Corporate Work Study Program
Supervisor Handbook CRISTO REY JESUIT SEATTLE HIGH SCHOOL
2026/2027
CWS Partner Portal Thank you for partnering with Cristo Rey Jesuit Seattle’s Corporate Work Study (CWS) program. As a supervisor, you play a vital role in helping students develop professional skills, build confidence, explore career pathways, and grow into future leaders. To support you throughout the year, we invite you to visit our CWS Partner Portal by scanning the QR code. The portal serves as a centralized hub for tools, guides, and reference materials to help you create a successful and meaningful experience for both your student associate and your organization. Through the Partner Portal, you can access: The digital CWS Supervisor Handbook Student Associate Onboarding Checklist Student Associate Planning Checklist Sample Student Tasks and Projects Supervisor Toolkit and Resources Movement and Workplace Wellness Activities Student Associate Offboarding Guide Weekly Student Work Schedules Supervisor Question Stems and Coaching Resources CWS Partner Social Media Policy Student Uniform Policy CWS Program Brochure U.S. Department of Labor Prohibited Jobs CWS calendars and important program dates CWS team profiles and contact information We encourage you to bookmark the Partner Portal and refer to it throughout the school year. Whether you are welcoming a student for the first time or are a founding CWS supervisor, these resources are designed to help you maximize the impact of your partnership and provide an exceptional workplace learning experience for our students.
HANDBOOK CONTENTS Communication Section 1
4 4 5 5 6
Contact Us Ongoing Communication Between Supervisor + CWS Team Contact Between Home, Work, + CWS Performance Evaluations Timecards
7 7 7 8 8 9 9
Schedule Overview Weekly Schedule Student Work Schedule Logistics Attendance + Make-Up Days Extracurriculars Typical In-Person Work Daily Schedule Typical Remote Work Daily Schedule
Managing Students Section 3
10 10 11 11 12 12 13 13 13 14 14 14
Co-Management of Students + Support Behavior at Work Cristo Rey Uniform Personal + Company Technology Illness, Injury, + Emergencies at Work Student Notetaking Summer + Holiday Break Work Options Partner Holidays + Early Office Closings Social Networking Student + Parent/Guardian Agreements Work Placement + Matching Hiring Alumni
Student + Partner Safety Section 4
15 15 15 16 16 16
Permits + Child Labor Laws Onboarding Paperwork Medication at Work Discrimination, Sexual Assault, + Risk Management Background Checks Snow or Inclement Weather
CWS Program Section 5
17 17 18 19 21
CWS Curriculum + Learning Outcomes Student Grades in CWS Grad at Grad Focus CWS Best Practices CWS Frequently Asked Questions (FAQ)
Scheduling Section 2
WELCOME
Thank you for your participation as a Partner with the Cristo Rey Jesuit Seattle Corporate Work Study Program. Your visionary enthusiasm and belief in the potential of our student associates is inspiring. We are grateful to be in partnership with you in this meaningful work. As a CWS Partner, you are providing students with real world professional experience while allowing them to offset a portion of the cost of their private, high school education. Your participation is helping create an invaluable learning experience for students from communities often underrepresented in Seattle and King County. The CWS program is a full-service student employment agency that fulfills all the legal requirements of employment, payroll, taxes, insurance, and personnel issues. The students work for us, CRJS Corporate Work Study, Inc., and we provide our employees to your company just as a temporary employment agency would. CWS staff are available to provide support to supervisors and students quickly and efficiently. Regular communication with our staff will allow us to provide timely assistance, and your input will help build a stronger program in the future. Supervisors should notify CWS staff of any challenges involving a student. If a situation arises, please do not hesitate to contact us immediately.
Key desired outcomes for students in the CWS Program: Increased self-esteem and confidence Enhanced motivation, curiosity and critical thinking skills Desirable professional experience and marketable professional skills Exposure to a wide range of career opportunities and education pathways Growing social capital through mentors and professional contacts Growing awareness between a student’s academics, future education goals, and career planning
CWS Partners benefit from: Energetic, tech-savvy, young talent
This Supervisor Handbook is a compilation of strategies, tools, and program policies to assist you as a CWS Partner. The CRJS CWSP program reserves the right to change or alter this handbook at any time. Changes or modifications to this handbook will be sent to Partners via email. Requests for clarification of any part of this handbook should be directed to the CWS staff.
The opportunity to diversify their workforce pipeline early
Thank you for being a CRJS CWSP partner! Our mission is only possible because of your participation.
Value added to team workflow as supervisors can offload administrative tasks to students, freeing experienced staff members
Katie Seltzer VP of Corporate Work Study
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Providing current staff with management opportunities Mentoring students who would not have this opportunity without capable, willing supervisors
Public relations and community engagement opportunities
A SUPERVISOR’S COMMITMENT
As a CWS Supervisor you are playing a valuable role in helping mold CRJS students into outstanding young professionals and community citizens.
The core responsibilities of a CWS Supervisor are: Provide a positive, safe working environment for students. Commit to the role of professional mentor by providing students with support, feedback, coaching, and opportunities to build a growing professional network, while maintaining a vested interest in their success. Supervise student associates during the workday and assign meaningful work. Identify a secondary supervisor when the primary supervisor is out of the office. Review and approve daily student timecards and complete two performance evaluations each year. Participate in at least two site visits or check-in calls (for remote placements) with the CWS CRM to discuss student progress and workplace experiences. Manage workflow and ensure students receive appropriate training on assigned projects, along with regular performance feedback. Maintain regular communication with the CWS CRM as needs, questions, or concerns arise.
