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 (SEO)
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:
- Ensure that a Job Classification Form for each type of student job available in your department is on file in the SEO.
- Complete and submit a Request for Hire/Work Authorization Form (RWAF) for each student employee. No student is authorized to work until an approved RWAF is received.
- Promptly review, approve and submit student time sheets to the Payroll Office:.Time sheets must be approved by the direct supervisor of the student. Failure to do so will delay distribution of student pay checks. 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 student employment budget allocation for the academic year.
- Complete and return Student Employment Performance Reviews to the SEO where they will become a part of students' employment records.
Completing the Work Authorization Form
View a sample copy of the Request for Hire/Work Authorization Form (RWAF)
Each Wheaton student performing work on campus must complete the Student Employment Request for Hire/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 RWAF 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 RWAF will be processed to initiate payment to the student. A copy is kept in the student's 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.