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Table of Contents

Introduction

This guide is designed for use by on and off-campus student supervisors. It provides policies, procedures, and responsibilities for both students and supervisors. If you have questions which are not answered in this guide, please contact the Office of Student Employment Services at studentemployment@marquette.edu

Effective December, 2009:

Student Employment Services
Zilber Hall, 121
P.O. Box 1881
Milwaukee, WI 53201-1881
(414) 288-0200
FAX (414) 288-1718

Marquette University is an Affirmative Action/Equal Opportunity Employer

 

PURPOSE OF STUDENT EMPLOYMENT SERVICES

The purpose of Student Employment Services is to assist students in obtaining jobs which will help cover some of the expenses of a college education; to bring together the student work force with the jobs available; to provide students with career related work where possible; and to provide all students seeking employment an equal opportunity to obtain jobs. Student Employment Services functions include:

  1. Maintain the JobConnection database
  2. Upload Salary Authorizations to the Payroll Department (this occurs after the employer enters the placement into JobConnection)
  3. Monitor federal work study funds
  4. Advertise/post part-time positions on JobConnection
  5. Liaison with the Payroll department
  6. Liaison with Student Employee Supervisors
  7. Coordinate the Student Employee of the Year Recognition program

DEFINITION OF A STUDENT EMPLOYEE

A student employee is a part-time employee who is enrolled, or is to be matriculated as a student at Marquette University, and whose primary purpose for being at the University is the achievement of a degree or certification. This person's employment is temporary and incidental to the pursuit of a degree or certification. During summer, an individual is considered to be a student even if s/he is not enrolled as long s/he has been admitted/readmitted for fall semester. Those individuals not meeting the definition of a student employee must be hired through Human Resources, Straz Tower, Room 185.

 

STUDENT EMPLOYEE OF THE YEAR RECOGNITION PROGRAM

An objective of Student Employment Services is to contribute to the comprehensive development of students by providing and recognizing the multi-faceted co-educational experiences students have at Marquette University. Working to help with costs of an education is one of the many benefits students gain through campus employment. Students also acquire transferable work skills. Student Employment Services, in cooperation with the National Association of Student Employment Administrators (NASEA), sponsors an annual "Student Employee of the Year Award" Recognition Program in support of this objective.

To be eligible students must be employed at the University for a minimum of three months full-time during the summer, or six months part-time during the academic year. Students must be nominated by a supervisor.

 

Student Employment Programs

FEDERAL WORK STUDY (FWS)

FWS is a federal financial aid program designed to provide part-time employment for eligible students. Marquette University receives an allocation from the federal government each fiscal year which is used, in combination with employer funds, to provide part-time jobs for students.

Students must apply for financial aid and receive a Federal Work Study (FWS) award from the Office of Student Financial Aid in order to work under this program. Students who demonstrate financial need are awarded FWS funds on a first-come, first-served basis until funds are exhausted. Therefore, it is very important for students to be aware of and adhere to application priority dates. Students who file for financial aid too late in the year may not receive a Federal Work Study (FWS) award due to lack of funding, regardless of whether they had FWS in the past, have financial need, or have a specific FWS job arranged. To receive maximum consideration for a FWS award, students should file the Free Application For Federal Student Aid (FAFSA) in January.

FWS funds are restricted to students who are either citizens or permanent residents of the United States. Foreign students with an F-1 or J-1 Visa are not eligible for federal FWS funds but are eligible for MSE.

Students who accept their offer of FWS are not guaranteed a job. Rather, they are given access to available job descriptions in order to apply for the jobs that interest them.

FWS positions can be found in almost every Marquette office and department. Also, there are numerous job opportunities for Marquette students available at off campus FWS agencies. Marquette departments are charged 35% of the FWS student's earnings each payroll period. The remaining 65% is paid by federal funds.

