Supervisor Handbook
This is the index for the Supervisor Work-Study Handbook. Click on the following
links to read each part of the manual. If you have any questions after reading
the manual, you can either e-mail us, or give us a call at (816)584-6388 or
6824.
Supervisor Work Study Handbook
Contents:
The purpose of this handbook is to define the revised and standard rules
and regulations of the student employment program at Park University. The
work-study program allows student employees an opportunity to not only earn
money, but to also gain valuable work experience.
Beginning with the 2001-2002 academic year all work-study positions will be
subject to a merit pay system. The new pay and classification system was
developed to improve retention and achieve consistency in student wages based
on similar duties and responsibilities.
The new system will utilize five classification levels. The supervisor will
compare the job description with the classification guidelines and determine
which level most accurately matches the description. Students who work
off-campus would be paid under the same scale, with an additional 50 cents an
hour for travel.
Open positions will be posted on the Student Employment web-campus and in job
books throughout the campus. All required forms will be available on-line for
printing by supervisors and students. Supervisors will submit a job
requisition form and have the opportunity to interview potential job
candidates before placement. The students will be responsible for the initial
contact with their prospective supervisor.
The Director of Student Financial Services is responsible for the
work-study program. The Student Employment Coordinator is responsible for
program maintenance and implementation of Federal and Institutional
work-study.
Park University offers two types of work-study programs. They are
Institutional Work-Study (IWSP) and Federal College Work-Study (CWSP). Park,
the Hathaway Endowment, and the various departments provide funding for the
IWSP program.
The Federal College Work-Study Program is under the authority of the
Economic Opportunity Act of 1964, and Title IV, Part C of the Higher Education
Act of 1965. This program is subsidized by the federal government and provides
on-campus and off-campus employment opportunities through public or private non-profit
organizations. CWSP funds are restricted to students who are either
citizens or permanent residents of the United States.
Under both programs the student must complete appropriate financial aid
documents. Student Financial Services will make the final award determination.
Under Federal College Work-Study guidelines priority is given to students
having the greatest financial need on a first come, first serve basis. AU
student employment wages are subject to federal and state income taxes.
Student Financial Services will package students with work-study based on
their individual budgets. The funds are then earned as work-study through the
Student Employment Program for the academic year. Therefore, students may not
earn more than the dollar amount listed on their award letter or contract.
The supervisor along with the student should monitor the number of hours
worked to prevent an over award. It is possible for a student's award amount
to change before and during the academic year. It is up to the student to make
their supervisor aware of any changes.
- Each department will complete a Work-Study requisition form listing the
position or positions to be filled. A position description must be on file
for all open positions.
- Completed forms should be returned to the Student Employment Office box
35. The coordinator will post open positions on the Work-Study web-campus, on
designated bulletin boards and in job placement books.
- When student is notified of their work-study award by Student Financial
Services, they will be responsible for contacting the appropriate supervisor
for an interview. The supervisor and the student will complete the interview
form and forward to Student Employment.
NOTE: Submission of employee request forms does not guarantee
placement
- Student must enroll at least half-time and maintain enrollment at Park
University to participate in the Student Employment program.
- This program has five levels that are based on responsibility, skills and
qualifications.
- Supervisors will assign the various levels based on current job
descriptions on file.
- Work assignments are based on a 32-week/two-semester schedule. (Summer and
Fall breaks require a separate application.)
- All jobs above level I should be listed to give all qualified students an
opportunity to apply.
- Vice-president of business and finance will determine allocation of funds
for open positions.
- Federal Work-Study positions must be free of political involvement and may
not involve construction of maintenance of any facility used for sectarian
instruction or as a place of worship.
Assignments are made according to the needs established by the department
and current budgets. Each department determines how many student workers
are needed for each semester throughout the year and advises Student
Employment before the start of the work period.
- Freshmen and transfer students will begin at level 1, step I and will be
placed on a one-year rotation schedule for eight-week intervals. Once their
rotation is complete students may apply for open positions listed by
Student Employment.
- Supervisors will forward complete Work-Study Employee Requisition forms to
Student Employment for posting.
- Students will apply for open jobs via the Internet or job listing books
and complete a Supervisor/Student Interview form.
