Student Employee Supervisor Frequently Asked Questions

Supervisor Frequently Asked Questions

Q: How do I hire a student?

A: To hire a student, the hiring supervisor should complete the online hiring process through the PeopleAdmin System. The supervisor must fill in all the information requested including the student’s name and BANNER ID number on the PAF. Please plan to complete the hiring form at least 14 days prior to the date you want your student employee to begin working.

If the student has never been employed at the University of La Verne, you should advise the student to visit the Office or Human Resources to compete the appropriate employment forms or download from the Student Employee New Hire Forms page.

The student is not approved to begin until the Supervisor has received a “Hire Approved” notice from the PeopleAdmin system and HR has forwarded a current time sheet.

 

Q: When can I expect time cards?

A: When all forms have been processed you will receive time cards for the new student employee. This process may take up to 14 business days. Please be aware that any student, which will be compensated directly from a department budget, requires approval through the Budget Office. If a hiring form is not approved, the supervisor will be notified by Budget Office.

The Supervisor will receive an “Hire Approved” email confirmation from the PeopleAdmin system once all of the required forms have been completed and authorized.  Time cards will be electronically sent to the individual supervisor by the start of the next pay period.

 

Q: What is Federal Work Study, Student Employment, and International Student Employment?

A: Federal Work-Study (FWS) is a program subsidized and regulated by the federal government designed to help students meet their financial obligations while attending college. Eligible students are awarded FWS as part of their financial aid package, and must demonstrate financial “need” as determined by the Financial Aid Office using a federal “need analysis” process. Salaries paid to Federal Work Study Student Employees are not paid out of the hiring department’s budget.

Student Employment is the program that allows campus supervisors to hire a student employee to work for their department paid through their department’s budget. All requests to hire a student employee must be approved through the Treasurer’s Office prior hiring the student. The hiring form you submit to the Student Employment Office will be sent for budget approval before it is processed for hiring by the Student Employment Office.

International Student Employment allows campus supervisors to hire international students through their department’s budget. To be hired through this program, an international student must submit all required documents before he/she can begin working. All International student employees must contact the Payroll Office at the beginning of each calendar year to renew their tax treaty information before they can resume working in the new calendar year.

 

Q: What are the employment contract dates and what information do I need to know about contract dates as a supervisor?

A: The employment contract dates are the dates that a student begins and ends employment. For example, the first date a student employee is hired is the start of the employment contact and the last date the student works is the end of the employment contract. When completing a hiring form the supervisor must give the contract date for the beginning and the end of the students anticipated employment period.

At the University of La Verne, the fiscal year starts on July 1st and ends on June 30th. Therefore, no employment contact can begin before July 1st and no employment contract can end after June 30th. When completing a Hiring form for any type of student employment, you must have a contract that begins on or after July 1st and ends on or before June 30th.

When you are in the process of hiring a student, you should be aware that  new freshman students are not allowed to begin working until the start of the semester when they will be enrolled at La Verne. Continuing students can be employed anytime after July 1st.

Federal Work Study Student Employees cannot begin working prior to the start of classes. Student who are graduating after the Fall Semester are not allowed to be employed beyond January 31st. Student who are graduating after the Spring semester are not allowed to be employed beyond August 31st.

 

Q: What are the established guidelines for determining a student employees pay rate?

A: All student employees, whether they are paid through the Federal Work-study budget or through a University budget, will have their pay rate determined according to the position description questionnaire and the student employment pay scale.

 

Q: What steps should a supervisor follow in the event their student employee demonstrates unsatisfactory performance?

A: In the case of unsatisfactory performance, the supervisor is expected to give the student a verbal warning. Should the unsatisfactory performance continue, the supervisor is expected to advise the student in writing at least once prior to terminating the student employee. A written contract between the supervisor and the student employee detailing the appropriate behaviors expected of the student can also be a useful tool for improving the students work performance. The department supervisor should maintain a copy of the written warning and/or contract, signed by the student and supervisor, and copies of the documentation should be forwarded to the Student Employment Office.

 

Q: What should I do if a student resigns?

A: Employment with the University is voluntary, and an employee is therefore free to resign at will, any time, with or without cause. Similarly, the University may terminate the employment relationship at-will, at anytime, with or without cause. Normally there is no assessment period of employment. If one should be established for a particular individual, however, successful completion of the assessment period does not alter the nature of the employment relationship, which remains at-will.

If a student provides you the supervisor a termination notice, please forward to the Office of Human Resources at lavernehr@laverne.edu.

 

Q: As a supervisor, am I responsible for monitoring earnings for my student employees?

A: Yes, as a supervisor you are responsible for monitoring the student’s earnings to ensure that the awarded amount is not exceeded. Keep a record of the hours turned into the payroll department for each pay period.

For your convenience, the formulas used to figure out the total hours and the average hours per week are included below.

