SUP S PER RVISSOR RS CO OM MPLLETEEEM MP PLOY YEEE M NU MA UAL
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
1|P a g e
TABLE OF CONTENTS
Determining Office Needs
Types of Programs for Employment
What is Work-Study?
Recruiting and Hiring Tips
Determining Rate of Pay
Rights and Responsibility
Policies and Procedures
Motivation, Job Coaching, Performance Evaluation and Resolution Procedure
Orientation, Workshops & Job Fairs
Highlights and Awards
Forms and Sample letters
2|P a g e
Student Employment – Supervisors Complete Manual 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 students’ and employers’ expectations for our services To provide a qualified, dependable, motivated work force for on and off-campus employers To broaden students’ 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
3|P a g e
Determining Your Office Needs A few things to consider when determining your office needs: x Remember that a student employee’s first responsibility is to his/her academic pursuits. You will need to be flexible to the student’s academic schedule and responsibilities, as this will dictate their availability to work. x A student employee should never be used to replace a full-time position x Determine the resources available to hire student employees. Keep in mind if you are hiring students through Federal or State Work Study Program, they are limited by their award amount. You may be better off hiring two or three student working 7-12 hours each week than one student working 20 hours each week and running out of funding at the end of the semester. The best way to approach to estimate how many students you will need is to determine the duties you want them to perform and the number of hours it will take to complete each task. For example: If it would take the equivalent of one full time (40/week) employee to compete a task, consider hiring three part-time employees. 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 student’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.
4|P a g e
Types of Programs for Employment 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. 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
5|P a g e
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. 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
6|P a g e
How does the Employer document a Work Study Employer? x
Calculating Work Hours o A schedule is available that will assist in determining how many hours a student can work per week without exceeding their Work-Study award. See Calculating Federal Work-Study Hours quick calculator on the SEC website. o In order for work study funds to be utilized, hours must be submitted within the semester for which the funds were awarded. Any hours earned during the spring term but submitted after the end of a semester pay period end date, must be paid 100% out of departmental funds. o Although a student typically works an average of 20 hours per week, the number of hours a student may work depends on the award amount and the rate of pay. For example, if Susie were awarded $3000 in work-study and her rate of pay were $8.00 per hour, assuming that there is an average of 36 weeks in an academic year (18 weeks in a semester), Susie would be able to work an average of 10.4 hours per week throughout the year. (3000/8=375; 375/36=10.4) o It is the responsibility of the student and employer to monitor earnings in order to avoid exceeding award allocation. o Once a student exhausts the work study award amount, the employing department will be held responsible for either paying 100% of the student's wages (under a non-work study title code) or terminating the student's employment.
Award Amounts o Work-Study employees cannot exceed the award amount unless the individual department of Office of Financial Aid increases funding o If the Work-Study limit is reached, departments have the choice of reassigning the student as a Student Assistant or terminating. Students at off-campus Work-Study agencies will be terminated from their position until more Work-Study dollars their awards via the Federal Work-Study Permit.
How does the department for about paying its share of the work study? A paycheck will be issued by Lamar University and the departmentâ€™s account is debited for its share of the studentâ€™s wages. Signed time sheets are submitted to payroll by deadline established. Late timesheets cannot be processed with those submitted on time and will result in late paycheck or no paycheck.
7|P a g e
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.
