This page serves as a guide on policies, procedures, and best practices for being a Supervisor to a Student Employee.
Equal Opportunity Employer
The University of West Georgia does not discriminate on the basis of race, color, religion, sex, national origin, sexual orientation, age, marital or veteran status, political affiliation, or the presence of a non-job related condition or handicap under Federal or State law.
THE CONTENT OF THIS PROCEDURAL GUIDEBOOK ARE GUIDELINES ONLY. STUDENT EMPLOYMENT,
DIVISION OF THE OFFICE OF CAREER AND GRADUATE SCHOOL CONNECTIONS RESERVES THE RIGHT
TO MODIFY OR CHANGE PROCEDURES AND GUIDELINES AT ANY TIME WITHOUT NOTICE.
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Greetings,
Your organization is part of a highly valued program at the University of West Georgia. Your participation provides life changing opportunities for the students of UWG. The West Community Student Engagement Program (WCSE) is part of the Federal Work-Study (FWS) Program and encompasses the America Reads/America Counts Program as well as our Community Outreach Program (formerly referred to as Community Service). Both programs gives students the opportunity to become engaged with the local communities.
Working while in college helps students prepare for life after graduation and promotes a constructive employer/employee relationship. Student who work while attending school also develop good habits such as consistency, dependability, cooperation, and responsibility through meeting work schedules and requirements.
Supervisors of student employees have the opportunity to teach lessons not found in a college classroom and enhance the student’s employment options after graduation. Understand that the values will be gained through the student’s work it will the experience will help ensure that students develop skills that will complement their academic program.
As a supervisor of student employees, you are a valuable member of the University of West Georgia and a contributor to the success of our student population. We rely heavily on student employees to help provide fast and efficient services to the many students and community members we serve. We hope you enjoy your experience supervising UWG students and that you have an opportunity to develop the work habits, skills, and contacts that will serve our students will into their future career. This guidebook is designed to help supervisors of students understand the policies, procedures, and best practices for supervising student employees. The information included is important for the student employees’ successful transition into the UWG on-campus and off-campus employment culture and provide a better understanding of what is expected of them as employees. We hope that you find this guide helpful. Please read it thoroughly, and refer to it often.
Regards, LaToya Scroggins Assistant Director, Student Employment
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America Reads/America Counts Program
Overview of the Program
America Reads/Counts at The University of West Georgia is an initiative calling college students to help local children learn to read well and perform necessary math functions. A significant number of UWG Federal Work-Study Program (FWSP) positions have been dedicated to the America Reads effort. The program provides interested FWSP students with part-time employment that (1) provides additional support to teachers, caregivers, parents, and librarians, and (2) provides college students with a rich experiential learning opportunity.
Placement sites may include preschools, elementary schools, after-school, recreation programs, childcare facilities, housing authorities, libraries, Head Start or family literacy programs. For America Counts middle school is included. Participating sites should keep in mind that the intent of the program is to serve children most in need of literacy support. In addition, America Reads Tutors should never displace placement site staff. Tutors are expected to act professionally and follow the policies and procedures of the program and their placement site.
Student Eligibility
- Eligible for Federal Work Study funds (FWS)
- Degree seeking enrolled in a minimum of six credit hours per semester
- Have a minimum 3.0 GPA (have Hope Scholarship if incoming Freshman)
- Maintain UWG’s Satisfactory Academic Progress Standard
- Hold Unites States citizenship or be classified as an eligible non-citizen
- Pass a background check paid by the University of West Georgia
The above eligibility list must be maintained throughout employment. If tutors are found to be ineligible, he/she must discontinue employment with the exception of a fallen GPA. Tutors will go on probation for one semester if his/her GPA falls below the 3.0 minimum requirement.
Tutor Guidelines
- For America Reads, student workers can ONLY tutor in Reading and Math with elementary age children. For America Counts, he/she can tutor in Math ONLY with children through the 9th grade.
- Will follow not only UWG’s policies but school policies as well.
- Punch in/out for work daily using ADP at a computer located at the school.
- Maintain confidentiality. Tutors will not discuss the child’s abilities in any way other than in a professional manner with his/her supervising teacher of school staff.
- Dress professionally as deemed by the school’s dress code.
- Be a good communicator.
- Use correct grammar, no slang, or swearing.
- Be punctual, reliable, responsible, and friendly.
- Phone school supervisor(s) if tardy or absent.
Tutor Restrictions
- CANNOT do bulletin boards, run errands, or help with decorations/parties.
- CANNOT proctor tests or grade papers.
- CANNOT tutor in middle school unless America Counts. America Counts can only tutor through 9th grade.
- CANNOT tutor in other subjects such as Science, History, or Social Studies.
- CANNOT supervise lunch or playground activities.
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Overview of the Program
Community Outreach at The University of West Georgia is an initiative calling college students to help the local communities. A significant number of UWG Federal Work-Study Program (FWSP) positions have been dedicated to the Community Outreach effort. The program provides interested FWSP students with part-time employment that (1) are designed to improve the quality of life for community residents, particularly low-income individuals, and (2) provides additional support to teachers, caregivers, parents, and librarians, or (2) designed to solve particular problems related the needs of the community.
Placement sites may include preschools, elementary schools, after-school, recreation programs, childcare facilities, housing authorities, libraries, Head Start or family literacy programs. Participating sites should keep in mind that the intent of the program is to serve the community. In addition,Community Outreach Student Employees should never displace placement site staff. Student Employees are expected to act professionally and follow the policies and procedures of the program and their placement site.
