On-Campus Student
Employment
Nuts and Bolts of Student
Employment
All the information is on the
web-site:
Overview
 Job posting procedures and interviewing
 Regular student employment and Federal work Study
 Forms
 Hire
 I-9
 SERS
 Employment over breaks and PeopleSoft clean-up
 Management: training, evaluation, and dealing with issues
If you follow the rules:
 Students are eligible to work
 Students will be paid on time
 Students will develop valuable skills and professional behavior
What is in it for YOU?
 Student Employees know
what students feel and
need better than anyone
 They are dedicated and
energetic
 YOU get help with
projects
 YOU Save $$$$ on parttime / full time
employees
 Retention rates!
What is in it for students?
 Pay check!
 Meet other students
 Build connections and
relationships
 Develop job skills / work ethics
 Learn professionalism
 Source of future references
Student Employment
Regular
Federal Work
Study
Student Employment Process
 Job posting – interviews – job offer
 Department completes Hiring Forms
 Student Employment receives Forms

(deadline: by 10 am Monday of the pay week)
 Forms are processed and entered
 Mailback sent back to the departments – Student can start
working! (2-3 days during non-busy period)
 Students can log in to EmpCenter (updated at midnight)
Finding a Student Worker
Posting jobs gives all students equal access to
departmental positions and it is a regulation for hiring
students
 Fill out Job Opening Form (word document on the web-
site)
 E-mail the form to Tanya
 Include application instructions: require resume!
Position description: the form will
guide you
What to include:
 Determine and indicate required skills
 Pay rate
 Additional requirements?
 Work
over winter break?
 Evening / early morning hours? Weekends?
 Specific computer skills?
 Running work-related errands on campus? (In any weather?)


Tip: check other jobs already posted
Identify skills the student will develop
Position description. Cont.
Include application instructions:
1.
require resume


develop professionalism
can be used during interview
2. Ask for availability (and class schedule)
Finding a Student Worker
 Job will be posted online for one semester or until filled
 Interview several students
 Once the job is filled e-mail Tanya to take it down
 If you see an issue with the resume / interviewing skills, let the
student know (recommend scheduling an appointment with
the Career Center)
 Hiring paperwork will NOT be processed unless the job was
posted
What do you look for in a resume?
Interview …
what questions do you ask?
Interview questions: suggestions
 Put the candidate at ease; Describe the job / work
environment
 Follow with simple questions:
 Tell me about yourself
 Year in school, major
 Why did you choose the University of Akron / this major?
INTERVIEW QUESTIONS: SUGGESTIONS
(CONT.)
•Why do you want to work for our department? / What attracted
you to this job?
•What type of experience you have with / in…
•remember, this is the FIRST job for many students. Ask about “life
experience”. Sports team? Baby-sitting? Volunteer work
•On your resume I see that you volunteered at / worked for XYZ.
What did you learn from that experience?
•What are your strengths? Weaknesses?
?
An interview is more about getting
to know the candidate than
specific answers
Since we deal in customer service all day and our people
have to have people skills, it is more about how they
present themselves in the interview. Are they out going?
Confident? Knowledgeable? Sincere? Willing to learn?
Able to take criticism? Can they speak properly (no slang)?
Do they mumble? Do they have eye contact when
speaking to you? They don’t necessarily need to light up
the room but they have to have something I can work
with.
Interviewing: Behavior – based
questions
 Organizational skills: Tell me about a time when you
had to manage multiple projects. How did you organize
your schedule?
 Teamwork: Do you work better as a team or on your own?
Give an example?
 Other: Tell me about a recent accomplishment that made
you exceptionally proud. Tell me about a time you failed.
 Describe a situation when you took on additional
responsibility.
Interviewing: Behavior
– based questions
 Customer Service: Give me an example of a time when
you had to work with a difficult customer / give me an
example of a time when you provided excellent
customer service. What did you do?
 Tell me about a time when you went beyond the call of
duty to get your job done?
No previous experience – use
situations!
If you know your boss is 100% wrong about something how
would you handle it?
Rec Center: Let’s say a member is wearing jeans in the weight
room. You walk over to him and ask if he’s ever been here
before. He says “Yes, many times.” You explain we have a
dress policy of no jeans because they can tear the upholstery
and ask him to change. He states he forgot his shorts this one
time and that he’s almost finished with his workout. You tell
him he cannot continue without changing first. He becomes
angry and refuses to leave. What would you do?
Allow applicant to ask questions
 You really do want to let the candidate ask a few things
of you.
 If he doesn't ask any questions about the job or the
office / department, it's a safe bet his heart isn't in it.
 Listen for questions that demonstrate an
understanding of the of the job, the University
functions as a whole, or the goals for the department.
After the interview:
- Select
- Make and offer
- Follow up with other applicants
Follow up with other applicants
• E-mail? Sample form on the web-site
•Issues with resume / interviewing skills?
Use this as an educational opportunity!
Work Eligibility: enrollment
 Federal Work Study – 6 credits
 During Fall and Spring semester students must be
FULL TIME: enrolled in 12 credits (undergrad) / 9
(grad)
Non–penalty withdrawal – after the 10th week of
classes: Mon. that starts week 11.