8|P a g e
Recruiting and Hiring Procedures A posting student employment position on Cardinal Connect website allows Lamar University students to have access to your positions. Therefore, you have a better pool of more qualified candidates. Student and employees can access Cardinal Connect 24 hours a day 7 days a week. Supervisors must submit a complete and detailed job description to the Student Employment Program (Cardinal Connect). Your studentsâ€™ paperwork will not be processed unless a current job description is on file. Job openings are continuously updated and/or removed from Cardinal Connect as they are filled. Please notify the Student Employment Center if you would like your job posted and or updated, re-activated or removed. Students interested in available positions will apply according to the directions listed in the job description. Supervisors can also include any special application instructions in their job description. A Resume Packet is available on request. Please contact the Student Employment Center for more information. Note: Most students seek employment in early fall as they secure their positions for the current academic year. Some students also seek employment after the holiday break in early January and sporadically over the course of the academic year. Student employees should be treated with the same respect and dignity as all other employees. It may be necessary to allow student workers flexibility due to exams, class schedules, and other factors related to their student status. Because the studentsâ€™ primary purpose is the pursuit of an education, employment should complement their educational goals. At the same time, employers should not be expecting any less in performance or accountability just because the employee is a student. Posting a job position, Changing, and Inactivating Those with Internet access should post jobs to Cardinal Connect, our primary posting option. An instruction manual can be emailed or printed out for your convenience. With the Cardinal Connect managing system employers both full-time and part-time are able to post and/or edit their job postings. SEC asks that employers who wish to post part-time positions through Cardinal Connect would please remember to contact SEC when the job has been filled. At that time SEC may inactivate the job posting from Cardinal Connect. Inactivating can keep the job description available for reposting at a later date, if needed.
9|P a g e
Hiring Process Student employees are paid by the hour. The hourly rate is based on the demands of the position, skills, and experience. It is the supervisorâ€™s responsibility to determine the pay rate within the assigned wage classification. Please refer to the wage classification chart in the appendix for more information. 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 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. 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. 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). 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. During final exam weeks, academic breaks, holidays, and spring break, students may work up to 39 hours per week provided that their award covers this amount. 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. International students may NOT work more than 20 hours per week, except during periods of non-enrollment. This rule ensures compliance with visa regulations. 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.
10|P a g e
Interviewing Tips For the supervisor, interviewing is a time to gather information about the candidate. 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. It benefits both the supervisor and potential student employees to discuss the following during the interview x x x x x x x
Description of job duties Experience and skills needed to perform the job Personal conduct and dress expected Hours of operation and studentâ€™s schedule of weekly hours Hourly pay rate, performance appraisals, and merit based pay increases Training and mentoring provided Expected date for hiring decision and start date
How to prepare for the interview x
Write interview questions that are criterion-based, behavior-based, job-related, and non-discriminatory Decide whether skills testing is needed Set aside enough time to do an interview of substance that covers all requirements for the student employee to successfully perform the job Give each candidate a copy of the position description
x x x
How to conduct the interview x x x x x x x x x x
Introduce yourself and provide a brief overview of the position before you start asking the applicant questions. Make the candidate feel welcome and at ease Give the candidate an overview of how the interview will be conducted Ask every candidate the same core questions that elicit specific responses Wait for answers and avoid talking too much Review employment dates Determine interests, goals, strengths, and challenges Take notes during the interview as needed to make a hiring decision later Pay attention to non-verbal cues as well as what the candidate is saying All candidates should be asked the same basic questions in the same manner
11|P a g e
Questions frequently asked during interviews x x x x x x x x x x
Why do you want to work for us? Tell me about yourself. How does your experience, both educational and work, prepare you for a position like this one? What is important to you in a job? What motivates you to perform well? If hired, what do you expect to get/learn from this job? Describe your communication/organizational skills. How would you deal with a co-worker with whom you disagree? Give me an example of a time when you used good judgment to solve a problem. 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?
