Supervising Student Employees
Southern Oregon University values the contributions of its many student employees. The work they do on behalf of the University contributes greatly to the various teaching, research, operational and administrative functions of the University. Student employees are an important part of many of our departments on campus and enhance a workplace that is vibrant and diverse.
Student employment is intended to be a learning experience that complements a student’s academic and career goals and provides valuable work experience. In addition to the day to day work requirements and job functions, consider your student employee’s job as another piece to their education at Southern Oregon University. Below is a list of some benfits of working on campus.
- For students new to the University, working on campus helps develop a sense of community and belonging. Students who feel they are a part of their university tend to do better scholastically.
- Student earnings are an important source of financial assistance and they benefit by working on campus with flexible scheduling and eliminating the need for transportation to an off-campus site.
- Students with little or no employment history may establish a work record and learn the fundamental skills of employment such as punctuality, communication, cooperation, and time management.
- Students prepare for the world of work through processes of interviewing, hiring, training, supervision, relating to coworkers and the public, meeting expectations, and achieving goals.
- Students have opportunities to sample several career choices through varied work experiences.
- Students with defined career objectives gain related experience that enriches their educational program.
- Students with otherwise limited exposure and opportunity for networking may also make valuable contacts with professionals in their chosen fields.
Weekly check-ins can be helpful in making sure employees and supervisors are on the same page regarding job performance as it relates to the position description and learning outcomes. This brief conversation also can be used as a time to discuss any issues that might occur before they grow to be larger problems. Hopefully weekly check-ins help to eliminate the need for disciplinary actions, but if it is necessary, an action plan should be followed to help to put it into context for the student employee. (Discipline and Grievance Procedures).
Once a student has started working on campus, it is highly recommended that they begin incorporating their experiences into a professional resume. SOU Career Development Services will help students build or strengthen their resumes so they can atriculate their skills and accomplishments for a future internship or employment opportunity. To learn more, go to: http://www.sou.edu/careers/student/.
Monitoring Work Hours
It is the department supervisor's responsibility to review and approve time for each student on a monthly basis. Time is recorded by students either by the TKtalk/Kronos system or a manual time sheet.
TKTalk and Kronos
An automated system for recording work activity over the phone, it replaces a manual time sheet improving the accuracy of pay in less time. The students are responsible for recording their own time. (TKTalk instructions for students).
The first business day following the end of the pay period, the 12th of each month, both an Hours Summary and Punch Detail reports will be sent to supervisors for review from the Payroll Office. Supervisors with Kronos access (to obtain access, please contact the Payroll Office) can edit and/or add time throughout the pay period up until the cutoff date (see payroll schedule). Basic instructions on how to use the Kronos system can be found by clicking the following link: TKTalk/Kronos instructions.
For supervisors without Kronos access, missed punch forms are available in the Payroll Office. These will need to be signed by both the student and supervisor and must be submitted to the Payroll Office by the cutoff date (see payroll schedule).
Please review the timesheets before signing them, looking at the hours worked, totals, student's signature, and index code. Timesheets are due in the Payroll Office by the cutoff date (see payroll schedule). Late time sheets will be processed with the next payroll.
Work Study Guidelines
As a supervisor of a student with a Federal Work Study award, you are entrusted with federal dollars. In accordance with Federal Work Study Guidelines, you cannot exceed the amount of dollars awarded to the student. You must monitor the amount awarded to your job and the student must stop working when they have earned the amount allocated to your job. However, if the employer wishes to continue employing the student, he/she may do so, but will assume 100% of the payroll expense and a Non Work Study referral is required by the Payroll Office. Any earnings, which exceed the award must, by law, be paid to the student but the over earnings may be charged directly to the department’s budget.
As a student’s earnings begin to approach the total award, the supervisor should plan the student's schedule very carefully, staying in contact with any other department in which the student has earnings. If the student is working in two departments and earnings exceed the award, the over earnings will be charged to the department in which the overage occurred.