This guide is designed for use by on and off-campus student supervisors. It provides policies, procedures, and responsibilities for both students and supervisors. If you have questions which are not answered in this guide, please contact the Office of Student Employment Services at email@example.com
Effective December, 2009:
Student Employment Services
Zilber Hall, 121
P.O. Box 1881
Milwaukee, WI 53201-1881
FAX (414) 288-1718
Marquette University is an Affirmative Action/Equal Opportunity Employer
The purpose of Student Employment Services is to assist students in obtaining jobs which will help cover some of the expenses of a college education; to bring together the student work force with the jobs available; to provide students with career related work where possible; and to provide all students seeking employment an equal opportunity to obtain jobs. Student Employment Services functions include:
A student employee is a part-time employee who is enrolled, or is to be matriculated as a student at Marquette University, and whose primary purpose for being at the University is the achievement of a degree or certification. This person's employment is temporary and incidental to the pursuit of a degree or certification. During summer, an individual is considered to be a student even if s/he is not enrolled as long s/he has been admitted/readmitted for fall semester. Those individuals not meeting the definition of a student employee must be hired through Human Resources, Straz Tower, Room 185.
An objective of Student Employment Services is to contribute to the comprehensive development of students by providing and recognizing the multi-faceted co-educational experiences students have at Marquette University. Working to help with costs of an education is one of the many benefits students gain through campus employment. Students also acquire transferable work skills. Student Employment Services, in cooperation with the National Association of Student Employment Administrators (NASEA), sponsors an annual "Student Employee of the Year Award" Recognition Program in support of this objective.
To be eligible students must be employed at the University for a minimum of three months full-time during the summer, or six months part-time during the academic year. Students must be nominated by a supervisor.
Student Employment Programs
FWS is a federal financial aid program designed to provide part-time employment for eligible students. Marquette University receives an allocation from the federal government each fiscal year which is used, in combination with employer funds, to provide part-time jobs for students.
Students must apply for financial aid and receive a Federal Work Study (FWS) award from the Office of Student Financial Aid in order to work under this program. Students who demonstrate financial need are awarded FWS funds on a first-come, first-served basis until funds are exhausted. Therefore, it is very important for students to be aware of and adhere to application priority dates. Students who file for financial aid too late in the year may not receive a Federal Work Study (FWS) award due to lack of funding, regardless of whether they had FWS in the past, have financial need, or have a specific FWS job arranged. To receive maximum consideration for a FWS award, students should file the Free Application For Federal Student Aid (FAFSA) in January.
FWS funds are restricted to students who are either citizens or permanent residents of the United States. Foreign students with an F-1 or J-1 Visa are not eligible for federal FWS funds but are eligible for MSE.
Students who accept their offer of FWS are not guaranteed a job. Rather, they are given access to available job descriptions in order to apply for the jobs that interest them.
FWS positions can be found in almost every Marquette office and department. Also, there are numerous job opportunities for Marquette students available at off campus FWS agencies. Marquette departments are charged 35% of the FWS student's earnings each payroll period. The remaining 65% is paid by federal funds.
Community Service Federal Work Study (CSFWS) jobs are positions which improve the quality of life for community residents, or solve problems related to their needs. Community service jobs can be a wonderful opportunity for students to interact with the Marquette and Milwaukee communities, using their talents to improve the lives of others. Examples of these jobs would be tutoring grade school children in the community, coordinating community based assistance programs, Campus Outreach, or working with security, which ensures the safety of the community. Many careers are set in motion here. Students not only learn a work ethic, but also the ability to interact with the world at large. Students leave these jobs prepared not only to enter the work world, but to be a contributing member of society and their community.
If a student has an MSE designation, it means that the student either has not applied for any type of financial aid, has not received financial aid that is based on financial need, applied too late to receive FWS this award year, or has exceeded their FWS award. It is not necessary to monitor MSE earnings for financial aid purposes.
Foreign students (with F-1 Visa) are eligible to work on-campus under the Marquette Student Employment program (MSE), and should follow all of the procedures outlined in this guide. They are limited to work no more than 20 hours per week while classes are in session. These students must take care not to exceed 20 hours per week as their eligibility to remain in the U.S.A. may be revoked. International Students should contact the Office of International Education with any questions regarding employment eligibility.
Note: Graduate students with assistantships may have graduate school restrictions on taking additional work hours outside of their academic department and should receive permission from the grad school prior to any additional work.