COMMUNITY SERVICE FEDERAL WORK STUDY (CSFWS)

Community Service Federal Work Study (CSFWS) jobs are positions which improve the quality of life for community residents, or solve problems related to their needs. Community service jobs can be a wonderful opportunity for students to interact with the Marquette and Milwaukee communities, using their talents to improve the lives of others. Examples of these jobs would be tutoring grade school children in the community, coordinating community based assistance programs, Campus Outreach, or working with security, which ensures the safety of the community. Many careers are set in motion here. Students not only learn a work ethic, but also the ability to interact with the world at large. Students leave these jobs prepared not only to enter the work world, but to be a contributing member of society and their community.

Marquette Student Employment (MSE)

If a student has an MSE designation, it means that the student either has not applied for any type of financial aid, has not received financial aid that is based on financial need, applied too late to receive FWS this award year, or has exceeded their FWS award. It is not necessary to monitor MSE earnings for financial aid purposes.

INTERNATIONAL STUDENTS

Foreign students (with F-1 Visa) are eligible to work on-campus under the Marquette Student Employment program (MSE), and should follow all of the procedures outlined in this guide. They are limited to work no more than 20 hours per week while classes are in session. These students must take care not to exceed 20 hours per week as their eligibility to remain in the U.S.A. may be revoked.  International Students should contact the Office of International Education with any questions regarding employment eligibility.

Note: Graduate students with assistantships may have graduate school restrictions on taking additional work hours outside of their academic department and should receive permission from the grad school prior to any additional work.

WORK AWARD AMOUNTS AND EARNINGS

Student employees who receive FWS awards generally may not earn more than the dollar amount of their award. The student employee together with their supervisor MUST monitor all FWS student earnings to ensure that the student does not earn more than their awarded amount. If the FWS amount is exceeded, the student’s designated award will be changed to MSE and the supervisor's budget will be charged at 100%. Student Employment Services recommends that students not have positions using both FWS and MSE at the same time. Unless special arrangements are made with the employer and the Office of Student Employment, students awarded FWS will always be paid FWS first (i.e. for both positions) until funds are depleted.  Once the FWS funds are depleted, the student will be moved to MSE and wages will be charged to the department at 100%.

IMPORTANT NOTE: It is possible for a student's Federal Work Study amount to change or be canceled during the academic year. Typically this would occur if a student’s financial circumstances should change (i.e. receipt of additional financial aid, a scholarship award etc.). Students will be notified of the change and should immediately notify their supervisors.  Student Employment Services will also notify supervisors of any changes in award or program amounts.

Supervisors are notified of their student employee FWS earnings by means of a Tracking Report  printed bi-weekly for each department. The report will list each student employee's name, their FWS AWARD and AVAILABLE BALANCE. If a student is employed in more than one department, the comment column will state that the student has multiple FWS positions. This will assist in monitoring student hours. The amount a student is eligible to earn includes earnings from all FWS jobs, if there is more than one. The YTD Wages includes earnings from all departments. When a student is terminated from a position the student's name and earnings will continue to remain on the department's Tracking Report for the academic year, however, no additional earnings will be charged to the department's account.

 

MAINTAINING JOB LISTINGS WITH STUDENT EMPLOYMENT SERVICES

LISTING A NEW POSITION

Off-campus employers looking to post a part-time position on our Web site, please complete the template located here and return it via e-mail to the Office of Student Employment at studentemployment@marquette.edu or fax it to (414) 288-1718 — Attn: Student Employment.

For full-time positions, please contact our Career Services Center at (414) 288-7423.

CHANGES TO A CURRENT POSITION

Use your JobConnection account to change or update any of your current job information.  Please note that once students have been hired to a job and a salary authorization has been created, the federal fund account number and the wage category of that job must never be changed.

OPENING AND CLOSING POSITIONS

Use your JobConnection account to create and post your open positions.  Anytime you update any information within your job, it is automatically sent to the Pending queue for review by the Office of Student Employment.  If you want the job activated so it is viewable on the website, make sure the Employment Start Date and the Post and Expiration Dates are valid.  If these dates are invalid or are left blank, the job will not be activated and will not be visible on the website.

Once you have completed the above date fields, send an email with the Job ID to studentemployment@marquette.edu requesting that the job be activated.  The Post and Expiration dates determine how long the job will stay active.

To close a job, simply click the “Close Job” button located at the top of the job.  This will remove the open position from the JobConnection Website.

