STUDENT EMPLOYEE ORIENTATION

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STUDENT EMPLOYEE ORIENTATION

• Getting employees off to a Good Start

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INTRODUCTION

• Congratulations! You are now a Student Employee
  at Honolulu Community College.
• The purpose of this New Student Employee
  Orientation is to ensure that every new employee
  receives a positive and consistent introduction
  to HCC.

3
INTRODUCTION

• As a student employee, you are working a "real"
  job, and each student who works here helps keep
  HCC running smoothly. While working here, you
  will be
• Representing HCC to students, alumni, faculty,
  staff and the general public (including potential
  students and their families)
• Providing HCC with needed assistance
• Becoming familiar with the services and programs
  provided by HCC
• Earning money to contribute toward your education
  
• Gaining valuable work experience while also
  building your resume and enhancing your
  marketability.

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DIRECTION

• Although the Student Employment Orientation is
  directed towards the newcomer, the crucial
  interactive role played by each person who comes
  in contact with a new employee needs to be
  emphasized.

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Outline of SE Orientation Objectives

• Student Employment Plan
• Employee Relations
• Customer Service
• Sexual Behavior
• Team Building
• FERPA Update

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Student Employment Plan

• Phase I - Introduction
• Who? Student Employment SECE Job Search
• Where? Online (Using MyUH Portal username
  password www.hawaii.edu/sece
• When? As soon as receiving MyUH Portal
• What happens? Student creates profile,
  establishes eligibility, and applies for job.

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Student Employment Plan

• Phase II Job Orientation
• Who? Supervisor
• Where? Department (Worksite)
• When? First day of work
• What happens? New employee is introduced to job
  and workplace, including description of how
  employees job fits into departmental and HCC
  goals

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Employee Relations

• Employment Status
• Absences
• Appropriate Dress
• Breaks
• Confidentiality
• Dismissal
• GPA Requirements
• Payroll Timecards
• Performance Evaluations 

• Personal Use of Equipment
• Professional Conduct 
• Questions
• Resignation
• Safety and Injuries 
• Scheduling Work Hours
• Telephone Etiquette 
• Using SECE
• Working Your FWS Award

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Employee Relations

• Employment Status Appointment period shall be
  for a period of one year subject to renewal. A
  reasonable training period of no more than ninety
  (90) days may be established on the date of hire
  as a probationary period. There is a 20 hour work
  week restriction for student employees.

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Employee Relations Absences

• Phone your supervisor if you will be absent or
  late for work. If possible, tell your supervisor
  in advance if you know that you will be absent or
  late. Failure to report to work during the agreed
  upon schedule or a demonstration of consistent
  absences or tardiness may be grounds for
  dismissal.

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Employee Relations Appropriate Dress

• Appropriate Dress Although HCC has no specific
  dress code, student employees are expected to
  dress appropriately for their positions. Casual
  attire may be allowable, but it is best to check
  with the specific department for which you work
  for appropriate dress for that department. All
  student employees are visible to students,
  alumni, faculty, staff, and members of the
  community. Appropriate dress is expected from all
  student employees.

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Employee Relations Breaks

• Breaks If you work in excess of (4) four or more
  hours, you must take a minimum 30-minute
  "off-the-clock" lunch break. At the discretion of
  your supervisor, a (10) ten minutes break can be
  allowed for each (4) hours of continuous work.
  Breaks should not be taken in the work area. The
  times that breaks are to be taken must be
  approved by the supervisor. Smoking is not
  allowed inside HCC buildings.

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Employee Relations

• Confidentiality of Records HCC records and
  information must be treated confidentially and
  professionally as stated in the Federal Rights
  and Privacy Act of 1974. They are to be discussed
  only with individuals authorized to have access
  to institutional records. Any violation
  concerning the confidentiality of records
  constitutes grounds for termination. Any student
  employee who provides confidential information
  obtained from HCC to any unauthorized
  individuals outside their designated department
  will be disciplined and/or terminated immediately.

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Employee Relations Dismissal

• You can be discharged for any reason of
  misconduct or unsatisfactory work performance.
  The following are some examples of reasons for
  dismissal
• Working under the influence of alcohol,
  stimulants, or other drugs.
• Missing work or unexcused absences without
  notifying your supervisor.
• Reporting more hours on your time card than you
  actually worked.
• Violation of the Student Services Policy on
  confidentiality of records.
• Certain violations of the Academic Code or the
  Student Judicial Code.