- The designated supervisor will conduct the interview with the applicant
and offer job assignments to the most qualified candidate, based on the
requirements of the position.
- Once the completed Interview form is received by Student Employment; the
job posting will be closed for additional applicants. One contract will be
issued for both the Fan and Spring semesters. (This does not include Fall or
Summer breaks)
- No student can begin working until they have completed all tax documents,
1-9 forms and the supervisor has a copy of their contract.
Students should time in and out for lunch breaks. For every four hours of
continuous work, a student employee is allowed a 15-niinute break. A 30-minute
break is entitled for work over 7 hours. Breaks my not be used to extend meal
times or leave work early.
Timesheets will go out to all Supervisors at the start of each pay period
and should be submitted in accordance with the following guidelines:
- Timesheets must be recorded daily and accurately reflect actual hours
worked rounded to the nearest 10th of an hour. (see back of timesheet)
- Students should time in and out everyday before leaving their work sight.
- Departments using timecards must include legible first and last name,
student ID number and department name.
- Hours should be tallied for the day, week and month. It is recommended
that both the student and supervisor check totals. Incomplete
timesheets/cards may be returned and could delay processing.
- The supervisor should initial all corrections and changes.
- The student and supervisor or other authorized person must sign the
timesheets/cards before processing. Unsigned timesheets could delay payment
to the students.
- To protect the integrity of the program, all timesheets not delivered by
the supervisor should be placed in a sealed envelope.
- Signed timecards should be submitted to the Student Employment Office by
12 noon on the scheduled due date.
Transfers can be requested by either the student or supervisor and are
usually granted. The student must complete a transfer request prior to the
beginning of a semester. If granted, the student should make every effort to
give a two-week notice to their current supervisor. All forms should be signed
and submitted to the Student Employment Office.
Students at level II and above will receive an evaluation at the end of
each semester. If student is performing satisfactorily the supervisor may
recommend a raise of 30-cents. Evaluations should be discussed with the
student, and if needed suggestions for improvements should be made.
Supervisors should make brief comments to substantiate ratings of
unsatisfactory.
The supervisor should keep a copy of the evaluation on file and return
the original to Student Employment. If the student receives an
unsatisfactory evaluation they will be placed on probation for the next
semester. Continued unsatisfactory performance could result in
termination from the work-study program.
The supervisor is expected to cooperate in insuring that the student
employee does not work over the allocated hours according to the Student
Employment Contract and/or any applicable federal regulations. Each student
should complete a class schedule to be kept on file. Students should not work
when class is in session unless a class is cancelled. In this instance the
student may work with approval of his/her supervisor, and must note on the
timesheet.
Most students are assigned from 6-20 hours a week of work-study; students
are not to work over 20 hours a week and never over 40. Federal regulations
prohibit Federal College Work-Study funds from being used to compensate a
student for hours worked in excess of 40 per week. To assist in keeping track
of the hours the supervisor will be provided with a Time Record sheet for each
student to keep a running total of the hours left to work each week. That
sheet should be available to the student for review. A student who has earned
the amount awarded to him/her prior to the end of a given term, will be
removed from the work-study program until the following semester unless
special arrangements are made.
Federal law prohibits international students with an F-1 visa from working
over 20 hours per week when classes are in session and over 40 hours per week
during break periods such as Christmas, Spring, or Summer. Failure to comply
with these regulations will result in removal from the work-study program.
A student who works on any given holiday will receive straight-time pay for
the time worked.
DEFINITION OF LEVELS
DESCRIPTION OF LEVELS
Level I: Job duties require little or no experience. Will perform
routine duties making few decisions. Have ability to follow written and verbal
instructions. This level may require close supervision.
Level II: Performance of responsible tasks and some decision-making.
Employees are given general instructions and are expected to perform duties
with minimum follow-up. Previous training or work experience may be required.
This level receives direct supervision.
Level III: Perform a variety of duties specialized or technical in
nature. Requires some developed skills in operation of office equipment;
duties are moderately complex and require a substantial degree of
responsibility and independent judgment. Must have prior related experience of
at least I year. Positions at this level may have some supervision.
Level IV: Duties are highly complex and require advanced skill/or
knowledge with a higher level of responsibility, experience and training.
