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Lamar Jobs Stu udent Employm ment Center Galloway y Building, Suite e 102 P.O O. Box 10012 Beaum mont, Texas 7771 10 Main Line: 409.880.888 84 81 Fax Line: 409.880.888 Studentemploymentcenter@lamar.edu http://dept.lamar.edu/careerandttestingcenter
TABLE OF CONTENTS
Determining Employment Needs
What is Work Study?
Seeking an On Campus Job
Student Orientation, Workshops and Job Fairs
Determining Rate of Pay
Policy and Procedures
Student Employee Expectations
Student Employee Etiquette
Evaluations, Terminations and Resolution Process
Sample Letters and Forms
Welcome The Lamar University Student Employment Center's Mission is to provide exceptional employment services to LU students, University employers and the community. We excel at providing career related and employment services that enable students to develop skills, refine career goals, finance education, and integrate work experience with classroom learning. Concurrently, we strive to offer the university community and local employers an educated, qualified and motivated work force. The center fosters leadership development, substantive employment opportunities, transferable life skills, and personal and professional development for student employees. Our Goals x x x x x x x
To exceed our studentsâ€™ and employersâ€™ expectations for our services To provide a qualified, dependable, motivated work force for on and off-campus employers To broaden studentsâ€™ classroom education with work skills that will complement their course of study To educate and assist employers in their role as student supervisors To train students for their future as productive citizens, providing a foundation for effective, ethical service to others To provide administrative support to employers To help students refine their unique talents and explore their career options
The Student Employment Center provides job opportunities to all students regardless of sex, age, disability, sexual orientation, ethnicity, nationality, race or creed.
Student Employment Center Responsibilities x Assist students in searching for jobs and submitting applications for the purpose of employment x Help students obtain career-related and practical work experience x Ensure University-wise compliance with Student Employment policies and procedures, as well as to recommend and implement necessary revisions and meet I-9 requirements as specified by the Department of Homeland Security through E-Verify process x Help student employees understand their responsibilities and commitment to their jobs and employers x Provide Orientation and training workshops for new and current employees and supervisors
Determining Your Employment Needs What is a Student Employee? A student employee is any Lamar University student working an average of 20 hours per week. Departments pay 100% of the studentâ€™s wages. Employees are processed through the Lamar University payroll system. What is a Work Study Employee? A Lamar University student, who is awarded Work Study funding, through Financial Aid. Work Study funds pay 75% of the student wages. The employer pays 25% of the student wages benefits as applicable. Students must have work study award prior to employment under work study. Student Assistant x All students enrolled in at least six (6) hours courses during a long semester at Lamar are eligible to apply for Student Assistant positions. For summer employment intent to attend the next fall semester is all that is required. x Student Assistants may work up to 20 hours per week if enrolled in a summer sessions. If not enrolled, a Student Assistant may work up to 39 hours per week x Student Assistants are paid by the hour or contract on a monthly basis International Students All international students seeking employment on campus must abide by the following guidelines: x Must be enrolled full time for undergraduate and graduate academics guidelines x Have the appropriate visa to be allowed to work. For more information about visa requirements, international students should visit the International Office located in the Wimberly building. x Work no more than 20 hours over week during the fall and spring semesters.
Present Student Employment with the following to complete the Federal I-9 form x F-1 Visa/I-94 x Social Security card x Photo ID x I-20
What is Work Study? This program provides jobs for undergraduate and graduate (excluding international) students with financial need, allowing them to earn money to help pay educational expenses and reduce loan debt while subsidizing a portion of their wages. Work study DOES NOT imply that students can study at the workplace. Who is eligible for the Work Study Program? Student that complete the Free Application for Federal Student Aid (FASFA) and demonstrate “need” for financial aid are eligible. Financial need is defined as the difference between the cost of attendance (COA), other aid (AID) and the expected family contribution (EFC). If the EFC and the AID added together is not enough to cover the COA, the student is considered to have financial need. Student can obtain the work study form and further information from the Lamar University Financial Aid. Each student that is awarded will have to turn in the award letter to the employer. x x x
The student is in good academic standing and is maintaining satisfactory academic progress The student is enrolled on at least a half-time basis of at least six hours during the Fall/Spring semesters, or at least three semester hours during each of the summer sessions, for a total of six semester hours The student is a citizen of the Unites States, a U.S. national, or permanent resident
How does Work Study benefit the Employer? This program allows the employer to hire more people with the same amount of money. The department is required to pay a 25 % of the hourly rate offered to the student. What is the employment process of a Work Study? A new work study student must not begin work before the following has been processed: x The student must fill out complete work study paperwork with financial and receive the ward letter x A complete application must be sent to Human Resource office x Supervisors must keep track of the funds and work hours PLEASE NOTE: A student’s award may change at any time. Changes to their financial aid package may require adjustments to the amount of work study funding they were originally awarded. It is the student’s responsibility to notify their employment of changes made. Students are sent notifications any time changes are made to their financial aid package. Students are not allowed to submit hours for time worked during scheduled classes, even if the class receives a walk. Students may not estimate hours per federal regulations. Hours may only be submitted AFTER the work is performed
What happens if the students allocation if it is not used? Work-study Program is awarded for specific academic period either Fall/Spring. Fall/Spring award is an academic year award. This means that is the student has money left over for the Fall award the Office of Student Financial Aid will increase the Spring at their discretion. This balance MUST be utilized by the end of the Spring semester. However, a remaining award that is not earned at the time will not be carried forth into summer or the next academic year.
