Welcome to New Student Employee Training

1. Welcome toNew Student Employee Training • This training is provided to: • Help you be more successful on the job • Ensure that you have a clear understanding of the student employment regulations. • Facilitate the accurate processing of your pay. • Facilitate the development of essential career skills. • Please read the entire presentation and proceed to the assessment.

2. Student Employment Basics

3. NWS vs. FWS • All students are eligible to apply for Non-Work Study Jobs (NWS). • Only students with a Federal Work Study (FWS) award, or eligible for FWS, should apply for these jobs.

4. Enrollment Requirement To work in the student employment program students must be enrolled for: • at least 6 credit hours • in a degree-granting program • during the regular academic semesters (fall and spring). Student employees may never work during scheduled class times, including during finals week.

5. Under Enrollment Exceptions • If you need fewer than 6 credit hours to graduate. • If you are a graduate student conducting thesis or dissertation research. • You must provide a letter to Student Employment from your academic advisor for an under-enrollment exemption to be considered.

6. Work Hour Restrictions • Student employees may not work more than 20 hours per week during regular academic terms. • This includes a combination of all hours from all CSU positions.

7. Work Hour Exceptions • Eligible student employees may work up to 40 hours per week during breaks and between semesters, including summer term.

8. What Happens When These Basic Guidelines Are Violated? You may lose the opportunity to participate in the CSU Student Employment Program for the remainder of the academic term and will not be eligible to work during the next break.

9. After You Are Offered A Job…

10. When May A Student Begin Working Their Campus Job? • After the student and the employer have completed the I-9 and other hiring forms and those forms have been forwarded to the Student Employment Office and the student has viewed the orientation and passed the orientation assessment, the student employee may begin working.

11. If You Do Not Have A Social Security Number (SSN): • Ask your supervisor for instructions on how to apply for a Social Security Number.

12. After You Get Your Social Security Number • Sign it in ink. • Do not laminate it. • International students must make an appointment with the Payroll Office, Karen Ellis, (216-687-3611) to complete tax forms.

13. Completing The I-9 Form • The I-9 must be completed on your first day before you begin working. • The I-9 Form provides a list of all accepted documents. • Only original documents can be used for this form.

14. Ohio Public Employees Retirement System (OPERS) • You may choose to be exempt from contributing. • Whenever you work and are enrolled for fewer than 6 credit hours, you must pay into OPERS. • If you want the contribution refunded go to Payroll after the end of any term in which OPERS was deducted to file for a refund.

15. Other Hiring Forms • You will be provided with a number of other forms to complete for the hiring process. • Please read them and complete them carefully and thoroughly.

16. ON-THE-JOB SUCCESS

17. What to Wear to Work • For the Guys: Collared sport shirt, casual slacks or jeans, shoes. • For the Gals: Casual slacks, jeans, skirt, dress; casual blouse or sweater, shoes.

18. What Not to Wear to Work • Torn clothing, shorts • Tight fitting, low-cut, sleeveless tops; • Clothing with drug, violence, or other distracting messages. • Headwear (hats, caps, visors, sweatbands, or bandanas), except for religious head coverings. • Sockless footwear, including flip-flops. • Cleavage and underwear should never be visible in the workplace.

19. Ensuring Your Own Success • Always say good morning and good night. • Be on time and accurately punch in/out. • Understand the job expectations. • Take notes and ask questions for clarity. • Establish a work schedule and stick to it. • Dress and conduct yourself professionally. • Proof read and double check your work. • Ask for work, when idle. • Keep your work area neat. • Return supplies to their rightful place. • Don’t eat or drink in work areas, unless permitted by your supervisor.

