Beloit College
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Supervisor Toolbox

SUPERVISOR RESPONSIBILITIES
Supervisors will maintain a professional and mentoring attitude that will help student employees learn about the responsibilities of work as well as basic job skills. This important function is a part of a supervisor’s job description and performance evaluation. Supervisors will assume normal supervisory responsibilities as follows:

  • Provide student employees with complete written job descriptions, training, and orientation.
  • Participate in the job search process including recruiting and interviewing.
  • Assume the responsibility of hiring and terminating student employees.
  • Be certain all student employees have prior authorization to work from the Financial Aid Office.
  • Complete formal and informal performance evaluations.
  • Perform administrative tasks involved in student employment, including: assigning of hours, verifying monthly hours worked on each time sheet, signing time sheets, and monitoring the student employment department budget and student employee’s earnings.Earnings must not exceed the student’s total award unless special arrangements have been made in advance with the Financial Aid Office.
  • Inform the Financial Aid Office of all job openings and of any personnel or administrative problems.
  • Report all student-employees job-related injuries or illnesses promptly to Human Resources, ext. 2628.

HIRING
First-year and transfer students who have met employment requirements received orange Student Employment Verification cards in their campus mailboxes. Please insist that these students show you this card before you allow them to begin working. Students without a card are not authorized to work.

Returning students do not receive orange cards. Instead, we prepare a list of returning students who are authorized to work on campus. You can find the list –Students OK to Work- by clicking the link and then logging in to your Portal account. You may also find it in the left side navigation of the employees section of your Portal account after you have logged in. Please consult this list before allowing a returning student to begin working. Refer students with questions about their work eligibility to the Payroll Office at x2298.

All student employees must be on the monthly payroll. No contracted services are permitted.
Preference and priority must be given to work-study students. All employment opportunities must be posted in the Financial Aid Office for 72 hours before hiring a student. Should it be absolutely necessary to hire a non-work-study student, the employer must submit a written request to the Financial Aid Office for approval prior to hiring. The request must include the student’s name, justification for hiring the student, an estimate of the number of hours to be worked, and the hourly wage.

Employment Opportunity Forms are available in the Financial Aid Office for the purpose of posting job openings. If the form is not used, employers should provide the Financial Aid Office with all information that is requested on the form. You must also keep all job descriptions for your department on file in your office.


PAYROLL PROCEDURES
Time sheets must be properly completed and submitted to the office of Human Resources in alphabetical order prior to 4:30 p.m. on the 3rd business day of the month.

Supervisors must have direct knowledge of the hours worked by each employee.

Upon request the department head can receive an itemized budget statement from the Payroll Office. This statement itemizes the student employees who were paid and the amount of their earnings.


TIME SHEETS
Students cannot work or be paid until they have:


• Authorization from Financial Aid.
• Completed Form I-9 and W-4.
• Work Permit if Under Age 18

Students must complete a separate time sheet for each month of the year and for each position held.

The Payroll Office will not process improperly completed time sheets. We will return them to the student/supervisor for correction.

To reduce errors, print the following information on a label and attach it to the front of the time sheet where indicated:

Student Name and Student ID#
Department/Office
Student Position/Title
Department Account Number
Month and Year in Which Work Occurred
Student’s Hourly Pay Rate

Label to be Placed on Each Time Sheet

Students must fill in the calendar dates on every time sheet. Write the first day of the month next tot he corresponding day of the week in Week #1. The first day of the month is always in Week #1. Continue until you have entered all calendar days of the month.

Students are responsible for accurately recording and totaling all hours worked. Enter all start and stop times, and designate A.M. and P.M. hours. Students must sign their time sheets and turn them in to their department supervisors on the last work day of each month.

Supervisors are responsible for verifying the accuracy of time sheets submitted for payment, signing and dating the time sheets, and indicating total hours approved for payment. Supervisors must submit all time sheets to Payroll no later than 4:30 p.m. on the third business day of each month. Payroll will hold late time sheets for payment in the following month. Time sheets must be submitted by either the supervisor or a non-student employee, or sent to Payroll in a sealed and signed envelope. Students may not submit their own time sheets.

Students will receive direct deposit notifications  in campus mailboxes on the 15th of each month.

For additional information regarding student employment wage rates click here.


STUDENT PERFORMANCE EVALUATIONS
Students are formally evaluated by their supervisor twice a year (you may do this more often), during the fall and spring semesters to improve communication and measure improvement. Objective evaluations provide a counseling and coaching experience for supervisors and employees. There are several purposes for these evaluations:

  • To encourage communication between the supervisor and the employee.
  • To motivate employees toward greater self-development and improved performance.
  • To provide a positive aspect of employee supervision by evaluating an employee’s strengths and weaknesses.
  • To give recognition for past work and focus on future objectives.

Supervisors and student employees are required to participate in these formal evaluations and to use these times for open and constructive discussions. The evaluation is discussed, signed by both the student and the supervisor and forwarded to the Financial Aid Office.


DISCIPLINE AND TERMINATION
A supervisor who is dissatisfied with a student employee’s performance should inform the worker and help him/her to improve. If the supervisor then desires to terminate the student’s employment, s/he should inform the student and the Financial Aid Office in writing. The supervisor should advise the student to report to the Financial Aid Office to look for other employment.


POLICIES AND PROCEDURES
For information on Student Employment Policies & Procedures, click here.