Can a student have a Non College Work Study job in addition to a Work Study job? No. A student must choose either Work Study employment or Non College Work Study employment. Any employment that is not Work- Study is considered Non College Work Study. I d a student rejects Work study for Non College Work Study, the earnings from such employment may affect future financial aid. NOTE: All Work Study students MUST apply each fall and submit a work study form before Spring and Summer terms. All dates regarding submission are located with the Financial Aid. The Work Study Program terminates a student who has earned enough to meet his or her financial need for the academic year. A student may also be terminated if no longer enrolled; if satisfactory academic progress is not maintained in the course of study; or if the minimum course load is not maintained.
Seeking an On-Campus Job For academic success, when working part-time on-campus you are limited to working up to 20
hours per week. Work study employees will depend on the award amount. International students are allowed to work up to 20 hours per week. Steps to finding your on-campus job: x Login to Cardinal Connect x Follow the instructions to login x Search for jobs in the Cardinal Connect database. Review any jobs that interest you and follow the application instructions listed in the job posting x Save your search and create a search agent. Cardinal Connect will notify you when a new job matching your criteria is posted x Follow up on any applications that you submit to departments to check the status of your application x Schedule an appointment with the Student Employment Center for resume critiques, interview tips and additional information to help you in the job search Send Resume and Apply for each job x Follow the instructions given to apply for each job that interests you. When completing an application be sure to print legibly or use the online version. Consider every question as being important and answer each fully. Show enthusiasm for the job by meeting the deadline. You can always follow up by calling or emailing the department. x Ask when decisions will be made, or â€œCan I follow up?â€? x Thank the interviewer for the interview The SEC website has various guides to help you when creating a resume. Please read carefully all the information provided. Schedule an appointment with the Student Employment Center for resume help
Hiring Process Student employees are paid by the hour. The hourly rate is based on the demands of the position, skills, and experience. Holidays, emergency days, and sick days are not counted as hours worked. Student employees are not paid for lunch or break periods except during periods of non-enrollment. During periods of non-enrollment, students can receive an unpaid lunch break plus two paid 15 minute breaks. Overtime is not authorized for student employees. Please remember the following guidelines for a studentâ€™s eligibility to work: x Students must be enrolled at least half time (6 hours for undergraduates and 5 hours for graduate students) during the fall and spring semesters to be eligible to work. x Federal and International Work-Study funding will be cancelled if the student drops below half time status or withdraws from Lamar University. The department is responsible for any unpaid wages. x Students may work up to 20 hours per week while classes are in session. Undergraduate students wishing to work additional hours may write to Student Employment Center to request permission to do so on a limited basis. The SEC may approve for undergraduates to work up to 29.5 hours per week, for a specific duration of time, as long as the student is making satisfactory academic progress (based on GPA on record). x Given the nature of their course loads, graduate students may work up to 29.5 hours per week without seeking permission. Regular hours in excess of 29.5 are prohibited, as this would infringe on the universityâ€™s policy regarding work hours and required employment benefits. x During final exam weeks, academic breaks, holidays, and spring break, students may work up to 39 hours per week provided that their (FWS) award covers this amount. x Students may work up to 39 hours per week during summer, assuming they are not enrolled in summer classes, they have available funds to earn, and are registered for classes for the following fall semester. x International students may NOT work more than 20 hours per week, except during periods of non-enrollment. This rule ensures compliance with visa regulations. x Students may not work during any time they are scheduled to be in class. For example, if a student is scheduled to work until 3 p.m. and he or she has a class at 3 p.m., do NOT schedule that student to work until 3 p.m. The student would need to be scheduled to work until 2:45 p.m. to allow time to arrive to class.
Interviewing Tips Interviewing is a time to gather information about the candidate and your future employer. For the student interviewing is an invaluable lesson. A studentâ€™s professional development begins with the application and interview process. Here are a few tips to help you begin your interview process. Interviewing for any job can be nerve-wracking experience. The better prepared you are, the better your chances will be of converting an interview into a job.
