Information for Supervisors
Posting of Vacancies
Students are responsible for finding their own jobs, so you may be approached about vacancies in your department.To ensure that all students are aware of available jobs, departments should send notices of vacancies to the Office of Financial Aid for posting to the "Jobs on Campus" section of the Campus Life website.Departments may rehire last year’s student employees without posting the positions.All new vacancies should be posted on the "Jobs on Campus" website for at least a week before a “permanent” hire is made.A student may be employed on a “temporary” basis, as needed, or until a “permanent” hire is made.
This procedure is aimed at fair treatment of all students – especially those with financial need that must be met by student employment assigned as part of their financial aid awards.It is based on a recommendation of the Faculty Committee on Admission and Financial Aid.
The Student Job Posting template should be emailed as an attachment to the Student Employment Coordinator at email@example.com. The posting should be as detailed as needed. Please e-mail again once the position has been filled, and the posting will be removed from the "Jobs on Campus" listing.
Priority for Work-Study Students
To ensure that students who need to earn money for college costs are able to do so, hiring for all student employee positions is restricted to students with Federal Work-Study (or other need-based student employment) during the first two weeks of each semester.If a position remains vacant after that time, it becomes open to all applicants, although students on financial aid should be given priority if candidates are equal in all other respects.The following exceptions are made:
•Positions that have a history of remaining vacant.
•Positions that have special requirements (e.g., specific training) or that must be filled in the first two weeks of the academic year.The student’s Employment Authorization Form (see below) indicates eligibility for Work-Study or other need-based student employment.
A Student Employment Appointment Form (Fillable) needs to be submitted to the Student Employment Coordinator NO LATER THAN the Thursday preceding the end of a bi-weekly pay period.The Datatel computer system requires that we match student workers with specific positions in specific departments at specific hourly rates.Once we have a student’s department, position, and rate recorded, no further paperwork is needed unless there is a change in any of the following four items.
• A student is newly employed by a department,
• A student is employed in multiple positions within the department, but has a different hourly wage rate, or funding source.
• A student’s hourly wage rate changes, or
• A student leaves the employment of a department.
When completing the Student Employment Appointment form, the following information is required:
- Student Employee’s Name: Last, First
- Student I.D. Number: Datatel I.D. number.
- Department: Name of the Department student is working for.
- Account Number to Charge: This is the fund source where the wage will be charged.
New or Additional Appointment:
- Start Date: For Datatel purposes please use the Sunday date prior to the first day of work.
- End Date: You may leave this blank.
- Hourly Rate: Must be at the current state minimum wage rate of $8.00 or higher. ♦NOTE♦ Massachusetts minimum wage increased to $8.00 per hour effective January 1, 2008.
- REF or Project Number
- Principal Investigator: Name of Supervisor.
Change of Hourly Wage Rate: Complete this section if the student is continuing in the same position, but will have a different wage rate.
Separation: If a student is terminated for cause, please complete this section.
Departments employing large numbers of students may submit information for the “Appointee Information” and “New or Additional Appointment” sections of the form on a Student Employment Template.Note that the “New or Additional Appointment” section is completed if a student is newly employed by the department or is appointed to an additional position that has a different hourly wage rate.(If the hourly wage rate is the same for the additional position, do not submit a form.).Separate appointment forms should be submitted for a student who works under different REF or project numbers even though the employment may be within the same department. Attach the completed template via e-mail to firstname.lastname@example.org.
Student employees cannot be paid nor can adjustments in hourly wage rates be made until this form is submitted by the department to the Office of Financial Aid.Please note the biweekly student payroll closing dates and submit forms in a timely manner. If the paperwork is not submitted on time, the student employee’s paycheck will be delayed.We have suggested to students that, if they begin work with any department or if their hourly wage rate changes, it would be helpful to ask the department whether appropriate paperwork has been submitted for them.You may, therefore, anticipate receiving such questions.