Must still be enrolled in at least 1 course
Work Eligibility: exceptions
Graduating seniors
 w/ a note from their academic advisor (e-mail to Anna or a
signed hard copy)
 international students: Reduced Course Load (RCL)
form approved by OIP
Students completing an Internship or Co-Op
 Must be registered for Internship or Co-Op credit
Work Eligibility (cont.)
 New freshmen can start employment only on the
first day of classes.
 Exception: training; one week before school starts
 Student’s work and class schedule cannot be in
conflict with each other
 Graduating seniors must be terminated by the last
day of the semester (Commencement)
Work Eligibility – Winter Break
 Student can work over winter break if:
 The student maintained full time
enrollment (12 undergrad / 9 grad credits)
in Fall
 The student will be enrolled full time (12
undergrad / 9 grad credits) in Spring
System Clean –up :
 All records deleted in PeopleSoft end of every Spring
semester:
 For students who are working in your office in summer and
who will be continuing into fall, there is no need to submit
a new form.
 A new form for Fall- only for FWS students.
 Student returning in Fall? – submit paperwork BEFORE
they leave for the break
Work Eligibility – Summer
 To be eligible for summer employment student:
 Maintained full time enrollment in the previous Spring
Semester and
 will be enrolled in the upcoming Fall Semester or is completing
degree requirements in the summer.
 6 credits with a break not longer than 5 weeks between
sessions
 If no credits – students CAN WORK, but will pay into SERS
(Ohio retirement and Medicare System)
 FWS – 6 credits
SERS
 If a student is not enrolled properly – pay into
SERS
 Once student start contributing to SERS they
keep contributing until they opt out.
 Students who paid into SERS during the
summer can opt out:
• Sign
SERS exemption form (payroll website) (+ refund?)
(if working multiple summers – refund at the end?)
•Return to Payroll no later than September 18, 2014
 No student graduating in May can work during the
summer
 Accepted into UA grad program?
 International students do NOT pay into SERS
 Send SERS paperwork together with Hire/Rehire forms
Federal Work Study
 Separate awards given for the academic year and for the
summer
 Students must provide you with a proof:
 FWS Award Letter / email (for continuing students)
 Student Employment form signed by Financial Aid
 MyAkron Financial Aid Awards summary

After the 5th week of classes? Spring semester?
 Enrolled in 6 credits
 Hours: Award amount / multiple jobs?
 Pay:
 Can not be paid more than regular student employees
 Can not be paid more in summer
Beginning an On Campus Job
 A student may begin working only after Student
Employment Form has been processed and a copy
returned to you
What you need to hire a student:
1) Student Employment Form
2) I-9
3) W-4
4) SERS Membership (and SSA-1945 )/
Exemption form
5) Direct deposit
Send the whole packet to Student Employment
I-9
 Use NEW form (3/8/13)
 MUST be filled out by the 3rd day of
employment - federal law
 Part 2 – Supervisor




cannot specify which documents will accept
Examine documents and record title, number and expiration date
Do not send copies of documents
International students: passport; visa; I-20(for the UA); I-94 =List A
 NOLIJ
Part 1 –
student
 Student
Employee complete
s and signs Section 1
by FIRST DAY of
employment
(must match Hire
date)
 Fillable form
Part 2 –
Supervisor
 examine the originals of
Identification Documents
 complete, date and sign
Section 2.
 Record title, number and
expiration date (if any) of
the doc.
 Do not send copies of
Identification Docs with I-9
 by 3rd DAY of employment
(must match Hire date)
 Did you use a
document from the
correct LIST place?
 Did you record
Title and Number?
 Did you record
expiration date?
Late I-9’s
“Late” I-9 = Any I-9 that is completed after the date of
hire.
For employers who fail to properly complete, retain, or
make I-9 Forms available for inspection, fines range
from $100 to $1,100 per individual I-9. This includes
late I-9s.
This is a federal requirement.
Student Employment Forms:
Hire / Rehire
 Hire – student is new to your department
 Rehire – student is returning to your department