Student Eligibility
- Eligible for Federal Work Study funds (FWS)
- Degree seeking enrolled in a minimum of six credit hours per semester
- Have a minimum 2.5 GPA
- Maintain UWG’s Satisfactory Academic Progress Standard
- Hold Unites States citizenship or be classified as an eligible non-citizen
- Pass a background check paid by the University of West Georgia
The above eligibility list must be maintained throughout employment. If a student employee is found to be ineligible, he/she must discontinue employment with the exception of a fallen GPA. Student employees will go on probation for one semester if his/her GPA falls below the 2.5 minimum requirement.
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In order to achieve the University of West Georgia’s goals, it is important for supervisors of student employees to understand his/her role. This guidebook will acquaint you with the policies, regulations, best practices, and pay that apply to supervising student employees.
Please read this guidebook carefully and keep it handy for future reference. One of your first responsibilities as a supervisor of a student employee is to become familiar with its contents. This guidebook is only a summary of our policies, so please review it and contact Student Employment or the Human Resources Department if you have any questions. All information contained in this handbook is subject to change at any time at the discretion of UWG with or without notice.
The Student Employment Office is a Department of the Office of Career and Graduate School Connections. Supervisors that require assistance should call 678-839-6431 or email stuemp@westga.edu.
Primary Contact:
Mary Beth Phillips, Student Employment Manager mphillip@westga.edu or 678-839-6431.
Secondary Contact:
LaToya Scroggins, Assistant Director lscroggi@westga.edu or 678-839-6431.
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Student Employment at the University of West Georgia is a free resource to UWG students seeking part-time employment to help pay cost associated with their higher education. Student Employment posts jobs online for both on-campus and off-campus employment, including work-study and non-work study positions. We strive to provide students with the opportunity to gain experience, explore career options, and to fund their education. This procedural guidebook has been designed specifically to cover policies and procedures pertinent to UWG student employees. If you have any questions about any employment policy or procedure, please contact Student Employment at 678-839-6431 or studentemployment@westga.edu.
Mission Statement
The mission of Student Employment, Division of the Office of Career and Graduate School Connections at the University of West Georgia is to provide our students with the comprehensive resources needed to attain their professional career goals. Through collaboration with campus, employer and community partnerships, we help students and alumni by facilitating career development through career counseling, student employment, experiential learning and the job search process. We aim to educate and empower our students to be proactive in their lifetime academic and career success.
Student Employment Program Objectives
The Student Employment Program has the following objectives:
- To provide a broad range of job opportunities which provide leadership, transferable skills, and personal growth for student employees.
- To provide students with employment opportunities in jobs that are vital to the operation of the University.
- To foster student professional development through a variety of employment experiences.
The purpose of the Student Employment Center at UWG is two-fold:
- to provide quality student work and leadership opportunities, and
- to educate students about the benefits of accessing these opportunities.
These goals are accomplished:
- by emphasizing paraprofessionalism (several of our on-campus positions are paraprofessional);
- by offering a diverse choice of opportunities;
- by helping supervisors to understand their role as educators;
- by underlying the philosophical goals of the student work program, which place the needs of the student first.
Principles of Student Employment
The University of West Georgia is committed to assisting as many students as possible by providing both on- and off-campus employment opportunities based on the following:
- Student work experience enhances the educational development and growth of students by providing work-related learning experiences.
- Student work experience provides professional or practical training in the major areas of student academic pursuits.
- Student work experience is a vital part of the financial aid program and provides assistance to students who might not otherwise be able to attend or afford college.
Services and Responsibilities of Student Employment
The Student Employment Center has been designated with the responsibility of administering the student employment program at the University of West Georgia.
Services provided by Student Employment include:
- maintaining a centralized listing of all on- and off-campus student work opportunities.
- actively developing quality on–and off–campus work experiences for students.
- advising and assisting supervisors of student employees.
Administrative Responsibilities include:
- administering the Student Employment Policies and Procedures.
- reviewing job duties and responsibilities with hiring authorities for the purpose of determining proper classification
- determining the eligibility of students seeking on–campus or off–campus work experience.
- referring work study students to positions that complements their academic or career goals.
- assuring that the work experience program provides meaningful and equal opportunity for all, regardless of race, religion, color, national origin, marital status, sex, age, physical ability, sexual orientation, Vietnam era or disabled veteran status.
Definition of a Student Employee
A student employee is a part-time temporary employee whose primary purpose for being at the University of West Georgia is the achievement of a degree or certification. During the summer semester, an individual may be a student employee if s/he is taking classes during any session for the summer (May, June, or July). There are two categories in which a student can be classified: Undergraduate and Graduate. Student employees are considered at-will employees, and their employment is interim or temporary and incidental to the pursuit of a degree or certification. Student employees may be terminated at any time, without right to appeal.
Federal Work Study (West Community Student Engagement Program)
Federal Work Study (FWS) is not a scholarship, but a chance to earn money for college. Please note that the University of West Georgia (UWG) does not guarantee that any student who qualifies for the Federal Work Study Program will be given a job. Federal Work Study (FWS) positions have a few differences from Student Assistant Positions. Federal Work Study Positions are federally funded; meaning paychecks are paid from government money. Students earn money on an hourly basis until they have earned the amount they were awarded. It is the responsibility of the student to keep track of earnings. Once a student earns their allotment, they must stop working, or be switched to a Student Assistant status. To apply for FWS jobs students must be awarded Federal Work Study through Financial Aid and also be enrolled in classes. FWS positions can be on- campus positions or off- campus positions, such as America Reads, America Counts, and Community Service.