*Interviewing rooms are available for all departmental use. Please contact the Student Employment Center for further information. Follow-up When the position is filled, call or send a letter (or email) to each applicant to let them know a decision has been made. Close the position on Cardinal Connect
12|P a g e
NEW STUDENT EMPLOYEE PROCESSING DEPARTMENT CHECKLIST Employee Name ________________________________ LAMAR ID#_____________________
Note: All forms listed below must be completed in full before forwarding to the appropriate office. All sections of the forms should be typed or printed in black ink. REQUIRED FORMSNew Student Employee Orientation & Acknowledgement EPA/ Payroll Action Request for Personnel/ Budget Action Employee Hiring Packet 1-9 Employment Eligibility Verification Form W4 and Direct Deposit Authorization Work Study Certificate and signed Compliance Agreement
13|P a g e
Statement of Understanding I understand that as an employee, I represent not only the department of hire, but Lamar University and the Student Employment Center. In such, I also understand that I am expected to act in a professional manner and to serve students and employers to the best of my ability. As a student employee, I accept the following expectations as a guide to my behavior in the workplace. I will serve as a model of what a student employee should be to all students and employers. I will respect all staff. I will greet every individual and I will answer telephone calls promptly and courteously. I will respect the privacy of all students and will put forth effort to maintain the confidentiality of all employee records. I will check in with my assigned area supervisor when I arrive each day and again before I leave each day. I will work in blocks of time less than 2 hours, unless prior arrangements have been made. I will work according to my pre-arranged schedule. I will not work outside of the schedule, unless prior arrangements have been made. I will not ask to leave before the end of my scheduled time. I will call in at least 30 minutes before the beginning of my shift should I not be able to report for work due to illness. I will ask for time off at least two working days in advance by submitting a Request for Leave. I will not assume that my request has been granted until I receive a copy of the approved request. I am responsible for submitting my timesheet. If I do not submit it on the due date, I understand that I will not be paid for hours earned until the next pay period. I will complete all assignments thoroughly and in a timely manner. I will take pride in all work that I do. I will dress in a professional and respectable manner in accordance with the Department Dress Code. I will assist in maintaining the appearance of the department. This includes cleaning up after myself, straightening up, and leaving all work areas in good condition. I will refrain from eating during work hours. I will refrain making and receiving personal telephone calls during work hours.
14|P a g e
I will refrain from studying, completing work assignments and editing/printing schoolwork during work hours. Once I have completed all assigned tasks. I will ask for additional assignments. If additional assignments are not available. I understand that all computer use must be work related. I will not check personal email accounts during work hours, nor will I surf the Internet.
By signing below, I agree to these specified expectations. I understand that non-compliance may result in termination of employment.
_________________________________________ Signature of Employee
_________________________________________ Signature of Supervisor
15|P a g e
Last day for student (non termination) The last day of work for student employees depends greatly on the type of funding they have. Students with a Federal Work-Study award may work only throughout the spring and fall academic dates. FWS Student employees may start working on their next academic year’s award on the first day of the fiscal year for each program, provided they are enrolled in classes for the following term. Student Employees with a Federal or International Work-Study award cannot earn more than their award amount! If a student employee works beyond his/her Work-Study award amount, the department is responsible for paying the student from student labor budget funds. Exit Interviews SEC recommends conducting exit interviews and/or final performance evaluations for feedback about employment. Solicit feedback and suggestions about the job duties, expectations, supervision, and intradepartmental communication. Don’t forget to let student employees know the procedure for asking for a job reference. Performance evaluations are provided with the SEC and as an attachment in this packet. Online evaluations are also provided. Reference Letter
When you agree to write a letter of references/recommendation for a student employee, please consider the following points: A sample letter is provided on the SEC website and at the end of this packet x
x x x x
If you do not feel that you can write a positive recommendation, be honest with your student employee about your reservation. The student employee may just be looking for a letter of employment verification, where you can write his/her job title, start and end dates of employment, hourly rate, and number of weekly hours worked. Otherwise, the student employee should seek someone else to give a positive work reference. You do not need to write a 3-page reference letter. Most employers are looking for a letter that is ½ to 1 page in length that summarizes the student employee’s job responsibilities and performance. Use business format when writing a reference letter. The more professional your reference letter looks, the more credence it holds with an employer. Always proofread your reference letter. You may give a copy of your reference letter to the student employee for his/her records if you wish. If a student employee asks you to serve as a reference during his/her job search, you can expect phone calls instead of requests for letters of recommendation. The person contacting you may be a recruiter, HR professional, member of a search committee, or the potential supervisor. Feel free to give information over the phone since you have the permission of your student employee to do so. If you feel uncomfortable serving as a reference or writing a recommendation letter, you may refer the requesting party at the Student Employment Center for verification of the student employee’s employment.
