by federal funds. Off campus agencies are charged 50% of the FWS student's earnings each month. The remaining 50% is paid by federal funds.
COMMUNITY SERVICE FEDERAL WORK STUDY (CSFWS)
Community Service Federal Work Study (CSFWS) jobs are positions which improve the quality of life for community residents, or solve problems related to their needs. Community service jobs can be a wonderful opportunity for students to interact with the Marquette and Milwaukee communities, using their talents to improve the lives of others. Examples of these jobs would be tutoring grade school children in the community, coordinating community based assistance programs, Campus Outreach, or working with security, which ensures the safety of the community. Many careers are set in motion here. Students not only learn a work ethic, but also the ability to interact with the world at large. Students leave these jobs prepared not only to enter the work world, but to be a contributing member of society and their community.
If you think your job qualifies as a CSFWS position, please check the community service box on the job description form. Student Employment will determine if your position qualifies for a CSFWS job.
Marquette Student Employment (MSE)
If a student has an MSE designation, it means that the student either has not applied for any type of financial aid, has not received any financial aid that is based on financial need, or applied too late to receive FWS this award year, or has exceeded their FWS award. It is not necessary to monitor MSE earnings for financial aid purposes.
INTERNATIONAL STUDENTS
Foreign students (with F-1 Visa) are eligible to work on-campus under the Marquette Student Employment program (MSE), and should follow all of the procedures outlined in this guide. They are limited to work no more than 20 hours per week while classes are in session. These students must be very careful to not exceed 20 hours per week as their eligibility to remain in the U.S.A. may be revoked.
WORK AWARD AMOUNTS AND EARNINGS
Student employees who receive FWS awards generally may not earn more than the dollar amount of their award. Student Employment Services and the supervisor MUST monitor all FWS student earnings to ensure that students do not earn more than their awarded amount. If the FWS amount is exceeded, the student will be changed to MSE and the supervisor's budget will be charged at 100%. Students at off-campus FWS agencies will have to be transferred from their position on Marquette's payroll to the agencies payroll or released from their position. Student Employment Services recommends that students not have positions using both FWS and MSE at the same time. If it becomes necessary to use both FWS and MSE at the same time, approval must be received from the MSE employer and from Student Employment Services in advance of starting work.
It is possible for a student's work program and amount to change before and during the academic year. Changes could be the result of changing financial circumstances, receipt of additional financial aid, etc. Student Employment Services will notify supervisors of any changes in award and program amounts, through the Tracking Reports.
Supervisors are notified of their student employee FWS earnings by means of a Tracking Report , printed bi-weekly for each department. The report will list each student employee's name, their FWS AWARD and AVAILABLE BALANCE. If a student is employed in more than one department, the comment column will state that the student has multiple FWS positions. This will assist in monitoring student hours. The amount a student is eligible to earn includes earnings from all FWS jobs, if there is more than one. The YTD Wages includes earnings from all departments. When a student is terminated from a position the student's name and earnings will continue to remain on the department's Tracking Report for the academic year, however, no additional earnings will be charged to the department's account.
When a student is within $200 of their FWS Award, their financial aid file will be reviewed and a MSE Salary Authorization and Termination Form will automatically be sent to you. You decide whether you can retain the student under MSE or dismiss the student due to insufficient funds. If you choose to retain the student under MSE you must complete a Termination Form to transfer their FWS position to MSE. For students working in off-campus FWS agencies, once the FWS AWARD is depleted, the student must be terminated from their FWS position and Marquette's payroll. If you choose to retain the student in the same position, you must hire the student through your agency.
Calculating Student Work Hours - A schedule is available, which will assist you in determining how many hours a student can work per week without exceeding their FWS work award.
MAINTAINING JOB LISTINGS WITH STUDENT EMPLOYMENT SERVICES
LISTING A NEW POSITION
The following procedures apply for listing a new position with Student Employment Services:
- Submit a typed
Student Employment Services Job Description form
(both sides) to Student Employment Services. Forms are
also available from Student Employment Services. The form
should clearly describe the duties and qualifications of
the position. The job description form must be on file
with Student Employment Services before students begin
work. Complete one Job Description form for each
different job title you have available. Several positions
available under one job title would require only one Job
Description form.
- Student Employment Services then assigns a file
number and a grade level, based on skill level and
responsibility, to the job. See
Job Classifications and
Wage Scale
- Exceptions can be made to the Wage Scale based on
completion of the exception category on the Job
Description form.