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Employee Relations GPA Requirements

• All student employees are expected to maintain
  good academic standing. A minimum cumulative
  grade point average of 2.0 for community college
  and undergraduate students.

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Employee Relations Time Sheets

• Time SheetsAll employee timecards are submitted
  to the Department Supervisor for approval and
  then delivered to the Business Office in Building
  6.
• Please see your supervisor for instructions on
  how to track and submit your work hours. Time
  sheets are due on the circled date on the HCC
  2005/2006 Student Payroll Calendar. Failure to
  turn in your time sheet could result in a missing
  paycheck and disciplinary action.
• Both student and supervisor must sign timesheet.

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Employee Relations Pay Checks

• Pay ChecksPaychecks are disbursed bi-monthly on
  the underlined dates on the Student Payroll
  calendar. Students are paid for actual hours
  worked - not for estimated hours. The first pay
  check takes approximately 4 to 8 weeks to be
  processed. Please check with your supervisor.
• Student direct deposit of student pay is
  available through the HCC Business Office.

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Employee Relations Performance Evaluations

• Performance Evaluations Formal student employee
  evaluations are to be completed at least once
  each semester by your supervisor. In addition to
  the formal evaluation process, supervisors are
  expected to provide routine, informal feedback to
  all student employees. The purpose of the written
  evaluation is to provide formal assessment and
  documentation of performance as well as an
  opportunity for personal and institutional
  improvement.

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Employee Relations Performance Evaluations

• Performance Evaluations (Contd)
• You will be evaluated on the following general
  areas attendance, dependability, quality of
  work, quantity of work, attitude, initiative, and
  professionalism.

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Employee Relations Personal Use of Equipment

• Student employees may not use the office
  telephone for personal calls without their
  supervisors permission and only when absolutely
  necessary. Student employees may not use other
  office equipment, such as computers (and
  associated printers, scanners, etc.),
  photocopying machines, word processors, or
  typewriters, for personal business or class work.

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Employee Relations Professional Conduct

• Student employees provide an invaluable
  contribution to the work performed at HCC.
  However, students are expected to work to their
  full potential while "on the clock." The
  following general guidelines apply
• You are not to do homework or engage in similar
  non-work related activities while on the job
  unless expressly permitted to do so by your
  supervisor.

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Employee Relations Professional Conduct

• Discourage friends and family from visiting or
  telephoning you at work, except in emergencies.
• If you complete an assigned task and have nothing
  else to do, it is your responsibility to ask your
  supervisor what additional tasks he/she might
  have for you to do. If there is no additional
  work, then the supervisor may make your services
  available to other HCC faculty or staff who need
  assistance.

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Employee Relations Professional Conduct

• In the event of your supervisors absence, you
  may be given further assignments to work on
  during his/her absence. Someone else in the
  department may be designated to act in your
  supervisors absence. This supervisor-designate
  might be your supervisors immediate supervisor,
  a co-worker or someone else working on the same
  or a similar project

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Employee Relations Questions

• Questions Dont be afraid to ask questions of
  your supervisor or to ask him/her for help. The
  only "dumb" question is one that isnt asked!
  Its better to admit you dont know but are
  willing to learn than to give someone incorrect
  information.
• How Do I Handle Job Problems? (e.g., work
  schedule, job expectations, not enough hours,
  conflicts with supervisor) discuss them with your
  supervisor.

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Employee Relations Resignation

• It is not required by law, however, it would be
  nice to have students who intend to resign their
  position, to submit a letter of notice of
  resignation two weeks or more prior to leaving.

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Employee Relations Safety Injuries

• All on the job accidents must be reported to your
  supervisor.
• Regardless of how minor you may think the injury
  is, an accident its better to admit you dont
  know but are willing to learn than to give
  someone incorrect information.
• Maintain a safe work environment

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Employee Relations Working Your FWS Award

• Work-Study is a federally-funded program and is
  awarded to eligible students through the
  Financial Aid Office at Honolulu Community
  College. Federal Work Study (FWS) enables you to
  earn that portion of your expenses not covered by
  grants and loans. If you have been awarded FWS
  funds, you must work with an eligible FWS
  employer to earn them.
•  
• You should weigh the advantages of locating a job
  that matches your special skills, interest,
  and/or academic major. The Student Employment
  office will assist you in finding a Work Study
  job on the UH SECE online system. There is no
  guarantee that you will be able to find a FWS
  placement. If you are not hired by a FWS
  authorized employer you will not receive any
  portion of your FWS award for that semester.