Rehire with Pay change? / Account Code change?
 Get a new form on-line
http://www.uakron.edu/studentemployment/employers/forms.dot
 Save forms as WORD doc for future use
 Keep in mind:
 Department Code
 FWS – award?
 Pay rate range:
$7.95- $16
 Grad student – SIGNATURE of grad school
 I-9? SERS?
 Do you have all signatures?
Making Changes and Terminations
 For account code changes, pay-rate changes, FWS to
Regular, and terminations:
 CHANGE / Termination form (Student signature ONLY for
pay rate changes)
All changes must begin on the 1st day
of a pay period / any day for Terminations
Hours
29
 A student can work up to
hours a week for
ALL jobs combined (even summer!)
 International students:
 up to 20 hrs a week per USCIS
 Up to 29 during break (Summer and Winter)
 Is the student employed in another department
on-campus?
 Ensure student does not exceed 29 hours for all jobs
combined
Let’s look at the web-site…
Every interaction with a
student is a way for them to
be trained. Thank you all for
being so careful and so
caring as you help our
young people acquire
valuable skills when they
thought they were working
only for money
Student Employees are only as
good
as
we
train
them!
Training:
 Communicates the culture
 Defines work and the working relationship the supervisor
wishes to establish
 Helps motivate student to accept responsibility for the job
 Opportunity to get to know other student assistants and
staff
A Successful Orientation Should…
 Explain UA Student Employment enrollment and work hours policy
and how to report hours
 Review general departmental standards and expectations