Employees at this level will be given general instructions and will be
expected to establish priorities. Employees will use initiative and make
decisions regarding work assignments. Performs duties with minimal
supervision.
Level V: Substantial previous work experience; highly skilled or
graduate level. Performs independently with minimal training. Prioritizes and
performs multiple tasks with attention to detail. Performs duties with limited
supervision.
STUDENT PAY RATES
|
|
Step 1 |
Step 2 |
Step 3 |
Step 4 |
|
Level I |
8.00 |
8.10 |
8.20 |
8.30 |
|
Level II |
8.30 |
8.40 |
8.50 |
8.60 |
|
Level III |
8.60 |
8.80 |
9.00 |
9.20 |
|
Level IV |
8.90 |
9.10 |
9.30 |
9.50 |
|
Level V |
9.20 |
9.50 |
9.80 |
10.10 |
STUDENT PAY RATES
It is the responsibility of the supervisor to recommend the specific pay
category for returning student employees based on the job duties and
responsibilities listed on the job description. Once the level has been
determined, the classification scale above will be used for the hourly rate.
The expectation is that a student returning to the same position, with
satisfactory prior performance, is eligible for a 30-cent raise.
Supervisors also have the option of recommending the student for a step
increase for exceeding satisfactory expectations. Eligibility for all raises
is limited to one per academic year and should be submitted at the end of a
given semester. Justification and the amount should be noted on the end of
semester evaluations.
There are three types of terminations: the student may voluntarily
terminate; the supervisor may terminate the student from a specific position;
or the student may be terminated by Student Financial Services.
Voluntary Termination:
For a variety of reasons, the student may voluntarily terminate from
participation in the Student Employment Program. In this instance, written or
verbal notice should be given to the supervisor and the Student Employment
Office. Except in unusual circumstances, a two-week notice is considered
appropriate.
Employer Termination:
The student may be terminated by the employer if. he/she does not perform
job duties in a satisfactory manner; leaving the job during work hours without
permission, continual tardiness and absenteeism; refuses to conform to
reasonable departmental or agency employee standards. Students may receive a
verbal warning and two written warnings each semester. In the event that a
third warning is issued the student is subject to suspension and/or removal
from the Student Employment Program. A student, who commits a major offense
such as falsification of timesheets, theft, gross misconduct, or
insubordination, will be terminated immediately and not receive the usual
warnings.
After a verbal warning has been given, written warnings are issued to give
students an oportunity to correct his/her behavior.
The following steps should be followed hen issuing a written warning:
- Prepare the warning form clearly stating the reason(s) the action is
being taken. Discuss the warning and your expectations for the future with
the student. Send the original form to the Student Employment Office. Keep
a copy for your records and give the student a copy.
- If the problem(s) persist after the warning, issue another written
warning following the same procedures as above. Stress in your discussion
with the student that if a third warning is issued, it will result in
their termination from the program.
- If the students performance does not improve in a satisfactory manner
after the second warning, the supervisor may terminate the student by
completing a Student Employment Termination Form.
Student Financial Services Termination:
The student is terminated by Student Financial Services from participation
in the Student Employment Program if he/she has used all of his/her award for
the semester; drops below half time enrollment (IWSP only); fails to meet the
GPA requirements necessary for Financial Aid; totally withdraws from Park; or
has a change in their financial status which reduces financial need.
When the student is terminated by Student Financial Services the student is
sent a letter informing them of the reason for termination and the effective
date. A student is terminated as determined by provisions of this policy
without regard to race, religion, national origin, sex, or age, in accordance
with Park University's Equal Opportunity Policy.
In accordance with a student's rights to appeal, this grievance procedure
has been established to address unresolved disagreements between the student
worker and their super-visor. A grievance must be initiated within 10 working
days of notice from the employer notifying the student of action taken. The
student should obtain a grievance packet from the Student Employment Office.
The student should submit the grievance form to Student Employment for a
decision by the Director of Student Financial Services. Both the student and
supervisor have the right to appeal the Director's decision to the Vice
President of Enrollment Management and Student Services. The latter may
refer final decisions to the Student Aid Advisory Committee or any other
judiciary body, which may be deemed appropriate.
|