- A copy of the job description with the job file
number will be sent to the supervisor to be retained in
their files. Student Employment Services will also
maintain a copy for their records.
- The six digit file number should always be referred to when communicating with Student Employment Services about any changes to the position, or to open or close the position for viewing on JobConnection.
CHANGES TO A CURRENT POSITION
If you wish to make any changes to an employment listing, you must contact Student Employment Services with the position file number. Changes which may be made, include: supervisor name, job description, job title, pay range, etc.
Notify Student Employment Services of all supervisor name changes. The authorized signature on Time Sheets and Salary Authorizations should be the same as the supervisor name printed on the Salary Authorization. If the signatures do not match, timesheets will not be processed.
Grade Level Changes - There are four grade levels, which are assigned to various positions, based on the job skills and responsibilities. A change in a grade level is allowed only if the job duties of the position have changed. A revised Job Description Form, particularly side 2, must be submitted. If a grade level is changed for a specific file number, it will affect every student working under that file number.
OPENING AND CLOSING POSITIONS
Once a position is listed with Student Employment Services according to the above procedures, it will remain in our permanent files.
"OPEN" jobs refer to those positions which are available for students to view through the JobConnection program. To open a position, simply call or write Student Employment Services (tel:288-0200/fax:288-1718) give the job file number of the position, and request that the position be open for viewing.
When a position is filled, or the supervisor does not want the position viewed by students, the job may be "CLOSED". To close a position, call or write Student Employment Services with the job file number and request that the job be closed. It is extremely important that Student Employment Services be contacted as soon as a position is filled; otherwise, students will continue to be referred to the position.
DELETING A POSITION
Deleting a position removes it from the Student Employment files completely. If a position is deleted, a new Job Description form must be submitted to restore the position to our files and a new job file number will be assigned. however, the supervisor has the option of "opening" or "closing" jobs while they remain in our permanent files.
IMMIGRATION REFORM CONTROL
On November 6, 1986 President Reagan signed into law the Immigration Reform Control Act. This act makes it unlawful to knowingly hire an alien who is not properly authorized to work in the United States. Therefore, ALL students must submit verification of identity and employment authorization by bringing the original documents listed below, along with copies, to Student Employment Services. Our office will make copies if necessary. Supervisors may witness the original documents and sign off on the I-9 form and submit it to Student Employment Services along with copies of the identifying documents to speed the process. I-9 forms are also available from Student Employment Services.
DOCUMENTATION REQUIRED
If one document is supplied from List A, no further documentation is needed.
List A - Identity and Employment Eligibility Document
1. U.S. Passport
2. Certificate of U.S. Citizenship (INS Form N-560 or N-561)
3. Certificate of Naturalization (INS Form N-550 or N-570)
4. Unexpired Foreign Passport with I-551 stamp or attached INS Form I-94 indicating unexpired employment authorization.
5. Alien Registration Card Receipt Card with photograph (INS Form I-151 or I-551)
6. Unexpired Temporary Resident Card (INS Form I-688)
7. Unexpired Employment Authorization Card (INS Form I-688A)
8. Unexpired Reentry Permit (INS Form I-327)
9. Unexpired Refugee Travel Document (INS Form I-571)
10. Unexpired Employment Authorization Document issued by the INS which contains a photograph (INS Form I-688B)
Students with an F-1 Visa must receive an Employment Authorization Form from the Campus International Programs Office (AMU, Room 425). Foreign Passport (picture page) is also required.
If no document is supplied from List A, then two documents must be supplied, one from List B and one from List C.
List B - Identification
1.Valid Driver's License
2. State Issued I.D. Card with Photograph
3. Valid M.U. I.D.
4. Voter's Registration Card
5. U.S. Military Card or draft record
6. Military dependent I.D. Card
7. U.S. Coast Guard Merchant Mariner Card
8. Native American tribal document
9. Driver's License issued by a Canadian Government Authority
List C - Employment Authorization
1. Original Social Security Card
2. U.S. Birth Certificate with seal or certification
3. Certificate of Birth Abroad issued by the Department of State (Form FS-545 or Form DS-1350
4. Native American tribal document
5. U. S. Citizen I.D. Card (INS FORM I-197)
6. I.D. Card for use of Resident Citizen in They do not need to complete this procedure during subsequent years even though they may be employed in a different position within the University or an off campus (FWS) agency. Students will not be able to receive a Referral and Salary Authorization form unless their eligibility to be employed has been verified.