 

IMMIGRATION REFORM CONTROL

On November 6, 1986 President Reagan signed into law the Immigration Reform Control Act. This act makes it unlawful to knowingly hire an alien who is not properly authorized to work in the United States. Therefore, ALL students must submit verification of identity and employment authorization by bringing the original documents listed below, along with copies, to Student Employment Services. Our office will make copies if necessary.

See instructions for filling out the Form I-9 here.

International students should check with the Office of International Education as the requirements may be different.

 

OCCUPATIONAL SAFETY & HEALTH ADMINISTRATION (OSHA) FORM

The Occupational Safety & Health Administration Hazard Communication Standards Act of 1983 requires all manufacturers and non manufacturing sectors to maintain a written Hazard Communication Program and make it available for review. A copy of Marquette's written Hazard Communication Program is available for review at the Law Library, Memorial Library Reserve Desk, the Risk Management/Occupational Safety Offices, the Human Resources Department, the Science Library and Student Employment Services, Office of Student Financial Aid.

All student employees should receive a written guide "Hazard Communication and You" and are required to sign the Hazard Communication Training Response form stating they have received the guide before starting work and before a Salary Authorization will be released. Some departments, as determined by the Risk Management/Occupational Safety Office, will be required to offer a more detailed training program to their student employees. Students should come to Student Employment Services, Office of Student Financial Aid to complete this form, or supervisors may request the packets from Student Employment Services and return the signed acknowledgment form to Student Employment Services.

 

REFERRAL AND SALARY AUTHORIZATION PROCESS

ALL STUDENT EMPLOYEES must be authorized to work on campus prior to starting.  The student is authorized only if:

  1. The student is an “Active” MU student (i.e the student has “Active” status with the Registrar’s office)
  2. The supervisor creates the hire in JobConnection
  3. The I9 form is submitted to the Office of Student Employment on the first day of the student's hire.  This is for new students who have never worked on campus or been paid before.  Note: students only need to complete the I9 once.

If the student has an I9 on file, a Salary Authorization is created and uploaded to Payroll once the placement is entered into JobConnection.

HOW STUDENTS FIND A POSITION

JobConnection is Marquette University’s student employment database.  It is a WEB based program that allows “Active” Marquette students to view open positions available on and off campus. Students will only see basic information such as job title, description and pay rate. JobConnection is available Monday through Sunday, 6 a.m. until midnight. Students should follow the instructions to login.  Once they find a position they are interested in, they should follow the instructions in the “Application Instruction” field to apply for the job.

WAGE GUIDELINES

The wage scale for student employees is based on a classification system with five grade levels . Supervisors must use pay rates that fall within the wage range selected for the job in JobConnection. Exceptions to the wage scales must be approved by Student Employment Services prior to hiring the student. The student may be paid anywhere within the designated range. Student Employment Services suggests that you start a new student at the lower end of the range in order to allow for salary increases as a student remains in your employ.

RAISES

Please see chapter 3 of the JobConnection Manual located here PDF for information on how to give your student a raise.  Contact Student Employment if you have any questions.

NECESSARY DOCUMENTS FOR A STUDENT TO BE PAID

  1. I-9 Form - The I-9 Form must be completed with the Office of Student Employment on the first day of the student's hire. See instructions.
  2. W-4 Statement — The default for the W-4 form is Zero/Single. If you are claiming anything other than Zero/Single, then you will need to complete the W-4 form. Otherwise, you do not need do not need to complete the W4 form. Students enrolled full- time or half-time will not be subject to FICA tax. Foreign students must complete the W-4 form, however, they are not subject to the same tax guidelines. The W-4 form can be completed at the Office of Student Employment or the Payroll Office. See instructions.

Alien Registration Form

- International students will receive an Alien Registration Form to determine residency status as an alien. Residency status will determine if the IRS form 8233 (Exemption for Withholding) is required in addition to the W-4 form.

Contact the Office of International Education if you have any questions regarding the Alien Registration Form.

