Welcome Student Employee Supervisors

1
ESSENTIAL PIECE
2
Career Planning Student Employment
Karvelis Flowers Student Employment
Specialist
Hester Young Director
Nicole Copland Career Counselor
Please contact us with your Student Employment
questions!
3
Student Employees are essential to Charleston
Southern University, and the management of these
employees is very important. We have some new
policies and procedures for the upcoming academic
year which were designed to keep us in
compliance with Federal Student Employment
guidelines. Minimum wage has increased to 6.55
as of July 24th. In your Supervisor Handbook I
have included a new recommended Pay Scale.
Please keep this pay scale in mind when hiring
new students, we must maintain a level of
consistency with respect to our student wages.
4

• Before you allow a student to work in
  your department,
• You must have the yellow copy of that students
  contract with approval from Career Planning and
  Student Employment (CPSE) and the Business
  Office
• Required paperwork (W-4, I-9, and copies of ID)
  must be on file with Student Employment in
  HR/Payroll
• The Work-Study Orientation test through the CPSE
  Web site must be taken with 100 accuracy
• The student must submit a class schedule to their
  supervisor
• A confidentiality agreement should be signed in
  any department that handles sensitive or
  academic records

5
FWS - Federal Work-Study
Funds come from the Federal Government and are
awarded through Financial Aid IWS-
Institutional Work-Study The funds come from
your department Any student contract that you
receive from Career Planning and Student
Employment should clearly note whether the
student is FWS eligible. Please send any
student without a contract to CPSE and we will
verify FWS eligibility and collect documents
6
BucCareer Network Please post your available jobs
by August 1

• Specify if your position is FWS only, or if you
  can hire either IWS or FWS in the Job Title
• Please make sure that your contact information is
  accurate
• Please call Karvelis Flowers if you
  need any assistance with the BucCareer Network at
  8019

7
International Students
IWS funds only
International
students can work on campus. It is
very important to employ them whenever
we can to ensure their retention at Charleston
Southern University
Please send any International students to Miss
Barbara Mead to ensure compliance to Department
of Labor and Homeland Security Regulations.
Barbara Mead bmead_at_csuniv.edu
863-8009
8
Students must provide you with a current class
schedule which must be kept on file in your
office. Students must not work during scheduled
class or exam time for any reason. Any hours
worked during class will not be eligible for
Federal Work-Study funds and students will lose
their Federal Work-Study award for the entire
year.
9
Some of the information that students handle is
confidential, like counseling, academic,
financial, or security information
Please make your student employees aware of the
level of privacy in your office. It may be
necessary to have the student sign a found on
our Web site www.charlestonsouthern.edu/careers
Please submit a copy to Career Planning and
Student Employment
Confidentiality Agreement
10
Studying on the job

• Studying while working is permitted only at the
  discretion of the employer
• It is not recommended as a student employment duty

11
MAYMESTER

• Federal Work-Study funds are not available
  during Maymester (May 1st May 31st)
• A New IWS contract must be submitted for
  a Federal Work-Study student for Maymester
• Contact Philip Kim in HR/Payroll at 863-7016
  or pkim_at_csuniv.edu
• A Supplement to add funds may be necessary
• After May 31st, any student employment will be
  considered Summer Employment. The Summer
  Employment Packet is online through Human
  Resources (Quick link) or www.charlestonsouther
  n.edu/hr