OCCUPATIONAL SAFETY & HEALTH ADMINISTRATION (OSHA) FORM
The Occupational Safety & Health Administration Hazard Communication Standards Act of 1983 requires all manufacturers and non manufacturing sectors to maintain a written Hazard Communication Program and make it available for review. A copy of Marquette's written Hazard Communication Program is available for review at the Law Library, Memorial Library Reserve Desk, the Risk Management/Occupational Safety Offices, the Human Resources Department, the Science Library and Student Employment Services, Office of Student Financial Aid.
All student employees should receive a written guide "Hazard Communication and You" and are required to sign the Hazard Communication Training Response form stating they have received the guide before starting work and before a Salary Authorization will be released. Some departments, as determined by the Risk Management/Occupational Safety Office, will be required to offer a more detailed training program to their student employees. Students should come to Student Employment Services, Office of Student Financial Aid to complete this form, or supervisors may request the packets from Student Employment Services and return the signed acknowledgment form to Student Employment Services.
REFERRAL AND SALARY AUTHORIZATION PROCESS
ALL STUDENT EMPLOYEES must be authorized to work by Student Employment Services BEFORE beginning employment.
HOW STUDENTS FIND A POSITION
JobConnection is a computer program which contains current on and off campus job openings. This program allows students to view "open" positions and order Referral and Salary Authorization forms for jobs that interest them. Students will only see basic information about on campus jobs on the computer screen, such as grade level (pay range), job title and description. They cannot see the supervisor name, address, or telephone number until they receive the Referral and Salary Authorization form. JobConnection is available Monday through Sunday, 6 a.m. until midnight. Referral and Salary Authorization forms ordered before midnight may be picked up the following working day after 2:00 p.m. from Student Employment Services, 1212 Building, Room 415. A valid Marquette I.D. is required to pick up Referral and Salary Authorization forms. Computer terminals are available in various public user areas such as Cudahy, Engineering, and the Residence Halls throughout campus.
SUPERVISOR HIRING (WITHOUT STUDENT USING JobConnection) - It is unnecessary for students who have been selected for a specific position to use JobConnection. The supervisor MUST provide the student with the Job File Number. The student will then take this number to the Office of Student Financial Aid in order to have a Referral and Salary Authorization processed. Student Employment Services will then verify the student's work award. The Referral and Salary Authorization form will be available to the student the next working day after 2:00 p.m. Students can NOT begin work until a Referral and Salary Authorization form has been processed.
Supervisors who wish to hire students may submit a written list with each student's name, student number, social security number, job file number, and account number to Student Employment Services. A list can be sent through campus mail or you can fax a list to 288-1718. Student Employment Services will process the Referral and Salary Authorization forms and send them to the supervisor. These forms should be returned to Student Employment Services when complete. Please note that if a student has never worked on campus before they may have to complete the I-9 process before a Salary Authorization will be released.
REFERRAL AND SALARY AUTHORIZATION FORM
The Referral and Salary Authorization form is a single form which serves two purposes. The student must obtain this form from Student Employment Services, Office of Student Financial Aid by using JobConnection or by stopping in our office with the Job File Number. It is important that you check all of the information that is provided on the Referral and Salary Authorization form for accuracy.
This form serves as a REFERRAL for students who are interested in a position on campus and for off campus FWS employers. It provides the student with complete information to set up an interview with the employer.
This form is also a SALARY AUTHORIZATION which is used to ensure that the student is paid on a timely basis. The Period of Employment must list the specific month, day and year of the beginning and ending employment dates. You may use the academic year payroll calendar dates if you are hiring a student for the entire academic year. You must rehire the student for summer, again using the summer payroll calendar dates. The Hourly Rate of Pay must stay within the designated guidelines which are indicated on the Wage Scale guide. Exceptions to the Wage Scale must be cleared through Student Employment Services. This form must be signed by the authorized supervisor. When this form is complete, all three copies must be returned to Student Employment Services for final approval. If the student is being paid from a grant account, the Referral and Salary Authorization form must first go to the Comptroller's Office for grant approval. The supervisor should not sign the grant approval section, that section should be signed by the comptrollers office. Student Employment Services will forward the original (white copy) to Payroll, send the supervisor copy (pink) back to the employer and retain the yellow copy for Student Employment Services records.
