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Human Resources

Supervisor Handbook

This site was prepared by the Human Resources Office and is available to all supervisors of student employees on campus. We distribute memos periodically to remind supervisors of deadlines and to provide the most current information available about student employment. Please read through this site carefully and feel free to call us any time you have questions or need more information. Human Resources, Potter Center, Room 210, 796.8468.

Table of Contents


Introduction

At Jackson College, the emphasis of student employment is focused on benefits to the student. Programs are directed to attaining two objectives: financial assistance to students and useful work experience. A secondary but major emphasis is providing qualified part-time employees to College departments.

We believe:

  • Employment is an important source of financial assistance to the student.
  • Work experience is a vital and significant factor in preparing the student for the future and a career.
  • The College’s commitment to educating students is advanced through student employment. An essential knowledge of work ethics and precepts is gained through work.
  • Services necessary to the operation of the College are provided at a feasible and practical cost through student employment.
  • A labor pool of qualified student employees is essential to fill College and community needs.

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Equal Employment Opportunity

Jackson College does not discriminate in admission, campus activities, education, employment, housing, public accommodation or public service on the basis of race, creed, color, religion, national origin or ancestry, age, sex or gender, height or weight, familial or marital status, political affiliation, sexual orientation, disability or handicap, service in the military, veteran’s status or any other legally protected status under federal, state, or local law. No act of retaliation shall occur to any person making a charge, filing a complaint, testifying or participating in any discrimination investigation or proceeding.

If accommodation or assistance is needed in completing this application, contact Human Resources at 517.796.8460. Jackson College is committed to providing a safe and secure environment for students, faculty, staff, visitors and others, and to protecting College assets. Well informed hiring decisions assist in this effort. To accomplish this goal, the College performs background checks on all new employees.

Jackson College is an Equal Opportunity Employer

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Student Employment Guidelines

Only students of Jackson College are eligible to be employed by the programs discussed here. Each program has specific enrollment requirements which may vary each semester.

  • High school students attending JC by special permission may not work on campus.
  • Anyone who is in default of a student loan will not be hired as a student employee.
  • Student employees may be employed by more than one student employment program but may not work more than 25 hours per week while classes are in session. Each program varies regarding the maximum hours a student may work on that program. If a student is employed on multiple programs, the total hours worked may not exceed the 25-hour maximum.
  • Wages earned by students who are enrolled and employed by JC are not subject to FICA and retirement withholdings. During periods of non-enrollment of more than five weeks, students are not exempt from these withholdings. The wages of students working during break periods of more than five weeks will be subject to the required FICA tax (7.65%) and retirement deduction-MIP (3%).
  • During break periods only, when the student is not attending classes, student employees may work up to 35 hours per week. When authorizing students to work during the break periods Human Resources will use the following guidelines:
    1. Students are authorized to work only if the department has a legitimate need.
    2. The student must be enrolled for the following semester.
    3. Students are allowed to work during the summer break only if the department has an allocation of hours.
  • Student employees may not work during times when they are scheduled for classes. Do not allow students to skip class to work. If a student reports to work during a scheduled class time because his/her class was canceled or dismissed early, a comment must be made on their web time entry before approval.
  • At no time are student employees to work more than 35 hours in one week. College policy prohibits overtime for student employees.
  • Student employees may not be employed simultaneously in a non-student position on campus. Regular College employees may not be employed on a student employee payroll.

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Right To Know - Hazard Communication Program

All employees of Jackson College are required to view an on-line presentation designed to improve awareness and management of health risks in the work place.

The website address needed to complete presentation will be provided with other paperwork completed in Human Resources.

If there are any questions, students can call 796.8460.

To complete the requirement you must:

  1. View the Hazard Communication & Safety Awareness on-line presentation.
  2. View the Sexual Harassment on-line presentation.
  3. View the FERPA on-line presentation.
  4. Facilities and Security Interns are required to view the Bloodborne Pathogens online presentation.

Students must complete these requirements before beginning their job.

Peer tutors

Students must complete these requirements before beginning their job.