General Characteristics of Student Employees
- The primary and first concern of a student employee is academics.
- Students are generally struggling with issues related to:
- Autonomy from parents
- Relationships with peers
- Independence and self-management skills
- Academic performance
- Financial burdens
- Integration and acceptance of a workable value system
- Career and life direction
The Supervisor’s Role and Responsibilities
Student Employment understands that office structures vary and that the following responsibilities may fall in different places throughout your department. Supervisors need to make sure that all resources and information are available to the student.
Expectations
Make position and employment expectations clear in writing.
Establish Policies
Establish internal policies and communicate them to the student employees to ensure that all employees understand the office rules.
Training
Train students to successfully carry out the duties and responsibilities of their job and supply any other information they may need (i.e. line of authority, where and how to report absences, breaks, schedule changes, etc.)
Inform
Keep students informed of any changes in procedure, scheduling, or working conditions.
Coordinate Work Schedule
Work with student employees to ensure school and work schedules complement each other. If you set the work schedules, allow time before/during/after work for students to eat, arrive at next class on time, etc.
Report Hours
See that each student’s work hours are reported accurately and on time. Monitor the work study allocation for each work student you employ to prevent overpayment.
Assignments
Be prepared for students’ daily arrival and have work tasks ready.
Consistency
Treat all student employees with the same respect and have the same expectations of everyone.
Discipline
Correct inappropriate behavior as soon as possible. Explain why the behavior was inappropriate or incorrect and how to remedy the situation. Try to resolve any problems pertaining to job performance or working relations at the time of the incident.
Develop Good Relationships
Develop a good supervisor/student relationship among student employees. This is not a “friendly” or “parental” relationship, but a professional association intended to foster mutual trust, respect, and a genuine interest in meeting the goals of the student, department, and the University.
Supervisor’s Responsibilities
The Student Employment office understands that office structures vary. Ensure that all resources and information is available to the student giving them the tools needed to succeed.
- Make the expectations clear.
- Establish office policies and ensure the student understands them.
- Train the student to carry out duties and responsibilities. Everyone has different
learning styles, but an example of ensuring the student knows how to perform a duty
is as follows:
- Show the student how to perform the duty while he/she takes notes
- Let the student perform the function as you watch to ensure he/she understands
- Communicate any change in office procedures.
- Coordinate work schedules to complement school schedule. Allow time for student to
eat and arrive/leave class on time. Discuss dates UWG and your organization are closed.
Keep midterms and final exams in mind. The student may need to take some time off
to study. If possible, please be flexible in allowing study time for exams. If a student
fails too many classes, he/she could fall on academic probation causing the student
to be ineligible to work.
- If all paperwork, orientation, and training is completed, the first day a student can work for fall semester is the first Monday in September after Labor Day. The last day for fall semester is the day before fall graduation (generally the second Friday in December).
- For spring semester, the first day will be in January with the start of UWG classes until the end of spring semester, which is toward the end of April.
- Time sheets are processed bi-weekly. A time sheet will not be processed unless the supervisor has signed off that the student did work the hours stated on the time sheet. All signed time sheets are due by 1:00 pm every other Friday. Please be aware that students are allowed to turn in time sheets early to accommodate holidays and closings. In the every you will not be available to sign the time sheet, please advise the student of the next authorized individual.
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Job Description
The job description is an important first step in the hiring process. If properly prepared, a job description sets the tone and lays the foundation for the student’s employment experience. It allows you and the student to determine if he/she is qualified for the position and assists in the development of the interview. The job description also serves as a focal point for the evaluation of the student’s performance.
The UWG Job Description Form should include the following:
- The job title
- Required qualifications needed by the student to perform work duties
- Desired qualifications that would be helpful in the job if the student knew
- Specific job functions/duties
- Desired work times/days, if applicable
Interview
Mastering job interview skills is a major step in a student’s progress toward becoming a self-assured participant in the world of work. The interview determines if the student is capable of filling your employment needs while giving the student the opportunity to feel if this is the right position for him/her. Regardless if the student is hired or not, the interview will give the student the experience (practice) needed for post-graduate employment.
Interview Tips
- Know the job description and have a copy for the student to read.
- Take notes for each candidate interviewed.
- Applicants are usually nervous. Put the candidate at ease by using small talk for a few minutes. Create a friendly, comfortable atmosphere to help them relax. Emphasize a relaxed, conversational attitude while smiling.
- Structure the interview to the functions and responsibilities of the job. Ask questions necessary to verify the student has qualifications needed to perform his/her duties. Asking about the student’s class schedule should be included. Ideally, a student should be able to work three to four hour blocks of time.
- Give the student a copy of the job description in the interview and have them read over it. This will help open questions concerning the needs to complete the duties of the job.
- Encourage the student to talk by asking open-ended questions such as:
- Can you give me an example of…?
- Why do you feel that you are qualified for this position?
- What questions do you have about the responsibilities of this job?
- What interests you the most about this position? What reservations do you have?
- Discuss goals and plans by using “why questions” whenever possible to help discover basic student motivation, values, or plans for the future.
- Emphasize the importance of this position within the department and the role he/she will play.