WAGE GUIDELINES
The wage scale for student employees is based on a classification system with four grade levels . Supervisors must use pay rates that fall within the range stipulated on the Referral and Salary Authorization form. Exceptions to the wage scales must be approved by Student Employment Services. The student may be paid anywhere within the designated range. Student Employment Services suggests that you start a new student at the lower end of the range in order to allow for salary increases as a student remains in your employ.
RAISES
To process a pay increase for a student during the academic year, a new Referral and Salary and Authorization form must be ordered and completed with the new rate of pay. Write "RAISE" in the lower left corner of the Referral and Salary Authorization form. The starting date of the period of employment should reflect the date the raise will go into effect.
NECESSARY DOCUMENTS FOR A STUDENT TO BE PAID
REFERRAL AND SALARY AUTHORIZATION FORM - Described above.
W-4 FORM - Students will receive a W-4 Tax Withholding Statement with their Referral and Salary Authorization form. This statement should be completed by the student and returned to the Payroll Office. W-4 forms are available from Student Employment Services or from the Payroll office.
- NOTE: How do I fill out my W-4?
- NOTE: Students are exempt from FICA taxes if enrolled full time and work no more than 20 hours a week.
Alien Registration Form - International students will receive an Alien Registration Form to determine residency status as an alien. Residency status will determine if the IRS form 8233 (Exemption for Withholding) is required in addition to the W-4 form.
TIMESHEETS/TIMECARDS - Timesheets or Timecards must be accurately completed using the student's legal name, signed by the supervisor listed on the Salary Authorization and submitted to the Payroll Office by the deadline dates. A Payroll Calendar with deadline dates is distributed to all supervisors and students at the beginning of the academic year. The person who signs the timesheet or timecard is responsible for the accuracy of the information, and is certifying that the student actually worked the reported hours. Timesheets and timecards are available from the Payroll Office for on campus employers. Off campus FWS employers may obtain timesheets from Student Employment Services. Off campus FWS employers may only use timesheets which have their account number and name pre-printed on them. You should put the timesheets and timecards in the mail no later than Friday preceding the Monday due dates. Timesheets and timecards should be forwarded to the Payroll Office (East Hall, Room 175) 915 W. Wisconsin Ave., Milwaukee, WI 53201, or P.O. Box 1881. Timesheet or Timecards should never be delivered to payroll by a student. They should be delivered by mail, campus mail, or hand delivered by a supervisor.
WHY A STUDENT MIGHT NOT RECEIVE A PAYCHECK
If you have a student in your employ who has not received a paycheck, even though you have submitted a timesheet or timecard, there may be one or several reasons. Contact Student Employment Services (8-0200) or the Payroll Office (8-5165/5136) depending upon what the suspected reason for non-payment may be.
Contact Student Employment Services if you suspect one of the following:
1. No Salary Authorization has been requested by the supervisor or student.
2. Rate of pay listed on timesheet/card is different than the rate of pay listed on the Salary Authorization form.
3. Person who signed the timesheet/card is not listed on the Salary Authorization, and therefore not authorized to sign.
4. The dates that were worked are not covered by the period of employment listed on the Salary Authorization.Contact the Payroll Office if you suspect one of the following:
1. The timesheet or timecard was not signed by the supervisor.
2. The student's name does not appear on the timesheet or timecard, or is illegible.
3. The student has used a nickname or shortened version of their name. The student must use their legal name. 4. No account number is listed on the timesheet.
5. An incorrect account number is listed on the timesheet.The student may not receive a timely paycheck if the Salary Authorization and/or timesheet or timecard is turned in late. Please refer to your payroll calendar for the correct dates. Timesheets and timecards should be forwarded to the PAYROLL office
(East Hall, Room 175).WORK HOURS
Student Employment Services recommends that students work no more than 20 hours per week. Students with F-1 Visa or J-1 Visa are restricted to no more than 20 hours a week, when classes are in session. F-1 Visa and J-1 Visa student who are employed in more than one position are limited to a maximum total of 20 hours per week. Students may work up to 40 hours per week when classes are not in session. Students are not eligible to work over-time hours. If students are working more than one job this needs to be monitored closely.
Calculating sign in times - Students who sign in up to six minutes after the hour will be paid as of the hour. Students who sign in after six minutes after the hour will be paid as of one-quarter after the hour. The same time frame applies for signing out.
Ex: Student signed in at 8: 05 a.m. Student will be paid as of 8:00 a.m.Student signed in at 8:08 a.m. Student will be paid as of 8:15 a.m.