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Federal Work Study Program

The Federal Work Study (FWS) program is the sole source of student employment.

Eligibility

Financial aid applications should be in the Financial Aid Office by April 1 for fall and winter semester consideration. Students whose applications are received past the deadline will be considered for whatever student financial aid funds are remaining. Applications are available January 1.

The student must:

  • Complete the Free Application for Federal Student Aid designating JC to receive the information.
  • When the SAR is on file in the Financial Aid Office, the documents will be evaluated to determine eligibility for financial aid.

If the student is evaluated by the Financial Aid Office as eligible for the FWS program, he/she will be instructed to submit an online employment application. Supervisors access online applications to find potential employees.

The department supervisor should interview the prospective employee and determine if the student will be hired. If the student is to work directly for someone other than the department supervisor, the student should be instructed how and when to contact that individual. Before a supervisor guarantees employment to any student, they must contact the Employment Specialist in Human Resources. If approved, HR will contact the supervisor with instructions on completing the hiring process.

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Maximum Hours

While classes are in session, students on FWS are limited to working no more than 25 hours per week.

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Application Renewal

Student employees must renew their work-study eligibility each academic year by submitting a new Free Application for Federal Student Aid following the procedures previously outlined. Applications for the following academic year are available January 1.

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Exceeding A Student’s Financial Need

Work authorizations will state total number of hours the student may work for the semester's budget period stated on the authorization and the total earnings allowed for the semester. If the student works the stated number of hours before the end of the semester budget period, they will be terminated at that time and cannot work again until the next semester budget period.

Work Study awards are based on the enrollment information the student provided to Financial Aid. If the employee enrolls in more or less credit hours, his/her award may change.

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Wages

Wages are determined by the Executive Director of Human Resources. The current student wage is $7.40/hour and the maximum is $7.80/hour.

Wage increases can occur once per semester and are 10 cents per hour on the recommendation of the supervisor. Supervisors must include a supporting statement as to why the student should receive the increase (i.e. performance, professional development). Student employee evaluations must be returned for the students that are being recommended for a raise.

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Enrollment Requirements

Fall, Winter & Spring Semesters

Students must be enrolled in a minimum of six credit hours to work during each semester.

Note: Federal Work Study is awarded as part of students’ financial aid package. Students interested in working should contact the Financial Aid Office to determine eligibility.

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Tutors

Eligibility

To be a tutor, you must be currently enrolled at JC. High school students attending as guests of the college are not eligible to be employed as tutors. You need to have earned a 3.5 or better in the course(s) you want to tutor and have a minimum of a 2.5 GPA. In some cases, instructor approval is required. Generally, tutors may not accumulate more than 70 credit hours or the number of credit hours required to complete a particular program. You must obtain special permission from the instructor to tutor for a class in which you are currently enrolled.

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Application Procedure

If you are interested in being a tutor, fill out a Tutor Application in the Center for Student Success located in the in Bert Walker Room 125.

Next, contact the coordinator in Center for Student Success office. The purpose of this conference is to acquaint you with procedures and to discuss instructional strategies appropriate to the courses you will be tutoring.

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Payroll Authorizations

The Center for Student Success Coordinator will let you know when you have been authorized to begin tutoring.

You must contact the Center for Student Success office each semester.

Authorization must be obtained each semester before the employee begins work.

A Student Employee Payroll Authorization must be completed in Center for Student Success in Bert Walker Room 125 each semester.

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Wages

The wage for tutors is $8.00/hour. Student Tutors who complete tutor certification training will receive a $.50 increase per hour.

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Enrollment Requirements

Only students currently enrolled in JC courses are eligible for employment in this program.

Fall - Winter - Spring semesters

Students must be enrolled in a minimum of six credit hours to work during fall, winter, and spring semesters.

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Maximum Hours

Tutors are not to exceed 20 hours per week as a tutor. If employed on another JC Student Employment Program, the hours worked on all programs will count toward a 25 hours per week maximum.