You may schedule a meeting with the Student Employment Center to address any questions on interview etiquette and additional information. Please see information regarding interview tips on the Student Employment Center website. It benefits both the supervisor and potential student employees to discuss the following during the interview x Description of job duties x Experience and skills needed to perform the job x Personal conduct and dress expected x Hours of operation and studentâ€™s schedule of weekly hours x Hourly pay rate, performance appraisals, and merit based pay increases x Training and mentoring provided x Expected date for hiring decision and start date How to prepare for the interview x Know who you are interviewing with, time and date and location x Dress appropriately x Be on time x x x x x x x x x
Know where the interview will be held Dress appropriately and be on time Greet the interviewer with a smile and a firm handshake Go to the interview alone Avoid chewing gum or using tobacco products Maintain direct eye contact and speak slowly Be enthusiastic and positive Know strengths, weaknesses and skills ( it may be helpful to make a list before the interview) Ask specific questions about the job Promote yourself. Convince the interviewer that you can do the job. Itâ€™s okay to tell the interviewer that you want the job
Questions frequently asked during interviews by employers, Be Prepared! x Why do you want to work for us? x Tell me about yourself. x How does your experience, both educational and work, prepare you for a position like this one? x What is important to you in a job? x What motivates you to perform well? x If hired, what do you expect to get/learn from this job? x Describe your communication/organizational skills. x How would you deal with a co-worker with whom you disagree? x Give me an example of a time when you used good judgment to solve a problem. x Tell me about a time you worked on a team project. What was the project and what role did you play as a team member?
Orientation and Workshops Student Employees PLEASE NOTE: It is highly recommend that all students attend an orientation on or before employment and continue to attend monthly workshops. All orientations and workshops provide one hour of certification for professional development. Departments can request a private orientation and workshop for employed students. Sign-up online through the Student Employment Center’s website Orientation x x
2nd Tuesday and Wednesday of every month beginning June 2010 o Tuesday: 2:30am-3:30pm o Location: TBD, view the website for location Topic Summary o Office Expectations Motivation Perspective Supervisors- who are they and what do they do? Punctuality Confidentiality Communication
Workplace Etiquette This workshop covers topics such as work ethic, taking responsibility, and basic customer service. Workplace etiquette can have a great impact on the atmosphere of a workplace. A workplace where employees have poor etiquette can create a negative environment where employees are always in conflict with each other and productivity is low. A workplace where employees practice good etiquette can be a place where employees thrive professionally. Telephone Courtesy This workshop covers basic telephone interaction, dealing with irate callers, transferring calls, holding calls, and taking effective messages. Controlling Anger and Angry People in the Workplace This workshop advises student employees on how to deal with your own anger and with dealing with angry people in the workplace. How to spend your dollar! This workshop is designed to assist students in developing and maintaining a sensible budget. It will help students identify financial resources and learn about credit, both good and bad. Presented by Daniella Murphy, McNairs Scholars
Finding a Balance This workshop combines Time Management and Combating Procrastination. This workshop assists student employees in understanding the nature and value of time management (and redefining it) as well as explaining the problems with procrastination and reasons why people procrastinate. It also offers student employees a chance to become aware of whether or not they are procrastinators and discusses the benefits of overcoming procrastination. Quality Customer Service This workshop has been designed to assist students in providing the knowledge and skills needed to have excellent customer service in the workplace. Customer service is meeting the needs and expectations of the customer as defined by the customer. Professional behavior at the workplace and in the classroom This workshop displays how to bridge your behavior, attitude and discipline at work to adhere in the classroom. Understanding skills and knowledge in the workplace can relate to everyday activities. You will leave knowing how to expand your experience at work to your personal life.