Lunch/Breaks - There are no state or federal regulations that require lunch periods or breaks be given. However, it is recommended that any employee who works in excess of six hours at a time be given a one-half hour unpaid break or
lunch period.STUDENT PAYCHECKS
Student pay dates are listed on the Student Payroll Calendar which is provided to each supervisor and student. Paychecks for students who work on campus are distributed by the individual supervisors. Paychecks for students who are employed by off campus FWS supervisors are available from Student Employment Services on the pay dates indicated. During break, when the student is not on campus, students should provide a self-addressed stamped envelope to their supervisor for on campus students, or Student Employment Services for off campus FWS students.
If a student is employed in more than one position, the student will receive only one paycheck. The paycheck will be available from the employer who has submitted the initial (or first) Salary Authorization. NOTE: Hours will not be broken down on the student's pay check per position and the rate of pay that appears on the paycheck will also be the pay rate from the initial (or first) Salary Authorization.
All checks not picked up by Friday immediately following the student payday should be returned to the Payroll Office.
TERMINATION OF A STUDENT
Supervisors must complete a Termination of Employment form for any student who terminates their employment prior to the end of their authorized period (i.e. end of the academic year). The ending date on the Referral and Salary Authorization form will be used as the termination date; therefore, it is not necessary to submit a form for every student at the end of the academic year. Termination forms also need to be processed when you give a student a raise and when a students FWS is depleted and the student is switched to MSE.
Termination forms are available from Student Employment Services, 1212 Buidling, Room 415. Complete the Termination form and forward the yellow and pink copies to Student Employment Service. Retain the white copy for your files.
SUPERVISION
SUPERVISORY ROLE
The role of the supervisor is vital to the success of any work environment and, in order to be effective, the supervisor must perform a wide range of activities. Initially, you are responsible for fulfilling certain managerial functions involved in getting departmental jobs accomplished. Supervisors have additional responsibilities: concern for the development of the student, and also for the worker as a student. The best supervisors treat their student workers as individuals, and understand that student workers have other interests and responsibilities. They make the work of the student seem interesting, significant, and worthwhile to both the supervisor and the student.
The good Supervisor must have many talents. To assist supervisors of student employees The "Journal of Student Employment", National Association of Student Employment Administrators, Winter, 1995 has developed the following guidelines.
1. Be an Example.
Model strong work habits through efficient dedicated work practices. Let your own approach to daily work be an example
from which students can learn.2. Be Flexible.
Understand that student employees are students first, and employees second. Though it is important to have high standards
on the job, it is also important to be flexible to accommodate academic obligations.3. Communicate Expectations.
Communicate the job standards and expectations to your student employee. One can't assume that these are self-evident to
the student, even though they may seem obvious to you.4. Give Feedback Frequently.
Provide consistent and appropriate feedback to your student employees. Student employees - like all employees - benefit
from feedback on job performance, providing it is communicated with a positive spirit.5. Be Fair.
Supervisors who are too lenient are not doing students any favors. Campus jobs are "real jobs". Treat student employees as
you yourself would like to be treated in a given situation.6.Train, Train, Train!
Take time to train your students in important skills, attitudes, and habits - such as perseverance, time management, phone
skills, quality service practices, handling difficult situations. This is the "common sense" from which success is made.7. Be a Team Player.
As a team leader, develop and nurture the unique contributions of each team member. Take a global perspective.8. Give Recognition.
When you see a student "going the extra mile" or "persevering through difficult situations", acknowledge this in front of
other staff and peers. People need to feel appreciated.9. Share a Vision.
Have regular staff meetings with your student employees, and inform them how their work fits into a larger purpose of the department and institution. Remember, purposeful work is meaningful work.10. Be an Educator.
To the degree that we each contribute to the lives of others, we are all educators. How can you contribute to the education of your student employees?CONDUCTING AN INTERVIEW
Selecting the right person for the right job is the basic purpose of any job interview. Beyond the basic objectives, the job interview is an important step in the student's progress toward becoming a confident and able participant in the world of
work.As with all aspects of supervisory functions, individual adaptation needs to be made to meet specific work assignments. In general the following interview guidelines should benefit both supervisor and student.