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Information Required by Human Resources Payroll To Pay Student Employees

The following information is required by Human Resources to process pay for an employee. If the information is received on time, the employee’s pay check can be processed without delay. Any information that is late will delay the employee’s pay. To avoid delays in payment, the student employee should never begin work until the proper eligibility forms have been completed.

  1. Tax Forms

    Tax forms are required for each employee. These include federal, state and city withholding forms. These forms should be completed with a permanent home address where a wage statement (W-2) form can be sent. New forms are necessary only if there is an exemption or address change.

  2. Authorization Forms

    Work authorizations are processed by Human Resources for FWS and Center for Student Success for the Tutor program. These forms are required for tutors and FWS students each semester. If there is an interruption in employment during the semester, the student must be re-authorized by the appropriate office.

  3. Time Cards

    Employees are required to enter their time online through e-Services. It is the supervisors responsibility to show student workers how to complete their online time cards. Further instructions on web time entry can be found under "Important Documents" on the student employment web page.

  4. Student employees are eligible to enroll for electronic payroll deposit.

    For more information, the student should come to Business Office Potter Center Room 209.

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Deadlines

Web Time entry must be completed by 10 a.m. of the first working day (usually Monday) following the end of the pay period. Web Time Entry not submitted on time will not be processed until the following pay period. Tax forms and work authorizations for presently employed and newly employed students must be submitted prior to the deadline for time cards for the employees to be paid. If these are not on file, the time card will not be processed until the following pay period.

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Procedure For Approval To Exceed Maximum Hours For Student Employees

Student employees should not work more than 25 hours per week (or the amount specified on their work authorization for FWS program) during regular enrollment periods. If the student is employed by more than one student employment program, hours worked on all programs should be utilized to compute the hours worked.

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Procedure for Obtaining Work Authorization for Vacation & Holidays

The supervisors should submit a request, in writing, to the Employment Specialist, at least two weeks prior to the vacation or holiday. The request should include:

  • the date(s) that the request is for,
  • the number of hours the student will be working during this period,
  • who will be supervising the student.

The supervisor and the student will receive a response from the Employment Specialist indicating if the request has been approved. In order to work between semesters, the student must be enrolled for the next semester.

Do not allow students to work if you do not have approval.

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Vacation and Holidays

Authorizations do not include vacation days, official College holidays, essential service days, spring break, etc. Special authorization for these periods can be requested, but approval is not automatic. Student employees may not work on days that are designated as college holidays, essential service days, or when the college is closed. In general, the Financial Aid Office will only approve Federal Work Study (FWS) employees to work if they have hours remaining from their award for the semester they missed for some reason. If the holiday/vacation is in the middle of the semester, the hours worked would reduce the hours available for the remainder of the semester. This is because FWS is awarded as part of a total financial aid package, therefore, there are limits on what these employees can earn.

Students working as peer tutors may work on holidays that occur during the semester, but not between semesters.

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Grievance Procedures

As in any employment situation, problems sometimes arise in communication between the employer and employee. Employees who have problems with their work assignment are advised to discuss the problems with their supervisors. If this does not eliminate the problems, the students or supervisors should contact the Employment Specialist.

Supervisors are advised to work closely with their student employees. Make sure they understand their job responsibilities, the hours they will work and exactly what is expected on the job. Contact the Employment Specialist immediately if problems develop concerning your student employees. Employees who quit an assigned job, or who want a different placement should contact the Employment Specialist, understanding that reassignment is not assured.

Do not wait until the problem becomes out of control before you do something about it. Contact Employment Specialist with any student employees that have been terminated or quit.

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Grievance Procedure for Title VII of the Civil Rights Act of 1964 Title IX of the Education Amendment Act of 1972 Americans with Disabilities Act (ADA) of 1992

SECTION I

If any person believes that Jackson College or any part of the College organization has inadequately applied the principles and/or regulations of:

(1) Title VI of the Civil Rights Act of 1964,

(2) Title IX of the Education Amendment Act of 1972, and

(3) Section 504 of the Rehabilitation Act of 1973, he/she may bring forward a complaint, which shall be referred to as a grievance, to the College civil rights coordinator at the following address:

Bill Hendry, Executive Director of Human Resources – Compliance Officer

 

SECTION II

The person who believes he/she has a valid basis for grievance shall discuss the grievance informally and on a verbal basis with the College civil rights coordinator, who shall in turn investigate the complaint and reply with an answer to the complainant. He/she may initiate formal procedures according to the following steps.