TIMESHEETS

Timesheets must be accurately completed in the EmpCenter Timekeeping system and approved by the supervisor in EmpCenter by the deadline dates. A Payroll Calendar with deadline dates is available on the Student Employment Website. The person who approves the timesheet in EmpCenter is responsible for the accuracy of the information and is certifying that the student actually worked the reported hours.

 

WHY A STUDENT MIGHT NOT RECEIVE A PAYCHECK

  • The supervisor must enter the hire (placement) into the JobConnection system (allow 3 day processing time).
  • Confirm that the supervisor approved the timesheet via the EmpCenter Timekeeping system by the appropriate deadline dates.
  • Confirm that the student has signed up for Direct Deposit. If the student has not signed up for Direct Deposit, there may be a paper check waiting in the Payroll office.
  • Contact the Payroll department for assistance.

 

WORK HOURS

Work hour limitations for full-time and half-time students … undergraduate and graduate students - It is Marquette’s position that supervisors are not permitted to schedule student employees more than 20 hours per week when classes are in session. Students are permitted to work up to 37.5 hours per week when classes are not in session. Supervisors are responsible for avoiding situations where students are assigned overtime hours.

The University’s Payroll Department (Comptroller’s Office) monitors student employee work hours submitted for payment. In cases where the work hour limitations for full-time, half-time and less than half-time students are exceeded in a given week, the Payroll Department will contact the student employee’s supervisor(s) and remind him/her of the limitation

Work hour limitations for Graduate Assistants - Graduate Assistants must be full-time students (7 or more credit hours or full-time equivalent) to qualify for their assistantship and are expected to work approximately 20 hours per week performing work assigned by faculty members.

Note: Time spent by Graduate Assistants working on their thesis or dissertations will not be taken into consideration in evaluating total work hours spent each week to satisfy the requirements for their Graduate Assistantships.

The Graduate School and directors of graduate programs in the various colleges emphasize that, in order to provide sufficient time to complete their graduate course work, faculty restrict graduate assistants to 20 hours of work per week

International graduate students with assistantships may have graduate school restrictions on taking additional work hours outside of their academic department and should receive permission from the grad school prior to any additional work.

Less Than Half-Time Students…Fall and Spring Semesters - The same 20 hours per week restriction applies to less-than-half-time students

Calculating sign in times - Students who sign in up to six minutes after the hour will be paid as of the hour. Students who sign in after six minutes after the hour will be paid as of one-quarter after the hour. The same time frame applies for signing out.

Ex: Student signed in at 8: 05 a.m. Student will be paid as of 8:00 a.m.

Student signed in at 8:08 a.m. Student will be paid as of 8:15 a.m.

Lunch/Breaks - There are no state or federal regulations that require lunch periods or breaks be given. However, it is recommended that any employee who works in excess of six hours at a time be given a one-half hour unpaid break or lunch period.

STUDENT PAYCHECKS

Marquette University strongly recommends that all students sign up for Direct Deposit. Instructions for setting up a Direct Deposit account can be found here. Student pay dates are listed on the Student Payroll Calendar.

Students signed up for Direct Deposit can view their paychecks online at MyJob. Students not signed up for Direct Deposit may pick up their paychecks in the Payroll Department, Straz Tower, 175.

TIME RECORDS

Marquette University student employees are required to report to work on time and comply with their established work schedules. Absences place additional burdens on other student employees and reduce the efficiency of the university. Therefore, student employees are expected to meet satisfactory attendance standards by beginning and ending work at their scheduled times and attending to personal matters at times outside of scheduled working hours. Good attendance is a critically important job requirement.

The university is required by law to record and pay for hours actually worked.  Time actually worked for student employees is documented by EmpCenter. Student employees are responsible for accurately recording their time worked for each scheduled workday. 

Falsification of the time record is a serious violation of university policy and is, in essence, theft.  Such falsification will result in corrective action, up to and including immediate discharge.

Grace Period

Punches collected in the EmpCenter system are set to record the start and end of the day/shift and are rounded at 7:59 minutes before and after each quarter hour. Rounding is done on each quarter hour: 00, 15, 30, 45, and the grace period lasts from 7:59 minutes before the quarter hour through 7:59 minutes after the quarter hour.  The grace period is in place to provide employees with ample time to punch in prior to their start time.  The actual time that an employee clocks in is the official time used for tracking attendance.

