Supervisor Help and Resources

Your role as a supervisor is central to the development and learning outcomes of one of the College's most important resources, the students.  This page is designed to help you with this task.

This page includes information on student employment and payroll policies, procedures and forms.

Requesting Student Employees and Maintaining Job Listing

• We will list any student job on campus
• Each department must complete a Student Job Request Form at least annually for each different position they have in their area.  If you want to hire multiple students and the job description is the same, complete just one form.
• Each department must update their posting if there are any changes in the job description during the academic year
• Each department must notify the Student Employment Office when their position(s) are full.  This is essential to help students searching for a job

         Please Note:  If you need assistance in analyzing job tasks and writing job descriptions, please contact us for assistance. Jobs
                                   are posted on the Student Employment page.

Selecting and Hiring Student Employees

• As a result of your job posting, students will contact you to be considered for the job(s) you have available
• You will meet with the student(s) who apply for your position(s), select the student(s) you wish to hire and complete the appropriate authorization forms.
• Complete, sign and return the students' Federal Work Study Authorization to the Student Employment Office
• Notify the Student Employment Office when your position(s) are filled.
• You are under no obligation to hire any applicant.  You may request resumes or applications from those interested in the job.
• Contact the Payroll Office for information on selecting and hiring non Federal Work Study students

Who Pays Student Employees

Student employees may be paid from either the Federal Work Study Program (FWS) or from departmental funds (Student Assistant). What fund they are paid from is based on the students' personal eligibility for Federal Work Study, whether or not a department has been approved to hire Federal Work Study students and the department's funds available in their budget.

            Some facts about the Federal Work Study Program

                  -   there is not enough Federal Work Study money to fund all student employees.  This is a very limited program and 
                       only accounts for about 20% of the student wages on campus
                  -   Students are awarded Federal Work Study based on information they provided on their financial aid application
                  -   Federal Work Study funding goes tot he neediest students who applied for financial aid prior to March 1
                  -   We try to allocate Federal Work Study positions on campus to allow all areas of the campus to benefit from this federal 
                       program

Managing Student Employees - Timesheets, Authorizations,Pay Rate, etc

     Differences between Federal Work Study and non-Federal Work Study student employment

• Federal Work Study employees require an authorization from the Student Employment Office
• Federal Work Study employees have a maximum amount they can earn during the academic year.  Typically, this works out to be about 6-8 hours per week.  This amount will be on the Federal Work Study Authorization each student receives
• Federal Work Study students should not begin working until the Federal Work Study authorization is completed and returnd to the Student Employment Office. Please note: Federal Work Study employees will not be paid until the authorization is complete
• Federal Work Study payroll is processed by the Student Employment Office
• Federal Work Study employees complete the Federal Work Study timesheet
• Non-Federal Work Study payroll is processed by the Payroll Office

     Federal Work Study Authorization
      This document is given to a FWS employee once they have completed all necessary payroll paperwork and are eligible to be
      interviewed by appropriate departments on campus.

     Federal Work Study Timesheet

• Federal Work Study timesheets must be completed biweekly (every 2 weeks).
• All timesheets must include the student's name and student ID number.  It is preferred that the information be printed or typed.
• Time worked should be completed as instructed on the reverse side of the timesheet.
• Students may not work more than 20 hours per week while classes are in session.
• Timesheets must be completed in blue or black ink.
• All completed timesheets must be signed and dated by both the student employee and their supervisor
• PLEASE NOTE:
      -   Students may not sign another students timesheet as the supervisor
      -   The supervisor is responsible for verifying that the timesheet is complete and accurate including hours  
           actually worked
      -   If a timesheet is received late, the student's paycheck will be delayed.  Late timesheets are processed with the next 
          payroll, 2  weeks later.  The student's pay will be delayed until then.  Since most students have limited resources, a late 
          timesheet/paycheck can be a hardship.

 Completed timesheets are returned to the Student Employment Office in a sealed envelope, signed by the Supervisor 
         over the sealed flap
Non-Federal Work Study Timesheets

Contact the Payroll Office, 409 Culkin Hall for forms and instructions

Payroll Calendar

Terminations
Federal Work Study employees may be terminated from their jobs when they:
     -   have earned their full award
     -   withdraw from shcool
     -   receive additional financial aid
     -   at the end of the schoolyear/term during which they are enrolled
     -   upon request from the departmental supervisor

Student Paychecks

Paydates are biweekly (alternate Thursdays) and are listed on the Payroll Calendar.  Students may pick up their paychecks in the Student Accounts Office (408 Culkin) or have them direct deposited to an account of their choice.

Pay Rates

Federal Work STudy

Students begin employment at the current federal or state minimum wage, whichever is higher.  Our current starting hourly rate is $7.25  Every 200 hours the student is paid on the Federal Work Study payroll they are given a $.10 per hour pay raise.  Current individual pay rates are available upon request from the Student Employment Office.

Non-Federal Work Study

Raises are given at the discretion of the deparment


    

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