WORK AWARD AMOUNTS AND EARNINGS
Student employees who receive FWS awards generally may not earn more than the dollar amount of their award. The student employee together with their supervisor MUST monitor all FWS student earnings to ensure that the student does not earn more than their awarded amount. If the FWS amount is exceeded, the student’s designated award will be changed to MSE and the supervisor's budget will be charged at 100%. Student Employment Services recommends that students not have positions using both FWS and MSE at the same time. Unless special arrangements are made with the employer and the Office of Student Employment, students awarded FWS will always be paid FWS first (i.e. for both positions) until funds are depleted. Once the FWS funds are depleted, the student will be moved to MSE and wages will be charged to the department at 100%.
IMPORTANT NOTE: It is possible for a student's Federal Work Study amount to change or be canceled during the academic year. Typically this would occur if a student’s financial circumstances should change (i.e. receipt of additional financial aid, a scholarship award etc.). Students will be notified of the change and should immediately notify their supervisors. Student Employment Services will also notify supervisors of any changes in award or program amounts.
Supervisors are notified of their student employee FWS earnings by means of a Tracking Report printed bi-weekly for each department. The report will list each student employee's name, their FWS AWARD and AVAILABLE BALANCE. If a student is employed in more than one department, the comment column will state that the student has multiple FWS positions. This will assist in monitoring student hours. The amount a student is eligible to earn includes earnings from all FWS jobs, if there is more than one. The YTD Wages includes earnings from all departments. When a student is terminated from a position the student's name and earnings will continue to remain on the department's Tracking Report for the academic year, however, no additional earnings will be charged to the department's account.
MAINTAINING JOB LISTINGS WITH STUDENT EMPLOYMENT SERVICES
Off-campus employers looking to post a part-time position on our Web site, please complete the template located here and return it via e-mail to the Office of Student Employment at firstname.lastname@example.org or fax it to (414) 288-1718 — Attn: Student Employment.
For full-time positions, please contact our Career Services Center at (414) 288-7423.
Use your JobConnection account to change or update any of your current job information. Please note that once students have been hired to a job and a salary authorization has been created, the federal fund account number and the wage category of that job must never be changed.
Use your JobConnection account to create and post your open positions. Anytime you update any information within your job, it is automatically sent to the Pending queue for review by the Office of Student Employment. If you want the job activated so it is viewable on the website, make sure the Employment Start Date and the Post and Expiration Dates are valid. If these dates are invalid or are left blank, the job will not be activated and will not be visible on the website.
Once you have completed the above date fields, send an email with the Job ID to email@example.com requesting that the job be activated. The Post and Expiration dates determine how long the job will stay active.
To close a job, simply click the “Close Job” button located at the top of the job. This will remove the open position from the JobConnection Website.
IMMIGRATION REFORM CONTROL
On November 6, 1986 President Reagan signed into law the Immigration Reform Control Act. This act makes it unlawful to knowingly hire an alien who is not properly authorized to work in the United States. Therefore, ALL students must submit verification of identity and employment authorization by bringing the original documents listed below, along with copies, to Student Employment Services. Our office will make copies if necessary.
International students should check with the Office of International Education as the requirements may be different.
OCCUPATIONAL SAFETY & HEALTH ADMINISTRATION (OSHA) FORM
The Occupational Safety & Health Administration Hazard Communication Standards Act of 1983 requires all manufacturers and non manufacturing sectors to maintain a written Hazard Communication Program and make it available for review. A copy of Marquette's written Hazard Communication Program is available for review at the Law Library, Memorial Library Reserve Desk, the Risk Management/Occupational Safety Offices, the Human Resources Department, the Science Library and Student Employment Services, Office of Student Financial Aid.
All student employees should receive a written guide "Hazard Communication and You" and are required to sign the Hazard Communication Training Response form stating they have received the guide before starting work and before a Salary Authorization will be released. Some departments, as determined by the Risk Management/Occupational Safety Office, will be required to offer a more detailed training program to their student employees. Students should come to Student Employment Services, Office of Student Financial Aid to complete this form, or supervisors may request the packets from Student Employment Services and return the signed acknowledgment form to Student Employment Services.
REFERRAL AND SALARY AUTHORIZATION PROCESS
ALL STUDENT EMPLOYEES must be authorized to work on campus prior to starting. The student is authorized only if:
If the student has an I9 on file, a Salary Authorization is created and uploaded to Payroll once the placement is entered into JobConnection.