For example, if a student employee’s schedule requires an 8:30 a.m. start time and the student employee clocks in at 8:35 a.m., the student employee is considered late even though paid time is calculated for that day beginning at 8:30 a.m.   If a student employee’s schedule requires a 4:30 p.m. end time and the student employee clocks out at 4:25 p.m. that student employee is considered to have left early, even though paid time is calculated to 4:30 p.m. Student employees punching out and leaving prior to their scheduled end time without prior supervisor authorization will be subject to corrective action up to and including termination of employment.

 

TERMINATION OF A STUDENT

Supervisors must end the placement (hire) in JobConnection for any student who terminates their employment prior to the end of their originally authorized period (i.e. the end date on the salary authorization.)  Supervisors may complete a Termination of Employment PDF Formatform for their office records.  However, the Office of Student Employment does not need a copy of the Termination Form. 

 

SUPERVISION

SUPERVISORY ROLE

The role of the supervisor is vital to the success of any work environment and, in order to be effective, the supervisor must perform a wide range of activities. Initially, you are responsible for fulfilling certain managerial functions involved in getting departmental jobs accomplished. Supervisors have additional responsibilities: concern for the development of the student, and also for the worker as a student. The best supervisors treat their student workers as individuals, and understand that student workers have other interests and responsibilities. They make the work of the student seem interesting, significant, and worthwhile to both the supervisor and the student.

The good Supervisor must have many talents. To assist supervisors of student employees The "Journal of Student Employment", National Association of Student Employment Administrators, Winter, 1995 has developed the following guidelines.

  1. Be an Example.
    Model strong work habits through efficient dedicated work practices. Let your own approach to daily work be an example from which students can learn.

  2. Be Flexible.
    Understand that student employees are students first, and employees second. Though it is important to have high standards on the job, it is also important to be flexible to accommodate academic obligations.

  3. Communicate Expectations.
    Communicate the job standards and expectations to your student employee. One can't assume that these are self-evident to the student, even though they may seem obvious to you.

  4. Give Feedback Frequently.
    Provide consistent and appropriate feedback to your student employees. Student employees - like all employees - benefit from feedback on job performance, providing it is communicated with a positive spirit.

  5. Be Fair.
    Supervisors who are too lenient are not doing students any favors. Campus jobs are "real jobs". Treat student employees as you yourself would like to be treated in a given situation.

  6. Train, Train, Train!
    Take time to train your students in important skills, attitudes, and habits - such as perseverance, time management, phone skills, quality service practices, handling difficult situations. This is the "common sense" from which success is made.

  7. Be a Team Player.
    As a team leader, develop and nurture the unique contributions of each team member. Take a global perspective.

  8. Give Recognition.
    When you see a student "going the extra mile" or "persevering through difficult situations", acknowledge this in front of other staff and peers. People need to feel appreciated.

  9. Share a Vision.
    Have regular staff meetings with your student employees, and inform them how their work fits into a larger purpose of the department and institution. Remember, purposeful work is meaningful work.

  10. Be an Educator.
    To the degree that we each contribute to the lives of others, we are all educators. How can you contribute to the education of your student employees?

CONDUCTING AN INTERVIEW

Selecting the right person for the right job is the basic purpose of any job interview. Beyond the basic objectives, the job interview is an important step in the student's progress toward becoming a confident and able participant in the world of work.

As with all aspects of supervisory functions, individual adaptation needs to be made to meet specific work assignments. In general the following interview guidelines should benefit both supervisor and student.

