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.

3. Finding a Student Worker • Send a posting to the Center for Career Services • Request a copy of the student worker database

4. 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

5. Beginning an On Campus Job (con’t) • 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

6. 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

7. Who is a Supervisor? A supervisor is the person responsible for overseeing the student during their working hours and who signs the student’s 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.

8. 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

9. 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

10. Work Eligibility • Student must be matriculated and enrolled in classes to work on campus • Student’s 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

11. 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.

12. 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

13. International Students (con’t) • 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

14. 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 the copy of the previously completed Work Authorization Request • All changes must begin on the first day of a pay period • 2 weeks prior notice is required unless there are extenuating circumstances

15. Making Changes to the Employment Agreement (con’t) • Highlight any changes being made and initial the change • Clearly mark the top of the form with what changes are requested • The supervisor should sign the form again • Bring to the Center for Career Services

16. 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

17. 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.

18. Timesheet Overview: Prior to Completion • Employee ID • Record # • Supervisor • Department • Pay Rate

19. Timesheet Overview: After Completion • Pay Period: Friday-Thursday • In & Out Times (A.M., P.M.) • Breaks • Total Hours • Gross Pay • Signatures • Audit, Audit, Audit!

20. Timesheet Submission Deadline • FRIDAY 12:00 • Late submission may result in late payment

21. 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

22. 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

23. Important Policies (con’t) • 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

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

25. Dealing with Sensitive topics • Terminating a student worker • Legal issues • Sensitive personal issues • Situations you don’t feel comfortable with or prepared to address Contact Human Resources

26. 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