Step 1
A written statement of the grievance signed by the complainant shall be submitted to the College civil rights coordinator within five business days of receipt of answers to the informal complaint. The coordinator shall further investigate the matters of grievance and reply in writing to the complainant within five days.

Step 2
If the complainant wishes to appeal the decision of the College civil rights coordinator, he/she may submit a signed statement for appeal to the College president within five business days after receipt of the coordinator’s response. The president shall meet with all parties involved, formulate a conclusion, and respond in writing to the complainant within 10 business days.

Step 3
If the complainant remains unsatisfied, he/she may appeal through a signed, written statement to the board of trustees within five business days of receipt of the president’s response in step two. In an attempt to resolve the grievance, the board of trustees or a committee of the board shall meet with the concerned parties and their representative within 40 days of the receipt of such an appeal. A copy of the board’s disposition of the appeal shall be sent to each concerned party within 10 days of this meeting.

Step 4
If at this point the grievance has not been satisfactorily settled, further appeal may be made to the Office for Civil Rights, Department of Education, Washington, DC 20201.

Inquiries concerning the non-discriminatory policy may be directed to Director, Office for Civil Rights, Department of Education, Washington, DC 20201.

The local coordinator, on request, will provide a copy of the grievance procedure and investigate all complaints in accordance with this procedure.

A copy of each of the acts and the regulations on which this notice is based may be found in the College civil rights coordinator’s office.

Adopted by the Jackson College board of trustees, October 10, 1988.

Amended March 14, 1994.

Note: A student is not required by law to use the College grievance procedure before filing a complaint with the Office for Civil Rights.

Office for Civil Rights, Cleveland Office
U.S. Department of Education
600 Superior Avenue East
Bank One Center, Room 750
Cleveland, OH 44114-2611
(216)522-4970 FAX (216)522-2573
TDD (216)522-4944

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Termination of Work Authorization

Student employees may be terminated for various reasons. For example: at the request of the supervisor because of poor performance or attendance; or at the request of the Financial Aid Office or Human Resources when allotted funds have been earned.

If a student employee is to be terminated the department supervisor will notify, in writing, Human Resources.

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Termination Due to Poor Performance/Attendance

If you feel that your student employee is not performing his/her duties satisfactorily, you terminate the student if you have followed the procedure outlined below:

Student Employee Termination Policy

Occasionally, the need to terminate a student employee arises. Reasons for such termination may include, but are not limited to, behavioral conflicts, no-call/no-show, substandard work performance, or employee insubordination.

Whatever the reason, supervisors should adhere to the following procedure before carrying out a termination:

  • Upon the supervisor's decision that a termination is warranted, that supervisor must contact Human Resources with this intent.
  • The reason for termination should be documented by the supervisor either in a letter to HR or via email.
  • Once Human Resources has confirmed with the departmental supervisor, the supervisor may carry out the termination.

Questions regarding this policy should go to the Employment Specialist, at x. 8468 or via email.

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Performance Evaluations

Supervisors of student employees will complete an evaluation for each student for fall and winter semesters. This evaluation is important! It becomes part of the student employee's personnel file and can be used when a future employer requests a work reference.

The evaluation provides the opportunity to set goals for the semester.  The student will also comment on the supervisor’s final evaluations and what the student feels they got out of the experience.  The supervisor will meet with each student individually to discuss his/her goals and performance.  The student employee will receive a copy of the evaluation for his/her personal files.

Evaluation Form (click to make bigger)

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Academic Progress Requirement

Students employed by the College are expected to remain in good academic standing and make satisfactory progress toward completion of their courses of study.

Federal Work Study Program

Students employed by the Federal Work Study Program should check with the Financial Aid Office for further information regarding the policy regulating academic progress of financial aid recipients.

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Expectations for Students and Visitors

A student enrolling in Jackson College or the visitors on the campus assume an obligation to conduct themselves in a manner compatible with the College’s functions as an educational institution. The following is a list of policy violations and is not meant to be an exhaustive enumeration of inappropriate behavior. Misconduct for which students or visitors are subject to discipline, civil or criminal penalties, is as follows:

Academic Honesty - Is expected of all students. It is the ethical behavior that includes producing their own work and not representing others’ work as their own, either by plagiarism, by cheating or by helping others to do so.

Faculty members who suspect a student of academic dishonesty may penalize the student by taking appropriate action up to and including assigning a failing grade for the paper, project, re-port, exam, and the course itself. Instructors must document all instances of academic dishonesty beyond those of a very minor nature, in writing to the Academic Dean.

The Office of the Academic Deans will record and track students who have been reported as having cheated. If the same student cheats in other courses, the Dean will enact sanctions appropriate to level of infraction. The sanction will be selected in consultation with the involved faculty. The Dean can administer consequences up to and including suspension.

Plagiarism - Is the failure to give credit for the use of material from outside sources. Plagiarism includes but is not limited to:

  • Using data, quotations, or paraphrases from other sources without adequate documentation
  • Submitting other’s work as your own

Cheating - refers to obtaining answers/material from an outside source without authorization. Cheating includes, but is not limited to:

  • Plagiarizing in all forms
  • Using notes/books without authorization
  • Copying from someone else’s work
  • Submitting others’ work as your own or submitting your work for others
  • Altering graded work
  • Falsifying data
  • Exhibiting other behaviors generally considered unethical
  • Collaboration: While JC encourages students to collaborate in study groups, work teams, and with lab partners, each student should take responsibility for accurately representing his/her own contribution.

Obstruction or disruption of teaching, lecturing, research, administration, disciplinary procedures, or other authorized activities on College premises is not allowed.

Animals - Pets and other animals are not allowed in buildings or to be turned loose on campus excluding certified service dogs with documented support of medical necessity.

Behavior – Disorderly, lewd, indecent, obscene conduct or expression are not permitted on College-owned, operated properties at College-sponsored events, or supervised functions. Failure to comply with directions of College officials, College security personnel or any other officials acting in performance of their duties on behalf of the College constitutes a violation of the policy. Failure to identify oneself to College officials when asked to do so may also be cause for discipline.

Discrimination - Discrimination, harassment and offensive conduct against any person, student or employee on the basis of race, creed, color, gender, age, marital status, sexual orientation, disability, and/or national origin will not be tolerated.

Dress - The dress on campus shall be in good taste, modest, and is not offensive to others.

Grounds - Snowmobiling, ATV’s, skateboarding, roller-skating and in-line skating are prohibited on all College property.

Obstruction of the free flow of traffic, either pedestrian or vehicular, on College-owned or controlled property and unauthorized entry or use of College facilities including all buildings and grounds is prohibited.

Hazing - No student or other person connected with JC or in attendance at the college shall participate in hazing, conspire to engage in hazing, or commit any act that injures, degrades, or disgraces any person attending the college.

Illegal Substances - Unauthorized possession or use of alcoholic beverages on the College campus or at College-sponsored events, possession or distribution of narcotics or other dangerous drugs, such as marijuana and other controlled substances except as expressly permitted by law are strictly prohibited. Violation of these regulations could lead to removal from college property, suspension, or dismissal from the college and/or legal prosecution.

Library - All library property and material must be checked out before being taken from the Library. Library fines must be paid in full before grades or transcripts are released. A hold will be placed on your record until all library obligations are addressed.

Posting Materials - Student fliers, advertisements, or other student-related activities must be approved by the individual building secretaries before posting in approved locations. Unauthorized material will be removed.

Smoking - Smoking is prohibited on campus, except in an individual’s own personal vehicle.

Solomon Amendment - As a recipient of federal funding JC is required by the Solomon Amendment, to fulfill military recruitment requests for access to campus and for lists containing student recruitment data (name, address, telephone, age or date of birth, class level, academic major, place of birth, degrees received, most recent educational institution attended). Students are not permitted to restrict the release of their “Student Recruiting Information” specifically to the military, but if students withhold the release of their directory information under FERPA, JC may not release it to the military either.

Weapons on Campus – Possession of any firearm or weapon (whether operable or inoperable) or any other potentially lethal items on campus or College property is prohibited; except where permitted by law, in the possession of approved college employees (agents), or public safety officials. (See Administrative Policy – Weapons on Campus)

Theft or Destruction of Property - Theft of or damage to property of the College shall be reported to Campus Security. Campus Security will determine the severity of the incident/damage and contact local authorities as needed (For property damage exceeding $250.00).

Threats and Violence - Nothing is more important to Jackson College than the safety and security of its students, employees and guests. Threats, threatening behavior, or acts of violence including verbal written or online blogs against students, employees, visitors, guests or other individuals by anyone on Jackson College property will not be tolerated. Physical abuse, assault or battery, or unauthorized detention of any person on College-owned or controlled property at a College-sponsored function, or conduct written or verbal which threatens or endangers the health or safety of any person shall result in appropriate intervention and will result in disciplinary action. (See Administrative Policy - Threats and Violence)

Persons who violate these regulations may be removed from College property, suspended or dismissed from the College, or be subject to legal prosecution. Penalties assessed as a result of these violations shall be imposed according to due process, but action by a court shall not necessarily relieve offenders from College action. Any student of the College charged with committing a crime upon the College premises, except minor traffic offenses, may be subject to immediate suspension, pending an official conduct hearing. The determination of “immediate suspension” is made by the Dean of Student Services or the Critical Incidents Team and would only be instituted in cases where a student’s presence on campus might endanger the health and welfare of other College community members.

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Employment References

All employment references should be forwarded to the Employment Specialist.

If you, as the employee’s supervisor, wish to complete the parts of the reference that relate to performance you may do so, but send the reference to Human Resources and we will:

  1. Check to verify that a release is either attached to the request for reference or on file. If not, we will contact the employee for a release.
  2. Enter the correct dates of employment.
  3. Copy the reference and release for our records.

Do not provide verbal information regarding the employees job performance without first verifying that there is a release on file.

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Ten Thoughts for Supervisors

1. Be an example.
Model strong work habits through efficient, dedicated work practices. Let your own approach to daily work be an example from which students can learn.

2. Be flexible.
Understand that student employees are students first and employees second. Though it is important to have high standards on the job, it is also important to be flexible to accommodate academic obligations.

3. Communicate expectations.
Communicate the job standards and expectations to your student employee. One can’t assume that these are self-evident to the student, even though they may seem obvious to you.

4. Give feedback frequently.
Provide consistent and appropriate feedback to your student employees. Student employees—like all employees—benefit from feedback on job performance, providing it is communicated with a positive spirit.

5. Be fair.
Supervisors who are too lenient are not doing students any favors. Campus jobs are "real jobs." Treat student employees as you would like to be treated in a given situation.

6. Train, train, train!
Take time to train your students in important work skills, attitudes and habits—such as perseverance, time management, phone skills, quality service practices, handling difficult situations. This is the "common sense" from which success is made.

7. Be a team player.
As a team leader, develop and nurture the unique contributions of each team member. Take a global perspective.

8. Give recognition.
When you see a student "going the extra mile" or "persevering through difficult situations," acknowledge this in front of other staff and peers. People need to feel appreciated.

9. Share the vision.
Have regular staff meetings with your student employees and inform them how their work fits into a larger purpose of the department and institution. Remember, purposeful work is meaningful work.

10. Be an educator.
To the degree that we each contribute to the lives of others, we are all educators. How can you contribute to the education of your student employees?

This list was developed by the following individuals after discussing and studying the feedback communicated through a survey answered by 177 student employment administrators.

James Fisher, Eastern Kentucky University
Brenda Howard, Washington State Higher Education Coordinating Board
Garry Keel, New Jersey Institute of Technology
Beth Richter, Noel Levitz Centers

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