  1. Prepare for the interview
    Review the student's application and have materials describing the position and the expectations of the position available.
  2. Establish a friendly atmosphere
    Most job applicants are a bit nervous.  You may put an applicant at ease with "small talk."  Questions about vacation, weather, etc. are usually good ice-breakers.
  3. Secure basic information
    As a student talks about education, training and experience, it is important to listen carefully and pose questions or comments that encourages elaboration. You may want to  inquire about courses, training, and extra-curricular activities.
  4. Clarify information related to skills and talents
    Questions should be open-ended encouraging narratives.  For example, “Can you give me an example of ...?" You may need to be specific about necessary information concerning skills essential to the position.
  5. Remain within legal guidelines
    Marquette University is committed to the principles of equal opportunity in admission, financial aid, employment, and housing regardless of race, color, sex, religion, age, disability, veteran's status or national origin.
  6. Find interests and attitudes
  7. Discuss goals and plans
    Use the "Why" questions to discover basic motivation, values and plans.
  8. Provide information and attitudes
    Provide information on essential functions of the job, standards expected, your supervisory style, and other factors. Be clear about your personal expectations.
  9. Summarize
    Give the student the opportunity to add anything that will help in your evaluation.
  10. Conclude and advise
    Thank the student and establish the next step in the process..
  11. Record the interview
    Make notes about major points and about those which need follow-up.

While an interview is a valuable method of selecting student employees, other information, such as references, and work evaluations should also be considered.

 

PLANNING FOR SUPERVISION

It is often necessary to delegate work, yet there is often the temptation to give out assignments in small portions because a student only has a few hours to work. Student employees and supervisors often benefit more if in long-range planning supervisors assign not only the task, but the continuing responsibility for seeing it through to completion. Planning very often requires homework on the part of the supervisor. But planning also helps to avoid those embarrassing moments of having the student report for work and finding no work to do.

 

COMMUNICATING WITH STUDENTS

The ability to communicate is important in the work setting. If a supervisor cannot explain clearly what is expected in assignments and responsibilities, students will be unable to perform their work to an acceptable degree.

Reinforce instructions-The majority of tasks which a student will undertake should be explained and demonstrated thoroughly at the outset.

Recognize perceptual differences-Included in your responsibility to communicate information is need to ensure that the information is being successfully translated and understood.

Emphasize non-verbal communication-The ideas and feelings you transmit are just as important as the words and demonstration methods you employ.

Develop listening skills-Listening is more important than the process of simply acquiring information. Failure to listen properly creates barriers to effective communication - and effective supervision.

 

EMPLOYEE EVALUATION

A work performance evaluation for all student employees should be conducted at least once each academic year. The Employee Evaluation Form PDF Format should be completed by the student employee and the student's employer after which both should discuss the evaluation results and formulate goals for the future. This process should be used to facilitate interaction between the student and the supervisor. This form is to be used for departmental evaluation and is not to be sent to Student Employment Services. Copies of the Employee Evaluation Form are also available from Student Employment Services.

 In practice, evaluation is an on-going process that you apply almost daily. After the student is given initial training, you make periodic checks to see that performance is meeting the desired expectation. This is evaluation. The performance evaluation form represents the culmination of your daily efforts.

Evaluation, either daily or cumulative, generally takes the form of praise or criticism, but supervisors report that they deal with criticism more often than they would prefer. Poor or slipshod work usually needs immediate attention. But all too often satisfactory and good work gets by with only your silent gratitude. Both deserve equal attention, and timeliness is important if your evaluation is to be of maximum benefit to the student. Although criticism is never pleasant to give or to receive, students feel less threatened and are usually more responsive if it is made within these guideline:

Be constructive and specific - What are the actual examples of poor performance? What should be done in the future to improve quality?

Maintain privacy - Whereas good work deserves praise in front of other students or employees, criticism should never be made within earshot of others.

Be positive - When discussing poor performance with a student, start on a positive note. Most people perform at least some facet of their work satisfactorily, so select a particular attribute or skill and mention it first. Tell the student what you like about her/his work. Then explain what areas warrant improvement. When criticism is presented in a friendly and positive way, students usually realize that you are trying to help and are more likely to listen to what you have to say.

Do not feel guilty - Students usually know when they need criticism. If you fail to react to unacceptable work, you may lose the respect of the student involved as well as that of other workers in the department. Your goal is to keep all students working at their full and most productive capacity.

Be Sensitive - People cannot be expected to perform at the same levels of proficiency. Differences in abilities and aptitudes should be taken into consideration for each individual evaluation.

