Supervisors Work-Study Guide

Work-Study Award
Work-Study is a form of financial aid funded by the federal government which helps students meet educational expenses through part-time employment during the academic year. These jobs may be located on or off campus. Students are notified whether or not they have work-study on their Award Letter. One common misconception about this program is that students study while on the job. Legally, the federal government stipulates work-study wages are paid only for hours actually worked. Students are not permitted to work more than 15 hours in a single week. Having received work-study in the past does not guarantee future funding, therefore, under no circumstances should a department hire a student or should a student accept a job and begin working until the student receives a Referral Form.

Referral Form
Students can receive a Referral Form from the financial aid office provided there is a completed Work-Study Application on file. This form shows the student's work-study award amount, the maximum number of hours they can work, and the recommended number of hours to work per week. When the completed Referral Form is returned, the student is activated in Kronos so they can access their electronic timecard.

Job Postings
Please refrain from sending global emails for job openings. A complete list of available jobs is located on the website.  This list is updated frequently. Students contact and make appointments with supervisors in areas of interest for possible employment.  Students should bring their Referral Form and school schedule to the interview. If hired, the completed Referral Form is returned to the financial aid office before work begins.

Approving Timecards
Students punch in and out on Kronos (electronic timecard) every time they work. Hours are then sent to the supervisor to be approved.  Hours must be approved by the following Monday by 1 p.m. each week in order for students to be paid in a timely manner. Wages are paid every two weeks on Friday. If you are having problems approving timecards, NOTIFY the financial aid office immediately or view our Kronos Supervisor Approval Instructions. The longer you wait, the longer it will take to get the issue resolved!

Supervisor Responsibilities
The University is committed to providing an environment that is conducive to hiring and retaining productive student workers.  As a supervisor you are expected to:

  • Delegate duties for student employees in accordance with the job descriptions.
  • Establish a work schedule that does not interfere with student's class schedules.
  • Treat student employees with respect.
  • Refrain from having students perform your personal business on the job.
  • Report accurately the hours students work each week.
  • Maintain your own record of days and hours worked by students.
  • Review earnings to date and available balance with student at the end of each semester.

Confidentiality
The Family Educational Rights and Privacy Act (FERPA) is a federal law, enacted in 1974, that ensures the confidentiality of student records.  Student employees should become familiar with some of the basic provisions of FERPA to make certain they do not violate this federal law. FERPA violations may result in disciplinary action including, but not limited to, the loss of their job.

Students must not, under any circumstances, release student information to anyone, unless their position specifically requires them to do so.  Students must refer any requests for information about a student to their supervisor to ensure they do not violate FERPA.

Students must avoid acquiring any information they do not need to do their job, and they cannot exchange student information they have learned while performing their job.  Even a minor disclosure of information (e.g.:  telling another student of someone's class schedule) may be a FERPA violation and may result in disciplinary action. Any information obtained on the job regarding students must remain in the workplace.

Termination
If you are not satisfied with a student's performance, discuss your concerns with them, issue a verbal or written warning and specify a period of time in which you expect them to improve.  If they are unable to meet your expectations, the student may be terminated.  In extreme cases, such as gross misconduct, you may terminate the student immediately, and you may refer them to the Dean of Students for further review of the circumstances.  Gross misconduct includes, but is not limited to, theft of University property, harassment, violation of computer security policies and/or fraudulent reporting of hours worked.

Student Employees
For information regarding student workers outside of the work-study program, please visit the Student Employment Guide for Supervisors.