Orientation for Supervisors of Student Employees

1. Orientation for Supervisors of Student Employees Presented by Tara McDougall, Assistant Director Financial Aid Office

2. Goals of the Work-Study Program • To provide employment opportunities for eligible students to finance their college education. • To provide opportunities for student employees to gain on-the-job training and work experience while attending school. • To prepare students for future employment by providing experiences with hiring, training, supervision, and relations with the public and other staff members.

3. Session Agenda • Requesting a work-study allocation • Types of employment available • Work-study eligibility • Obtaining a work-study job • Work-study policies • Supervisor responsibilities • Ensuring success

4. The Allocation Request • Complete the Work-Study Program Job Request • Complete a separate request for each different position • Supervisor must sign • Complete the Work-Study Job Description Form • Be as specific as possible • Wage will be assigned based on the level of skill required • Submit completed forms to Tara

5. Types of Employment Campus Work-Study • Students must apply for financial aid • Any student can work on campus • Students keep working if work-study runs out • Taxable income

6. Types of Employment (continued) Federal and State Work-Study: • Students must apply and be eligible for financial aid • Work-study award based on need • Gives needy students priority • Doesn’t count as income on aid application • Taxable income

7. Who Is Eligible To Work? • Must have applied for financial aid • Certificate/degree candidate at GHC • Enrolled in at least 6 eligible credits • Able to provide required identification • Hiring paperwork submitted before working

8. Hiring Process: 1. Supervisor posts open positions with the Job Placement Office (JPO) 2. JPO forwards the referral to the Financial Aid Office • Provides On Campus Work-Study Authorization 3. Student brings On Campus Work-Study Authorization Form to interview

9. Hiring Process: 4. You ensure student is eligible to work (indicated on Authorization Form) 5. If hired, you complete and sign the Authorization Form 6. Return signed Authorization Form to the Financial Aid Office before student begins working

10. When Can Students Start? Employment year runs July through June • Summer = start date July 1 • Fall = start date is beginning of fall quarter NOTE: Summer employees do not need new hiring paperwork to continue working for fall.

11. When Does Eligibility End? • If they’re suspended or drop below 6 credits • Last day of quarter, unless • they’re attending the following quarter • Summer quarter work-study students must have a Work-Study Authorization Form for the next academic year • they’re not attending summer, then they must be registered at least half-time for fall quarter to continue working • Must have a Work-Study Authorization Form for the next academic year

12. How Much Are Students Paid? • Financial Aid Office determines rate of pay • current minimum wage = $9.32 • Washington law: annual increase determined each September, effective January 1 • July 1 for state wages • Pay increase automatic if at minimum wage (no paperwork required)

13. Payday! • Student fills out a time sheet each month • Supervisor verifies the time sheet is filled in correctly • Supervisor and student sign • Supervisors must submit the time sheet • Payday is the 10th of each month • Checks available at the Cashier’s Window

14. Required Paperwork IMPORTANT! Students cannot receive a paycheck until all required paperwork has been presented to Human Resources

15. Most Common Reasons a Paycheck Is Not Issued • Department on Authorization Form and time sheet don’t match • Time sheet received too late to be processed • Time sheet not signed (either by the student or the supervisor) • Financial Aid wasn’t notified • No I-9 or W-4 on file

16. Late Payday • 25th of the month if paycheck not issued on the 10th due to missing paperwork or late timesheet • The missing paperwork or timesheet must be turned in before the 20th of the month • All students will be paid eventually for time worked

17. How Much Can Students Work? • You determine the hours/shifts you need • You hire student(s) to meet those needs • Do not exceed your allocation • You and the student should be flexible • If student can meet your needs for fall but not spring, you can hire a new employee • Once a schedule is agreed upon, student must maintain the schedule

18. Changes to the award • A student’s award may need to be reduced or canceled during the year if they • Received an additional grant • Dropped below half-time enrollment • Did not maintain satisfactory academic progress

19. Minimum Hours • No minimum, but you may set a minimum number of hours per week or per shift • Suggest shifts of at least one hour

20. Maximum Hours • Students can work up to 19 hours per week when classes are in session • Students can work 40 hours per week when classes are not in session (i.e., during breaks) • Hour limits are a total of all hours for all jobs combined

21. Overtime • Student employees are not permitted to work overtime: - overtime = more than 40 hours in one week - week = Monday through Sunday - limit applies to total of ALL jobs

22. Breaks • Paid break of 15 minutes after 4 consecutive hours worked • Unpaid break of at least 30 minutes after 5 consecutive hours worked • Entitled to two 15 minute breaks with pay and at least 30 minutes lunch break without pay if working an eight hour day

23. Expectations of Supervisors • Remember they are students first! • Establish a work schedule • Be as flexible as possible when considering schedules and requests for changes • If you need to make schedule changes, give as much notice as possible • Encourage them to ask questions

24. Expectations of Supervisors • Be sure the student employee understands what is expected of them • Provide clear written guidelines and procedures • Do not accept job performance or attitude that would not be acceptable in the “real world” • Establish hiring plan to stay within budget • Monitor earnings

25. What If It Isn’t Working Out? • You are not “stuck” with an employee who doesn’t work out • Make sure the student understands your expectations • Take corrective measures as soon as issues come up

26. Terminating a Student Employee • After communicating the reason for the termination with the student both verbally and in writing: - notify Financial Aid of the dismissal - forward any time sheets to Payroll Office

27. Ensuring Success • Know what your employment needs are • Specific hours/schedule needs • Experience or skills required • Determine your hiring process • Tell students how you want to hear from them • Consider how you will screen/interview applicants • Plan to respond to applicants promptly (either way)

28. Ensuring Success • Know the hiring and pay process • Complete all required paperwork on time • Don’t allow students to begin working until all paperwork is complete • Make sure you and the student have copies of required paperwork

29. Ensuring Success • Communicate with your employee(s)! • Make sure they understand what skills and duties are expected of them • Make sure you both have copies of the agreed-upon work schedule • Communicate verbally and in writing if there are problems or concerns about their job performance

30. Questions/Concerns? • Refer to the Work-Study Program Supervisor’s Manual on the GHC web site • Contact the Financial Aid Office • Contact Tara McDougall x4083