Job Fairs The Student Employment Center hosts a FREE Student Employment On-Campus Job Fair at the beginning of the Fall and Spring semesters in the Student Setzer Center. All departments are encouraged to attend and market their department. Dates and times are subject to change every year. Please check the website for information. Email notifications are sent out to reserve a table. If departments are not hiring at that time, a job fair is still a great opportunity to meet potential employers for future hiring dates Departments can hire for any positions at this time: Internships, Co-ops, Student Assistants, Work Study and Graduate Assistants. This is a great opportunity to speak with employers. Please note: x Dress appropriately: you are meeting employers, make an impression! x Bring plenty of resumes for potential position x Extend a handshake x Be courteous and ask questions x Schedule a time to meet with a career consultant for resume critiques
Determining Rate of Pay Raises are not guaranteed. All raises are subjected per department on any decision. Minimum pay Student must be paid at least minimum wage per the Fair Labor Standards Act. Effective July 2009, minimum wage is $7.25 per hour. Students who possess minimum skills necessary to perform a particular job should be hired at the minimum rate within that classification. Work study Pay Effective July 2009, minimum wage is $8.00 per hour. All Work Study employees are awarded through Financial Aid
Titles Hourly wages are determined by functional tasks assigned to the position. Student Worker I Few special skills and little or no previous training or work experience is required for many Grade Level I jobs. A minimum amount of training is necessary to prepare the employee, however, some Grade Level I positions may require some previous training, experience, or knowledge, as well as some mechanical ability, manual dexterity, or mental activity. The work performed is generally supervised; however, these employees may act as supervisors of other students. The work may involve physical exertion or unpleasant conditions. Student Worker II Previous training or experience, independent judgment and considerable mental activity are generally required for Grade Level II jobs. Some college education or comparable experience is often necessary. The work may include responsibility for the safety of persons or property. Employees may act as supervisors of students in lower grade levels. Student Worker III Jobs in Grade Level III require a high degree of mental activity and independent judgment. The work performed involves decision-making and often requires the supervision of other student employees. The work may involve an important function of a departmental operation.
Graduate Students All graduate student positions are currently processed through the Human Resource Department. Please contact them or visit their website for further information. Graduate Assistants Research Assistants Teaching Assistants
Policies and Job Procedures Benefits of being a student-worker x Each student worker is valued and depended upon. Integrity, honesty and mutual respect are expected from student workers. x Student employment gives you a chance to earn money to help pay for your expenses. x Your employer knows you are a college student first. Supervisors try to be as flexible as possible in scheduling hours around your class schedule. x Your part-time job can provide many valuable experiences. Future employers are impressed with students who have job experience x Student employment can help build your resume. Your job experience adds skills, helps in your career decisions and distinguishes your background from other job seekers. Your supervisor may be used as a future reference. x Part-time employment enhances your education. You will see things from another point of view, which will help to develop your analytical and critical thinking skills. You will also improve your project management skills. Required Paperwork after Hire Complete all necessary hiring paperwork including W-4, 1-9 and “Proof of Selective Service Registration” (if you are a male student between the ages of 18-25). The I-9 will require two proofs of identification. Enter your hours worked and/or submit your time sheet by the due date in order to be paid on time. Immigration Reform and Control Act of 1986 (I-9) The form must be completed by the hiring department within three days of hire and sent to Human Resources with all other necessary paper work. A completed 1-9 “Authorization to Work Form” is required before any individual may begin work. Federal regulations prohibit payments for hours worked prior to submitting the proper I-9 documents to Human Resources. x x x x x x
A list of acceptable documents can be located on the back of the I-9. Some of the most common forms of documentation are: A U.S. passport or unexpired foreign passport Unexpired Employment Authorization Card A driver’s license or student ID card AND U.S. Social Security Card An original birth certificate or certified copy There are several other acceptable documents that you may provide. Please check the Department of Homeland Security “Employment Eligibility Verification Form” (I-9) for a complete updated list.
Income Tax All work study and non-work study earnings are subject to federal income tax. Students must complete a W-2 Form “wage and Tax Statement Form” will be provided to the student from the university by January 31 of the following calendar year. W-2 forms are now available electronically via the same system used to enter time worked. If you claim exempt status (no taxes withheld) you must complete a new W-4 Form by February 15th of each year. Otherwise, taxes will be withheld from your paycheck. For information as to how to complete your W-4, contact your parents and/or IRS resources. International Students In addition to the I-9 and the W-4 Forms, international students also need to provide a valid F-1 or J-1 Visa, Form I-20, Form I-94 and a Social Security Card. For definitions of international students’ visa status visit the International Office’s Visa Classification Page. Banking Hours Banking hours is when a department allows a student to work until their Federal Work-Study money is awarded. Banking hours is illegal Nepotism A University officer or employee may not hire, appoint or confirm the appointment of a candidate for a University position of employment if the candidate is related to the University officer or employee within the second degree of affinity or within the third degree of consanguinity. However, an exception to this rule will be made in cases where the candidate for the position has been continuously