- Be clear about your expectations.
- Summarize the interview. This will help the student assess his/her own abilities, strengths, and weaknesses. Give the student an opportunity to add anything that will help in your evaluation.
- Discuss the next steps in the process.
- Expected start date if hired. (this could take up to two weeks; contact Student Employment)
- When they will know the results of the interview
- Contact Student Employment to determine if the candidate is eligible for hire (eligible for Federal Work Study and not on academic probation)
- If the student has never worked at UWG, explain the paperwork needed for Human Resources to get them processed (documents listed on I9 form and banking information for direct deposit). Most students need to return home to get this information delaying the hiring process. (All employees of UWG must do this; no exceptions)
Request for Verification of Employment
It is the responsibility of the University of West Georgia (UWG) to protect the privacy of its employees. As a service to employees, the Department of Human Resources will furnish, upon written request of third parties outside of the University, an employee’s dates of employment at the University and his or her title or position. In instances when payroll information is request (e.g., salary information for the purpose of obtaining a loan or assistance), the requesting party will be advised that this information will only be made available with the written consent of the employee.The Family Educational Rights and Privacy act (FERPA) restricts the release of certain information about UWG students to individuals outside the university without a signed consent by the student. This includes some information that would be normally given in a work reference for student employees. Supervisors cannot release information about student employment without a specific release.
Off-Campus Employer Partners through WCSE should not provide verifications of employment for student employees but forward any request they receive to UWG Student Employment.
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Classification and Compensation (Job Descriptions and Rate of Pay)
Compensation
Student employees in the WCSE Program start out a minimum of $8.00 per hour; however the employer/organization may choose to begin the student at a higher rate of pay within the appropriate range if the student has previous job experience or special qualifications for the job.
Students receive an additional $1.00 per hour if they are traveling out of the county of their campus. Example: A student who takes their classes in Carrollton but travels to Newnan; will receive an additional $1.00 per hour. The maximum a student can earn per hour is $10.00.
Students are eligible to receive an increase under the following circumstances:
- $.25 for returning to the WCSE Program each academic year
- $.25 for receiving a good evaluation for both semesters in the prior academic year
Holiday and Overtime Pay
As temporary employees, student employees are not paid for holidays unless worked. They are paid at their regular wage rate. No overtime is permitted. Student employees are not eligible to work overtime-over 40-hours per week and are not to exceed 20-hours per week unless otherwise noted.
Periods of Employment/Payroll Procedures/Process
Supervisors must approve student’s time according to the payroll schedule by signing the students paper time sheet. If the supervisor is unable to approve a student’s time on the due date, arrangements should be made for another authorized staff person, who is able to verify the hours worked, to approve the time in the supervisor’s absence. At no time is a student authorized to sign for payment of hours.
Paper Time Sheet
Federal Work Study Employees who work at an off-campus organizations are required to clock in and out at their organization using ADP and maintain a paper time sheet as well. Student Employees will be provided the time sheet once they are assigned to an organization. Time sheets are due to Student Employment the Friday that payroll ends by 1:00pm, unless otherwise noted, and must be signed by your supervisor at the organization for which you are working.
Electronic Time Sheets (Electronic Time Keeping System) - ADP
Students that participate in the WCSE Program are required to track their hours worked through the ADP Electronic Time Keeping System (E-Time) and a paper copy. This is in place to help ensure the accuracy of hours being reported.
The University of West Georgia’s payroll team is comprised of trusted professionals dedicated to serving the University community. Their mission in payroll services is to prepare all University payrolls accurately and in a timely manner. They strive to ensure University compliance with all governmental regulations and to provide exceptional customer service that is aligned with the high standards promoted by the University.
Submission of Accurate Hours Worked
Any student who is found to be falsifying their hours worked will be terminated immediately and not able to work a student employment position for the remainder of the academic year.
Problems with Paycheck
If a student has any issues with their paycheck they must contact Student Employment.
Total Maximum Weekly Hours
Student employees are not permitted to work more than 20 hours per week during the academic year and no more than 40 hours per week during the summer and semester breaks. International students are not permitted to work more than 20 hours per week during the academic year and no more than 40 hours per week during the summer and semester breaks. These hour restrictions must be followed regardless of the number of on-campus jobs held by the student.
