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Are
students required to work during Reading Periods?
Yes, during reading periods classes are cancelled, but labor
is not. If your department has the flexibility to offer students
time off, you may. The hours missed in these times must be made
up before the end of the term.
Is
a student required to work 10 hours every week or required to
have 140 hours by the end of the term?
Students are required to work a minimum of 10 hours per week
for the full term. 140 hours is the term average used for pay
increase and probationary purpose. Even if a student has completed
140 hours before the end of the term, they are still required
to work the number of hours listed on their contract for the
remainder of the semester. Students are expected to completely
fulfill their contract before leaving at the end of a term.
Who
is responsible for students knowing how many hours they have
worked?
Ultimately, students are responsible for knowing how many hours
they have worked to date. This information is listed on the paycheck
stub. It is helpful if supervisors review any shortages with
students and/or keep records for the department for students
to review if needed. The Labor Office has records only as current
as the previous pay period. The Payroll Office can provide more
detailed information. Short notices are sent, each pay period,
to students who are below the minimum hours—Supervisors
are also notified. Minimum hours are listed on the Pay Schedule
on the Labor Program web site.
What
are the conditions and consequences of being placed on Labor
Probation?
The conditions and consequences of being on any type of probation
are listed in the Labor Program Policies and Procedures Manual
on page 17. Those that may most immediately concern your students
are denials of:
- Terms abroad (including Short Term)
- Requests for labor or course overload
- Requests for an authorized vehicle
- Grade 5 and 6 positions
How
many hours can a student be short before they are placed on labor
probation?
The Supervisor’s Handbook states that a student will
be placed on probation if they are behind in labor hours. The
Labor Office automatically places any student short hours at
the end of the term on probation. Probation may be waived if
a student can provide documentation of a medical situation that
prevented their completion of labor hours. Students may be placed
on probation for issues other than hour shortages. A Supervisor
wishing to recommend a student for labor probation for misconduct
should contact the Labor Office with supporting documentation.
What
are Student Labor Evaluations used for? Do I really need to do
one for every student in my department?
Student Evaluations are valuable in many ways. They are used
not only for references from other departments, and for tracking
students in need of assistance; but also for outside employment
references, internship consideration, Labor and Academic Awards,
and for students themselves to reflect on the quality of their
work. The evaluation should be utilized as a tool for supervisors
and their employees to provide constructive feedback, improve
performance, and document the degree to which the student has
fulfilled workplace expectations. Evaluations should be completed
for each graduating student leaving your department (in December
or May), and by the end of the year for all other students. Supervisors
should send a copy of each student’s evaluation to the
Labor Office for their permanent file. Although, the Labor Office
requires only one form per student per year, it is vital for
departments to engage in a regular practice of feedback and performance
improvement.
Why
is a student required to have a status form?
The status form is a contract between the College, department,
and student. Without this form on file with all signatures, position
codes, and pay grade filled in correctly students cannot be entered
into BANNER for their jobs. No status form results in the Payroll
office not being able to pay the student for any hours worked.
Also, the Labor Office monitors students with no status form,
since the students have not been paid they are considered in
jeopardy of probation. Students who have not had status forms
on file will be recommended for suspension after notifications
to return their form are not met.
How
do students go about changing jobs and requesting a new status
form? Do supervisors have to release students who find a "better" job?
First year students are not permitted to change jobs until
their first year assignment is completed. Other students must
first talk to their current supervisor to see if they may be
released. Supervisors are not required to release students merely
upon their request, especially if this student is crucial to
the needs of the department or a replacement student cannot be
obtained. It may be possible to work with the student on a way
to make things acceptable for all parties; for example, using
secondary positions until the next academic year. Labor Status
Forms are for one year and students have the option each year
to find a job either in their major, or more to their liking.
All jobs end at the close of Spring Term.
Please do not sign status
forms for students so that they can register if they do not intend
to stay in your department—the result is an inaccurate
record of student job availability.
How
do I pay students for unreported hours?
If the hours are from the current term, put the total hours
worked for the current pay period and the unreported hours on
the line next to the student's name on your pay sheet. Indicate
in parentheses below the line which hours are back pay. If the
hours are from a previous term you need a blue card. Blue Cards
should be returned to the Student Payroll Office as soon as the
error is discovered—do not wait until the next time sheet
is due. Blue cards are available in the Student Payroll Office.
Directions for filling out a blue card can be found in the Supervisor’s
Handbook, available on-line.
How
does a supervisor deal with a problematic student?
Meet with the student to discuss issues and work towards a
positive solution. Supervisors are strongly encouraged to develop
a process of departmental probation to assist employees in their
return to good standing. The Labor Office staff is available
to collaborate on problem solving and to provide information
and resources including the following: mediation, probation,
reassignment, personal development, workplace success strategies
(Also, refer to the section in the student handbook entitled, Student
Labor Grievance Procedure).
Can
a supervisor release a student mid-year?
A supervisor may release a student mid-year if there is significant
reason to do so. Feel free to call us with any questions or concerns
about specific issues. Freshmen are not released except under
exceptional circumstances and with
approval from the Labor Office. The Labor Office reserves the
right to reassign any student released for misconduct. The
Supervisor should immediately send documentation to the Labor
Office explaining the release and documenting, as specifically
as possible, the incidents of misconduct that led to termination
of contract.
When
is it appropriate to place a student on departmental probation
and when is it appropriate to turn the matter over to the Labor
Program Office?
Departmental probation is a good warning system to students
about meeting department and Labor Program needs. Departmental
probation will only become a part of the student’s permanent
labor record if they do not successfully complete the terms of
probation and are recommended for campus labor probation or released.
Supervisors are asked to send all supporting documentation to
the Labor Office.
How
does a supervisor deal with student absences before they become
a chronic problem?
Supervisors are urged to develop a clear set of guidelines
and expectations for their department. These guidelines should
be made known to the student employee even before a status form
is signed and certainly at the start of employment. Supervisors
and students should be willing to dialogue about issues leading
to excessive lateness or absences and work towards a common solution.
Keep a thorough record of misconduct incidents in case further
disciplinary action is needed.
Student misconduct in Labor sometimes signals a broader problem,
thus, collaboration between the Supervisor and others who interact
with the student is helpful and often necessary. Many resources
are available to aid and support both Supervisor and student:
Labor Office, Early Intervention Program, Academic Advisor, Collegium
member and residence hall staff, Counseling Center, Campus Ministry.
How
does pay grade advancement work? Based on merit, or class, or
both?
Pay advancement is based on completion of contracted hours
in previous terms and level of responsibility.
Am
I required to renew my contract with my current student workers
for the next academic year?
All jobs end automatically at the end of Spring Term—release
forms are not needed at the end of the academic year. You will
need to sign a new status form for students remaining in your
department for the next academic year. You may also choose not
to re-sign a student for the next academic year. In this case,
simply do not sign a new Status Form.
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