COMMUNICATION
Section 1
MAILING ADDRESS
CWS TEAM Katie Seltzer VP of CWS kseltzer@cristoreyseattle.org Zen Brown Associate Director of CWS zbrown@cristoreyseattle.org Alex Salonga CWS CRM, Training + Development asalonga@cristoreyseattle.org
CRISTO REY JESUIT SEATTLE Corporate Work Study Program 10001 57th Ave S Seattle, WA 98178
GENERAL INQUIRIES cws@cristoreyseattle.org 206-688-2100
WEBSITE cristoreyseattle.org
Eric Patterson-Floyd CWS CRM, Sales + Operations epattersonfloyd@cristoreyseattle.org
Supervisor | Primary bridge between student associates and companies and the person responsible for planning and overseeing student work and attendance Partner | The organization that hosts CRJS student associates and receives the service of their work
Mentor | An experienced person in the company who trains or coaches student associates outside of their daily tasks
PARTNER PORTAL Includes resources, events, best practices, and more. cristoreyseattle.org/corporate-work-study/cws-partner-portal
CONNECT ON SOCIALS @cristoreyseattle
Corporate Work Study (CWS) | CRJS program that places students in professional work settings one day each week, providing valuable job experience, workplace skills, and career exploration
Student Associate | CRJS student who works at a partner organization
Lauren Lindblad CWS Coordinator llindblad@cristoreyseattle.org
@cristo-rey-seattle
IMPORTANT VOCABULARY
@crseattle
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@cristoreyseattle
Client Relationship Manager (CRM) CRJS Team member who is the main contact for anything related to student associates and the CWS program MUD | Make-up day for when a student misses work and makes up their work day when the partner office is open, but school is not
COMMUNICATION
Section 1
ONGOING COMMUNICATION BETWEEN SUPERVISOR + CWS TEAM Calling, texting, or emailing your CRM with questions or concerns is strongly encouraged. The CWS Team can be reached at 206-688-2100 or cws@cristoreyseattle.org. Additional key points for staying in the CWS loop: The CWS Team produces and sends weekly newsletters and hosts virtual partner gatherings to connect and share best practices. We hope you will attend to review shared information, important documents, and ongoing tips. The CWS Team maintains an active distribution list for our supervisor community. Please notify your CRM of personnel changes that affect student associates, such as a new supervisor, the primary supervisor leaving their role, or the primary supervisor’s schedule changing from in-person to remote. If the primary supervisor is not receiving timecards regularly at the end of a student’s workday, please notify your CRM immediately. Visit the Partner Portal on our website for frequently used documents, resources, and information about upcoming events.
CONTACT BETWEEN HOME, WORK, + CWS To help reinforce the expectation that students perform real work at real jobs, the CWS Team asks parents/guardians, family members, and friends to refrain from contacting the student during work time. If a situation arises that necessitates contact from home to the student associate, we request that family members contact the CWS Team; we will then contact the workplace. Similarly, the CWS Team advises supervisors not to allow students to contact family members or friends while working, in accordance with the organization’s expectations for all employees. If a supervisor feels something should be communicated to the student’s parents/guardians, please contact the CWS Team. If any concerns arise about these expectations, please contact your CRM.
PERFORMANCE EVALUATIONS Supervisors are asked to complete two performance evaluations for each student they supervise per work year (typically December/January and May/June). Evaluations are an important learning experience for the students and an integral part of the CWS program, so please take the time to complete them for students on your work team. They should take no longer than 20 minutes to complete. Supervisors are strongly encouraged to review the evaluation directly with the student. This provides a more realistic workplace experience for the student and allows the supervisor and student to communicate directly about any issues or challenges. The CWS Team will assist in reviewing these evaluations if the supervisor deems it beneficial. The performance evaluation form is consistent across the Cristo Rey Network (CRN) to capture students’ progress accurately and meet nationwide needs. Suggestions for improving the form or process are welcome and may be forwarded to the CRN national office.
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COMMUNICATION
Section 1
TIMECARDS Timecard Process Per the U.S. Department of Labor (DOL) requirements, students must complete a timecard each workday. The CWS Team uses electronic timecards powered by Salesforce. While supervisor review and approval are not DOL requirements, supervisors are strongly encouraged to review and provide feedback as often as possible. At the end of each workday, students record their hours worked and add a comment on the day’s activities. The CWS Team can add up to three supervisors per student based on Partner preferences. Please give the student specific instructions on whom they should give their timecard. The designated supervisor will receive an email to either approve or edit their hours and provide a daily rating of the student’s performance. The system will also allow the supervisor to provide comments after submitting a rating or flag the CRM for followup. We encourage supervisors to share comments directly with the student.
Daily Rating Supervisors are strongly encouraged to rate their students on a five-point scale. Regular ratings will ensure students see the feedback they are earning and the CWS Team can address feedback promptly with students. The student rating scale, ranging from 1 (low) to 5 (high) on the daily timecard, is designed to reflect students’ work performance. A student earning a “3 = Met Expectations” rating indicates that the student met standards of their role for the day. Supervisors are strongly encouraged to vary ratings based on each day’s performance so the student does not become desensitized to the same rating each day. 5 = Exceptional Student has gone above and beyond the expectations set by supervisors. 4 = Above Expectations Student has exceeded expectations for the day and gone above and beyond in one or more ways. 3 = Met Expectations Student consistently meets the performance standards of their role. 2 = Needs Some Improvement Student did not meet expectations for a significant part of their day. Please provide supervisor comments. 1 = Unsatisfactory Student’s work performance did not consistently meet the supervisor’s expectations throughout the day. Earning a 1 is a significant red flag for CWS staff and the student, prompting them to improve their work performance. Please provide supervisor comments.
Best Practices Multiple channels of feedback. The timecard is only one way to give feedback. Have regular conversations and touchpoints with your students about their strengths and areas for growth in performance. Acknowledge and applaud positive performance and behaviors. Acknowledge and redirect substandard performance and behaviors. Be direct and accurate in timecard ratings. Select “Needs Some Improvement” or “Unsatisfactory” when appropriate. Students are accustomed to receiving grades and constructive feedback from CRJS faculty and staff so they can learn, grow, and develop. Accompany a substandard timecard rating with a conversation. Approach these discussions with empathy and a constructive mindset, focusing on specific areas for improvement rather than general criticism, to provide clarity and support. Encourage open dialogue, allowing students to express their perspectives and concerns. Ask for help. If you are uncertain how to address a performance issue or would like support and guidance, contact your CWS CRM as soon as possible. 6 | CRJS Corporate Work Study Supervisor Handbook
SCHEDULING SCHEDULE OVERVIEW In-person students leave CRJS for their morning commute routes at 8:10 am, Monday-Friday. Remote students work from 8:30 am-3:45 pm, and wrap-up/clean-up from 3:45 pm-4:00 pm.