1. Prepare for the interview - Review student's application and have materials describing the position and the expectations
of the position available.2. Establish a friendly atmosphere - Most job applicants are a bit nervous, putting an applicant at ease with "small talk"
is appropriate. Questions about vacation, weather, etc. are usually good ice-breakers.3. Secure basic information - Obtain specific information and as a student talks about education, training and experience,
it is important to listen carefully and pose questions or comments that encourages elaboration. It is often necessary to inquire about courses, training and extra-curricular activities.4. Clarify information related to skills and talents - Questions should be open-ended encouraging narrative " Can you give me an example of ...?" You need to be specific about necessary information concerning skills essential to the position.
5. Remain within legal guidelines Marquette University is committed to the principles of equal opportunity in admission, financial aid, employment, and housing regardless of race, color, sex, religion, age, disability, veteran's status or national
origin.6. Find interests and attitudes
7. Discuss goals and plans - Use the "Why" questions to discover basic motivation, values and plans.
8. Provide information and attitudes - Provide information on essential functions of the job, standards expected, your supervisory style, and other factors. Be clear about your personal expectations.
9. Summarize - Give student opportunity to add anything that will help in your evaluation.
10. Conclude and advise - Thank student and establish next step in the process of starting the job.
11. Record the interview - Make notes about major points and about those which need follow-up.
While an interview is a valuable method of selecting student employees, other information, such as references, and work evaluations should be considered.
PLANNING FOR SUPERVISION
You must delegate work, yet there is often the temptation to give out assignments in small portions because a student only has a few hours to work. Student and supervisor often benefit more if in long-range planning, supervisors assign not only the task, but the continuing responsibility for seeing it through to completion. Planning very often requires homework on the part of the supervisor. But planning also helps to avoid those embarrassing moments of having the student report for work and finding no work to do.
While an interview is a valuable method of selecting student employees, other information , such as references, and work evaluations should be considered.
TRAINING STUDENT EMPLOYEES
Student Training guide will be available soon.
COMMUNICATING WITH STUDENTS
The ability to communicate is important in the work setting. If a supervisor cannot explain clearly what is expected in assignments and responsibilities, students will be unable to perform their work to an acceptable degree.
Reinforce instructions-The majority of tasks which a student will undertake should be explained and demonstrated thoroughly at the outset.
Recognize perceptual differences-Included in your responsibility to communicate information is need to ensure that the information is being successfully translated and understood.
Emphasize non-verbal communication-The ideas and feelings you transmit are just as important as the words and demonstration methods you employ.
Develop listening skills-Listening is more important than the process of simply acquiring information. Failure to listen properly creates barriers to effective communication - and effective supervision.
EMPLOYEE EVALUATION
A work performance evaluation for all student employees should be conducted at least once each academic year. The
Employee Evaluation Form should be completed by the student employee and the student's employer after which both
should discuss the evaluation results and formulate goals for the future. This process should be used to facilitate interaction between the student and the supervisor. This form is to be used for departmental evaluation and is not to be sent to Student Employment Services. Copies of the Employee Evaluation Form are also available from Student Employment Services.In practice, evaluation is an on-going process that you apply almost daily. After the student is given initial training, you make periodic checks to see that performance is meeting the desired expectation. This is evaluation. The performance evaluation
form represents the culmination of your daily efforts.Evaluation, either daily or cumulative, generally takes the form of praise or criticism, but supervisors report that they deal with criticism more often than they would prefer. Poor or slipshod work usually needs immediate attention. But all too often satisfactory and good work gets by with only your silent gratitude. Both deserve equal attention, and timeliness is important
if your evaluation is to be of maximum benefit to the student. Although criticism is never pleasant to give or to receive,
students feel less threatened and are usually more responsive if it is made within these guideline:Be constructive and specific - What are the actual examples of poor performance? What should be done in the future to improve quality?
Maintain privacy - Whereas good work deserves praise in front of other students or employees, criticism should never be made within earshot of others.
Be positive - When discussing poor performance with a student, start on a positive note. Most people perform at least some facet of their work satisfactorily, so select a particular attribute or skill and mention it first. Tell the student what you like
about her/his work. Then explain what areas warrant improvement. When criticism is presented in a friendly and positive way, students usually realize that you are trying to help and are more likely to listen to what you have to say.Do not feel guilty - Students usually know when they need criticism. If you fail to react to unacceptable work, you may
lose the respect of the student involved as well as that of other workers in the department. Your goal is to keep all students working at their full and most productive capacity.Be Sensitive - People cannot be expected to perform at the same levels of proficiency. Differences in abilities and aptitudes should be taken into consideration for each individual evaluation.
The long range goal of student evaluation is not simply to provide a system for grading work. It is designed as an instrument to assist the student in her/his development and to enlarge the dimensions of the work/educational experience.