20. Ensuring Your Own Success • Keep confidential all student and university records or information. • Adhere to all Student Employment guidelines. • Notify your supervisor immediately, when enrollment drops below 6 credit hours. • Take the job seriously and perform at the highest level of your ability. • Treat your supervisor and fellow employees with respect. • Limit personal conversations and phone calls. • Do not perform personal activities on work time. • Notify your supervisor before leaving the work area. • Use computers, copiers, and other office equipment and supplies for work assignments only and not for personal use. • Do not use earphone, unless okayed by your supervisor. • Provide your own reliable childcare and transportation.

21. What Should Student Employees Do If They Will Be Late Or Absent From Their Scheduled Shift? • Call your supervisor with as much advance notice as possible, if you will be late or not be able to work their scheduled shift. • Do not expect to be able to make up the time missed.

22. How Can On-Campus Employment Benefit You? Beyond earning money, students who work on-campus: • enjoy greater academic success, • are more connected to the University, • develop relationships with members of the University community who can help them deal with questions and concerns, • have employers who support their educational endeavors and coordinate work schedules with academic schedules.

23. Building Essential Career Skills • Every student position can be beneficial, even if it is not significantly related to your field of study. • Your student position will help you gain a better understanding of the dynamics of the work world and may help you develop these essential job skills: • technology skills, • communication skills, • writing skills, • problem solving and decision making skills, • team member and customer service skills, • personal responsibility and professional maturity.

24. Every Student Employee Should Know How To Build Technology Skills • Use Kronos (myTime) software for inputting time. • Effectively use all general office equipment: telephone, fax, copiers, calculators. • Use all Microsoft programs. • Accurately use technology specific to the job.

25. Every Student Employee Should Know How To Build Communication Skills • Effectively take and deliver a message. • Greet guests and discover their needs. • Interact effectively with colleagues. • Use college-level language skills. • Use appropriate manners say please and thank you. • Present to a group.

26. Every Student Employee Should Know How To Build Writing Skills • Take and deliver a clear telephone message. • Take notes of detailed job assignments. • Write an effective email, memo, report. • Prepare a report of task assigned. • Keep a log of job skills developed. • Prepare a professional resume.

27. Every Student Employee Should Know How To Build Problem Solving and Decision Making Skills • Identify and meet personal and work priorities. • Anticipate obstacles, so as to plan for them. • Build effective interpersonal relationships, so as to reduce stress and conflict. • Identify the root cause of a problem and suggest/implement solutions.

28. Every Student Employee Should Know How To Build Team Member and Customer Service Skills • Treat every co-work and supervisor respectfully. • Follow the work rules of the department. • Recognize all individuals, students, co-workers, and other university employees, as your customer. • Avoid use of cell phones and ear phones. • Keep your own schedule. • Manage appropriate follow-up for all assignments.

29. Every Student Employee Should Know How To Build Personal Responsibility and Professional Maturity Skills • Maintain excellent work attendance. • Manage your own time and meet priorities. • Ask for projects, when not busy. • Keep confidential all student and university records. • Dress appropriately for work, knowing that you represent your employer to the public. • Plan time effectively so that delays do not occur.

30. How Can You Develop Degree-Related Work Experiences? • Talk with your supervisor about your career goals and suggest ideas about projects and skills that would benefit your career development and help the department achieve its goals, too. • Cooperative Education facilitates paid, degree-related work experiences which are reflected on your transcript. If you are interested in having your position meet co-op criteria, contact the Career Services Center at 216-687-2233. • Internships are degree-related work experiences for which academic credit is awarded. If you are interested in having your student position meet internship criteria, contact the Dean’s office in your College.

31. What If Problems Arise?

32. What If Problems Arise? • Evaluating your own performance is a way of identifying problem areas before they become critical. • Ask for input/clarification from your supervisor. • Consider if there are roadblocks preventing you from achieving expectations; do you lack certain technical skills, time, or other tools/skills to be successful?