I-9 Form.Every student who works on campus MUST complete an I-9 Form in accordance with the requirements of the U.S. Citizenship and Immigration Services.The student must also provide appropriate forms of identification to prove their eligibility to be employed in the United States.The procedures mandated in the law apply to all employees, regardless of their citizenship status.In general, a student needs to complete an I-9 Form only once, before first being employed by the College. I-9 forms must be completed withhin 3 business days of their hire. I-9 Forms are available in the Office of Financial Aid.
W-4 and M-4 Forms.All students who work on campus must file both a Federal W-4 and a Massachusetts M-4 “Employee’s Withholding Allowance Certificate,” with the Office of Financial Aid to insure proper withholding of federal or state tax..
Employment Authorization Form.A student who completes an I-9 Form will be givenan Employment Authorization Form (EAF) by the Office of Financial Aid.This form certifies the student’s eligibility for employment to a potential employer on campus.In addition, the form indicates the student=s eligibility for Federal Work-Study or other need-based student employment.
Time Sheets.To be paid, a student must complete a payroll time sheet, which must be signed by the student’s supervisor.Supervisors submit the time sheets to the Comptroller’s Office on a biweekly basis.The due dates for time sheets are listed on the back of the forms, which are available from the Comptroller’s Office.Time sheets submitted after noon time on the due date or which are incomplete will result in a two-week delay in the issuance of a paycheck.
All students who receive need-based financial aid are assigned an authorized earnings amount, usually$1,800 in need-based student employment, although the amount may vary according to a student’s financial situation, other financial aid, or his or her choices regarding student loans.The average number of hours recommended for student employment is 7 to 9 hours a week.Employment during non-academic periods (Fall, Thanksgiving, and Spring recesses and Interterm) should not exceed 40 hours a week.Earnings during these periods are regarded as part of a student’s academic year earnings.
When Students Exceed Their Authorized Level.If a student earns more than the authorized level, he or she should contact the Office of Financial Aid so that we may determine whether the earnings authorization can be increased.Students may continue working beyond the authorized level.Earnings in excess of the authorized level, however, must be reported as “non-need-based” earnings in financial aid applications for the following academic year.In most cases a modest amount of earnings in excess of the authorized level will not affect the subsequent year’s financial aid.Larger amounts, however, may result in an expected “student income contribution” that is greater than the amount usually expected from a student’s non-need-based earnings (currently $750 to $2,000 – typically derived from summer employment).
Employer ExpectationsIf students accept a job on campus, in most cases they are making a commitment to work for at least a full semester.The following is expected of all student employees.
•Working the hours that the student has committed himself or herself to work.
•Arriving at work on time, and performing at the highest level of their ability.
• Dress appropriately for the job location. Individual departments may have a dress code for health or safety reasons or in situations where they are highly visible to the community. Please review any specific dress requirements with the student.
• Refrain from conducting their own business on the job. This includes initiating/receiving personal phone calls, checking personal e-mail or browsing the internet.
• Act in a professional manner concerning confidentiality of the College and student records. Student employees may be required to sign a statement of confidentiality during the hiring process in some departments.
• Exercise responsible, ethical behavior when using the College's computing facilities.
• Accurately report the hours worked on a bi-weekly time sheet, and submit the hours in a timely fashion to the supervisor. Students are paid on an hours-worked basis. Holidays, sick days, meal time and travel time may not be counted as hours worked.
•If the student is unable to work, notifying the supervisor as early as possible to allow for alternate arrangements to be made. Make sure the student is aware of the department's procedures.
• Take an unpaid half-hour break if working six or more consecutive hours.
• When an employee who is scheduled to work three or more hours reports for duty at the time set by the employer, and that student is not provided with the expected hours of work, the employee, according to labor laws, "shall be paid for at least three hours on such day at no less than the basic minimum wage".
•Be a reliable worker even during mid-term and final exam periods.Since the exam schedule is known in advance, we ask that you confer with your student workers to adjust work schedules as necessary during exam periods.Of course, a student’s first obligation is that of being a student.Any work schedule should allow a student enough time for classes, study, extracurricular activities, and relaxation.However, once you and a student worker have agreed to a suitable schedule, you should expect the student to fulfill his or her work commitment, as you would with any other employee of the College.