Supervisor TrainingSupervisor Training

On-Campus Student Employment On-Campus Student Employment

IntroductionIntroduction

Policies and procedures for StudentPolicies and procedures for StudentEmployment benefit everyone! TheyEmployment benefit everyone! Theyensure students are eligible to work inensure students are eligible to work inyour department and receiveyour department and receivepaychecks in a timely manner. Workingpaychecks in a timely manner. Workingtogether we can help make studenttogether we can help make studentemployment an enjoyable experience whereemployment an enjoyable experience wherestudents have the opportunity to learnstudents have the opportunity to learnvaluable job skills and professional behaviorsvaluable job skills and professional behaviorswhile contributing to the operations of nearlywhile contributing to the operations of nearlyevery department on campus. every department on campus.

Finding a Student WorkerFinding a Student Worker

Post your on-campus positions Post your on-campus positions in JOBSs: Job Opportunities in JOBSs: Job Opportunities Benefiting Southern StudentsBenefiting Southern Students

Go to careers.southernct.edu Go to careers.southernct.edu and click on the link for and click on the link for Employer Login on the right Employer Login on the right hand side of the home pagehand side of the home page

Contact Career Services if you Contact Career Services if you have questions (203-392-6536)have questions (203-392-6536)

Beginning an On Campus Beginning an On Campus JobJob

A student may begin working A student may begin working only after a Work Authorization only after a Work Authorization Request has been completed Request has been completed and a copy returned to youand a copy returned to you

All Payroll deadlines are strictly All Payroll deadlines are strictly adhered to adhered to

Beginning an On Campus Beginning an On Campus Job (con’t)Job (con’t) Please post the pay schedule in Please post the pay schedule in

your department your department The date Career Services The date Career Services

indicates on the Work indicates on the Work Authorization Request in Authorization Request in conjunction with the Payroll conjunction with the Payroll Information Sheet indicates Information Sheet indicates when the student will receive when the student will receive their first paychecktheir first paycheck

Filling Out FormsFilling Out Forms

It is important to complete all It is important to complete all forms completely and accuratelyforms completely and accurately

Legal namesLegal names must be used on must be used on all formsall forms

Permanent home address Permanent home address should be used not campus should be used not campus addressaddress

Who is a Supervisor?Who is a Supervisor?

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

Work Authorization FormsWork Authorization Forms

Get a new form on-line at Get a new form on-line at careers.southernct.educareers.southernct.edu

Complete the supervisor section and Complete the supervisor section and assist your new student worker in assist your new student worker in completing the student sectioncompleting the student section

Employee ID NumbersEmployee ID Numbers PeopleSoft Position NumbersPeopleSoft Position Numbers Allow the student to begin work only Allow the student to begin work only

after they have returned the stamped after they have returned the stamped copy to youcopy to you

Keep records Keep records

Students with Multiple JobsStudents with Multiple Jobs

Is the student employed in another Is the student employed in another department on-campus?department on-campus?

Contact the other supervisorContact the other supervisor Ensure student does not exceed the Ensure student does not exceed the

number of hours allowed each pay number of hours allowed each pay periodperiod

Hours may not be in conflict Hours may not be in conflict If hours are a problem contact the If hours are a problem contact the

Career Center about finding a new Career Center about finding a new student workerstudent worker

One department = One pay rateOne department = One pay rate

Work EligibilityWork Eligibility

Student must be Student must be matriculated and matriculated and enrolledenrolled in classes to work on campus in classes to work on campus

Student’s work and class schedule cannot Student’s work and class schedule cannot be in conflict with each otherbe in conflict with each other

Once a student has completed their course Once a student has completed their course work they may no longer hold an on-work they may no longer hold an on-campus job campus job

Students who are new or have had a lapse Students who are new or have had a lapse in employment of more than three months in employment of more than three months must complete new forms and provide must complete new forms and provide proof of identity and employment eligibilityproof of identity and employment eligibility

Work Eligibility – Summer Work Eligibility – Summer

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

International StudentsInternational Students

Complete a Supervisors Complete a Supervisors Verification Form and give it to Verification Form and give it to the student to present to the the student to present to the international student officeinternational student office

The International Student Office The International Student Office will give the student the will give the student the necessary paperwork to get a necessary paperwork to get a Social Security NumberSocial Security Number

International Students International Students (con’t)(con’t) Once the student has received their Once the student has received their

Social Security Number complete the Social Security Number complete the Work Authorization RequestWork Authorization Request

The student will visit the Center for The student will visit the Center for Career Services to verify work Career Services to verify work eligibilityeligibility

Once work eligibility is established Once work eligibility is established the student visits HR to complete I-9 the student visits HR to complete I-9 and W-4s and W-4s