16|P a g e
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
17|P a g e
Rights and Responsibility It is the responsibility of the supervisor to: x x x x x x x
Post job openings to Cardinal Connect website Clearly explain job responsibilities, performance expectations, pay rates, and work schedules associated with the position during a job interview Highly encourage student to attend orientation and workshops for ongoing professional development Provide the appropriate training and work space for each student employee Monitor the work award for each Federal Work-Study student Contact the SEC when positions become available, filled or altered in any way Sign and submit timesheets to the Payroll Office on a timely basis x
When any full-time personnel (Administrative Assistant, Department Chair, Director, etc.) signs a student worker’s timesheet, that a person’s signature is verifying that the hours listed on student worker’s timesheet are correct. Signing a student worker’s time sheet that includes hours the student did not work, and for which he/she should not be paid, is fraudulent. Such action may be referred for inquiry by one or all of the following: Direct Supervisor, Department Head, Director of Human Resources, and University General Counsel.
Monitor student employee’s minimum semester hour course requirement.
A supervisor may reasonably expect the student to x x x x x x x x x x
Report to work at the agreed-upon time, prepared to work Attend to assigned duties on the job, and not conduct personal business while at work Work with a cooperative and positive attitude Notify the supervisor as soon as possible if his/her work schedule may need to be changed Keep an accurate record of hours worked Submit an accurate timesheet or timecard to the supervisor on the last working day of the payroll period Notify the supervisor promptly in the event of a revision in a Federal Work-Study award Notify each supervisor if employed in more than one position Notify the supervisor of any job-related accident Maintain the minimum semester hour course requirement
18|P a g e
The Federal Work-Study student also has additional responsibilities to the Office of Financial Aid and is expected to x x x x x x x
Notify the Office of Financial Aid of any course hour changes during the academic year Maintain satisfactory academic progress Earn no more than the predetermined Work-Study award Notify the Office of Financial Aid of any changes in personal financial circumstances Re-apply for financial aid each year according to the deadline dates Submit all required documents to the Office Financial Aid in a timely manner Renew Work-Study permits every semester in the Office of Financial Aid
19|P a g e
Policies and Procedures 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, veteranâ€™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.
20|P a g e
On-the-Job Injuries Lamar employees are covered by Workers’ Compensation for physical injuries and occupational diseases that arise out of and in the course and scope of employment. Workers’ Compensation was not designed to cover all of the workers’ 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.
21|P a g e
Motivation, Job Coaching, Performance Evaluation and Disciplinary Actions Helping Student s Succeed 10 strategies for supervisors to help their student succeed Be an example Model strong work habits through efficient, dedicated work Be Flexible: Understand that employees are students first, and employees second. Though it is important to have high standards on the job, it is also important to be flexible in order to accommodate academic obligations. Communicate Expectations: Communicate the job standards, requirements, and expectations to your student employees. One should not assume these are self-evident to the student, even though they seem obvious to you. Give Feedback Frequently: Provide consistent and appropriate feedback to your student employees. Students, like all employees, benefit from feedback in job performance, providing it is communicated with a positive spirit and the goal of helping the student succeed. Be Fair: Supervisors who are too lenient or view students as children are not doing students any favors. Student jobs are “real jobs”. Treat student employees as you would like to be treated in a similar situation. Train, Train, Train!: Take the time to train your students in important work skills, attitudes, and habits such as time management, phone skills, quality service practice and handling difficult situations. Be a Team Player: As the team leader, develop and nurture the unique contributions of each team member. Take a global perspective. Give Recognition: When you see a student “going the extra mile”, acknowledge this in front of other staff and peers. People need to feel appreciated. Share the Vision: Have regular staff meetings with your student employees, and inform them how their work fits into a larger purpose of the department and the situation.
22|P a g e
Be the Educator: To the degree that we each contribute to the lives of others, we are all educators. Do your part in helping the university to produce graduates that are quality employees. 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
23|P a g e
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 Introduce the goal of the meeting and explain how you define 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 regarding your supervision. Determine what training or coaching is needed Focus on future job performance and agree on the next action steps Give student employees a copy of the signed appraisal form
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
24|P a g e
You have the right to terminate a student’s employment You should make every effort to coach the student employee and offer him or her 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 student’s attention Progressive discipline should be used where applicable, including verbal warning, written warning, and finally discharge Maintain written documentation of each discipline situation. SEC should be notified in written form as soon as the decision to terminate is made. Student employees may write a letter of appeal to be placed in their student employment file. Please use the Disciplinary Form located on the website or in the forms section of the manual. Examples of reasons for immediate dismissal Theft of supplies/equipment Three absences without prior notice 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.
