Mohave Community College

Supervisory Responsibilities for Student Work Study Employees

Student employment can be more than just a paycheck for student workers. It can make the difference in meeting educational goals. The following are guidelines for supervisors of federal and institutional work study employees.

Orientation - Have an orientation to welcome and introduce a new student employee to the department. Prepare a check sheet that lists items discussed in the orientation and have the student employee initial each item that has been discussed. At the end of the orientation, collect the check sheet for the student employee's file.

Orientation should include:

  • Review the specifics of the student’s job description.
  • Review the rules, regulations and expectations of the job site.
  • If the department has a process for recognizing good employees, let the student employee know how they fit into this process.
  • Review with the student employee the disciplinary system described below.
  • The student employee should be taught how to record time worked, who must sign time sheets, when time sheets are due, and finally when and how paychecks will be received.
  • The student should be informed that work study is not only for earning a wage but is an educational opportunity with learning objectives.  These learning objectives are to be reviewed as described in the Assessment Plan and Learning Objectives described below. Employers need to develop learning objectives and an assessment plan with the student employee based on these principles.
  • The student employee should understand the consequences for not meeting job expectations.

Assessment Plan for Student Employees

The vision for the student work-study at MCC is to convert the traditional work environment into a learning-outcomes based culture. When successful implementation is achieved, student employees will learn skills beyond the practical aspects of their jobs (learning outcomes) that compare to the skills employers are looking for after graduation. Development of learning outcomes for student workers supports the academic mission of the college to provide students with opportunities for personal growth through civic engagement, learning critical thinking skills and skills in leadership.

Learning Outcomes Objectives for Student Employees

Through employment opportunities in various college departments and in approved off-campus work environments, student workers will be better prepared to:

  • Communicate effectively, both verbally and in writing.
  • Think critically and creatively.
  • Access and use information to make informed choices.
  • Understand how conclusions are reached.
  • Acquire knowledge over a broad spectrum of subject areas.
  • Enhance cultural awareness.
  • Use technology.
  • Use ethics and values in decision-making.
  • Use time management skills to prioritize work tasks and meet deadlines.
  • Enhance interpersonal skills working as a team member with co-workers.
  • Enhance customer service skills through service to others.
  • Demonstrate understanding of established work standards and expectations, and use them to maintain efficiency and professionalism in the work environment.
Disciplinary System

During the orientation, include a discussion of offenses that require disciplinary action and the procedure that will be followed if the offenses occur. Following are examples of student employee behavior that could result in disciplinary action:

  • Excessive tardiness.
  • Excessive absences.
  • Absence without a legitimate excuse.
  • Sloppy or unclean appearance.
  • Carelessness or lack of attention that results in injury to property, persons, or public relations.
  • Conduct inappropriate to a representative of Mohave Community College.
  • Discourtesy and/or failure to work harmoniously with fellow employees.
  • Failure to serve the public with courtesy.
  • Sleeping on duty.

Supervisors may add to or delete from this list to suit departmental needs. If this list is used, clarify what is perceived as excessive tardiness and/or absences, sloppy appearance, discourtesy, etc., during the orientation.

Student employees work at the pleasure of the institution and more specifically, the assigned institutional supervisor. Since this is a training for future employment, supervisors should provide student employees an opportunity to improve poor performance before termination. Students should receive written notice of poor performance, a time frame to improve this performance and consequences for lack of improvement. The written notice should be signed by the supervisor and student employee and placed in the student employee's file.

Terminations
  • Termination Due to Poor Performance - Student workers can be terminated for unsatisfactory work performance. If a student employee is terminated, a notice of termination must be provided to the work study employee in writing and a copy sent to the Financial Aid Advisor at the respective campus. The Financial Aid Advisor will notify the Payroll Office of the termination.
  • Termination for Other Reasons - In addition to terminating a student for unsatisfactory performance, a student worker may be terminated for reasons like budget constraints, completion of project, lack of work and other such valid reasons unrelated to job performance. Supervisors should give the work study employee a two-week written notice, which must state the reason for termination. A copy of this notice must be provided to the Financial Aid Advisor at the respective campus. The Financial Aid Advisor will notify the Payroll Office of the termination.

Grounds for Termination. If a student employee does not respond to opportunities for improvement, termination may be the only recourse.  The following are grounds for termination:

  • Failure to meet the conditions of probation.
  • Breach of confidentiality.
  • Theft or gross negligence resulting in serious injury to property, persons, or public relations.
  • Physical violence or obscene language when dealing with the public or other employees.
  • Being under the influence of drugs or alcohol while on duty.

Dress Code - Students employees are expected to dress appropriately for the position they hold.

Training - It is essential that work study employees be trained appropriately based on the job requirements. Supervisors must ensure that appropriate time and resources are provided for training. The training should coincide with the establishment of expected learning outcomes.   Student employees will be paid for training activities.

Suggestions for Successful Supervision

  • Establish learning objectives during the student's orientation and determine how these objectives will be assessed.
  • Plan the work to be assigned to the student in advance.
  • Make assignments definite and clear. Give the student an opportunity to ask questions.
  • Follow up on the work assigned so you know that it has been completed correctly and on time.
  • Correct unsatisfactory performance as soon as it occurs rather than waiting until it is a more severe problem.
  • Reinforce the student for a job well done.
  • Communicate with the student; avoid waiting until evaluation time to talk over problems or goals.

Evaluations - Assessment of learning objectives must be completed each semester at mid-semester and at the end of the employment contract. This assessment should be maintained in the student file with a copy provided to the student.

Grievances - A student worker does have the right to file a grievance if they believe they have been treated unfairly.

  • Grievance based on employment related issues
    1. Situations that are related to job performance, personality disputes, hours worked, etc., should be settled within the hiring department. The first step the student should take is to bring the situation to the attention of their immediate supervisor. If the situation is not resolved and continues, the student should then contact the Dean of Students. The decision of the Dean of Students will be final.
  • Grievances based on discrimination / sexual harassment
    1. Grievances based on discrimination and/or sexual harassment must be submitted according to the guidelines published in the college catalog or Student Handbook. Student work study employees or staff should not tolerate discrimination and/or sexual harassment. It is the responsibility of the supervisor to see that this does not occur.

Breaks / Time Off - Allow for reasonable breaks / rest periods through out the students workday. We encourage understanding during exam periods and allow for reasonable time off for studying.

Deductions - Federal and Institutional Work-Study earnings are considered earned income and are subject to all applicable Federal, State and local taxes.

Student Employee Benefits - As student workers, there are no entitlements to employee benefits such as vacation, retirement, sick leave, or health, life or disability insurance. Student will be covered under Workman’s Compensation Insurance.

Reporting Change of Address - Supervisors should instruct student workers to keep the payroll office informed of any address changes. Paychecks and tax information could be delayed if the address on file is not updated when changes occur.  When a student needs to update their address, phone number or name, they must complete a change form and send it to the Financial Aid office when it's completed. A copy should also be kept in the student's file.