Total hours per semester:
(Semester award in $) / (hourly rate = Total hours per semester

Example: $900 / $6.75 = 133.30 total hrs per semester
Average number of work hours per week:
(Total hrs/semester) / (15 weeks) = Average hours per week

Example: 133.30 / 15 = 8.80 hrs per week

In the case that a student is employed through the Federal Work Study program, the Department will be charged for 100% of any additional earnings over the limit. For example, if the Work-Study award is $2,400, then the earnings limit is $2,400. If a department allows a student to earn $3,000, the department is responsible for 100% of the additional $800 over the $2,400 Work-Study limit.

 

Q: As a supervisor, how do I find a new student to hire?

A:  Student Employment has created an online job board through the PeopleAdmin system. In order to advertise your available positions, you will need to post your position through this automated applicant tracking system.  If you need access to PeopleAdmin, please contact the Office of Human Resources at lavernehr@laverne.edu or (909) 448-4076.

 

Q: As a supervisor, do you recommend I perform an interview before hiring a student?

A: Yes, as a supervisor it is an excellent practice to interview student employees before selecting the candidate you wish to hire. Job interviews are an important step in a student’s progress toward becoming a confident and able participant in the working world. For the student, the job search and application process provides valuable experience. It also allows the student the opportunity to determine if he/she feels qualified and comfortable with the position.

During the interview both parties need to understand the expectations and style of the other person. Information can be gained that is both vital to placing students in the appropriate position and beneficial in determining their future training and supervisory needs.

Interview Tips:

  • Know the job description of the position you are attempting to fill.
  • Structure the interview to the tasks and responsibilities of the job. Be sure to ask the necessary questions to verify that the student has the qualifications you need. The more familiar you are with the job description, the more useful the interview will be in selecting an individual.
  • Try to create a conversational atmosphere.
  • Explain the useful and necessary role of the student in the department; emphasize that the position is an integral part of the staff.
  • Be sure the student understands the hiring process in your department. It is important for you to notify the student regarding his/her status concerning the position.

 

Q: As a supervisor, what type of information should I include in the orientation of my student employees?

A: Supervisors must ensure that student employees have a clear understanding of their duties and responsibilities prior to beginning work. Hiring a student is a responsibility that requires planning and organizing by the supervisor.

Students should understand both the stated job duties and the behavioral expectations. Explain to the student the hours they are expected to work, the process for requesting time off, the steps they must take to notify the office if they are ill and the appropriate manner of dress for the work environment. Supervisors should also remember to provide basic information, such as the location of restrooms, where coats and personal belongings should be kept, when and where breaks may be taken, and if food or beverages are permitted at the workstation.

Remember this is often a student’s first work experience. Student employees may not be familiar with proper work etiquette. For example, students do not know they must call when they will be late or unable to work due to illness. You can prevent misunderstandings by setting your expectations when the student is first hired. This may also prevent the necessity of taking corrective action in the future. What is considered common sense to a supervisor may simply be an accumulation of things learned through years of working.

Also remember, student who do not treat their position as a “real job” are often permitted to do so because they do not experience any consequences. Supervisors who do not properly orient the student in the beginning may find the student does not take their job seriously. This often leads to action such as simply not showing up when it is inconvenient to come to work. That behavior not only frustrates the supervisor, but also reinforces poor work habits for the student. If you want the student to take their job seriously, set an example.

Recommended items to include in orientation:

  • Introduce your student employee(s) to others in your immediate work area and in your department.
  • Briefly define your department’s purpose and function in relation to the University.
  • Communicate exact ways you prefer the phone to be answered if the student will be representing your department in this manner.
  • Inform your student that the phone is not for personal use.
  • Emphasize the importance of confidentiality if your student has access to information that should not be discussed or shared with anyone.
  • A definitive work schedule should be agreed upon with your student employee. Post each student’s work schedule to emphasize its importance.
  • Secure specific information as to how your student can be reached immediately, (e.g. residence hall phone number, or home phone number, box number).
  • Inform the student employee about safety rules, safe work procedures in your department, and how to handle an emergency. Relevant information to interview would be:
    • The requirement to report injuries, whether minor or major, to Human Resources as soon as the accident occurs
    • The requirement to follow all safety rules that apply to your work setting and the importance of following these rules for the protection of each employee. Also inform the student employee that failure to comply with safety rules will result in disciplinary action.
    • The location of the assigned assembly area for your department during an earthquake or drill.

 

Q: What do I need to know about breaks and meal periods?

A: University policy stipulates that for every 4 hours of scheduled work employees, including student workers, are to be given a 15-minute break.

California Industrial Welfare Commission rules stipulate that no employer shall employ any person for a work period of more than five (5) hours without an uninterrupted meal period of not less than thirty (30) minutes unless the work period last no more than six hours.

As a supervisor it is your responsibility to ensure that your student employees are given their breaks.

 

Q: How many hours can my student employees work?

A: Starting January 1, 2014, all students regardless of their age or academic level will only be authorized to work a maximum of 20 hours per week while registered for classes and a maximum of 28 hours per week if not registered during breaks and summer.

Please keep in mind that the Office of Academic Support and Retention Services will no longer be approving students to exceed this 28 hour per week policy.