JobConnection is Marquette University’s student employment database. It is a WEB based program that allows “Active” Marquette students to view open positions available on and off campus. Students will only see basic information such as job title, description and pay rate. JobConnection is available Monday through Sunday, 6 a.m. until midnight. Students should follow the instructions to login. Once they find a position they are interested in, they should follow the instructions in the “Application Instruction” field to apply for the job.
The wage scale for student employees is based on a classification system with five grade levels . Supervisors must use pay rates that fall within the wage range selected for the job in JobConnection. Exceptions to the wage scales must be approved by Student Employment Services prior to hiring the student. The student may be paid anywhere within the designated range. Student Employment Services suggests that you start a new student at the lower end of the range in order to allow for salary increases as a student remains in your employ.
Please see chapter 3 of the JobConnection Manual located here for information on how to give your student a raise. Contact Student Employment if you have any questions.
Timesheets must be accurately completed in the EmpCenter Timekeeping system and approved by the supervisor in EmpCenter by the deadline dates. A Payroll Calendar with deadline dates is available on the Student Employment Website. The person who approves the timesheet in EmpCenter is responsible for the accuracy of the information and is certifying that the student actually worked the reported hours.
Work hour limitations for full-time and half-time students … undergraduate and graduate students - It is Marquette’s position that supervisors are not permitted to schedule student employees more than 20 hours per week when classes are in session. Students are permitted to work up to 37.5 hours per week when classes are not in session. Supervisors are responsible for avoiding situations where students are assigned overtime hours.
The University’s Payroll Department (Comptroller’s Office) monitors student employee work hours submitted for payment. In cases where the work hour limitations for full-time, half-time and less than half-time students are exceeded in a given week, the Payroll Department will contact the student employee’s supervisor(s) and remind him/her of the limitation
Work hour limitations for Graduate Assistants - Graduate Assistants must be full-time students (7 or more credit hours or full-time equivalent) to qualify for their assistantship and are expected to work approximately 20 hours per week performing work assigned by faculty members.
Note: Time spent by Graduate Assistants working on their thesis or dissertations will not be taken into consideration in evaluating total work hours spent each week to satisfy the requirements for their Graduate Assistantships.
The Graduate School and directors of graduate programs in the various colleges emphasize that, in order to provide sufficient time to complete their graduate course work, faculty restrict graduate assistants to 20 hours of work per week
International graduate students with assistantships may have graduate school restrictions on taking additional work hours outside of their academic department and should receive permission from the grad school prior to any additional work.
Less Than Half-Time Students…Fall and Spring Semesters - The same 20 hours per week restriction applies to less-than-half-time students
Calculating sign in times - Students who sign in up to six minutes after the hour will be paid as of the hour. Students who sign in after six minutes after the hour will be paid as of one-quarter after the hour. The same time frame applies for signing out.
Ex: Student signed in at 8: 05 a.m. Student will be paid as of 8:00 a.m.
Student signed in at 8:08 a.m. Student will be paid as of 8:15 a.m.
Lunch/Breaks - There are no state or federal regulations that require lunch periods or breaks be given. However, it is recommended that any employee who works in excess of six hours at a time be given a one-half hour unpaid break or lunch period.
Marquette University strongly recommends that all students sign up for Direct Deposit. Your student may sign up online at MyJob or by completing the Direct Deposit Form and submitting it to the Payroll Department. Note: your student’s MyJob account is activated a few days after their hire is entered into the system. If they have trouble logging in, have them contact the Help Desk at firstname.lastname@example.org.
Student pay dates are listed on the Student Payroll Calendar. Paychecks for students not signed up for Direct Deposit are distributed to the student’s supervisor. Paychecks for students who are employed by off-campus FWS employers may be picked up in the Payroll Department, Straz Tower, 175.
All checks not picked up by the Friday immediately following the student payday should be returned to the Payroll Office.
The university is required by law to record and pay for hours actually worked. Time actually worked for student employees is documented by EmpCenter. Student employees are responsible for accurately recording their time worked for each scheduled workday.
Falsification of the time record is a serious violation of university policy and is, in essence, theft. Such falsification will result in corrective action, up to and including immediate discharge.
Punches collected in the EmpCenter system are set to record the start and end of the day/shift and are rounded at 7:59 minutes before and after each quarter hour. Rounding is done on each quarter hour: 00, 15, 30, 45, and the grace period lasts from 7:59 minutes before the quarter hour through 7:59 minutes after the quarter hour. The grace period is in place to provide employees with ample time to punch in prior to their start time. The actual time that an employee clocks in is the official time used for tracking attendance.