33. What If I Feel I Have Been Discriminated In The Workplace? • Cleveland State University is committed to the principle of equal opportunity in employment and education. No person at the university will be denied opportunity for employment or education or be subject to discrimination in any project, program, or activity because of race, color, religion, national origin, sex, age, sexual orientation, handicap or disability, disabled veteran, Vietnam era veteran or other protected veteran status. • Student Employees who feel they have been discriminated against should take any action below that they deem appropriate: • Report the concern to your direct supervisor. • Report the concern to the Student Employment Manager (216/687-5536). • Report the concern to the Affirmative Action Office (216/687-2224). • Likewise student employees should never engage in behaviors which could be deemed discriminatory against another.

34. What If I Feel I Have Been Sexually Harassed In The Workplace? • Sexual harassment is prohibited by federal and state law and by Cleveland State University policy. It creates an unacceptable educational and working environment and hurts individuals emotionally and physically. Sexual harassment is morally and ethically reprehensible and, in most cases, it is a misuse of power. • Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature or relating to a person’s gender may be considered sexual harassment, when submission to such conduct (explicitly or implicitly) becomes a term or condition of an individual’s employment or academic performance or when such conduct has the purpose or effect of unreasonably interfering with a person’s work or academic performance or creates an intimidating, hostile or offensive working or educational environment. • Student Employees who feel they have been discriminated against should take any action below that they deem appropriate: • Report the concern to your direct supervisor. • Report the concern to the Student Employment Manager (216/687-5536). • Report the concern to the Affirmative Action Office (216/687-2224). • Student employees should not: • Engage in behaviors which could be considered sexual harassment. • Enter into an intimate relationship with a supervisor or co-worker.

35. Terminating the Student Position • Students and/or supervisors are free to terminate their job for any reason or no reason, at any time. • When the student terminates the job: • Try to give your supervisor one or two week’s notice before stopping work. • Try to complete outstanding tasks. • Offer to train a replacement, if time permits. • When the supervisor terminates the job: • Ask for input to improve performance in the future. • Thank the supervisor for the opportunity.

36. About Reporting Time And Getting Paid

37. Reporting Time Worked • A paper record of the time worked should be maintained until myTime is activated, generally 24 hours after the job is entered into the HRIS system. • Jobs are identified by their title. If you have more than one job, be sure you can clearly identify each specific job by its title. • Student workers are paid only for time worked. Holidays, snow days, sick days, and breaks are not compensated. • Students must clock out for all breaks. • Student workers must be offered at least a half-hour unpaid meal break after 6 hours of work. This should be adjusted, if no meal break is taken. • At the end of the bi-weekly pay period (every-other Friday), your supervisor must approve the hours worked and submit the approved time to the Payroll Office.

38. Logging Into myTime • Go to the CSU Home Page (http://www.csuohio.edu/), • Go to myCSU, • Go to the blue column: For Faculty & Staff, • Click on Employee Self Service, • Click on myTime, • Enter User Name and Password (same as your CampusNet codes).

39. Recording a Timestamp (Single Job) • Click Record Time Stamp., • Click My Links, • Click Time Stamp. • Ask your supervisor for help the first time or two.

40. Recording a Timestamp (Multiple Jobs) • Click My Links, • Click Time Stamp, • Click the drop-down arrow in the Transfer field and select the correct job from the list, • Click Record Time Stamp.

41. Pay Dates • Pay day is every-other Friday. Ask your supervisor for the schedule. • Compensation will be deposited to the student’s bank account or payroll card after midnight on the morning of the pay date. • Student employees can view an electronic pay stub under employee self service, myProfile.

42. Logging Into myPay • Go to the CSU Home Page (http://www.csuohio.edu/), • Go to myCSU, • Go to the blue column: For Faculty & Staff, • Click on Employee Self Service, • Click on myPay, • Enter User Name and Password (same as your CampusNet codes).

43. Need More Information? • If you need more information or have a question not covered in this orientation, please: • See the student employment handbook under “Employment” at www.csuohio.edu. • Call the Student Employment Office at 216/687-5536

44. We hope you have a successful work experience. Please proceed to take the training assessment before beginning your job. Rev Aug 2010