Work Periods
Fall: Saturday September 12, 2015 - December 11, 2015
Spring: Saturday December 12, 2015 - Friday April 29, 2016
Summer: TBD
Student can work up to 39 hours the following weeks:
Saturday November 21st - Friday November 27th, 2015
Saturday December 12th - Friday December 18th, 2015
Saturday December 19th - Friday December 25th, 2015* Must have prior approval from UWG to work this week
Saturday December 26th - Friday January 1st, 2016* Must have prior approval from UWG to work this week
Saturday January 2nd - Friday January 8th, 2016
*Please make sure that students are aware of days that your organization/school will be closed*
Preliminary FY 2016 Payroll Schedule (Subject to Change)
Payroll Period
Time Sheets Due w/ Supervisor Signature
Paycheck Issue Date
September 12 - September 25, 2015
September 25, 2015
October 2, 2015
September 26 - October 9, 2015
October 9, 2015
October 16, 2015
October 10 - October 23, 2015
October 23, 2015
October 30, 2015
October 24 - November 6, 2015
November 5, 2015
November 13, 2015
November 7 - November 20, 2015
November 19, 2015
November 27, 2015
November 21 - December 4, 2015
December 4, 2015
December 11, 2015
December 5, - December 18, 2015
December 18, 2015
*December 25, 2015
December 19, 2015 - January 1, 2016
January 1, 2016
January 8, 2016
January 2 - January 15, 2016
January 15, 2016
January 22, 2016
January 16 - January 29, 2016
January 29, 2016
February 5, 2016
January 30 - February 12, 2016
February 12, 2016
February 19, 2016
February 13 - February 26, 2016
February 26, 2016
March 4, 2016
February 27 - March 11, 2016
March 11, 2016
March 18, 2016
March 12 - March 25, 2016
March 25, 2016
April 1, 2016
March 26 - April 8, 2016
April 8, 2016
April 15, 2016
April 9 - April 22, 2016
April 22, 2016
April 29, 2016
April 23 - May 6, 2016 (Last Day For Student To Work is Friday April 29th)
April 29, 2016
May 13, 2016
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Payroll Period
Time Sheets Due w/ Supervisor Signature
Paycheck Issue Date
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September 12 - September 25, 2015
September 25, 2015
October 2, 2015
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September 26 - October 9, 2015
October 9, 2015
October 16, 2015
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October 10 - October 23, 2015
October 23, 2015
October 30, 2015
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October 24 - November 6, 2015
November 5, 2015
November 13, 2015
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November 7 - November 20, 2015
November 19, 2015
November 27, 2015
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November 21 - December 4, 2015
December 4, 2015
December 11, 2015
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December 5, - December 18, 2015
December 18, 2015
*December 25, 2015
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December 19, 2015 - January 1, 2016
January 1, 2016
January 8, 2016
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January 2 - January 15, 2016
January 15, 2016
January 22, 2016
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January 16 - January 29, 2016
January 29, 2016
February 5, 2016
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January 30 - February 12, 2016
February 12, 2016
February 19, 2016
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February 13 - February 26, 2016
February 26, 2016
March 4, 2016
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February 27 - March 11, 2016
March 11, 2016
March 18, 2016
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March 12 - March 25, 2016
March 25, 2016
April 1, 2016
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March 26 - April 8, 2016
April 8, 2016
April 15, 2016
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April 9 - April 22, 2016
April 22, 2016
April 29, 2016
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April 23 - May 6, 2016 (Last Day For Student To Work is Friday April 29th)
April 29, 2016
May 13, 2016
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Paid and Unpaid
Consistent with Federal Law, any employee, including student employees, who work four consecutive hours are allowed a 15-minute break with pay. Any student employee who works more than six consecutive hours must take a minimum 30-minute lunch break without pay. If a student employee works a full eight-hour day, he/she is entitled to two separate 15-minute breaks with pay and a 30-minute unpaid lunch break. Break periods may not be used to cover late arrivals or early departures from work, and they may not be accumulated. Supervisors have the authority to determine when breaks may be taken to ensure that work assignments are completed and office/stations are covered appropriately.
Examples
- Work a shift of four hours or more: must take a 15-minute break with pay
- Work a shift of six hours or more: must take a 15-minute break with pay and must take a 30-minute unpaid lunch
- Work a shift of eight hours or more: must take (2) 15-minute breaks with pay and a 30-minute unpaid lunch
- Student Employment recommends that student employees do not exceed eight (8) hours a day. Some students may need to take a 60-minute unpaid lunch.
- During unpaid breaks, students must be relieved of all duties, perform no work whatsoever, and must take an “uninterrupted” break. If you fail to do so, you will risk disciplinary action up to and including dismissal from employment.
- Please note, students must clock out for their 30-minute unpaid lunch.
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Planning for your UWG Student Assistant
Plan your student positions in advance by creating a specific and detailed job description and orientation. Do not assume something should be common sense and the student worker will know. Establish clear expectations from the beginning. Some things to think about when planning for your student worker include:
- What exactly do you want the assistant to do?
- When do you need them to start working? Allow two weeks
- Will he/she need training for specific programs? If so, who is giving the training? How much time will the training take?
- Do you plan for him/her to work during UWG breaks? Exams?
- Do you have specific days/times the student assistant must work? Can you be flexible?
- How will schedule changes be handled?
- What method and to whom would you like the student to communicate absences? Work assignments?
- UWG provides an orientation and some training for student workers. In no way should this be a replacement for your own.
- Starting pay is $8.00 per hour with $1.00 increase for those students traveling a distance from UWG’s main campus in Carrollton or from the Newnan campus. Student Employment has pay incentives for two consecutive good evaluations and returning to the program each academic year. If you are in the WCSE program (for non-profit agencies), budget for the pay increases and incentives.
- What goals will you set for the student worker? How will you motivate him/her?
- Be prepared to provide regular feedback that focuses on job performance and goals.
- Be prepared to address issues promptly and objectively when they arise.
- Who will sign the student’s time sheet bi-weekly? Who will sign it when that person is absent?
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A thorough and well-planned orientation allows the student to become familiar with the activities of the workplace and to more quickly feel like an integral part of the staff. Beginning a new job can be exciting and overwhelming for your new student employee. It is your responsibility as the supervisor to make sure the student is provided everything they need to succeed in their position. Organizations should have their own orientation that they go over with their student employees within the first few days of their employment. Here are some items that should be covered at a minimum:
- Explain the purpose and goals of the agency and specify the student’s role in accomplishing the goals.