CORRECTIVE DISCIPLINE INTERVIEW
Employers are encouraged to give positive feedback to students when warranted; however, there may be times during the academic year when a student employee is not performing up to your expectations as a supervisor. This may relate to attendance, punctuality, job performance, or attitude. At these times it may be necessary to inform the student of your dissatisfaction with their performance. The Corrective Discipline Interview Form has been developed to facilitate the procedure of informing a student when their work habits must be improved. Copies of these formso that there is a mutual understanding of the situation. This is a departmental process. Therefore, the form does not need to be sent to Student Employment Services. A copy should be maintained by the supervisor and the employee. Once these procedures are followed, there will hopefully be an improvement in the situation. If however, the problem continues to be unresolved, it may be necessary to terminate the student employee. If this is necessary, please complete the Termination of Employment Form. It is important that you document any corrective action you take and notify Student Employment Services if a problem should arise.
Practical Suggestions for Giving Feedback on Poor Performance
- Look for common ground
- Work together to arrive at solutions
- Reinforce the positives
- Suggest better results to be gained
- Respect the employee's knowledge and good judgment
- Ask for input rather than assume facts of the situation
- Encourage employee to find the solution
- Leader's Guide
Mastering Performance Reviews
Noel Levitz CentersCONFIDENTIALITY
Some positions at the University involve regular access to confidential information. It is expected that such information will not be discussed with relatives, friends, or others outside the University or in the public areas of the University. Confidential information should be discussed with other employees only when necessary for the performance of the job.
In some areas, release of information is governed by specific laws. If such laws affect your positions, advise your student(s). You may ask your student(s) to sign a confidentiality statement depending on your departmental policy.
A breach of confidentiality is subject to immediate dismissal or corrective action.
CONCLUSION
In summarizing the responsibilities of student work supervision, you need to remember that students perform assignments most satisfactorily when:
- job responsibilities are clearly defined by the supervisor;
- mutual trust and respect are developed between supervisor and student;
- evaluation and recognition of performance is constructive and continuous.
The preceding has been concerned with methods for perfecting your skills in developing student potential, and various techniques have been outlined to help you achieve this goal. The supervisor who is enthusiastic about her/his work and is genuinely interested in involving others in the importance of that work, will find that enthusiasm is contagious and the rewards abundant.
* Section on Supervision adapted from Supervisor's Manual for Michigan State University Student Employment Programs and used with permission.
SPECIAL PROCESSES
SUMMER EMPLOYMENT
FWS is not available during the summer. A student's academic year FWS award amount may NOT be used during the summer employment period.On-campus summer employment becomes effective for all students according to the Payroll Calendar (generally the Thursday before graduation). Available positions should be OPENED and CLOSED as described in this guide. You must contact Student Employment Services (1212 Building, Room 415) if you wish to have a position OPENED for summer employment, since all positions that are open for the academic year are closed before summer positions are listed. Students must be re-authorized for summer, even if they were employed in your department during the academic year.
PRE-AUTHORIZATION PROCESS
Student Employment Services provides the option of "pre-authorization" to students who plan to return to the same position during the next academic year. Pre-authorization allows students to bypass the Student Employment Referral process in the fall and report directly to their supervisor. Information will be sent to each supervisor at the end of each academic year regarding the pre-authorization process.CAUTION: It is possible that a student's work award may change from year to year after a Salary Authorization has been issued because of a change in the student's financial situation. The student will be notified of any change through a revised "Aid Offer and Student Reply Form." However, we may not be able to notify supervisors of this change until the student appears on the payroll records. Therefore, close communication with your potential student employees regarding their work awards is essential. Student Employment Services will not pre-authorize any student who has not accepted their Federal Work Study (FWS) or needs to complete verification. You will be notified if a student cannot be pre-authorized. Students whose work program is not determined due to an incomplete financial aid file will be pre-authorized with Regular Student Employment (MSE).
FALL REFERRAL PROCESS
During Freshman Orientation and prior to classes beginning in fall, Student Employment Services operates the JobConnection Orientation at another location on campus. You will be notified of the location in advance of Orientation. Students use the JobConnection program there with assistance from the student employment staff. The program is used by students to order Referral and Salary Authorization forms for the jobs that interest them. The forms are picked up at Student Employment Services, Office of Student Financial Aid the following working day after 2:00 p.m. Students will then contact the prospective employers regarding their open positions. During this time, it is vitally important for supervisors to have opened the jobs that they want students to see, and also to IMMEDIATELY close their positions once they have made hiring decisions. Student Employment Services will continue to refer students to all jobs that remain open for viewing.