Section 2
WEEKLY SCHEDULE Monday
9th grade
Tuesday
10th grade
Wednesday
11th Grade
Thursday
9th grade
Friday
Rotation
STUDENT WORK SCHEDULE LOGISTICS Morning Tardies The student is responsible for being on time for their workday. Missing a morning van may delay the student’s work arrival. Late students see their daily CWS grades drop and may be referred to counseling or the principal’s office if there is cause for concern. If there is not a significant concern, a driver may bring the student to work late; the student may be charged a partial make-up day, or a parent/guardian may transport the student directly to work. Remote associates may need to extend their day to make up for lost time in the morning. CWS staff will notify supervisors if this occurs.
Afternoon Departures Please help in-person students streamline their afternoon routine with checklists, expectations for workspace cleanup, etc., so they meet their vans within 8 minutes of their afternoon van arrival without leaving responsibilities unfinished. Van drivers make multiple unique stops each shift. Let the CWS Team know the best way to get students out of your building; do not release them early to wait outside or collect other students. Remote students also benefit from routines at the end of their day, such as handoff emails or end-of-day check-out meetings, to ensure tasks are completed and information is transferred.
Arrival + Departure Times Students are responsible for managing their own departure and arrival times. They are responsible for reporting to their supervisor promptly after morning transportation and for notifying their supervisor when they must leave in the afternoon. The CWS Team asks that supervisors please notify the CWS Team of consistent late arrivals or early departure requests as soon as possible and use timecards as an opportunity to share feedback.
Student Lunches + Breaks During a full workday, students are required by WA law to take at least one 30-minute lunch break and two 10-minute breaks. Breaks must not be scheduled near the beginning of the work shift. Students must take a rest break of at least 10 minutes for every two hours worked. They cannot work more than two hours without a 10-minute rest break or 30minute meal period. Minors cannot waive their meal break or rest break requirements. Lunch and breaks cannot be combined. Students can pick up bagged lunches from school in the morning or bring one from home. Students are expected to stay on campus while at work, including during lunches and breaks. Supervisors and adult colleagues can accompany students off-site for lunch or a snack, but students must remain with an adult at all times. Supervisors should not transport students, so lunch spots should be within walking distance. Students should never leave the office unchaperoned. Supervisors should let the CWS Team know if they are planning to leave the office with a student. An email to the CRM is sufficient.
Late Buses or Vans Buses or commuting vans sometimes run late due to traffic and other incidents. If a bus or van is more than 15 minutes late, please call or email the CRM to request a status report from the student passenger or the driver. The CWS Team will notify the supervisor if we know or are informed that a bus or van is running behind schedule.
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SCHEDULING
Section 2
Supervisors Should Not Transport Students Supervisors sometimes ask about transporting a student in their private car or company vehicle to an event, an alternate job site, out to lunch, or back to school on an early-closure day, etc. CRJS’ liability insurance does not cover transportation of students by non-CRJS vehicles. The CWS Team encourages supervisors to reach out to their CRM to ask about working within CWS routing to get a student to or from an alternate location. With enough notice, the CWS Team can typically accommodate reroutes.
ATTENDANCE + MAKE-UP DAYS Attendance Students are expected to attend work each assigned day. The CWS Program has strict policies for students missing work for any reason. Students are expected to make up any missed days. Make-Up Days Make-up days (MUD) will take place on a day when the Partner’s office is open, but school is closed (such as winter or spring break). In certain special circumstances, the CWS Team or a supervisor may waive a make-up day. This decision is always made in discussion with the Partner. If a student is ill or absent, the CWS Team will notify the supervisor via email that the student will be absent from work that day. Every effort is made to notify supervisors of an absence via email before 9:30 am. The student is then required to discuss scheduling a MUD with the supervisor on their next scheduled workday. The student and supervisor complete the MUD Form together and return it to the CWS Team. Experienced student associates can schedule their MUD with their supervisor and notify their CRM of the scheduled MUD via email. Students are not to receive any pay for MUD work outside the program fee. On the MUD, students must provide their own transportation to and from work and meals for in-person work, or log on from home for remote work. A student’s CWS grade drops when they delay scheduling and completing their MUD. The grade rebounds upon scheduling and completion. Sometimes, students withdraw from CRJS during the school year. Should this occur, the CWS Team will notify the supervisor as soon as possible and collaborate to assign a new, qualified student, if possible. The CWS Team strongly discourages Partners from hiring students who withdraw from CRJS while they are still in high school.
EXTRACURRICULARS School activities and sporting events should not interrupt a student’s work schedule. Very rarely, a student may need to miss work due to an important school event. In this case, CWS staff would communicate with the supervisor. Do not excuse or release students early without hearing from the CWS Team.
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SCHEDULING
Section 2
TYPICAL IN-PERSON STUDENT ASSOCIATE WORK DAY SCHEDULE TIME
ACTIVITY
Before 7:30 am
Students arrive at school on their scheduled work day
7:45-8:10 am
Students prepare for the workday; breakfast and bagged lunches are available; morning announcements, attendance, and uniform checks are conducted. Van commute groups load; CWS staff check all vans for final attendance and seatbelts
8:10-8:20 am
Commute groups depart CRJS
8:30-9:30 am
Students are dropped off at work. Drop times vary according to their work site’s regular office hours and transportation routes.
6.5-7 hours
Students remain at work with at least two 10 minute breaks, one in the morning and one in the afternoon and at least a 30 minute lunch break
3:15-4:00 pm
Students are picked up from work by CRJS drivers or bus chaperones. The CWS Team asks drivers to refrain from calling students/supervisors for pick-up before 3:30 pm unless the Partner has requested an earlier pick-up
4:30 pm
Students arrive back at school for check out
TYPICAL REMOTE STUDENT ASSOCIATE WORK DAY SCHEDULE TIME
ACTIVITY
8:30 am
Remote workday begin; students have arrived at the Remote Work Hub (RWH) and picked up laptops prior to 8:30 am
Daily
Students remain at work with two 10-minute breaks, one in the morning and one in the afternoon, and at least a 30-minute lunch break. Break times may be set to align with the school’s meal schedule. Supervisors can always ask their student to take an earlier or later lunch/break to accommodate an important meeting or other work-related conflict. It’s always helpful for supervisors to contact the CWS Team on call if you are making this arrangement with your student so we can support requested break times.