Dress code; customer service; breaks; visitors etc.
 Explain department and university resources available – show the “big
picture”
 Discuss emergency procedures:
◦ What to do
◦ Phone numbers
Your students are only as good as you
train them!
A Successful Orientation Should…
 Outline SPECIFIC duties
 Discuss Evaluation policy / form
 Provide Student Employment Handbook
Your students are only as good
as you train them!
Policy on Work / hour Eligibility
 During Fall and Spring semester students must be
enrolled in 12 credits / 9 (grad students).
Exception:
 Non–penalty withdrawal for regular students–
after the 10th week of classes: Mon. that starts
week 11.
 Student’s work and class schedule cannot be in
conflict with each other
 Graduating seniors must be terminated by the last
day of the semester.
 Hours: up to 29 hrs a week for ALL on campus jobs
EmpCenter
Set Expectations
 Customer Service:
 What does it mean?
 Always use a professional
attitude
 Acknowledge each visitor
with a SMILE…don’t bring
an attitude or “mood” to
work with you
 Go above and beyond
•.
Set Expectations
•Confidentiality!
•Do not discuss what goes on in the office and/or in the labs
with anyone.
•Sign confidentiality form (on the web-site)
•FERPA / PeopleSoft use violation of confidentiality is ground
for immediate dismissal.
Set Expectations
• Acceptable office areas for lunch/snacks
• Call off/late reporting procedures:
• Visitors
• Homework
• Office supplies, copier, printer, phone etc. are NOT for
personal use!
Dress Code
**Students are representing the
Department as well as The University
of Akron.
1.
Clothing that is tight fitting, unhemmed or has holes
is prohibited.
1.
Shorts must be at least finger tip in
length.
2.
No shirts that expose bare midriffs,
tank tops, and crop tops.
3.
No hats or visors.
4.
No clothing with obscenities, or
references to sex, violence, race,
drugs, alcohol, and/or tobacco.
5.
Footwear should be appropriate to
the tasks being performed.
6.
Remind before the start of summer!
Set Expectations
 Cell phones:
◦ The use of headphones and cell phones is strictly
prohibited while working? “No Cell Phone Zones”?
Turn off cell phones while working
Use of headphones is strictly prohibited
Set the example to other students!
• Use of technology: Facebook, computer games etc.
• Is the job renewable– budget / needs /
performance?
• Summer and break work expectations
Training students
 Today's student employees may need more direction on tasks
that require face-to-face contact, where they may be less
adept. They may seem mature, but make sure they really
know how to do what you're asking them to do, and don't
expect them to read your mind.
On going training. It is all about
development….
 Once a month?
 Once a semester?
 Make this about student development! Give your students an
opportunity to learn new skills
 Address questions
 Share / discuss issues
 Add professional development topics / guest speakers / at
home reading (“complaint free world”) / attend Student
Employment developmental seminars (customer service)
Supervising student employees:
summary
 Employees are STUDENTS first
 Keep the balance between being a
friend / mom and a supervisor
 Provide feedback / evaluation
 Give encouragement and recognition
 Use progressing discipline
Any situation can be a teachable moment
Discuss evaluation process
 How often / when conducted
 What are students evaluated on
FORMAL FEEDBACK: Performance
Evaluation
At the end of EVERY semester:
-End of November - beginning December
-End of April – beginning of May
Sample online
Purpose
•
Set goals, clarify performance expectations, monitoring
progress, creating open dialogue
•
Motivating employees through recognition and support
•
Preparing individuals for increased responsibility
•
Retention of student employees
Performance Eval Sections
1. Principal Responsibilities and
Projects/Objectives
2. Feedback
2. Action Plan for Next Eval Period
Allow the student to do self evaluation
Sign the form, obtain student’s signature, provide
the student with a copy, save for your records
for at least 1 year
Feedback
•Talk openly and honestly about performance issues
•Encourage feedback from the student
•Give accurate performance evaluation – do NOT be afraid to hurt
their feelings
-A merit raise usually accompanies a positive performance appraisal
-Typical raises are between $.25 and $2.00
Workplace Situations
What issues have you had?
•Work related conflicts will occur from time to time
•Students should bring issues to immediate manager
•Assist employees in identifying a workable solution
•Students / Supervisors may also speak with the Office of Student Employment
Conflict Resolution
Addressing Employee
Issues
 Types of Issues:
 Performance
 Behavioral
 Attendance / Punctuality (Tardiness)
Why we do not address issues?
 Creates more problems than solves
 Maybe the situation will go away
 Don’t like conflict
 Nobody’s perfect
 Takes too much time to administer
 Adverse side effects (anger, resentment, absenteeism)
 Concern about reputation
BUT: Supervisors’ “Duty to act”
 Educational experience
 Consequences of not addressing issues
 Benefits of addressing issues immediately:
 Increases probability of solving the problem
 Improves departmental morale
 Helps educate students
 Supervisors have a responsibility to their department, the student, and
themselves to take action
 Consult The Assistant Director of Student Employment before any
formal disciplinary actions are taken
 Ensure that as a supervisor, you are acting in a fair manner consistent
with University Policy
Student Coaching Process
- this is a learning experience for your student
- do NOT wait till formal evaluation time
Prepare For The Discussion
• What is the problem?
• How will you know that the problem is solved?
• Have expectations been clearly discussed/agreed upon?
• Arrange a meeting
Discuss The Concern(s)
With The Student
• Describe specifically the behavior(s) or attendance / tardiness or
•
•
•
•
performance
Let the student know how the problem affects others
Clarify minimum expectations
Explain consequences for not correcting the problem
Document the discussion
Follow-up With The Student

Verbally recognize any and all improvements!

Discuss any remaining deficiencies if necessary
It is a process, not a single meeting or document
Document
•Written proof that the employee was aware of the
problem and received a fair chance to improve
•Helps you make sure you and the employee agree
about what happened and what the employee will do
about it
•Creates a record for you or the employee's future
managers
How to:
~think about who will read this
document (3rd party)
Document the Basics:
• date of meetings and who was present
Document the Facts:
•Problem, history and relevant discussions
Document Expectations:
•Comply with the rules / policies or meet performance
standard (Specific, Attainable, Measurable)
Progressive Discipline Process
•Verbal Counseling - for minor infractions
•Written Counseling - issued after previously issuing a Verbal
Counseling, or for serious infractions
•Final Written Counseling is issued if a Written Counseling has
been issued within the last 12 months or for a first offense of
an extreme serious nature.
•Termination
When can I terminate a student?
National Student Employment Week
Second week
of April
 Treat student employees as co-workers
 Empower your student employees
 Give positive feedback
 Groom students for higher level positions
 Remember this is a learning experience
 Communicate!
 Satisfaction = Retention!