Information for Work-Study Supervisors
1. Request Student Employees:
Contact the Financial Aid Office if you are interested in supervising a Work Study Student. Once you have approval, you will move on to step 2.
2. Advertise a Position:
Once you know that you'll be hiring a student worker, you will need to advertise your position. Please click on "Form to Advertise a Work-Study Position" in the drop down menu to the left, complete the form, and click on "Submit Form" to send it electronically to the Financial Aid Office. Your job listing will then be added to the web-site work-study job listings for student consideration. You are welcome to contact Melinda Lane anytime with any necessary listing changes.
Students who have been awarded work-study will receive a password in order to complete an on-line Work-Study Job Application. They will then submit those to any supervisor who has a job available in which she is interested. You will only receive applications during the acceptance dates you have indicated.
As you receive applications, you will need to review them and schedule telephone or in-person interviews with each student you believe might be a good fit for your position. If you choose not to interview someone, please let her know. This will encourage the student to apply for other positions that might be a better fit for her.
Anyone applying for your work-study positions must have either Federal Work-Study or Stephens Employment awards. If you are the supervisor of a Community Service Site (Columbia Access TV, KWWC-FM, Stephens College Children's School), please remember that you can only hire students with Federal Work-Study grants.
6. Student Employment Form:
Once you have decided to hire a student, please complete the "Hiring Information" section of her Student Employment Form. Your account number is the Student Payroll account number on your budget report summary. Then, send the student to Human Resources (first floor of the Visitors Center), with two forms of identification, to complete her tax forms and I-9. The student's final stop will be the Financial Aid Office where a final okay will be given on her Student Employment Form and a Work Permit will be issued.
7. Collect the Work Permit:
Once the Work Permit is issued the student can start to work. Please do not allow a student to start working without a signed Work Permit. Students without verified work-study awards cannot perform work-study positions. Please remember that work-study awards are based on students' annual FAFSAs, so there is no guarantee that students will receive the awards every year or that the amounts will remain the same.
8. Supervising Hours Worked:
It is important for the student to maintain that amount of hours worked on a regular basis in order to get paid accurately. In addition, students who falsify hours worked are at risk of losing their Work Study Award for their time at Stephens College. Please remind the students to use PayChex to record their time. Students should pick up their paychecks at the Accounting Window on the second floor of Lela Raney Wood (LRW).
9. Student Performance:
Hopefully, all will go perfectly well with your student worker. If that is the case, please take the time to tell her "thank you" and find a way to reward her for her hard work and contribution to your office/department. The majority of our students do an excellent job. However, if you begin experiencing difficulties with your student worker, handle it as any other manager would. Discuss the problem with the student, explain your expectations, and give her a set time to show improvement. The Human Resources Office has Performance Improvement Forms to assist supervisors in providing information to students and documenting issues. If problems persist and there is nothing that can alleviate the issue, terminate the student's employment. Contact the Human Resources to explain that the student is being terminated, ask for a Separation Form, and ask that the position be advertised to other students. These are real jobs and it is part of our responsibility as supervisors to teach our students professionalism in the workplace.
Our work-study students are a great resource here at Stephens College. Let's keep working together to ensure the continued success of this program!