For example, if a student employee’s schedule requires an 8:30 a.m. start time and the student employee clocks in at 8:35 a.m., the student employee is considered late even though paid time is calculated for that day beginning at 8:30 a.m. If a student employee’s schedule requires a 4:30 p.m. end time and the student employee clocks out at 4:25 p.m. that student employee is considered to have left early, even though paid time is calculated to 4:30 p.m. Student employees punching out and leaving prior to their scheduled end time without prior supervisor authorization will be subject to corrective action up to and including termination of employment.
TERMINATION OF A STUDENT
Supervisors must end the placement (hire) in JobConnection for any student who terminates their employment prior to the end of their originally authorized period (i.e. the end date on the salary authorization.) Supervisors may complete a Termination of Employment form for their office records. However, the Office of Student Employment does not need a copy of the Termination Form.
The role of the supervisor is vital to the success of any work environment and, in order to be effective, the supervisor must perform a wide range of activities. Initially, you are responsible for fulfilling certain managerial functions involved in getting departmental jobs accomplished. Supervisors have additional responsibilities: concern for the development of the student, and also for the worker as a student. The best supervisors treat their student workers as individuals, and understand that student workers have other interests and responsibilities. They make the work of the student seem interesting, significant, and worthwhile to both the supervisor and the student.
The good Supervisor must have many talents. To assist supervisors of student employees The "Journal of Student Employment", National Association of Student Employment Administrators, Winter, 1995 has developed the following guidelines.
Be an Example.
Model strong work habits through efficient dedicated work practices. Let your own approach to daily work be an example from which students can learn.
Understand that student 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 to accommodate academic obligations.
Communicate the job standards and expectations to your student employee. One can't assume that these are self-evident to the student, even though they may seem obvious to you.
Give Feedback Frequently.
Train, Train, Train!
Be a Team Player.
Share a Vision.
Be an Educator.
Selecting the right person for the right job is the basic purpose of any job interview. Beyond the basic objectives, the job interview is an important step in the student's progress toward becoming a confident and able participant in the world of work.
As with all aspects of supervisory functions, individual adaptation needs to be made to meet specific work assignments. In general the following interview guidelines should benefit both supervisor and student.
While an interview is a valuable method of selecting student employees, other information, such as references, and work evaluations should also be considered.
It is often necessary to delegate work, yet there is often the temptation to give out assignments in small portions because a student only has a few hours to work. Student employees and supervisors often benefit more if in long-range planning supervisors assign not only the task, but the continuing responsibility for seeing it through to completion. Planning very often requires homework on the part of the supervisor. But planning also helps to avoid those embarrassing moments of having the student report for work and finding no work to do.
The ability to communicate is important in the work setting. If a supervisor cannot explain clearly what is expected in assignments and responsibilities, students will be unable to perform their work to an acceptable degree.
Reinforce instructions-The majority of tasks which a student will undertake should be explained and demonstrated thoroughly at the outset.
Recognize perceptual differences-Included in your responsibility to communicate information is need to ensure that the information is being successfully translated and understood.
Emphasize non-verbal communication-The ideas and feelings you transmit are just as important as the words and demonstration methods you employ.
Develop listening skills-Listening is more important than the process of simply acquiring information. Failure to listen properly creates barriers to effective communication - and effective supervision.
A work performance evaluation for all student employees should be conducted at least once each academic year. The Employee Evaluation Form should be completed by the student employee and the student's employer after which both should discuss the evaluation results and formulate goals for the future. This process should be used to facilitate interaction between the student and the supervisor. This form is to be used for departmental evaluation and is not to be sent to Student Employment Services. Copies of the Employee Evaluation Form are also available from Student Employment Services.
In practice, evaluation is an on-going process that you apply almost daily. After the student is given initial training, you make periodic checks to see that performance is meeting the desired expectation. This is evaluation. The performance evaluation form represents the culmination of your daily efforts.
Evaluation, either daily or cumulative, generally takes the form of praise or criticism, but supervisors report that they deal with criticism more often than they would prefer. Poor or slipshod work usually needs immediate attention. But all too often satisfactory and good work gets by with only your silent gratitude. Both deserve equal attention, and timeliness is important if your evaluation is to be of maximum benefit to the student. Although criticism is never pleasant to give or to receive, students feel less threatened and are usually more responsive if it is made within these guideline:
Be constructive and specific - What are the actual examples of poor performance? What should be done in the future to improve quality?
Maintain privacy - Whereas good work deserves praise in front of other students or employees, criticism should never be made within earshot of others.