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Employee Relations Working Your FWS Award

• Continued  
• You must be enrolled at least half-time (6
  credits) during the semesters (fall/spring) while
  you are employed. You may earn your FWS funds up
  to the awarded amount as indicated on your award
  offer. If you do not earn all of the awarded
  amount for the semester, your unused portion will
  not be carried over into the next semester. If
  you are already working in a non-work-study
  position, you may wish to talk with your employer
  to convert your position to a FWS position or
  decline your FWS award.

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Employee Relations Working Your FWS Award

• Continued  
• Community Service Opportunities
•  
• Students who are eligible for employment in the
  FWS Program have an opportunity to serve the
  local community through paid work experiences.
  Openings are listed on the SECE system under FWS.
  The America Reads program (literacy for K-5
  children, America Counts (tutoring in math for
  children 6th-9th) Jumpstart (literacy for Pre-K
  children) and MOSAIC (tutoring and mentoring for
  youth grades 7th-12th). HCC presently has
  America Reads positions available in elementary
  schools near the campus.

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Customer Service

• Gain the knowledge and skills to help you
  recognize and practice appropriate behaviors for
  providing effective service. Develop a positive
  service attitude that reflects your commitment to
  Honolulu Community Colleges core values
• Respect (for one another)
• Quality Excellence (cooperation, pride in a job
  well done
• Student Centered ( intellectual and spiritual
  growth)
• Community (creative imaginings)

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Sexual Harassment

• Sexual harassment of either employees or students
  is a violation of federal and state laws. It is
  the policy of the University of Hawaii system
  that no member of the UH system community may
  sexually harass another. In accordance with its
  policy of complying with non-discrimination laws,
  the UH system will regard freedom from sexual
  harassment as an individual employee and student
  right which will be safeguarded as a matter of
  policy. Any employee or student will be subject
  to disciplinary action for violation of this
  policy.

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Sexual Harassment

• Consenting relationships may constitute sexual
  harassment under this policy. When a
  professional power differential exists between
  member of the UH System and a romantic or sexual
  relationship develops, there is a potential for
  abuse of that power, even in relationships of
  apparent mutual consent. Faculty and staff
  members are strongly advised not to engage in
  such relationships. Further, the UH System
  prohibits the abuse of power in romantic or
  sexual relationships.

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Sexual Harassment

• Unwelcome sexual advances, requests for sexual
  favors, and other verbal or physical conduct of a
  sexual nature constitute sexual harassment when
• Submission to such conduct is made either
  explicitly or implicitly a term or condition of
  an individuals employment or education
• Submission to or rejection of such conduct by an
  individual is used as the basis for academic or
  employment decisions affecting the individual or
• Such conduct has the purpose or effect of
  interfering with an individuals academic or work
  performance or creating an intimidating, hostile
  or offensive employment, educational or living
  environment.

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Sexual Harassment

• What is Sexual Harassment?
• Sexual harassment is unwelcome sexual attention
  that is a form of illegal sex discrimination
  under federal and state law. It is usually
  repeated behavior, but could be one serious
  incident. Sexual harassment may be blatant, as
  in
• Deliberate touching, pinching, caressing,
• Attempts to fondle or kiss
• Pressure for dates or sex,
• Requests for sex in exchange for grades or
  promotions

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Sexual Harassment

• What is Sexual Harassment? (Continued)
• Or sexual harassment may be more subtle like
  staring, sexual jokes, or teasing, sexually
  demeaning remarks.
• Sexual harassment usually occurs in situation
  where one person has power over another, but it
  can also occur between equals.

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Sexual Harassment

• What kinds Of Behaviors May Lead To Complaints?
• Not all of the following examples are severe or
  pervasive enough to be sexual harassment, but all
  of them involve problematic or questionable
  behavior that may lead to complaints.

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Sexual Harassment

• What kinds Of Behaviors May Lead To Complaints?
  (Continued)
• At Junes work-study job, her supervisor
  repeatedly makes jokes with sexual overtones. He
  promises her a promotion if she will work after
  hours in his apartment on a special project.
• In one of Karens classes, the professor
  frequently makes derogatory comment and jokes
  about women that have sexual overtones. Karen
  finds them so insulting that she is thinking
  about dropping the course.