employed in the position for a period of two years prior to the hiring or appointment of the relate University officer of employee who has the power or hire, appoint, or confirm the appointment of a candidate for the position of employment. See the Policy Manual for more information. Non-Discrimination Policy Lamar does not discriminate in any manner contrary to law or justice on the basis of race, color, age, religion, veteran’s status, sex, national origin or disability in its educational programs or activities, including employment. However, Lamar reserves the right and duty to seek and retain personnel who will make a positive contribution to its goals and mission. Alcohol and Drugs Possession or use of alcoholic beverages or prohibited drugs by University employees on any part of University property is strictly forbidden. Employees reporting to work under the influence of intoxicants or prohibited drugs will be dismissed for misconduct connected with the job. Sexual Harassment It is the policy of Lamar that no member of the University community may sexually harass another. Any staff or faculty member, or any student (when involving faculty or staff) will be subject to disciplinary action for violation of this policy. Title 29 of the Code of Federal Regulations, Section 1604.11 states than an employer is responsible for its acts and those of its agents and supervisory employees with respect to sexual harassment regardless of whether the specific acts complained of were authorized or even forbidden by the employer and regardless of whether the employer knew or should have known
of their occurrence. With respect to conduct between fellow employees, an employer is responsible for acts of sexual harassment in the workplace where the employer (or its agents or supervisory employees) knows or should have known of the conduct unless it can show that it took immediate and appropriate corrective action. Because of this legislated responsibility, the University cannot dismiss a complaint, once registered with a departmental chair person or divisional supervisor, until the case has been officially resolved by the sexual harassment board of withdrawn, in writing, by the complainant. The University reserves the right to take appropriate disciplinary action against any sexual harassment occurring in its workplace even in the absence of an individual complaint. On-the-Job Injuries Lamar employees are covered by Workersâ€™ Compensation for physical injuries and occupational diseases that arise out of and in the course and scope of employment. Workersâ€™ Compensation was not designed to cover all of the workersâ€™ health problems; it does, however, provide a wide range of benefits for workrelated injuries and illnesses. The employee has definite legal responsibilities that are required to establish a claim for compensation. Refer to the Policy Manual for more information.
Student Employment Expectations Employee Practices – Positive Work Culture Work culture represents a set of beliefs, expectations, ideas, values, attitudes, and behaviors shared by the members of a given work environment. Practicing within a positive work culture will provide you, the student employee, with a strong foundation of both positive work ethics and workplace interactions. There are, of course, many characteristics or factors that may come together to create a positive work culture. Several of the most prominent characteristics that should be recognized and employed by you, the student employee, are mentioned below. Motivation Motivated employees contribute to a positive work environment; they affect the morale of those around them, are more likely to be self-starters and innovators, have strong personal goals, and have a healthy work ethic. Perspective It is the mindset or perspective of the individual that sets the foundation for interactions to be defined and for future actions to be declared. x Forget perfection x Shift from seeing a threat to seeing a challenge x Hindsight + Insight = Foresight (the ability to envision possible future problems or obstacles) x Focus on strengths more than weaknesses Professionalism Your behavior in the workplace should exude professionalism. Several factors of good professionalism would include wearing the proper attire, use of proper language, maintain a positive attitude, be honest, and employ ethical behavior. If you want to be a professional, you should act like a professional. Dependability x Work schedules will be mutually agreed upon. x If you work less than four hours, check with your supervisor regarding break policy x Make arrangements for lunch breaks with your supervisor if you work during lunch x If you are ill, call your supervisor as early as possible Punctuality x Check-in or “clock in” when you arrive. Check-out or “clock-out” when you leave x Arrive on time or call in advance if you are running late. x Consistent tardiness/absences may be subject to disciplinary action Confidentiality x Information heard or seen in the office or department is confidential x Use caution when duplicating information on copy machines or faxing information
Work Assignments x Remember your work is your signature. It’s a reflection on you, the office and the University. Sign it with pride. x When you finish a task or project ask your supervisor for another task. Taking the “initiative” will be appreciated. x If you don’t understand work assignments ask for clarification from your supervisor Communication Praise is a two way street, you are encouraged to praise your supervisor. If you value and pay attention to the feedback that you receive from others and equally share your own feedback, you will find your experience as a student employee far more rewarding. Use of Resources and Supplies x Your scheduled time is work time. School work comes first: however, it should be done at home or on your own time. x Office supplies and equipment are state property and are for office use ONLY x Internet use is for work related assignments ONLY x The office telephone is for business calls. Most University offices are equipped with telephones which are placed there at Lamar’s expense. These phones are used for University business. Long distance personal and business calls (approved by your supervisor in advance) must be charged to your calling card or made on your cell phone. If you need to receive or make a personal call, check with your supervisor. x The personal use of computers, copy machines and other equipment are not allowed x Office supplies are for office use ONLY. This includes pens, pencils, legal pad, envelopes, etc. x Personal visits from friends are discouraged. Visitation time should be limited.