2:50-3:08 pm
Remote associates begin wrapping up their day; timecards are completed; hand off emails can be sent; wrap up meetings can be conducted
3:08 pm
The CWS Team checks student timecards and students are dismissed
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MANAGING STUDENTS
Section 3
CO-MANAGEMENT OF STUDENTS + SUPPORT The CWS Team is committed to supporting the management of student associates in the following ways: Communicating regularly with student associates. Ongoing training and job coaching as needed. Monitoring students’ performance. Mentoring students as they navigate a professional work environment. Developing intervention strategies and performance improvement plans as needed. Connecting students to school resources to help address any concerns that may affect work performance (CRJS social worker, counselors, campus ministry, etc.). Students are expected to conduct themselves professionally at work. If a Partner is displeased in any way with a student’s performance, the Partner is encouraged to address the situation with the student and with the CWS Team. If a work performance concern is identified, the CWS Team may implement a variety of interventions: Discussion with the student before their return to work. Facilitated discussion with the student and supervisor. Parent/guardian call or meeting to discuss the concern. Impact on the student’s CWS grade. Development of a student performance improvement plan in consultation with the supervisor. If improvement is not seen within a satisfactory period, the student may be removed from the work placement, and every effort will be made to replace them promptly.
Portfolio Management to Provide Partner Support The CWS Team wants to hear from you! CWS Team members support a portfolio of Partners so each Partner has a specific CRM for support and questions. Please reach out if you are unsure who your CRM is. Urgent needs can always be directed to cws@cristoreyseattle.org or 206-688-2100. CWS Team members are on call, checking emails and voicemails, between 7:30 am and 5:00 pm, Monday through Friday.
BEHAVIOR AT WORK The CWS Team has a vested interest in both the continued satisfaction of its Partners and the continued success of students’ work experiences. The CWS Team will act as a mediator in difficult situations between the Partner and the student. If a parent or guardian calls the supervisor with questions or concerns, supervisors should direct them to the CWS Team. The CWS Team expects students to conduct themselves professionally, recognizing that they are very early in their careers and still learning business etiquette. Any deviations from this expectation are treated seriously. The student may be placed on a performance improvement plan and given a timeframe to show improvement. The CWS Team, in consultation with the supervisor, may choose to remove a student from the workplace if progress is not made. All CRJS students are held to high standards of honesty and integrity. Students should not use company property, including telephones, company equipment, office services such as internet access, or office materials, without a supervisor’s approval. Supervisors should notify their CRM as soon as possible of any incident of student misconduct. As the CWS Team tells students, if anyone is uncomfortable with a situation, tell the CWS Team and let us decide how to continue. Supervisors are asked to do the same.
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MANAGING STUDENTS
Section 3
CRISTO REY UNIFORM In-Person Work Cristo Rey uniforms are expected to include a CRJS-embroidered shirt, gray pants, and solid black sneakers or professional shoes. According to company culture, students should wear their blazer and tie or quarter zip.
Remote Work CRJS embroidered tops, uniform pants, and all-black sneakers are expected, though students may be permitted to wear more casual attire than full uniform.
Deviations All students must wear their Cristo Rey uniform on each workday. If the student’s safety or welfare, or the branding of the student associate’s position, requires the student to deviate from the dress code in any way, please contact the CWS Team to navigate this change. We ask that you support the uniform policy and discuss the student’s concerns with them. This request often stems from a desire to fit in with colleagues at work. Engaging in a discussion can often bring up interesting ideas on how the student can feel part of the team without compromising the CRJS dress code, which also identifies the student as a minor in the workplace.
PERSONAL + COMPANY TECHNOLOGY Cell Phones Students are expected to keep cell phones out of sight during their academic classes and at work. At work, students should not use their cell phones except in emergency or safety situations, or if answering their phone is part of their agreed-upon communication or transportation pick-up plan. At their discretion, the supervisor may allow a student to use their cell phone during breaks. The student must not use their phone for work purposes, except for laptop or software login if needed. Based on your office culture, the CWS Team can support you in establishing a routine in which students turn in their cell phones to your front desk or supervisor during work time and check them out for breaks. The CWS Team encourages supervisors to talk with students about office culture around cell phones.
Company Computers Most Partners issue students with a computer for work. This is our preference. Please make a plan with your student on keeping company equipment safe. This may include technology use agreements and ensuring laptops are safely locked up at the office. Hybrid and remote-working students should check their laptops in and out with the CWS Team when working remotely. Most remote-working students will work from the CRJS-based Remote Work Hub (RWH). The RWH is a coworking space, so please ensure your student is issued a privacy screen for their laptop and is aware when they are on a confidential call so the CWS Team can support them appropriately in the space and company data is protected.
Earbuds/Headphones Please give your students direct instructions around whether earbuds or headphones are encouraged, unacceptable, or situationally acceptable. Having a straightforward conversation early in the student’s placement can avoid mixed signals later on. Good earbuds are often critical for remote work. Contact your CRM if a student needs earbuds.
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MANAGING STUDENTS
Section 3
STUDENT NOTETAKING Supervisors and the CWS Team agree that note-taking is an essential skill for student associates. The CWS Team emphasizes the importance of taking notes at work, but students need direct instruction and feedback from supervisors to make it a habit. Students should be expected to keep regular notes at work and can try different note-taking methods to learn what works for them (electronic, notebook, etc.). Students are issued a CWS notebook and are expected to bring theirs to work. Supervisors can help bring this transferable skill to the work environment by initially signaling when notes are expected and asking students to read their notes back before starting a new task. In the future, consider tasking any veteran student associates on your work team with writing how-to guides or structured notes for newer student associates to help explain new projects. Student notes may include task lists and important details about their assignments. These notes will serve as a resource to help students become more self-sufficient at work and when teaching others.
ILLNESS, INJURY, + EMERGENCIES AT WORK Students are strongly encouraged to stay home from work and make up their days when they are sick. However, a student will occasionally become ill at work or go to work sick. Students should notify their supervisor if they are feeling ill, and supervisors should call the CWS Team immediately at 206-688-2100 or cws@cristoreyseattle.org. The CWS Team will arrange for the student to be picked up as soon as possible. Please do not release a student or send them home with a parent/guardian without first speaking with the CWS Team. For minor injuries, follow the workplace procedures already in place. Please feel free to consult human resources staff or designated safety personnel to examine the injury and provide first aid, bearing in mind student allergies and that parental/guardian consent may be necessary in certain circumstances. In the case of a serious accident, illness, or other emergency, please: Call 911. Call CWS staff as soon as possible. CWS will contact a parent/guardian or emergency contact. Treat the student like any other employee in an emergency.