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.
25|P a g e
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.
26|P a g e
Orientation and Workshops Supervisors Sign-up online through the Student Employment Center’s website Supervisor Orientation x x
2nd Tuesday of every month beginning June 2010 o Tuesday: 9:00am- 10:00am o Location: TBD, view the website for all locations Topic Summary Job Posting Hiring and the Interviewing process Supervise Effectively Motivate student employees : Ongoing Training Help your student employees be successful in their careers Handling difficult situations Evaluations/References Work Study Information
Supervisor Workshops All workshops dates and times will be announced Work Study Basics- Deborah Guillory Fall and Spring This workshop has been designed for payroll supervisors and supervisors of work study students. The workshop will cover all aspects of college work study, including payroll procedures, rules, and regulations. Student Employee Performance Reviews This workshop has been designed to examine the purpose for evaluating employees, to discuss considerations in performance reviews, and to cover common elements evaluated. Express Interviewing This workshop has been designed to assist hiring supervisors in maximizing the effectiveness and efficiency of student employee interviews. As well as, touch on exit interviews. Supervising Students How can you set clear expectations for student employees? What information should be covered through orientation and training? In what areas should you be evaluating your students? How do you handle disciplinary issues that arise? Specific tools will be shared that can be modified for any student position. If you are a new supervisor or want an effective system to streamline your process, this workshop is for you!
27|P a g e
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 all locations 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 28|P a g e
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, you can still attend and meet potential employees 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 market your department or service. Hundreds of students attend so please have appropriate number of flyers and information to hand out.
29|P a g e
Highlights and Awards National Student Employee of the Year Award The Student Employment Center highly encourages all departments to show appreciation and take on efforts for their employed students. As part of this effort, each supervisor is encouraged to nominate one outstanding student within their department. The Nomination process begins in January followed by the award ceremony in February. The Lamar University recipient is nominated to the regional level and the regional level is then nominated to the national level. Eligibility: x Students must be employed for at least 3 months x Students must have at least a GPA of 2.5 Nominations: x Write a letter of nomination: name, Lamar ID, department and length of employment. Please describe Reliability, Quality of work, Initiative, Attitude, Professionalism and Uniqueness of Contribution Acknowledgement: x All nominees will receive a certificate and a gift card from the bookstore x Recipient will receive a $500 gift card to the Lamar University Bookstore. The Department will receive a plaque to display for the year until the following award ceremony. The Department and supervisor will receive acknowledgement for promoting student development. Submit all Nominations by Deadline as announced The nominations forms are available on the Student Employment Center website as well as all announcements to enter nominations will be announced via email and campus mail. For more inquiries, please contact the Student Employment Center at 409-880-8884
30|P a g e
National Student Appreciation Week The second full week of April each year, Lamar University joins the National Student Employment Association, the Southern Association of Student Employment Administers and hundreds of colleges and universities across the nation in celebrating National Student Employment Week.
We value are student employees for the multitude of roles they fill in our offices, as well as the contributions they make to our establishments. This week gives us the opportunity to show our appreciation for these contributions, and the juncture to draw awareness of the influences student employees make in our day to day operations. How can you celebrate? x x x x x x x x
31|P a g e
Create your own celebration award Take your student employees to lunch or have it catered Create a â€œgoodieâ€? bag or basket (finals preparation!) Have a secret pal during the week Provide gift certificates Create a bulletin board honoring the students and take pictures to display them Coupon booklets White elephant game
Employeee’s Name__ _____________________ Descriptiion of Incideent __________________ __________________ _____________________ __________________ _____________________ __________________ _____________________
Disciplinnary Action Taken T W Warning
Correctivve Measuress/ Review of Procedures_ __________________ _____________________ __________________ _____________________ Supervisor’s signaturre ___________________ Employeee’s signaturee acknowleddge receipt__ Employeee’s Commen nts __________________ ____________________ ______________________ ____________________ ______________________ ____________________ ______________________
Pllease provide a signed copy Su uite 102, Gallo 40
32|P a g e