Information for Work-Study Supervisors
1. Check your Budget:
If you are a work-study supervisor or would like to become one, the first thing you need to do is look at your department's budget summary report to verify that you have student employment in your budget. If you do, you will see a line titled "Student Payroll". Then, you need to look to see how much money you have been alotted for the year. Use this amount to determine how many students you can hire and for how many hours per week. You can also see the number of hours per week you can hire student workers at the top of your job listing. To view your job listing, click on "Work-Study Job Listings" in the drop down menu to the left. Keep in mind that all student workers will earn $7.25/hour during the 2010-201 school year. They will work between 5 and 9 hours per week, based on their grant amounts. Students with $1,100 grants should work on average five hours per week for 30 weeks. Students with $1,500 grants should work on average 7 hours per week for 30 weeks. Students with $2,000 grants should work on average 9 hours per week for 30 weeks. If you do not have a Student Payroll line on your budget report, you have not been given any work-study money for the year and cannot hire work-study students. If you will need to hire a student worker for the following year, you will need to complete a Work-Study Budget Request Form by May. You can download/print the form below or request one from the Office of Career Development. Please return the form to the Career Development Office..
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 Amanda in the Office of Career Development. Your job listing will then be added to the web-site work-study job listings for student consideration. As students turn in their Student Employment Forms, the hours you need will be reduced on your listing. You are welcome to contact Amanda anytime with any necessary listing changes.
Students who have been awarded work-study grants will receive a password in order to complete an on-line Work-Study Job Application and Work Availability Form. 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. If your position is listed as "Filled", no one will be able to submit applications to you.
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 grants. You will want to verify that your applicants have a work-study grant by looking at the bottom left-hand corner of their Student Employment Forms when they arrive for their interviews. If Financial Aid's section is not completed, please do not hire the student. Send her to the Financial Aid Office or the Office of Career Development. 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 Hickman Hall), with two forms of identification, to complete her tax forms and I-9. The student's final stop will be the Office of Career Development 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 she has given the Work Permit to you, she can start working. Please do not allow a student to start working without a signed Work Permit. Students without verified work-study grants cannot perform work-study positions. Please remember that work-study grants are based on students' annual FAFSAs, so there is no guarantee that students will receive the grants every year or that the amounts will remain the same.
8. Timesheet Supervision:
Please provide timesheet supervision to your student worker. She should keep track of her work hours as she works. At the end of the two-week pay period, she should go to www.stephens.edu/hr/forms/studentbiweeklytimesheet.xls to complete her timesheet on-line. She should then print and sign it and give it to you for your review and signature. You will need to check over the timesheets and sign them when they are due. You can find the timesheet/payday schedule in the drop-down menu on the left. Whether you or your student worker turn the timesheets in to Human Resources, they must be turned in on time in order for paychecks to be printed. 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. If problems persist and there is nothing that can alleviate the issue, terminate the student's employment. Contact the Office of Career Development 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 good basic work skills.
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!
Quick List of Supervisor To-Dos
- Check budget
- Advertise position(s)
- Expect electronic applications and review them
- Schedule/conduct telephone or in-person interviews
- Hire student(s)
- Help complete Student Employment Form
- Collect Work Permit
- Allow student to start working
- Supervise and help student learn good basic work skills