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MANAGING STUDENTS
Section 3
SUMMER + HOLIDAY BREAK WORK OPTIONS Partners may choose to hire students during school breaks. The students remain employees of Cristo Rey Jesuit Seattle Corporate Work Study, Inc., and the program continues to handle all payroll matters. Please contact the CWS Team about this hiring option for our students. Partners agree to pay the student a predetermined hourly wage in accordance with CWS guidance. Students continue to complete timecards and are paid through CWS, with the invoice billed to the Partner, as this is outside the standard CWS program fee. Student Associates keep the money they earn while working over a school break. The CWS Team provides minimal student performance support during summer or holiday breaks, so student hiring should be reserved for the work team’s highest performing students only. If the Partner chooses to hire a student during school breaks, the supervisor and the student will complete and sign a contract addendum. The supervisor and the student will be required to adhere to certain policies regarding breaks, overtime, and related matters as required by WA law and CRJS policy. Students are not sent to work during school holidays unless the supervisor works with the CWS Team to hire the student outside of the regular program fee. A list of school holidays is available on the CWS Partner Portal.
PARTNER HOLIDAYS + EARLY OFFICE CLOSINGS Partners may have office closure days that do not align with the CRJS closure calendar. If a scheduled student cannot work due to an office closure, please notify the CWS Team with as much advance notice as possible. Students should work on all assigned days whenever possible, as they do not have academic classes on their designated work days. If a primary supervisor plans to be out of the office, they should work with their CRM to identify a secondary supervisor in their office (or alternate department) for the student to report to so the student can continue working. In the event of an early office closure (ahead of a three-day weekend, for a staff event, etc.), supervisors should give as much notice as possible to their CRM. For in-person students, route planning is an intricate process, and unexpected early office closures, along with urgent requests to pick up students, can affect several other Partners.
SOCIAL NETWORKING Socializing with individual students outside the workday/workplace is generally prohibited. In rare situations, a Partner may want to invite their students to a work-related weekend or evening event. Please contact your CRM to discuss; do not go directly to the student with an invitation. Supervisors and mentors should not connect with students via social networking platforms. The CWS team encourages supervisors to leverage students’ social networking skills for good over distraction. Supervisors often involve student associates in worthwhile tech tasks and are impressed with how quickly students learn. Be direct with students around the company’s social networking/media policies and, if possible, explain the implications of violating them so students understand their significance. The CWS Team typically supports Partners who want to post on LinkedIn or other social media channels to share about their CWS partnership and/or celebrate their students. Please let your CRM know ahead of posting and refrain from using students’ last names. Occasionally, we have a student whose parent/guardian does NOT consent to the use of photos or videos, so it is always best to check with the CRM before posting.
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MANAGING STUDENTS
Section 3
STUDENT + PARENT/GUARDIAN AGREEMENTS Students and parents/guardians have signed two important CWS Agreements upon joining the CRJS community. Per US Department of Labor guidance, the CWS Team will electronically share copies of both the parent/guardian and student CWS agreements each fall. Those agreements include commitments to the following: Attend the entire Montserrat Summer Bridge Program, avoiding any unexcused absences. Acceptance to CRJS may be revoked if the expectations stated are not met. Arrive at school on time during Summer Bridge and on every workday during the school year. Follow dress code and professional appearance guidelines. Complete an accurate timecard each work/CWS day. Missing four or more days of work may result in removal from the work placement. Students must make up missed workdays on a day when school is closed and their work placement is open. On make-up days, students must organize their own transportation for in-person work. Failure to make up a missed workday will result in a failing grade for the semester or school year and a fee charged to the family. Use a cell phone for work-related two-factor authentication only during workdays. No personal calls or texts are permitted. Emergencies should be routed through the CWS Team at 206-688-2100. Use the company internet browser and any company devices for work-related purposes only. Submit to drug and/or alcohol testing if requested. Medical screening and/or updated immunizations may also be required for healthcare or other work placements. The parent/legal guardian will be consulted if medical screening beyond drug/alcohol testing is necessary. Undergo fingerprinting and/or background checks (if required) and supply all reasonable and necessary documentation in accordance with school and/or work program policies. Participate in workplace processes, policies, restrictions, rules, and regulations required by a CWS Partner, which could include but are not limited to confidentiality agreements, media releases, and acknowledgment that work completed related to a work placement remains the intellectual property of the CWS Partner. Understand that the program fee paid by CWS Partners for the CWS work placement goes toward organizational operating costs, not directly to the student or family. Abide by Cristo Rey Jesuit’s Student Handbook and Code of Conduct, as well as any rules and regulations of the Partner company or organization to which the student is assigned. Grant permission to CRJS to use, and waive the right to receive payment for, the student’s picture, including photographic, motion picture, and electronic (video) images, and the student’s voice, including sound and video recordings, for all purposes in all media. This permission extends to all languages, formats, and markets known or hereafter devised. This permission shall continue forever unless revoked in writing.
WORK PLACEMENT + MATCHING The CWS Team determines all student work placement assignments, and Partners receive a list of students assigned to work at their organization before each work placement’s start date. The more information the CWS Team has early in the summer matching process about student job descriptions, team culture, and supervisor preferences, the better it can create great matches. Sometimes, the CWS Team will need to make changes to student work placements. Changes will be made in consultation with the Partner. If a student needs to be removed from the work team for any reason, the CWS Team will make every effort to backfill the vacancy.
HIRING ALUMNI As we look to the future, please know alums may stay with the CWS program for Partner hiring needs during the summer after they graduate. Once the alum has graduated, they can also be hired outright through a Partner’s own recruiting process as an intern, contractor, or employee. Please keep the CWS Team posted on internship and earlycareer opportunities that may be available to alums so that the position can be shared with the alum community. The CWS Team appreciates knowing if you hire an alum! Please ensure that college students can fulfill their academic commitments and pursue their degrees while balancing their employment or internship commitments. 14 | CRJS Corporate Work Study Supervisor Handbook
STUDENT + PARTNER SAFETY
Section 4
PERMITS + CHILD LABOR LAWS U.S. Department of Labor (DOL) The Cristo Rey Network holds approval with the U.S. Department of Labor for students to participate in the CWS program. All CWS work placements must be safe for students and meet the requirements to employ youth as set out in Washington State and federal Department of Labor guidelines. In addition, the Department of Labor requires all Cristo Rey 9th- and 10th-grade students to receive five hours of safety training each year. The CWS Team conducts this safety training with each student. However, we strongly recommend that Partners conduct safety training specific to their work placement when students receive orientations at the beginning of the year.
