Information for Supervisors
Rehiring, Promotion, and Performance Reviews
As a supervisor, you can play an important role in guiding your student's work experience, assisting him or her to become more effective, committed and responsible, and in helping to maximize his or her learning from the work environment. Your involvement might include the opportunity to:
- share and clarify expectations before the experience begins
- set goals together and select indicators for measuring performance periodically
- talk about projects or tasks
- notice potential problems and prevent them from occurring
- help a student to see his or her strengths and limitations
As a result of being involved in this process, students will likely learn to become more focused participants who understand what they want to achieve. Finally, through this process, they will have the opportunity to enhance and learn new leadership and work-related skills.
Filling a Job Opening:
The Student Employment Office (SEO) publishes job openings on-line throughout the academic/nonacademic year. Supervisors may advertise openings by submitting the Job Advertisement Form to the SEO. Once the position is filled, departments should notify the SEO so that the position can be removed from the list.
Students are responsible for finding their own on-campus jobs. They are encouraged to view advertised openings and then go directly to departments to apply for the positions. We greatly appreciate the availability of faculty and staff members to students during this important process.
Supervisor Responsibilities
The role of supervisor is critical to the success of the student employment program. Building a relationship between supervisor and student employee where the proper employee selection is made, quality training is provided, expectations are clear and communication is open will help student employees to perform better and to grow as individuals. Well-defined and managed campus jobs benefit everyone concerned.
Working with the Student Employment Office
The SEO authorizes jobs and wage rates for all student employment. Coordination with the SEO is important in the following specified ways:
Each supervisor should:
- Complete and submit a Job Classification Form to the SEO for each type of student job available in your department that is not registered.
- Complete and submit a Work Authorization Form for each student employee. No student is authorized to work until an approved Work Authorization Form is received.
- Promptly review, approve and submit student time sheets to the Payroll Office:.Timesheets must be approved by the direct supervisor of the student. Failure to do so will delay distribution of student paychecks. Supervisors will have to resubmit hours which can further delay the process. The following link contains instructions for electronic time entry approval:
Instructions for Electronic Time Entry Approval
- Notify the SEO of any changes in the status of your student employees, in writing or via e-mail.
- Monitor wages earned by each student, keeping in mind the limit of the student's work allotment and the specific wages assigned by the department. Students may not exceed work allotments. Departments must also stay within the department's wage allocation for the academic year.
- Complete and return Student Employment Performance Reviews to the SEO where it will become a part of the student employment record.
Completing the Work Authorization Form
View a sample copy of the Work Authorization/Hire Form
Each Wheaton student performing work on campus must complete the Student Employment Work Authorization Form. This form should be on file in the SEO before the student begins the work assignment. This will ensure that the student's work hours will be processed on the student payroll and will be paid in a timely manner. These forms are available in the SEO.
The Work Authorization Form should be completed as follows:
- Part I
The student completes the necessary information. If s/he will be working in more than one job a separate form for each job is required. Agreeing to the conditions of employment, the student must sign the form . - Part II
To be completed by the employer. - Part III
The Student Employment Office authorizes students to work in a position for a specified allotment. This authorization section shows the account to be charged, the student's total allotment, the pay rate for the assigned job in the department, and the total hours per week authorized. The job's position number and suffix which connects the job to the departmental payroll time sheet are also shown.
The completed WAF will be processed to initiate payment to the student. A copy is kept in the students' file and the remaining copies are sent to the employer and to the student. Upon receipt of the completed supervisor copy, the supervisor should verify the authorized information with their records; i.e., correct job title, pay rate, student's work award and maximum hours per week the student can work. Supervisors should feel free to contact the SEO with questions about the authorization process.
Students who work on campus are viewed as employees of the College.
The following guidelines are offered in the supervision of student workers:
Attempt to make sure the working conditions of student employees are equivalent to those of other workers.
Communication is important in effective supervision. Outline basic work expectations and responsibilities for student employees, and during the hiring process explain the importance of their duties. Provide a specific job description which lists the tasks to be performed.
Make certain student employees receive quality training so that they can carry out responsibilities properly. Review tasks and expectations regularly.
Assist each student in establishing good work habits. Consider yourself a role model. Also, expecting student employees to perform their duties competently and professionally is not unreasonable and can only enhance their overall effectiveness.
Realize the potential impact that you and the job will have on each student's work attitude and achievement. Therefore, show concern and understanding for each individual. A little praise for a job well done can go a long way. Constructive criticism is also good.
E-mail is a great communication tool. Write updates to your students regularly.
Time Sheets and Paychecks
The student employment program runs on a biweekly pay schedule. Time sheets must be approved by the student's direct supervisor, verifying the hours worked and wages earned. Students are required to submit their electronic time sheets for approval on Friday by 2:00 P.M..