The long range goal of student evaluation is not simply to provide a system for grading work. It is designed as an instrument to assist the student in her/his development and to enlarge the dimensions of the work/educational experience.

CORRECTIVE DISCIPLINE INTERVIEW

Employers are encouraged to give positive feedback to students when warranted.  However, there may be times during the academic year when a student employee is not performing up to your expectations as a supervisor. This may relate to attendance, punctuality, job performance, or attitude. At these times it may be necessary to inform the student of your dissatisfaction with their performance. The Corrective Discipline Interview Form PDF Formathas been developed to facilitate the procedure of informing a student when their work habits must be improved. This is a departmental process. Therefore, the form does not need to be sent to Student Employment Services. A copy should be maintained by the supervisor and the employee. Once these procedures are followed, there will hopefully be an improvement in the situation. If however, the problem continues to be unresolved, it may be necessary to terminate the student employee. If this is necessary, please complete the Termination of Employment Form PDF Format. It is important that you document any corrective action you take and notify Student Employment Services if a problem should arise.

Practical Suggestions for Giving Feedback on Poor Performance

  • Look for common ground
  • Work together to arrive at solutions
  • Reinforce the positives
  • Suggest better results to be gained
  • Respect the employee's knowledge and good judgment
  • Ask for input rather than assume facts of the situation
  • Encourage employee to find the solution
    • Leader's Guide Mastering Performance Reviews Noel Levitz Centers

CONFIDENTIALITY

Some positions at the University involve regular access to confidential information. It is expected that such information will not be discussed with relatives, friends, or others outside the University or in the public areas of the University. Confidential information should be discussed with other employees only when necessary for the performance of the job.

In some areas, release of information is governed by specific laws. If such laws affect your positions, advise your student(s). You may ask your student(s) to sign a confidentiality statement depending on your departmental policy.

A breach of confidentiality is subject to immediate dismissal or corrective action.

 

CONCLUSION

In summarizing the responsibilities of student work supervision, you need to remember that students perform assignments most satisfactorily when:

  • job responsibilities are clearly defined by the supervisor;
  • mutual trust and respect are developed between supervisor and student;
  • evaluation and recognition of performance is constructive and continuous.

The preceding has been concerned with methods for perfecting your skills in developing student potential, and various techniques have been outlined to help you achieve this goal. The supervisor who is enthusiastic about her/his work and is genuinely interested in involving others in the importance of that work, will find that enthusiasm is contagious and the rewards abundant.

* Section on Supervision adapted from Supervisor's Manual for Michigan State University Student Employment Programs and used with permission.

 

SPECIAL PROCESSES

SUMMER EMPLOYMENT

FWS is typically not available during the summer. Therefore, a student's academic year FWS award amount may not be used during the summer employment period.

On-campus summer employment becomes effective for all students according to the Payroll Calendar (generally the Thursday before graduation). Available positions should be OPENED and CLOSED as described in this guide. Students must be re-authorized for summer, even if they were employed in your department during the academic year.

WORK STUDY CAUTION: It is possible that a student's work award may change from year to year after a Salary Authorization has been issued because of a change in the student's financial situation. The student will be notified of any change through a revised "Aid Offer and Student Reply Form." However, we may not be able to notify supervisors of this change until the student appears on the payroll records. Therefore, close communication with your potential student employees regarding their work awards is essential. Student Employment Services will not pre-authorize any student who has not accepted their Federal Work Study (FWS) or needs to complete verification. You will be notified if a student cannot be pre-authorized. Students whose work program is not determined due to an incomplete financial aid file will be pre-authorized with Regular Student Employment (MSE).

 

STUDENT EMPLOYEE JOB APPLICATION

The Student Job Application (located on the SES website) is available for use when hiring new students in your department. Student Employment Services recommends that you use this standard application form.  However, if you develop a different one for your department, please have it approved by Student Employment Services before using it. This is important due to employment rules and regulations. The student hiring process should be no different than when hiring a regular staff person to work within a department. Feel free to contact a student's prior employers and references.

