Student Employment Guide for Supervisors

Employees and their dependent students who are eligible to receive the Tuition Remission Benefit, are not eligible to receive any other form of University remuneration, this includes, but is not limited to the following sources: merit/scholarship awards, CLA programs, monetary payment for conducting work as a Work-Study or Student Employment, Scribe, Tutor, Resident Assistant, Student Body, Spectrum, PULSE, IT Factory Technicians, Mascot, Student Leadership positions, Student Ambassador positions, Club Leadership positions, etc.

Departments are free to hire student workers, other than work-study, and pay them out of their departmental budgets by following these five simple steps:

  1. Check that there is sufficient funding within your departmental budget to hire a student employee.
  2. Create a detailed job description that highlights all requirements and responsibilities associated with the position.
  3. Seek and interview students—this can be done in whatever manner you see fit, including recruiting students you may already be familiar with or having the job posted through Career Development.
  4. If hiring an International Student with a F-1 visa, please follow International & Immigration Services procedures.
  5. Complete the Student Employment Online Request Form.

Also make note of the following:

  • All student workers must have a completed Work Application on file with the Office of Student Financial Assistance.
  • No student can be paid before a valid employment/payroll authorization is submitted to the Office Student Financial Assistance. The authorization should be done online as stated above in #5.
  • Students are paid every other Friday. Supervisors must approve students' hours in Dayforce by 1:00pm on Monday of a pay week in order for students to get paid by that Friday. Failure to do so will result in students waiting another two weeks before they get paid.

It is the supervisor's responsibility to reconcile student employment transactions on their general ledger prior to the close of the fiscal year. The Office of Student Financial Assistance should be notified of any discrepancies before this time so that they can be rectified.

Worker's Compensation Policy

All student hourly employees (both Student Employment and Work-Study) are considered to be Sacred Heart University employees and, as such, are covered under the University's Worker's Compensation policy.

Termination Guide

  1. Issue the student a verbal warning. List specific problems, adequate solutions, and give the student the opportunity to improve their work practices.
  2. If the student does not improve, issue them a written warning (email is perfectly acceptable). List specific problems, adequate solutions, and the ways in which the student has failed to improve since the previous warning. Issue the student a specific timeframe in which to improve. Save a copy of this correspondence for your records.
  3. If the student still does not improve, you are free to terminate the student. They must be notified in clear terms that the position is no longer available to them and reminded of the reasons why. The Office of Student Financial Assistance must be notified of this immediately.