12
Breaks and Holidays
Students are not required to report to work
during school breaks when the college remains
open
(Fall Spring Breaks). If you need
an employee during this period, you may want to
let them know when you hire them.
They are also not required to report to work
during holidays when the University is
officially closed.
Please always communicate with
your students about changes in scheduling.
13
Exams and Reading Days
Student employees are expected to notify
Supervisors of study and exam schedules as soon
as possible. Students MUST NOT WORK during their
scheduled exam times, even if they are not taking
an exam.
Students are NOT required to report to work on
Reading Days.
14
Supervisors are responsible for ensuring that
student employees enter hours daily and sign
their timesheet on the last day of the month,
You must approve their timesheets electronically
on the by the fifth day of the following month.
15
Access student timesheets through our Web page,
www.charlestonsouthern.edu/careers Or on the
main CSU Web site, hover over the
Campus Life tab, select Career Planning and
Student Employment.
16
Select
Work-Study Time Sheets.
17
I recommend that you bookmark this page for
future use.
ID is your employee ID Password is your PIN
available from Lisa Fleming of Administrative
Services
18
Once you are logged in, you will see only the
students who have already signed their
timesheets.
Check the electronic timesheet for accuracy.
Please pay attention to a.m.s and p.m.s, a 12
hour difference is at least 78.00!
19
The letters to the left of the students names
and time periods indicate approval status.
P Student approval
a supervisor approval without
student approval A Both Student and Supervisor
approvals
The supervisor will have to Unapprove the
timesheet so the student may sign
20
To view student hours midmonth, or any student
who hasnt signed a timesheet, click all on the
timesheet selector.
21
You may view your employees by job title or
alphabetically by student name. Job title is the
default sort status.
To ensure that students are entering their
working hours daily, select no hours. This will
show you if a student has not logged in any hours.
22
Pay close attention to the remaining hours to
prevent students earning more than their
contracted amount.
23
Once you are confident that the timesheet is
accurate, click approve.
If you have many students, Approve and Next
feature allows you to scroll through them quickly
and easily.
24
Manual Timesheets are no longer required to be
used by any department. If you would like to
use a back up, hard copy to record students
work hours, a copy is available on line, called
Work Hours Documentation Form. The
electronic timesheet will be the only timesheet
by which a student will be paid. Please do not
submit a students Work Hours Documentation Form
to the Student Payroll office for
payment.
25
EXHAUSTED EARNINGS
Please always pay attention to the remaining
hours when you approve your students timesheets.
Once students earn the total contract or award
they must STOP working from that current
contract. Both FWS and IWS students may continue
only if an IWS
Supplement Request is submitted and approved.
These additional funds will be paid from your
departments budget.
26
Progressive Disciplinary Procedure

• Please talk to your student to help resolve any
  undesirable behavior or performance issues. Use
  the disciplinary procedure to ensure that an
  effort has been made to reform the behavior.
• Verbal Discipline
• Written Disciplinary
• Temporarily Suspend
• Department Release
• These forms and the instructions are found on
  the CPSE Web site.
• Last resort will be to release the student from
  your department. If this occurs, please call
  Career Planning and Student Employment and set up
  a meeting with the Director of Career Planning
  and Student Employment, Hester Young.

27
JOB TRANSFERS

• Academic schedule conflict
• Student dissatisfaction with job or duties
• Change of semester will often cause students
  to change their minds about their job

The releasing department must complete a Release
Form The hiring department will need a new
contract.
28
Student Employee Performance Evaluation

• At the end of spring semester, please complete an
  evaluation with each of your student employees.
  This is an excellent tool to give them feedback
  for future careers!
• The Evaluation form is found on our page of the
  CSU Web site.

29
Student Employee of the Year
The SEOTY winner of 2007-2008
Marian Nedelchev of the COINS Department
Nominate the best student in your department for
this honor! Students receive gifts and a plaque
from the CPSE office as well as being nominated
for regional and national competition.
30

• Review
• Make certain that your students complete the
  electronic timesheet online
• Monitor remaining hours you may need to
  adjust schedules near the end of the semester or
  during exams
• Students MUST NOT WORK during scheduled class
  OR exam time!
• Work-Study forms are available in excel format
  on the Career Planning page!
• Communicate with your students about schedules
  and job expectations
• Sign students timesheets by the fifth day of
  the month
• For training issues, contact CPSE at 8019!
• For payroll or timesheet issues, contact Philip
  Kim at 7016