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Sexual Harassment

• What are the Effects of Sexual Harassment?
• People who are subjected to sexual harassment
  often feel powerless to stop the situation.
• People who experience sexual harassment often
  blame themselves.
• All effects are harmful

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Sexual Harassment

• How can I avoid Behavior That May Be Seen As
  Harassing?
• Treat all co-workers and students with respect
• Be careful about touching others.
• Avoid jokes, words, and gestures that have sexual
  connotations or demean or trivialize any person
  or group.
• Keep compliments casual and impersonal.
• Leave sexually provocative pictures and language
  at home.
• Ask yourself if
• Others seem uncomfortable with your comments or
  behavior
• It is behavior you would want to appear on the
  evening news,
• You would want a member of your family to be
  treated in the same way.
• WHEN IN DOUBT DONT DO OR SAY IT!!!

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Sexual Harassment

• What Can I Do About Sexual Harassment?
• Set your own boundaries.
• Be aware of situations and people who may harm
  you.
• In an uncomfortable situation, be direct, honest,
  and remove yourself from the situation
  immediately.
• Tell someone.
• Keep records.

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Sexual Harassment

• What Can I Do About Sexual Harassment?
• As a student, respect the rights and preferences
  of all members of the University community.
• As a faculty member, make sure you are aware of
  how classroom behavior and interaction with
  students may constitute, or be construed as,
  sexual harassment.
• As a supervisor you have a special, legal
  responsibility to stop sexual harassment.
• As an employee, report any harassment you become
  aware of, and be sensitive to how others view
  what you say and do.
• If you think that you are being sexually
  harassed, or if you have information about sexual
  harassment, seek help- the sooner the better.

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Employee Relations Confidentiality

• Refer to FERPA

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Customer Service

• Telephone Skills As HCC employees, we portray
  the image of the college through the telephone. 
  When we answer the phone or take a call, we are
  HCC to the caller.  Its important for all
  employees to present a friendly, helpful, and
  professional image to everyone who calls.
• Answering the phone correctly is necessary, of
  course.  But, the way we answer the phone,
  transfer a call, or take a message is what makes
  a lasting impression on the caller.

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Customer Service

• Telephone Skills
• What To Say When Answering the Phone
• How To Transfer Calls
• How To Put Calls on Hold
• Signing On to the Computer
• Answers To Commonly Asked Questions

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Customer Service

• Areas Of Responsibility (Who Does What)
• Procedures
• Who Is Your Supervisor

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Customer Service

• Providing Effective Service
• Invite the transaction between you and the
  customer (students, staff, etc.)
• Be approachable or proactive in acknowledging the
  individual verbally and non-verbally
• Project an open, caring, cooperative, and
  non-judgmental attitude.

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Workplace Violence Policy

• The safety and security of HCC employees and
  customers are very important.
• Threats, threatening behavior, acts of violence
  or any related conduct which disrupts anothers
  work performance or the Colleges ability to
  execute its mission will not be tolerated.

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TEAM BUILDING

• Some inspiring quotes
• Teamwork is so important that it is virtually
  impossible for you to reach the heights of your
  capabilities or make the money that you want
  without becoming very good at it.
• Brian Tracy
• Talent wins games, but teamwork and intelligence
  wins championships.
• Michael Jordan

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FERPA Update

• The Basics The Family Educational Rights and
  Privacy Act (FERPA) gives students the right to
  inspect and review and amend, educational
  records, as well as the right to have come
  control over the disclosure of information from
  educational records to third parties. In order
  to release information that goes beyond basic
  directory information, such as name, address,
  etc. that each higher educational institution is
  required to identify and communicate to students,
  a student-signed and dated written consent is
  required before a school may disclose educational
  records. The consent must stipulate that records
  may be disclosed, the purpose for the disclosure
  and the party(ies) to whom disclosure may be made.

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EMERGENCY

• In Case of EmergencyIf major, call 911.
• Do Not Use Elevators
• Do Not stop to pack up personal belongings
• Do Not prop doors open
• Do Not Run. Walk Instead Do proceed toward fire
  tower / stairwell If alarm is not on, pull alarm
  on your way to the fire tower