- Provide a tour of the facility and introduce them to other staff members.
- Establish basic conditions of employment:
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- Direct supervisor
- Work schedule
- Attendance requirements
- Who to notify in emergencies (include phone numbers)
- Explain policies concerning breaks (a student must take a 30-minute unpaid break if working six or more hours at a time; the time must be logged in ADP and on the time sheet).
- Clarify office procedures
- Use of phone (should cell phones not be visible). What should he/she do when taking a necessary personal call?
- Office equipment for personal use
- Kitchen/breakroom
- Discuss proper attire for work
- Explain work assignment and regular duties. Discuss what he/she will be doing for day/week
You should also encourage your students to go over the Student Employment Procedural Guidebook found on the Student Employment Website.
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Job Responsibilities and Work Performance
Once a student begins work, the supervisor should discuss what is expected. Each department has the right to set standards for its student employees. Department managers may ask a student to leave a position if the student does not meet job responsibilities.
Supervisors should clearly define the job responsibilities, including: how student employees are expected to interact with other department staff; how to respond to outside requests for information; what the department policy is regarding absence or tardiness, including who you should call; when and how to submit hours worked to ensure timely payment.
Performance Policy
The University of West Georgia supports a consistent, continuous and communicated performance management process. Student Employment requires that organizations participating in the WCSE Program conduct a formal, written performance evaluation prior to the end of each semester. The performance evaluation must include an evaluation of the employee’s capability, productivity, efficiency, initiative, and potential for departmental, organizational, and institutional development.
The evaluation form and instructions will be sent to employers prior to the end of each semester.
Supervisors should provide student employees with a job description, related performance expectations, and a copy of the evaluation instrument (Student Employee Performance Appraisal).The job description should be reviewed with the employee to ensure that it accurately reflects current responsibilities and expectations.
Performance Evaluations
UWG Student Employment has established a performance evaluation form for student employees. This evaluation can be used in making decisions to dismiss a student, promote a student, and re-hire a student for the following semester and/or academic year.
Performance evaluations can be a valuable tool in communicating expectations to employees and receiving feedback. Evaluations are a 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. Due to the high turnover of student workers, it is recommended that student employees be evaluated at least once a semester. The evaluation will be based on the principal responsibilities of the student and then six core behaviors. The Performance Appraisal form and process can be found on the Student Employment Website. The student employee and supervisor should meet to discuss the student’s job performance. 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 his/her personal records. In addition to providing funds to meet education expenses, student employment can be a profitable learning experience.
The student should be:
- learning basic employee responsibilities;
- developing a professional attitude toward work;
- gaining job skills which will be important in future.
Key Points to a Good Evaluation Session:
- Set up a date and time to meet in advance.
- Meet with student in a private and confidential location.
- Meet in a relaxed atmosphere with no barriers in the room between the two of you.
- Keep the evaluation relaxed and let the student do 75% of the talking.
Points to remember when evaluating student employees
- There should be no surprises. Do not bring up something that has not been mentioned before.
- Get feedback from team members and supervisor.
- Focus on learning and development. Focus on the means not just the ends.
- Help employees celebrate his/her success and failure of learning by experience. Prepare people to take risks by creating a safe environment.
- Collect information on projects and tasks as you go along; keep a file of achievements and accomplishments; do not wait until just before evaluation to do it or you will forget many things.
- Manage by walking around. Get out and see what the employees are doing in their jobs and what really goes on.
Improving Nonstandard Work Performance
There may be several reasons a student is not performing at best. Following are suggestions to attempt to improve performance.
- Meet to discuss performance issues. If necessary, review the details of the job description. Provide specific examples of inappropriate behavior. Also, let him/her know what they are doing right.
- Until called to his/her attention, he/she may not be aware there is a problem. Do not assume he/she knows better.
- Address issues quickly and ensure the student is aware of expectations.
- If behavior continues, complete a Student Employee Disciplinary Action Form. Send a copy to Student Employment to go in student’s employment file. Student Employment should be made aware of all inappropriate behavior as it is happening.
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Discipline and Dismissal
Student Employment is an “At Will” basis. This means that a student’s employment with the University may be terminated at any time with or without cause or advance notice by the student or the employing department. During the orientation include a discussion of offenses that require disciplinary action, and the procedure that will be followed if the offenses occur. Listed below are offenses that may require disciplinary action:
- Tardiness
- Absences
- Sloppy or unclean appearance
- Carelessness or lack of attention
- Impolite to fellow employees or public
Supervisors may add or delete from this list to suit his or her departmental requirements and needs. Please make sure that you are communicating with Student Employment if you are having any issues with a Student Employee so that we can best assist and guide you in regards to a course of action.
Organizations should utilize the Student Employee Disciplinary Action Form. Departments cannot be selective as to who they utilize disciplinary action for. If a department uses disciplinary action for one student they must utilize disciplinary action for all student employees.
Progressive Discipline Process
- Verbal Counseling is issued for minor infractions.*
- Written Counseling is issued after previously issuing a Verbal Counseling, or for those infractions of a serious nature.*
- Final Written Counseling is issued if a Written Counseling has been issued within the last 12 months or for a first offense of an extreme serious nature.*
- Termination is issued if a Final Warning has been issued within the last 12 months or for those infractions of a serious nature.*
*Use the Student Employee Disciplinary Action Form.
Discharge is recommended for gross misconduct or after all progressive discipline procedures have been followed without significant and/or satisfactory improvement in behavior and/or performance.