Student Employee Etiquette Operating Procedures Depending upon your position and hours worked, you may be asked to complete a procedure for opening or closing the office. There may be certain safety checks, office routines or customer service procedures to follow. Check with your supervisor regarding what procedures you will need to complete. Campus Wide Policies There are various forms and chains of command at Lamar University. Be certain to discuss these policies with your supervisor. Don’t be afraid to ask questions regarding policies more than once. Learning takes time; do not hesitate to ask questions. Telephone Etiquette x Answer calls promptly and with a smile in your voice x Speak slowly and clearly x Use your best manner; Say “yes sir/ma’am” x Convey a friendly and helpful attitude to the caller x Be courteous and polite- you never know who is on the other end Answer Professionally: Tips/Hints Use this greeting when answering the telephone: Good morning/afternoon (title of department) Give Caller Your Undivided Attention x Don’t do other things while on the phone x Don’t speak with gum, food or liquid in your mouth Be Sincere and Friendly x You are representing the University as well as your department x When you say something pleasant, sound like you mean it Be Aware of the People in Your Department and Division x Learn the names of staff and their locations x Keep a list of names and extensions near the phone for referring calls
Taking a Message x Always write the time and date of the call x Get a complete number and the name of the caller x Record reason for calling x Donâ€™t be afraid to ask for the spelling or repetition of a name x Repeat the phone number to the caller for accuracy x Ask the nature of the call and write a brief summary x Some people do not wish to leave messages or give any information. Learn to be diplomatic and persuasive, but do not be demanding in your requests. Never be pushy or impolite toward callers x Sign your name at the bottom of the message x Follow up if the message was important Transferring a Call x Place the caller on hold when looking up a phone number x Ask the caller if they want to be transferred, if not, take a message x Once you have located the number, get the caller back on the line and let them know that you will be transferring them x Give the departmentâ€™s name, telephone number and/or person you are transferring them to x Once you have contacted the department identify yourself and your department and notify them that you are transferring a call x Treat the caller with the same respect and courtesy you like to receive when you are the caller Ending Employment x The time will come when you have to leave your job or change positions. Because your former job may be used as a reference for a future job, keep the following items in mind: x If you wish to quit your job, please give your super-visor 2-week notice x Submit a letter of resignation to your supervisor ( an example is attached) x Seek other job opportunities in Cardinal Connect x Contact Student Employment Center if you are seeking another job on campus and/or graduating Exit Interview x In an effort to understand your reason for leaving or for improving your work conditions, your employer may ask you to participate in an exit interview. This is not like an employee appraisal, but it is an opportunity for you to point out how much you enjoyed your position or it can be used as an opportunity to point out valid concerns that you had as an employee. x An interview form is attached
Student Employee Evaluations, Termination and Problem Resolution Process Semester Evaluations Evaluations are necessary and important part of the employment experience; however, often times, student employees are overlooked in this process. It is important for student employees to experience the evaluation process, so that they might learn from it and be able to modify their future performance if necessary. Evaluations are not meant to reprimand a student whose performance is lacking; they serve as an excellent opportunity to recognize outstanding employees for a job well done and to help motivate students that are below expectation. The evaluation form may also be used to identify certain areas where student employees excel and areas where they might be able to improve. Evaluations are on the SEC website as well as with the forms in this packet. x
Schedule regular performance appraisals near the end of each semester. It is highly recommended that evaluations are done at least once a semester. A copy of the completed evaluation should be kept in the student‘s file for future reference and a copy should be given to the student for personal records. Complete the performance evaluation form before the meeting (be specific, honest, and fair) and also make a copy of the form for the student employee for selfassessment prior to the appraisal meeting To have a successful discussion by the supervisor Introduce the goal of the meeting and explain the evaluation criteria Focus on learning and development There should be no surprises. Do not bring up something that has not been mentioned before Help employees celebrate the success and failures for learning by experience. Review your written comments with the student Ask student employees for feedback on your comments and allow time for questions Ask for feedback Determine what training or coaching is needed Focus on future job performance and agree on the next action steps Make sure you receive a copy of your evaluation
Discipline Interview x
There may be times during employment when a student is not performing to expectations. At these times it may be necessary to inform the student of his/her performance. The first step in this process should be to verbally notify the student of the inappropriate action(s). If the situation persists, the problem should be defined, in writing, on the Corrective Discipline Interview Form, including suggestions for improvement and an expected date of improvement. This form should be signed by both the supervisor and student so that there is a mutual understanding of the situation, and a copy should be maintained by both. Following these procedures should improve the situation; otherwise, termination may be necessary
Termination Actions x
Employers have the right to terminate student’s employment Student employee should have the right to request and offer an evaluation opportunity to improve before termination of employment. However, some situations may warrant immediate termination You are responsible for bringing your concerns about job performance to the Supervisor and/or the Student Employment Center Examples of reasons for immediate dismissal by Supervisor Theft of supplies/equipment Three absences without prior notice or departments regulations Destruction of University property Trespassing on work site after hours Threat to supervisor or co-worker Falsification of timesheets It is recommended that both supervisors and student employees give two week’s notice of resignation/termination, whenever possible.