Workers’ Compensation + Liability Insurance All students are employees of Cristo Rey Jesuit Seattle Work Study, Inc. and are covered under the program’s workers’ compensation and liability insurance. For specific limits or copies of the liability coverage, contact the CWS Team.
Workers’ Compensation Claims If a student is injured at work, the student is covered under CRJS’ workers’ compensation insurance. Supervisors should call the CWS Team immediately if an injury occurs.
Work Permits Each Cristo Rey student associate in an external work placement is 14 years of age or older and holds a valid Washington State work permit, which is kept on file in the CWS office. Supervisors can contact the CWS Team if they require a copy.
I-9s + Worker Eligibility Like all employers in Washington State, Cristo Rey Jesuit Seattle Work Study, Inc. is required by law to establish eligibility for each of its student associates. I-9s are completed with the CWS Team before a student’s start date.
ONBOARDING PAPERWORK Some Partners require onboarding steps before the first day of work. This may include health screenings, drug testing, submission of immunization records, NDAs/confidentiality agreements, background checks, and employment, contractor, and volunteer applications (See the CWS Work Team Onboarding Checklist for more information). If the company requires students or CRJS to complete any steps before the first day, please provide as much notice as possible, and the CWS Team can assist with obtaining the proper permissions and completing the requirements.
MEDICATION AT WORK Any medications a student carries to work, including over-the-counter medications, should be declared at CRJS and approved by the principal’s office. Some students need to take medication to work, and the CWS Team will make every effort to inform supervisors if a student is taking necessary medication. Supervisors should not administer medication at work. If a student is requesting over-the-counter medication, please call the CWS on-call line. A student requiring rescue medication, such as an asthma inhaler or EpiPen, should be allowed immediate access to use it. Please contact the CWS Team with any questions and do not hesitate to call 911 if the student is in distress. With parental consent, supervisors will be notified if their student has an emergency medical condition disclosed by their parent/guardian, or if the student requires access to specific medication throughout the day.
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STUDENT + PARTNER SAFETY
Section 4
DISCRIMINATION, SEXUAL HARASSMENT, + RISK MANAGEMENT The CWS Team requests and expects all Partners to treat student associates with respect, and for students to do the same. For the safety of its student associates, and in conjunction with the Partner’s own policies, the program is very sensitive to matters involving sexual harassment, discrimination, or other inequitable treatment of student associates based on gender, race, culture, sexual orientation, or religious beliefs. It reserves the right to remove student associates if necessary. If a student associate reports any incident, the CWS Team will contact the supervisor and/or a human resources representative to evaluate and discuss the situation. Whenever possible, the CWS Team will cooperate with the Partner’s human resources department to resolve the situation in accordance with the organization’s guidelines. To help make students as comfortable as possible in the professional work environment, maintain adequate personal space between any adult and the student at all times, and adults should avoid being alone with a student behind a closed door. For remote work, the CWS Program encourages Partners to record and file any 1:1 video conference interactions supervisors/mentors have with students. Any concerns related to disclosure of potential child abuse or neglect must be reported immediately to the VP of CWS. This position is the designated reporter for CWS students. If Partner employees are designated mandated reporters, this guidance does not supersede their duty to report. We ask that you share the reporting with us as well. The CWS Team encourages supervisors to foster professional mentoring relationships with the students at the workplace. However, supervisors and colleagues should avoid undue familiarity with students, partiality, or any conduct that could be interpreted as impropriety.
SNOW OR INCLEMENT WEATHER CRJS closings or delayed openings will be shared with Partners via email, phone call, and the school website. To simplify snow/inclement weather decisions, as a rule, if the Archdiocese of Seattle schools are closed or delayed, CRJS will generally follow suit. If the school is closed or there is a two-hour delay, students will not report to work and the day will not be made up since this counts as a school closing. Due to daily student associate transportation planning, please report job Partner morning office closings to the CWS Team by 7:30 am, if possible. Please also report early closings during the workday as soon as possible to enable adjustments to the student transportation schedule.
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CWS PROGRAM DETAILS
Section 5
CWS CURRICULUM GOALS + LEARNING OUTCOMES Every work placement is different. One year a student might be working to manage a classroom of kindergarteners, and the next year they are mastering pivot tables and Salesforce reporting. Because each placement is unique, defining learning goals is not straightforward. Due to the students’ rigorous college-prep academic course schedule, they have a variety of independent assignments throughout the year (several of which require supervisor/mentor input). CWS curriculum and benchmarks combine goals and content outlined by the Cristo Rey Network (focused on the topics below), trends in supervisor feedback, performance evaluations, and student interests. The topics below come up regularly in curriculum and performance evaluations.
Technical Skills Microsoft Office, written communication, data entry and analysis, office equipment, file management.
Business Practices Building positive workplace relationships, confidentiality, company property, time management, professional attire, workplace safety and labor laws, communication strategies, complex reasoning, problem-solving, judgment, learning retention, feedback, developing a professional network.
Lifelong Learning Behaviors Initiative, self-awareness, motivation, accountability, organization, goal-setting, adaptability, efficiency, engagement, follow-through, growth mindset, attention to detail, collaboration. Some supervisors have connected student associates to online learning and professional development opportunities at their work placement. Other supervisors spend time with a student focused on a specific topic or professionalismrelated assignment, such as resume development or a capstone presentation.
Consider thinking about your student’s day or year with these three categories in mind: Learning/Training Learning courses, skill-building, online trainings, 1:1 trainings, professional development, working toward a certification (LinkedIn Learning courses, etc.).
Experiencing Attending meetings, workshops, or conferences; informational interviews; team-building sessions; DEI events; shadowing on calls, etc.
Doing the Work Performing as an individual contributor and adding value to the team. It doesn’t have to be fabulous, because it feels very different from school, and that’s what students love.