Minor Infractions & Gross Misconduct
Student Employees must be responsible for his or her own behavior. Common sense, good judgment, cooperation, and appropriate personal behavior are part of the essential responsibilities of Student Employees at UWG. Though jobs may vary across the University and off-campus, there are some common conducts that are unacceptable.
If dismissal is for gross misconduct, the employee must be dismissed immediately and no notice is required. This is a non-exhaustive definition of gross misconduct which includes:
- Excessive absenteeism or tardiness
- Sleeping on the job
- Failure to maintain professional standards of conduct with clients and co-workers
- Neglect of duty or failure or refusal to perform job-related duties and assignments
- Willful or deliberate behavior by an employee that is inconsistent with the continuation of employment
- Falsification of employment or other records, including timesheets
- Conduct that causes imminent and serious risk to
- health or safety of a person; or the reputation, viability or profitability of the UWG operations
- The employee, in the course of his/her employment, engaging in:
- theft, fraud, or assault
- the employee being intoxicated at work (defined as where the employee’s faculties are, through intoxicating liquor or un-prescribed drugs, so impaired that he or she is unfit to be entrusted with any duty he or she may be required to perform)
- an employee refusing to carry out a lawful and reasonable instruction (insubordination)
If gross misconduct is the cause of the dismissal, the employee will be given the reason for the dismissal and be given a chance to explain his/her conduct to the supervisor making the decision to dismiss him/her. Dismissal actions must be approved by Student Employment. Factors in Determining Severity of Disciplinary Action The following list identifies some factors for managers to consider prior to imposing any disciplinary action:
- Degree of severity of the infraction/offense/Appropriate penalties for similar offenses
- Provocation, if any, that may have led to the offense
- Number of previous offenses/Student Employee’s pattern of conduct
- Fairness of past and present supervisory practices/Past practices of the department for handling similar offenses
- Clearly communicated University and department rules/Consistently applied University and departmental rules
Problems with a student’s performance should be discussed with the student. If the situation cannot be resolved at this level, contact the Student Employment Office.
Responsibilities during the Disciplinary Process
Manager’s Responsibility
- Initiate discussion with employee that exhibits behavioral or performance issues
- Initiate a plan of action to help restore the employee to an acceptable level of behavior, conduct and/or performance
- Contact a Student Employment representative for guidelines on the process when necessary
- Investigate and/or research, in a timely fashion, incidents in violation of University policies, procedures, rules and standards
- Provide employee with an opportunity to present his/her version of the events in question
- Explain to the employee the reason for any counseling and the consequences if improvements are not made
- Provide written documentation for department file, employee records and Human Resources files, if applicable
- Provide employee with continuous feedback on progress during the disciplinary process
Employee’s Responsibility
- Work cooperatively with the manager to develop a plan of action to restore behavior, conduct and/or performance to a satisfactory level
- Contact the Office of Student Employment for additional guidelines if necessary
- Provide clear and concise information regarding incidents or performance issues in question
- Ask for clarification of issues or concerns that are unclear
- Agree on a final plan of action to ensure success
ANY STUDENT WORKERS WHO ARE DISMISSED FROM THEIR STUDENT EMPLOYMENT POSITIONS BASED ON VIOLATION OF POLICY, INSUBORDINATION, FRAUD, EXCESSIVE TARDINESS OR THE LIKE WILL BE PROHIBITED—AT A MINIMUM—FROM WORKING FOR ANY UNIVERSITY OF WEST GEORGIA DEPARTMENT FOR THE MINIMUM OF THE REMAINDER OF THAT SEMESTER.
Termination Guideline & Grievance Procedure
Involuntary Termination
Student Employees may be terminated at any time based upon failure to meet the conditions of employment. The University of West Georgia encourages all supervisors to follow the performance improvement process for student employees; however, there are certain offenses that warrant immediate termination. Those offenses should be discussed with employees by their supervisors. When notified of termination, the employee must return all University property that was issued for the purpose of their student employment position.
Resignation
Resignation is voluntary relinquishment of employment by an employee. An employee should submit written notification of termination a minimum of two weeks prior to his or her last day worked. Before leaving, the employee must return all University property that was issued for the purpose of their student employment position.
Student employment at the University of West Georgia is terminable at the will of either the student or UWG. This means that the student may quit at any time, with or without notice, or with or without cause. However, students should be aware that quitting without giving their supervisor at least two weeks’ notice (not counting finals week) may result in the supervisor refusing to provide the student with an employment recommendation.
The University of West Georgia may discharge a student employee at any time, with or without notice or with or without cause. No representative of University of West Georgia has any authority to make any contrary promise, unless in writing and signed by the President. Students who feel they have been asked to work more than the maximum allowable hours per week or discharged unfairly may address their concerns in writing to LaToya Scroggins Assistant Director, Student Employment. 3rd Floor, Row Hall West Wing or email lscroggi@westga.edu.