The supervisor should ensure that the time sheet is correctly completed and approved on time to avoid processing delays. Students will be directed to speak with supervisors regarding missed pay checks caused by departmental delays.
The supervisor and the Payroll Office will work together to rectify the problem as soon as possible.
When a completed time sheet is submitted on time to the College Payroll Office, paychecks will be issued on Thursday of the following week. Paychecks are deposited directly to student-designated bank accounts.
To determine the number of hours a student should work each week in order to earn her/his allotment, use the following table. This table is based on a 31-week academic year, which includes all break periods except January Break. This table of hours per week is based on students working in one position only. If a student works in more than one position on campus, these hours must be divided among all positions.
| Work Allotment | Pay Rate | Hours Per Week |
|---|---|---|
| $2000 | $8.00 | 8.0 |
| $2000 | $8.25 | 7.8 |
| $2000 | $8.50 | 7.5 |
| $2000 | $9.25 | 6.9 |
*Hours per week are based on students working in one position only. If a student works in more than one position on campus, these hours must be divided among all positions.
Pay Schedule
Student Employment Payroll Processing Schedule August 2008 - January 2009
Rehiring, Promotion, and Performance Reviews
Because of Wheaton's emphasis on work-and-learning experiences, employee performance reviews are strongly recommended. The Student Employment Performance Review Form becomes a part of the student's permanent work record.
The student's performance is evaluated for knowledge of job, initiative and self reliance, acceptance of creative criticism, professional attitude, and dependability. More importantly, supervisors are asked to evaluate how the student could become a better employee in the future. It is the responsibility of the supervisor to complete performance reviews for all students, including graduating seniors. Performance review forms are requested in the spring. However, supervisors may submit performance review forms at any time to the SEO for students terminating employment mid semester, or after only one semester.
When supervisors complete performance reviews they should take the opportunity to consider if they will seek authorization to rehire or promote each student for the coming academic year.
Supervisors may also complete a job advertisement form for the on-line job listing for each authorized job opening you would like advertised.
Non-Academic Year Employment (January Break, Senior Week, Commencement/Reunion Weekend, and Summer Break)
On-campus student employment during January Break, Senior Break, Commencement Reunion Weekend, or summer break is considered nonacademic year employment. A student's work allotment is not affected by earnings from these employment periods. Wages earned are charged to individual departmental operations budgets. Students hired must complete work authorization forms so that they can be placed on the non-academic year payroll.
The SEO will advertise department job openings for non-academic time periods upon request.
On-Campus January Employment
Supervisors who wish to continue employing academic-year student employees during the January Break must file new work authorization forms. Student work forms will be processed on the non-academic payroll system. The supervisor should clearly indicate on the form that the employment is for January only.
On-Campus Commencement/Reunion Weekend and Summer Employment
The summer Student Employment Program begins immediately after the last day of exams and continues until the first day of classes in the fall. Summer employment, therefore, includes Commencement/Reunion Weekend. Supervisors who would like to employ students during this employment period should complete the work authorization form for the period of employment; i.e. commencement/reunion week or summer. During this period, wages are charged to departmental operations budgets. Pay rates are set by the department.
Supervisors should try to anticipate openings well in advance of the close of school. Most students secure summer jobs at home during the spring break.
Payroll Process During Non-Academic Year Employment Periods
During the Senior Week, Commencement/Reunion Weekend, and Summer, the payroll system operates biweekly. Students'paychecks will be directly transmitted to student-designated bank accounts.
Non-Academic Year Wage Guidelines
Students who are hired to work during this period must be paid at least the existing state minimum wage. The following guidelines have been established to assist supervisors when hiring student employees for summer employment.
To determine the appropriate category, consider the simplicity or complexity of the work, the amount of supervision or direction given, the amount and kinds of decisions made, and the special skills required for the position. Select the category that bests describes most of the work, recognizing that some jobs may include elements of more than one category.
- Basic (no experience required) Student performs simple tasks under clear direction requiring little or no independent decision-making. Examples include filing, stuffing envelopes, answering phones and taking messages, opening and sorting mail. Recommended wage: $8.00 - $8.50
- Intermediate (experience required) Student performs routine assignments where steps in the process are clearly outlined. Some independent judgment is required. Student applies special skills or uses special equipment requiring on-the job training (less than two weeks). Examples include: simple data entry, word processing, performing more complicated complex mathematical computations, performing clerical routines. Recommended wage: $8.50 - $9.00
- Advanced (special knowledge, expertise required) Student performs non-routine assignments where steps are not clearly defined. May coordinate a process or project. Independent judgment is required. Applies special skills and/or uses special equipment requiring moderate on-the job training (more than two weeks). Examples include secretarial administrative work, simple research, simple programming, computer desktop publishing, etc. Recommended wage: $9.00 - $10.00