Voluntary Resignation x
Contact or visit the Student Employment Center when voluntary resignation occurs
Problem Resolution Process A set of procedures has been established to resolve complaints, disagreements, and/or differences student employees have with employers or the department.
Lamar University recognizes the importance of providing a prompt and efficient process for resolving student employee/employer conflicts. Conflict resolution should be sought at the level closest to the parties involved. In some cases a neutral third party in the form of a mediator may be able to provide assistance in helping the parties in conflict reach a fair and equitable resolution. 1. Procedure 1.2 Meet with the immediate supervisor to address the particular problem. The employee should request a meeting with the immediate supervisor to discuss the complaint within 15 working days of the most recent occurrence. In cases where the problem directly involves the immediate supervisor it is suggested that the student employee discuss the problem with the supervisor; however, if this is not conducive to the resolution of the issue the student employee should request a meeting to discuss the problem with the individual at the next level of supervision. 1.3 If discussion with the supervisor does not result in a satisfactory resolution to the problem, the student employee should request a meeting with the department head, or similar administrative unit, to discuss the complaint. This meeting should be requested within five (5) working days of the employeeâ€™s meeting with the supervisor. 1.4 If the student employee is not satisfied with the decision of the department or unit head, the employee may file a Problem Resolution Form with the Student Employment Center. The form must be filed within five (5) working days of the receipt of the unsatisfactory decision. The Student Employment Center will forward a copy of the form to the department or unit head and the employee's immediate supervisor. 2. Mediation 2.1 Mediation: The student employee may choose to pursue mediation as a means of resolution. If the student employee so wishes, the student employee may meet with the Student Employment Center. 2.2 Mediation will occur within seven (7) days of Problem Resolution Form filed to the SEC. 2.3 Confidential information disclosed to a mediator by the parties or witnesses, in the course of the mediation, will not be divulged by the mediator. All records, forms, or other documents received by a mediator while serving in that capacity will be confidential. The mediator will not be compelled to divulge such records or to testify in regard to the mediation in any adversarial proceeding or judicial forum to the extent provided by law. Mediation between the Student Employment Center is confidential; however, due to continual issues and discrepancies the Problem Resolution Form on file could be forwarded to the Office of Student Affairs.
2.4 Once mediation has occurred, pending of the resolution and student agreement, the department will be notified. Neither discussion, nor details of an agreement resulting from mediation, will be disclosed by the Student Employment Center. 2.5 Should the student employee not wish to mediate or should mediation fail due to time lapse, resolution and mediation will be voided.
Resume Tips Visit the Student Employment Center website for further information on resume tips and how to format your resume best for the job you are seeking. A resume is a marketing tool that reveals your personal career goals and showcases your education, experience, skills and abilities. It should craft a big picture of who you are and what you hope to accomplish in your career. Remember employers have less than 15 seconds to look at your resume. Is it saying what you want it to say? 1. Make your resume look good. Use the same standard of paper for your cover letter and envelope. Do not use odd colored paper. Keep an electronic copy of your resume so you can print copies neatly, be able to make updates as necessary, and submit it online. Do not send a bad photocopy or improperly formatted electronic copy. 2. Proofread. Make several drafts and ask as many people as possible to check over your resume for grammar and spelling errors. Do run spell-check/grammar-check but do not rely on it to catch everything. Nothing will kill your chances for success faster than a document full of mistakes. 3. Keep your resume brief. As a rule of thumb, resumes should be kept to a one-page fact sheet. If you cannot describe your career on one page, two pages are acceptable. 4. Write it yourself. Sure, refer to examples and styles, but your resume should reflect you and your target career. Be honest. Exaggeration or lies may come back to haunt you. 5. Avoid gimmicks. Do not use odd colored paper, clipart or photos. 6. Focus on your strongest assets, especially those relevant to the job you are applying for. 7. Make it easy for the potential employer to see your skills and selling points. Use aligned bullets, an easy-to-read typeface, and sufficient white space. When possible, try to stick to a 1 inch margin. 8. Be specific. Instead of saying you work well with people, say “I supervised three people and increased productivity by 40%.” Keep your resume active and positive, while not overdoing clichéd resume phrases. 9. Make every word count. If a word or phrase does not support your objective, whether you list an objective or not, edit it out. 10. Quantify your experience and/or accomplishments wherever possible. Cite numerical figures, which demonstrate your progress or accomplishments directly due to your work.