 

RIGHTS AND RESPONSIBILITIES

SUPERVISOR RESPONSIBILITIES

It is the supervisor's responsibility to:

  1. Interview and hire student employees.
  2. Verify the student’s I9 status.  If they have not completed one, they will have 72 hours from their start date to do so.
  3. Enter the placement with correct start/end dates and hourly rate into JobConnection.
  4. Provide the appropriate training and work space for each student employee.
  5. Monitor the work study award for each student, using the Tracking Reports.
  6. Notify Student Employment Services when you want a position opened.
  7. Notify Student Employment Services if there is an apparent problem with the student that cannot be resolved.
  8. Be sure to end the placement in JobConnection for any students that terminate early.
  9. Be certain the timesheets are accurate before approving them in EmpCenter. The supervisor's approval certifies that the student has actually worked all hours reported.
  10. DO NOT allow students to work if they have not submitted their I9 within 72 hours of their hire.

STUDENT RESPONSIBILITIES

A student employee should consider the job a serious commitment. When hired for a position, the student becomes a member of a work unit that depends on him/her. Therefore, the supervisor may reasonably expect the student to:

  1. Report to work at the agreed-upon time, ready to work.
  2. Attend to assigned duties on the job, and not conduct personal business while at work.
  3. Work with a cooperative and positive attitude.
  4. Dress appropriately for the work setting.
  5. Notify the supervisor as soon as possible if their work schedule changes. Projects and exams may occasionally interfere with a work schedule; the student should notify the supervisor when such changes can be predicted.
  6. Keep an accurate record of hours worked.
  7. Work up to, but not to exceed 20 hours per week when classes are in session, and no more than 40 hours per week when classes are not in session.
  8. Record time in the EmpCenter Timekeeping system (using a timeclock or a webclock) on all days worked.
  9. Notify the supervisor promptly in the event of a revision in the work award.
  10. Notify each supervisor if employed in more than one position on campus.
  11. Notify supervisor of any job-related accident.

The student also has responsibilities to the Office of Student Financial Aid. Since Federal Work Study is based on financial need, the student is expected to:

  1. Notify the Office of Student Financial Aid of any enrollment (credits) changes during the academic year.
  2. Maintain satisfactory academic progress. (Refer to the Award Information Guide which is available from the Office of Student Financial Aid.)
  3. Earn no more than the predetermined work award.
  4. Notify the Office of Student Financial Aid of any changes in the family financial circumstances.
  5. Re-apply for financial aid each year according to the deadline dates.
  6. Submit all requested documents to the Office of Student Financial Aid in a timely manner.
  7. Notify Student Employment Services about problems with the supervisor or work situation that cannot be resolved between the student and the supervisor.

OFFICE OF STUDENT FINANCIAL AID RESPONSIBILITIES

  1. To help students secure employment for the purpose of offsetting educational expenses.
  2. To help students obtain career related and practical work experience.
  3. To provide (through JobConnection) access to on and off campus job openings.
  4. To ensure university wide compliance with student employment policies and procedures as established by the university. In addition, to recommend and implement revisions.
  5. To recommend and implement procedures for compliance with federal, state, and university regulations regarding student employment, Federal Work Study, and/or the Job Location and Development programs.
  6. To help student employees understand their responsibilities and commitment to their jobs and their employer.

In order to carry out the responsibilities, Student Employment Services reviews and prepares reports regarding student employment for federal, state, and university entities. The office assists departments with their efforts to comply with appropriate regulations by monitoring payroll earnings, records, etc.

 

 

 

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ABOUT STUDENT EMPLOYMENT SERVICES

The Marquette University Student Employment Services is one of the units within the Office of Student Financial Aid and has the following responsibilities:

  • Help students secure employment for the purpose of offsetting educational expenses.
  • Help students obtain career related and practical work experience.
  • List (through JobConnection) of on and off campus job vacancies.
  • Ensure university-wide compliance with student employment policies and procedures, and to recommend and implement revisions.
  • Recommend and implement procedures for compliance with federal, state, and university regulations regarding student employment, Federal Work Study, and/or the Job Location and Development programs.
  • Help student employees understand their responsibilities and commitment to their jobs and their employer.

Contact Student Employment Services