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CWS PROGRAM DETAILS
Section 5
STUDENT GRADES IN CWS Students receive a letter grade in CWS that counts toward their overall GPA and graduation requirements. The CWS Team has found that attaching grades to CWS performance has a positive impact on student performance. Typically, students accrue points in three weighted categories over the course of each semester: 50% = Work Performance | Average timecard ratings and performance evaluation overall ratings. 25% = Engagement & Cooperation | Each workday, students earn a certain number of points for being punctual, in uniform, cooperative, completing timecards, and checking in with CWS staff at the end of their day. 25% = CWS Assignments | A variety of assignments given during CWS class, independent assignments, completed surveys, completed forms, etc. The work performance portion of the grade is another bridge CWS builds between work life and school life. Timecards and performance evaluations both incorporate the five-point rating scale discussed in a previous section of this handbook. Students are strongly encouraged to engage in professional dialogue with their supervisors about the ratings they are earning on timecards and performance evaluations. This can be a daunting prospect for a student. Still, a request for feedback or a discussion around what the student associate needs to demonstrate to earn a higher rating is extremely valuable. Supervisors are encouraged to do what they can to create an environment that fosters these impactful conversations.
GRAD AT GRAD FOCUS The CRJS community embraces student and staff development areas based on The Jesuit Schools Network’s Profile of the Graduate at Graduation. Grad at Grad describes the holistic goals of a student graduating from a Jesuit high school. The Grad at Grad areas of focus are:
Committed to Doing Justice
Open to Growth
Spiritually Alive
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Loving
Intellectually Engaged
Career Ready
CWS BEST PRACTICES
CWS Program Details - Section 5
As a CWS Partner, you play a valuable role in helping mold CRJS students into outstanding young professionals and community citizens. For many CRJS students, this is their first exposure to a professional work environment, and each year we are impressed by the relationships our students develop with their supervisors and colleagues. The following are best practices as shared by veteran supervisors and mentors. We encourage you to try new things and keep in mind that what works for one student may not work best for every student. Supervisors with successful strategies are asked to share their ideas with the CWS Program so that we can, in turn, share them across the supervisor network. Your success benefits many other supervisors and students. We welcome your feedback. Welcome your students in a meaningful way. Announce the students’ arrival in a company newsletter or email. Give the students a tour of the office, celebrate them in a team meeting, and introduce them to their colleagues. We tell our students that people may notice them because they are likely the youngest people in your office or on the call and are in uniform. It’s less awkward for everyone if you give your colleagues a heads-up. Use the Onboarding Checklist for CWS Supervisors for additional tips to get your students started in the best possible way. Familiarize your office with the Cristo Rey CWS Program. Building buy-in across your company or department is an important step to keeping your students involved and busy as more colleagues get to know and trust them. Consider using team or all-staff meeting time to share the students’ role in your organization, an overview of CRJS, and your company’s vision for the partnership. Your CRM would be more than happy to join you in this presentation. Structure. Give the students clear expectations and detailed job responsibilities. Assign students legitimate work and provide feedback on their performance. If you don’t express it, you can’t expect it. Please be ready to give students direct instructions on what you need. Prompt students to take notes, repeat instructions back to you, and ask questions. Our newest students have been instructed to: ask, act, circle back. It is much easier to impose more structure at the start of the school/work year than to decide to increase structure later on. Once students are less nervous about doing well with their daily tasks, most appreciate variety in their responsibilities and want to work on challenging projects. Students have varying levels of comfort expressing what they are interested in working on. They know they are at your company to do the job you want done, and it can be intimidating for some students to be asked what they want to focus on. Your Client Relationship Manager is happy to work with you and your student to explore new territory if the student is struggling to express professional interests they are curious about. Help students feel like part of the company. Include the students as much as possible in your company culture and celebrations. Try to create opportunities for the student to see how their work impacts the company. Many student associates may be hesitant to eat with colleagues or join in the “mandatory” fun at first. Continue to provide encouragement, assign a “lunch buddy” for them, or talk with them in a supportive way about the benefits of professional socialization. If, after your encouragement, a student associate continues to isolate themselves, please reach out to the CWS Team for support. Identify someone for the student to report to directly and a clear chain of command. Who is or are thestudent’s supervisor(s)? What is the supervisor’s preferred method of communication with the student (daily check-ins, email, internal messaging, etc.)? Who will the student go to with questions if their primary supervisor is unavailable? Some companies also assign a mentor to students: someone unrelated to their regular job tasks but who can help them navigate the professional environment or discuss career and education pathways. Ensure the student knows whom to report to if their direct supervisor is unavailable. Students should build relationships with multiple adults in the office to ensure they stay engaged in projects and receive additional support. As a supervisor, please help new student associates build those relationships.
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CWS BEST PRACTICES
CWS Program Details - Section 5
Hold high standards for the students. Help the students set strong work habits. Be clear and specific in your instructions, and provide timely feedback. Offer the students support, guidance, and advice as they learn and grow. They need to be told exactly how to act or what to do by someone who is invested in their success. Students typically perform well when they are given a schedule and asked to follow it every day at work. Think about how you want to create a running record of the student’s tasks. Some supervisors like a template on slides or a Google Doc with the same structure that runs the duration of the year. For other teams, a daily to-do list or morning email is a good structure.
Get to know your student. Ask your students questions about their lives, and share some of your own background. Students appreciate knowing their supervisors are real people. If possible, attend CRJS events (sporting events, performances, community potlucks/masses, fundraisers, etc.) to get to know your student outside of the workplace. Many students are shy and reserved when they begin working. Students typically begin to open up when they feel unconditional positive regard, find common interests, are praised, and understand they won’t be judged for what they do or don’t share. Culturally, some students may be used to avoiding eye contact and asking questions as a sign of respect to authority figures. Senior end-of-year surveys tell us year after year that the supervisors students connected with the most were people who made time to talk about non-work topics during check-ins and environments where students felt cared about as a human, not just an associate.