Resume Sections Contact Information • Always placed at the top of the page since electronic databases scan for this information within the first few lines of the resume. • Include your name, street address, city, state, zip code, home telephone number and an email address. • If you feel comfortable, you may include your business telephone number. Career Objective (optional) Convince the employer to interview you by relating everything on your resume to the job objective. • Use in most situations. • Provide a concise statement of the position and/or the industry or field desired. • If you do not include a job objective, be sure to describe your objective in the cover letter. • Specifically name the job title and industry you want to target. Education • List degrees, certificates, credentials, licenses, and GPA. • High school information is usually excluded unless it significantly contributes to the vision. • May be listed before the Experience section if it is more relevant to the employer than your jobs. • Your degree (e.g. BS or Bachelor of Science), major, and minor. If you have more than one degree, list your most recent and relevant degree first. You may spell out the degree (Bachelor of Arts) or use abbreviations (BA) if commonly understood. • The name of the college or university, city, state, and graduation date. • Similar information for any past degrees. Employment • Include your most recent job title, employer, city, state, beginning and end dates of employment (month and year), a description of job accomplishments, and outcomes. • Quantify accomplishments using numbers, percentages, time frames, and other specific details. • Describe your accomplishments and outcomes using bullets and action verbs Experience • Highlight Internships and recent academic projects relevant to the industry. • This is also a good opportunity if you lack paid job experience, include relevant unpaid experience (volunteer). Accomplishments/Qualifications Employers want to learn about your accomplishments and results in the following areas: • Saving time or money • Improving products or services • Solving problems • Managing a crisis • Enhancing performance • Increasing profits or services • High GPA, honors, awards, scholarships, special projects, and certifications.
Prroblem Resolutio R on Form Lamar Unniversity reco ognizes the im mportance of providing a prompt andd efficient proocess for resolvingg student emp ployee/emplooyer conflictss. Conflict resolution shouuld be soughht at the level closest too the parties involved. In some s cases a neutral thirdd party in thee form of a mediator m may be able to prrovide assistaance in helpinng the partiess in conflict reach r a fair and a equitablee resolution. This form m is to be filleed out after thhe student em mployee has met with thee employer annd the remeddy has not been met. m
EMPLOY YEE: _____ ______________________________ DATE:_____ D _________________ Lamar University U ID D: DEPART TMENT: ___ _______________________ JOB TITLE: _____________________________ STATEM MENT OF PROBLEM (B Backgroundd/activity leaading to com mplaint, incluuding dates): __________________ ___________________________________________________________________ __________________ ___________________________________________________________________ __________________ ___________________________________________________________________ REMEDY Y REQUES STED BY ST TUDENT EM MPLOYEE: __________________ ___________________________________________ __________________ ___________________________________________________________________ __________________ ___________________________________________________________________ REMEDY Y REQUES STED BY SU UPERVISOR R: __________________ ___________________________________________ __________________ ___________________________________________________________________ __________________ ___________________________________________________________________ EMPLOY YEE'S SIGN NATURE: __________________________ DATE: ________________ Date the Immediate Supervisor S w notified:: ___________________________________ was (Please attach a additio onal written response if available) a Date the Second-Lev vel Supervisoor (if neededd) was notified:_________________________________ (Please attach a additio onal written response if available) a
STUDENTTEMPLOY YMENTFEEEDBACKFFORM Name: ____________ ________________________________________________________ Position Title: _____ ________________________________________________________ _ _____________________________________________ Department Name: ___________ Year: ________
STUDEN NT SECTIO ON (to be coompleted byy student woorker nameed above) How satisffied are you with w this job? Verry Satisfied Satiisfied Disssatisfied Comments: __________ ______________________________________________________ How woulld you rate thee work environment? (i.e. su upervisor, cow workers, equip pment) Verry Satisfied Satiisfied Disssatisfied Comments: __________ ______________________________________________________ What are your responsiibilities in thiss job? ______________________________________________ _____________________ ________________________________________________________________ What skilll(s) did you usse most in thiss job? _______ ________________________________________ _____________________ ________________________________________________________________ What proffessional and/or personal sk kill(s) did you develop throu ugh this job? ____________ _ ___ _____________________ ________________________________________________________________ Would you u make any ch hanges to imp prove the work k experience? Yes
If so, whatt? _________ ________________________________________________________________
Resignationletter December 30,200X Ms. Josephine Boss Chief Executive Officer Acme Company 456 Main St. Philadelphia, PA 12345 Dear Ms. Boss, I am writing to formally notify you that I am resigning from my position as Administrative Assistant with Acme Company. My last day of employment will be January 14, as per the responsibilities under the terms of my employment contract. I appreciate the opportunities I have been given at Acme and your professional guidance and support. I wish you and the company success in the future. Yours sincerely Jill Applicant
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