Supervisor Training

1
Supervisor Training

• On-Campus Student Employment

2
Introduction

• Policies and procedures for Student
• Employment benefit everyone! They
• ensure students are eligible to work in
• your department and receive
• paychecks in a timely manner. Working
• together we can help make student
• employment an enjoyable experience where
• students have the opportunity to learn
• valuable job skills and professional behaviors
• while contributing to the operations of nearly
• every department on campus.

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Finding a Student Worker

• Post your on-campus positions in JOBSs Job
  Opportunities Benefiting Southern Students
• Go to careers.southernct.edu and click on the
  link for Employer Login on the right hand side of
  the home page
• Contact Career Services if you have questions
  (203-392-6536)

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Beginning an On Campus Job

• A student may begin working only after a Work
  Authorization Request has been completed and a
  copy returned to you
• All Payroll deadlines are strictly adhered to

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Beginning an On Campus Job (cont)

• Please post the pay schedule in your department
• The date Career Services indicates on the Work
  Authorization Request in conjunction with the
  Payroll Information Sheet indicates when the
  student will receive their first paycheck

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Filling Out Forms

• It is important to complete all forms completely
  and accurately
• Legal names must be used on all forms
• Permanent home address should be used not campus
  address

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Who is a Supervisor?

• A supervisor is the person responsible for
  overseeing the student during their working hours
  and who signs the students timesheet. The
  supervisor will be the primary contact if there
  are any questions about hours worked, pay or
  other issues that may arise. The supervisor who
  will be signing off on timesheets should be the
  same supervisor listed on the Work Authorization
  Request.

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Work Authorization Forms

• Get a new form on-line at careers.southernct.edu
• Complete the supervisor section and assist your
  new student worker in completing the student
  section
• Employee ID Numbers
• PeopleSoft Position Numbers
• Allow the student to begin work only after they
  have returned the stamped copy to you
• Keep records

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Students with Multiple Jobs

• Is the student employed in another department
  on-campus?
• Contact the other supervisor
• Ensure student does not exceed the number of
  hours allowed each pay period
• Hours may not be in conflict
• If hours are a problem contact the Career Center
  about finding a new student worker
• One department One pay rate

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Work Eligibility

• Student must be matriculated and enrolled in
  classes to work on campus
• Students work and class schedule cannot be in
  conflict with each other
• Once a student has completed their course work
  they may no longer hold an on-campus job
• Students who are new or have had a lapse in
  employment of more than three months must
  complete new forms and provide proof of identity
  and employment eligibility

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Work Eligibility Summer

• To be eligible for summer employment a student
  must have been enrolled in the previous Spring
  Semester, and either be enrolled for the upcoming
  Fall Semester or be completing degree
  requirements in the summer.

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International Students

• Complete a Supervisors Verification Form and give
  it to the student to present to the international
  student office
• The International Student Office will give the
  student the necessary paperwork to get a Social
  Security Number

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International Students (cont)

• Once the student has received their Social
  Security Number complete the Work Authorization
  Request
• The student will visit the Center for Career
  Services to verify work eligibility
• Once work eligibility is established the student
  visits HR to complete I-9 and W-4s

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Making Changes to the Employment Agreement

• The Career Center must be notified of changes in
  pay rate, banner org number, supervisor start or
  end date, and termination of a student worker
• You may use side 2 of the Work Authorization
  Request to submit changes
• All changes must begin on the first day of a pay
  period
• 2 weeks prior notice is required unless there are
  extenuating circumstances

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Making Changes to the Employment Agreement (cont)

• Bring to the Center for Career Services
• Career Services will stamp and date the Work
  Authorization to indicate the change has been
  received.
• Refer to the payroll calendar for the effective
  date of the change

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Pre-populated Timesheets

• Will be emailed or campus mailed to supervisors
  once student job has been entered
• Need timesheets call Payroll
• Manual timesheets will be returned

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Pre-populated Timesheets

• Do not alter Pre-populated timesheets
• Have an error on a timesheet? Contact the Payroll
  Department
• Use same timesheet unless rate change, new job,
  etc.

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Timesheet Overview Prior to Completion

• Employee ID
• Record
• Supervisor
• Department
• Pay Rate

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Timesheet Overview After Completion

• Pay Period Friday-Thursday
• In Out Times (A.M., P.M.)
• Breaks (30 minutes clocked out break required for
  shifts of 7.5 or more hours)
• Total Hours
• Gross Pay
• Signatures
• Audit, Audit, Audit!

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Timesheet Submission Deadline

• FRIDAY 1200
• Late submission may result in late payment

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Student Employment Policies

• Post the policy statement in your department
  where it is visible to student workers
• Review SCSU policies and your department
  expectations when you hire the student
• Policies apply to supervisors as well

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Important Policies

• HOURS PER WEEK
• In session 20 hours per week
• Breaks 40 hours per week
• Student workers must be supervised
• No work to be done at home

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Important Policies (cont)

• Students who drive as part of their on-campus job
  must show their drivers license and proof of
  insurance. A copy of these documents and a memo
  indicating the student will be driving must be
  submitted with the Work Authorization
• All regular program student worker jobs are
  contingent on the department budget and
  supervisors should plan accordingly

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Remember addressing policies and procedures when
you hire a new student worker will help to ensure
a positive work experience
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Dealing with Sensitive topics

• Terminating a student worker
• Legal issues
• Sensitive personal issues
• Situations you dont feel comfortable with or
  prepared to address
• Contact Human Resources

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Where to Find Information

• On the web
• www.southernct.edu/careerservices
• Career Center 203-392-6536
• Human Resources 203-392-5567
• International Office 203-392-6947
• Payroll 203-392-5430