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University of West Georgia Student Employment Policies
The following policies are applicable to UWG Student Employees and can be found by referring to the UWG Employee Handbook which can be found by visiting: https://www.westga.edu/hr/ and clicking on “Employee Handbook” under the Policies & Procedures navigation:
- Equal Opportunity Statement
- Employment of Disabled Veterans of the Vietnam Era
- Americans with Disabilities Act
- Sexual Harassment Policy
- Title IX of the Education Amendments of 1972
- Discriminatory Harassment Policy and Non-Discrimination Policy Statement
- Drug and Alcohol Policy and Disciplinary Actions
- Conflict of Interest (Occupational & Political)
- Possession of Weapons/Workplace Violence
- Policy on Smoking
Student Conduct Code
All students and student supervisors should be familiar with the Student Conduct Code. If a student employee is found to be in violation of the Student Conduct Code, the supervisor and/or Student Employment Office may file a complaint. For more information regarding the Student Conduct Code please visit: https://www.westga.edu/ocs/ To report an Incident or Concern please visit:https://publicdocs.maxient.com/incidentreport.php?UnivofWestGeorgia
Dress Code for Student Employees
Students are expected to be appropriately attired for the position they hold; however, some departments may have a specific dress code to follow. The Student Employment Office has some established guidelines for student dress code. They are as follows:
- Shoes must be worn at all times.
- Everyone must wear shirts (including those working in Grounds, Maintenance and on Paint crews).
- If your department allows students to wear shorts, the shorts should be of appropriate length.
- Bathing suits, tube tops and halter-tops are not allowed.
Performing Duties Unrelated to Job Description
Student employees may not perform work unrelated to their job description. Examples include: typing personal correspondence, working on projects for a supervisor’s non-college business, running personal errands, babysitting, checking personal e-mail, conducting personal Internet searches. This policy does not include the hiring of
Use of Office Equipment and Supplies
Use of office equipment and supplies (i.e., computers, telephone, paper, stamps, envelopes, etc.) is not allowed during work time or after hours. Office supplies and equipment are to be used for the sole purpose of completing the assigned tasks of the student’s position.
Use of Electronic Mail (E-Mail)
Students may not access their personal e-mail accounts while on paid work time.
Work Schedule
Scheduled Hours
It is very important to work you’re agreed upon days and hours and to arrive promptly. Make sure to carefully review the section entitled “Total Maximum Weekly Hours” for restrictions related to your work schedule and weekly hours.
Students should establish a work schedule with their supervisor that does not interfere with their classes and one to which they can commit. Students are prohibited from working during when they have a class scheduled. Even if the student’s class is canceled they are prohibited from working during those hours.
Attendance
Student Employees are expected to adhere to his/her scheduled hours. The supervisor sets the work schedule according to your availability (determined by your class schedule). If the employee is unable to report to work as scheduled for any reason, the employee should promptly notify his/her supervisor. It is not sufficient to leave a message with a co-worker nor should the notification be made by a friend or family member except under emergency situations. Such notification should be made as far in advance as possible. Failure to give the appropriate notification may result in disciplinary action, up to and including termination.
Make sure to discuss with your supervisor the preferred procedure for calling out for that specific department.
Requesting Time Off
If you need time off, you should arrange this with your manager in advance. If you are ill, you should notify your manager as early in the day as possible. Managers understand that school is your top priority, but they are also responsible for seeing that the work of the department gets done.
If you are frequently absent or late, absent without notifying your department, or frequently requesting time off, you may be asked to leave your position. This could also have an impact on you obtaining employment with other University departments. Discuss with your manager if there are any specific procedures you should follow when you are going to be absent or tardy.
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- Be the example from which students can learn by letting your own approach to daily work shine.
- Understand that student employees are students first, and employees second. It is important to have high standards on the job, but it is also important to be flexible in order to accommodate academic obligations.
- Communicate clear expectations to the student.
- Providing positive feedback to the student worker will help him/her to succeed.
- Treat student employees as you would full-time employees. You are not doing him/her any favors if you are too lenient.
- Take the time to train the student properly. It will not only provide additional skills the student can use but will help you if the student is educated.
- People need to feel appreciated. When you see the student performing well, acknowledge it and remind them how they fit into the big picture.
- Treat all students with the same respect and have the same expectations of everyone.
- Correct inappropriate behavior immediately.
- Develop a professional association with your student to foster mutual trust and respect.
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How many hours can a student work?
Students working through the FWS Program Community Outreach cannot work more than 20 hours a week (Saturday - Friday). We suggest that a student work a minimum of 15 hours a week. During break weeks at UWG students can work up to 40 hours a week.
How long can the student be employed?
Students working through the FWS Program whether it is through America Reads, America Counts, or Community Outreach only have funding up to a certain dollar amount. Once the student has “earned” that dollar amount they must stop working for that semester. Organizations have the option of paying 100% of a student’s wages once the student has exceeded their FWS award amount. Students are trained on how to monitor their earnings and know to contact Student Employment if they are near their earning limits. It is rare that a student will exceed their earning limit.
Are we assigned a student or can we select one?
Positions under the WCSE Program are posted on our job board “Handshake”. Qualified applicants are then selected and Organizations are given the opportunity to interview potential student employees.
If we are dissatisfied with a student we hire, can we dismiss the student?
Yes. If the student's performance or adherence to your organization’s policies is inadequate, you can terminate the student's employment. Student Employment has a disciplinary form that you can utilize.
How do the students keep track of their time?
Students are required to clock in and out, so they will need access to a computer. Students also record their time manually on time sheets and will need the signature of the staff that supervises them at their assigned location. Students are responsible for submitting their own time sheets.
When can the students begin working?
Students are able to work: September 14, 2015 to April 29, 2016. Work beyond April 29th will be determined on available funds for the program. All students hired for these programs will have mandatory training on Saturday September 12th.