Treat the student and their work like you would any other employee. Provide the students with a job description and a list or schedule of daily tasks. Provide a designated workstation or area where students can keep their belongings and any supplies needed to complete their tasks. It doesn’t need to be fancy, but everyone feels better when they know where they belong. Point out important areas of the office (or remote work life) as you orient them during their first few days of work. Remind them to call adults by their first name if that is your office culture: this is strange to our younger students, so a great thing to point out and laugh about when discussing the differences between work and school. Students typically succeed when they have a sense of ownership in the workplace. Students often are most serious when they know they will be held accountable for their work. You can ask students to take note of what they accomplish throughout their day, then make them show you what they accomplish. This also helps students retain the information they hear from week to week. Give students specific deadlines and instructions on how they should keep you aware of their progress, such as: Email me by 3:00 pm today to let me know what you’ve finished and what your next steps are.
Provide meaningful feedback on a timely basis. Timecards and performance evaluations are an excellent way to keep conversations about performance going among students, the CWS Team, and supervisors. Speak to students frankly about their performance and push them to reflect on it. What went well? What could have gone better? Once you have built a trusting relationship, ask for feedback as well, and allow students to feel that they are a part of the process. Students complete surveys twice a year in which they reflect on their work experience, their supervisor, and their performance. Surveys can be shared with Partners by request. Please read the students’ comments and use their suggestions as potential ways to improve the work experience.
Communicate with the CWS Team about any concerns or major progress. We want to support and reinforce your efforts or make changes if necessary before a challenge becomes unmanageable. We also want to be able to praise students for a job well done!
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CWS FAQ
CWS Program Details - Section 5
What is the typical structure for a student work team? Each cohort is assigned a workday. On Fridays, the cohorts rotate to share the fifth day of the week. Every four weeks, each student will typically have one week when they work two days: the regular workday and their assigned Friday. Academic structures are scheduled so students never miss class while they are at work. There is variation in how Partners structure work teams. Some Partners organize a true job share among students; others choose a divide-and-conquer approach, placing students in a variety of separate departments with individual supervisors; and others prefer to have one supervisor serve as a project gatekeeper, managing student workflow. Still, projects and tasks come from any number of colleagues across the office. CWS continues to offer in-person, hybrid, and remote work options for Partners and their students.
How old must a student be to participate in the CWS? All students must be 14 years of age and have a valid WA work permit (issued by the school) before they begin an external work placement.
Are there any child labor law issues? All CRJS student associates are 14 years of age or older and hold a valid work permit with the State of WA. Cristo Rey has an exception from the U.S. DOL to employ students through each school’s CWS program. This exception is renewed biannually through the Cristo Rey Network. Students may be employed only in positions that comply with state and federal child labor laws. Partners are a huge part of the Network’s DOL renewal through participation in site visits, performance evaluations, timecard completion, and the maintenance of safe workspaces for students.
What type of jobs do students perform at the work placements? Typically, all students perform similar entry-level administrative duties: organizational tasks, records management, basic project management, emailing and calendaring, meeting and event preparation, assembling materials or collateral, data entry and analysis, updating websites, learning new platforms, IT support, and using Microsoft Office and Google Apps. Often, students prove capable of additional duties and take them on after some time. Students often take on a variety of tasks specific to their department or industry. The CWS Team can connect new Partners with other supervisors in similar industries to discuss their work team’s regular responsibilities. To see specific job descriptions or brainstorm about additional duties at your office, please contact your CRM.
Do students get paid directly? No, the money paid by the Partner goes directly to CWS, not the students. By enrolling at CRJS, families and students opt to contribute their CWS work placement earnings back to their education. This enables CRJS and CWS to charge minimal tuition to families and continue serving those with limited economic means in a private school setting. Supervisors have the opportunity to hire students over school breaks. Wages earned during school breaks go directly to the students.
Does the work schedule interfere with academic studies? Schedules are structured so students work without missing class. On school days, students attend classes in an extended day format. With this model, students can fulfill all the requirements of a college preparatory education. Since students complete four days of classes and one day of work each week, CWS commitments must be isolated to their assigned workday. Students should not be pulled out of academic classes for additional Partner requests, nor should they be expected to work after school for their Partner on academic days.
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CWS FAQ
CWS Program Details - Section 5
Do students choose where they work? After considering students’ skill levels, their interests, and the skill sets needed by our Partners, CWS staff determine where students are placed. Data from student interest surveys, supervisor performance evaluations, CWS Expo Night preferences, supervisor preferences, and job descriptions are considered during the summer matching period. It may come as no surprise to you that most of your careers and companies are a mystery to students; that’s part of the amazing learning in the CWS Program! Teens have been exposed to the careers of their family members, healthcare providers, teachers, and coaches, not much else. While they may be matched with your company because of their personality and skills, be prepared to share your elevator pitch and, eventually, your story about what brought you to your industry and career. As your student learns about you and begins to build relationships with colleagues, they will inevitably become more curious about your line of work and company.
Do all students go to work? All work-eligible CRJS students must participate in CWS. Depending on the student’s skills and individual circumstances, students may work with a Nonprofit Partner or with a Corporate Partner.
If I have a problem with a student, do I deal with the student directly? We suggest that most issues are dealt with directly by you, the supervisor, so that feedback and corrective action occur in real time. That said, please notify the CWS Team if the student is having an issue. If assistance is needed, the CWS Team is available to support and mediate. Remember to flag the CWS Team on daily timecards or reach out to them directly. If a problem persists, the CWS Team will implement intervention strategies. If a solution cannot be met, the student will be removed from the work placement, and another student will be assigned if possible.
What are the expectations of students in the CWS Program? Students are expected to meet or exceed the level of professionalism and dedication set by their supervisors and the CWS Team. CWS expects students to develop as young professionals and to show progress in their communication, technical, and motivational skills; commitment, initiative, and confidence; critical thinking, growth mindset, and intellectual curiosity; and relationship-building and attention to detail.
What are some suggestions for student associate downtime? We know your student associate may not be working on a project at all times. However, student associates are best when they are busy; this prevents a default to their phones and other professional presence issues. It’s important to have a backup plan. Completing homework is not a backup plan. If downtime is happening more regularly than you, as the supervisor, would like, please do not hesitate to reach out to your CRM to schedule time to review your student’s responsibilities and perhaps develop a more robust job description. We are here to help! The student sample tasks document on the partner portal includes assignment ideas. These assignments work best when you direct the student associate to work on this for a set amount of time and provide you with a simple evaluation/reflection at the end of that time. They can share what went well and what would work better in the future.
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