STUDENT EMPLOYEE JOB APPLICATION
The Student Job Application is available to use when hiring new students in your department. Student Employment Services recommends that you use this standard application form, if however, you develop a different one for you department, please have it approved by Student Employment Services before using it. This is important due to employment rules and regulations. The student hiring process should be no different than when hiring anyone to work within a department. Feel free to contact a student's prior employers and references.
RIGHTS AND RESPONSIBILITIES
SUPERVISOR RESPONSIBILITIES
It is the supervisor's responsibility to:
1. Complete the Job Description form as accurately as possible.
2. Interview and hire student employees.
3. Know the Job File Number for each position within your department.
4. Provide the appropriate training and work space for each student employee.
5. Monitor the remaining work award for each student, using the Tracking Reports.
6. Notify Student Employment Services when positions become open, closed, or altered in any way.
7. Notify Student Employment Services if there is an apparent problem with the student that cannot be resolved.
8. Notify Student Employment Services when you terminate a student's employment prior to the ending date listed on the student's Salary Authorization.
9. Complete the Referral and Salary Authorization accurately and promptly.
10. Be certain the timesheets are accurate before signing and submitting them to the Payroll Office on a timely basis. The supervisor's signature certifies that the student has actually worked all hours reported.
11. DO NOT allow students to work until the Salary Authorization has been approved by Student Employment Services.STUDENT RESPONSIBILITIES
A student employee should consider the job a serious commitment. When hired for a position, the student becomes a member of a work unit that depends on him/her. Therefore, the supervisor may reasonably expect the student to:
1. Report to work at the agreed-upon time, ready to work.
2. Attend to assigned duties on the job, and not conduct personal business while at work.
3. Work with a cooperative and positive attitude.
4. Dress appropriately for the work setting.
5. Notify the supervisor as soon as possible if their work schedule changes. Projects and exams may occasionally interfere with a work schedule; the student should notify the supervisor when such changes can be predicted.
6. Keep an accurate record of hours worked.
7. Work up to, but not to exceed 20 hours per week when classes are in session, and no more than 40 hours per week when classes are not in session.
8. Submit the completed timesheet or timecard to the supervisor on the last working day of the payroll period.
9. Notify the supervisor promptly in the event of a revision in the work award.
10. Notify each supervisor if employed in more than one position on campuss.
11. Notify supervisor of any job-related accident.The student also has responsibilities to the Office of Student Financial Aid. Since Federal Work Study is based on financial need, the student is expected to:
1. Notify the Office of Student Financial Aid of any enrollment (credits) changes during the academic year.
2. Maintain satisfactory academic progress. (Refer to the Award Information Guide which is available from the Office of Student Financial Aid.)
3. Earn no more than the predetermined work award.
4. Notify the Office of Student Financial Aid of any changes in the family financial circumstances.
5. Re-apply for financial aid each year according to the deadline dates.
6. Submit all requested documents to the Office of Student Financial Aid in a timely manner.
7. Notify Student Employment Services about problems with the supervisor or work situation that cannot be resolved between the student and the supervisor.OFFICE OF STUDENT FINANCIAL AID RESPONSIBILITIES
The Marquette University Student Employment Services is one of the units within the Office of Student Financial Aid. Student Employment Services has the following responsibilities:
1. To help students secure employment for the purpose of offsetting educational expenses.
2. To help students obtain career related and practical work experience.
3. To provide (through JobConnection) job vacancies which include on and off campus positions, and part-time, full-time, summer and holiday positions offered through the Job Location and Development (JLD) program which provides employment throughout the community.
4. To ensure university wide compliance with student employment policies and procedures as established by the university.
In addition, to recommend and implement revisions.
5. To recommend and implement procedures for compliance with federal, state, and university regulations regarding student employment, Federal Work Study, and/or the Job Location and Development programs.
6. To help student employees understand their responsibilities and commitment to their jobs and their employer.In order to carry out the responsibilities, Student Employment Services reviews all reclassification requests, pay increases, new classifications, titles, etc., and prepares reports regarding student employment for federal, state, and university entities. The office assists departments with their efforts to comply with appropriate regulations by monitoring payroll earnings, records, etc.
©2000 Marquette University -- Last Update: July 15, 2003