Making Changes to the Making Changes to the Employment AgreementEmployment Agreement The Career Center must be notified The Career Center must be notified

of changes in pay rate, banner org of changes in pay rate, banner org number, supervisor start or end number, supervisor start or end date, and termination of a student date, and termination of a student workerworker

You may use side 2 of the Work You may use side 2 of the Work Authorization Request to submit Authorization Request to submit changeschanges

All changes must begin on the first All changes must begin on the first day of a pay period day of a pay period

2 weeks prior notice is required unless there 2 weeks prior notice is required unless there are extenuating circumstancesare extenuating circumstances

Making Changes to the Making Changes to the Employment Agreement (con’t)Employment Agreement (con’t)

Bring to the Center for Career Bring to the Center for Career ServicesServices

Career Services will stamp and Career Services will stamp and date the Work Authorization to date the Work Authorization to indicate the change has been indicate the change has been received. received.

Refer to the payroll calendar for Refer to the payroll calendar for the effective date of the changethe effective date of the change

Pre-populated TimesheetsPre-populated Timesheets

Will be emailed or campus mailed to Will be emailed or campus mailed to supervisors once student job has supervisors once student job has been enteredbeen entered

Need timesheets: call Payroll Need timesheets: call Payroll

Manual timesheets will be returnedManual timesheets will be returned

Pre-populated TimesheetsPre-populated Timesheets

Do not alter Pre-populated Do not alter Pre-populated timesheetstimesheets

Have an error on a timesheet? Have an error on a timesheet? Contact the Payroll Department Contact the Payroll Department

Use same timesheet unless rate Use same timesheet unless rate change, new job, etc.change, new job, etc.

Timesheet Overview: Prior Timesheet Overview: Prior to Completionto Completion

Employee IDEmployee ID Record #Record # SupervisorSupervisor DepartmentDepartment Pay RatePay Rate

Timesheet Overview: Timesheet Overview: After CompletionAfter Completion

Pay Period: Friday-ThursdayPay Period: Friday-Thursday In & Out Times (A.M., P.M.)In & Out Times (A.M., P.M.) Breaks (30 minutes clocked out Breaks (30 minutes clocked out

break required for shifts of 7.5 or break required for shifts of 7.5 or more hours)more hours)

Total HoursTotal Hours Gross PayGross Pay Signatures Signatures Audit, Audit, Audit!Audit, Audit, Audit!

Timesheet Submission Timesheet Submission DeadlineDeadline

FRIDAY 12:00FRIDAY 12:00

Late submission may result Late submission may result in late paymentin late payment

Student Employment Student Employment PoliciesPolicies

Post the policy statement in your Post the policy statement in your department where it is visible to department where it is visible to student workersstudent workers

Review SCSU policies and your Review SCSU policies and your department expectations when department expectations when you hire the studentyou hire the student

Policies apply to supervisors as Policies apply to supervisors as wellwell

Important PoliciesImportant Policies

HOURS PER WEEKHOURS PER WEEK

In session: 20 hours per weekIn session: 20 hours per week Breaks: 40 hours per weekBreaks: 40 hours per week Student workers must be Student workers must be

supervisedsupervised No work to be done at homeNo work to be done at home

Important Policies (con’t)Important Policies (con’t)

Students who drive as part of their Students who drive as part of their on-campus job must show their on-campus job must show their drivers license and proof of drivers license and proof of insurance. A copy of these insurance. A copy of these documents and a memo indicating documents and a memo indicating the student will be driving must be the student will be driving must be submitted with the Work submitted with the Work AuthorizationAuthorization

All regular program student worker All regular program student worker jobs are contingent on the jobs are contingent on the department budget and supervisors department budget and supervisors should plan accordingly should plan accordingly

Remember: addressing Remember: addressing policies and procedures when policies and procedures when you hire a new student worker you hire a new student worker will help to ensure a positive will help to ensure a positive work experiencework experience

Dealing with Sensitive topicsDealing with Sensitive topics

Terminating a student workerTerminating a student worker Legal issues Legal issues Sensitive personal issuesSensitive personal issues Situations you don’t feel Situations you don’t feel

comfortable with or prepared to comfortable with or prepared to addressaddress

Contact Human ResourcesContact Human Resources

Where to Find InformationWhere to Find Information

On the web:On the web:

www.southernct.edu/careerserviceswww.southernct.edu/careerservices Career CenterCareer Center 203-392-6536 203-392-6536 Human Resources 203-392-5567Human Resources 203-392-5567 International Office 203-392-6947International Office 203-392-6947 PayrollPayroll 203-392- 203-392-

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