Be positive - When discussing poor performance with a student, start on a positive note. Most people perform at least some facet of their work satisfactorily, so select a particular attribute or skill and mention it first. Tell the student what you like about her/his work. Then explain what areas warrant improvement. When criticism is presented in a friendly and positive way, students usually realize that you are trying to help and are more likely to listen to what you have to say.
Do not feel guilty - Students usually know when they need criticism. If you fail to react to unacceptable work, you may lose the respect of the student involved as well as that of other workers in the department. Your goal is to keep all students working at their full and most productive capacity.
Be Sensitive - People cannot be expected to perform at the same levels of proficiency. Differences in abilities and aptitudes should be taken into consideration for each individual evaluation.
The long range goal of student evaluation is not simply to provide a system for grading work. It is designed as an instrument to assist the student in her/his development and to enlarge the dimensions of the work/educational experience.
Employers are encouraged to give positive feedback to students when warranted. However, there may be times during the academic year when a student employee is not performing up to your expectations as a supervisor. This may relate to attendance, punctuality, job performance, or attitude. At these times it may be necessary to inform the student of your dissatisfaction with their performance. The Corrective Discipline Interview Form has been developed to facilitate the procedure of informing a student when their work habits must be improved. This is a departmental process. Therefore, the form does not need to be sent to Student Employment Services. A copy should be maintained by the supervisor and the employee. Once these procedures are followed, there will hopefully be an improvement in the situation. If however, the problem continues to be unresolved, it may be necessary to terminate the student employee. If this is necessary, please complete the Termination of Employment Form . It is important that you document any corrective action you take and notify Student Employment Services if a problem should arise.
Some positions at the University involve regular access to confidential information. It is expected that such information will not be discussed with relatives, friends, or others outside the University or in the public areas of the University. Confidential information should be discussed with other employees only when necessary for the performance of the job.
In some areas, release of information is governed by specific laws. If such laws affect your positions, advise your student(s). You may ask your student(s) to sign a confidentiality statement depending on your departmental policy.
A breach of confidentiality is subject to immediate dismissal or corrective action.
In summarizing the responsibilities of student work supervision, you need to remember that students perform assignments most satisfactorily when:
The preceding has been concerned with methods for perfecting your skills in developing student potential, and various techniques have been outlined to help you achieve this goal. The supervisor who is enthusiastic about her/his work and is genuinely interested in involving others in the importance of that work, will find that enthusiasm is contagious and the rewards abundant.
* Section on Supervision adapted from Supervisor's Manual for Michigan State University Student Employment Programs and used with permission.
FWS is typically not available during the summer. Therefore, a student's academic year FWS award amount may not be used during the summer employment period.
On-campus summer employment becomes effective for all students according to the Payroll Calendar (generally the Thursday before graduation). Available positions should be OPENED and CLOSED as described in this guide. Students must be re-authorized for summer, even if they were employed in your department during the academic year.
WORK STUDY CAUTION: It is possible that a student's work award may change from year to year after a Salary Authorization has been issued because of a change in the student's financial situation. The student will be notified of any change through a revised "Aid Offer and Student Reply Form." However, we may not be able to notify supervisors of this change until the student appears on the payroll records. Therefore, close communication with your potential student employees regarding their work awards is essential. Student Employment Services will not pre-authorize any student who has not accepted their Federal Work Study (FWS) or needs to complete verification. You will be notified if a student cannot be pre-authorized. Students whose work program is not determined due to an incomplete financial aid file will be pre-authorized with Regular Student Employment (MSE).
STUDENT EMPLOYEE JOB APPLICATION
The Student Job Application (located on the SES website) is available for use when hiring new students in your department. Student Employment Services recommends that you use this standard application form. However, if you develop a different one for your department, please have it approved by Student Employment Services before using it. This is important due to employment rules and regulations. The student hiring process should be no different than when hiring a regular staff person to work within a department. Feel free to contact a student's prior employers and references.
RIGHTS AND RESPONSIBILITIES
It is the supervisor's responsibility to:
A student employee should consider the job a serious commitment. When hired for a position, the student becomes a member of a work unit that depends on him/her. Therefore, the supervisor may reasonably expect the student to:
The student also has responsibilities to the Office of Student Financial Aid. Since Federal Work Study is based on financial need, the student is expected to:
In order to carry out the responsibilities, Student Employment Services reviews and prepares reports regarding student employment for federal, state, and university entities. The office assists departments with their efforts to comply with appropriate regulations by monitoring payroll earnings, records, etc.
The Marquette University Student Employment Services is one of the units within the Office of Student Financial Aid and has the following responsibilities: