MODULE 3
Policies, Procedures &
Supervisor Responsibilities
2
Supervisor Eligibility
• ONLY authorized employees may supervise student
assistants (this includes signing work assignment forms,
time sheets, coaching and disciplinary forms)
• Generally, only employees who also supervise other full-time or part-time staff
or faculty may supervise student employees.
• Supervisors are required to closely monitor work hours and ensure time is
accurately reported in Time Clock Plus.
• Individuals who are not supervisors may be designated to act as a
‘timekeeper’ to monitor the submission of time sheets and to assist the
supervisor with monitoring day to day activities of student employees.
3
Time Sheet/Payroll Policies & Procedures
• Student Assistants and Work-Study students are paid monthly and are
required to complete a time sheet/TCP every day.
• Student workers must maintain a daily record of hours worked.
• Students are paid only for hours worked and are not paid for holidays,
days off, or lunch breaks.
• Students must correctly complete their time sheets/TCP before the
supervisor verifies it.
• If time sheets/TCP are not submitted by the due date, the student will not
receive a paycheck until the following month.
• All Student employees who are not in TCP must complete a blank time
sheet every week until they are put in TCP
• Supervisors must keep a copy and submit the original paper time sheet
every week to payroll.
4
EEO and FERPA Training
EEO
• Collin County Community College District (Collin College) is an
equal
opportunity employer and does not discriminate on the basis of race, color,
religion, gender, national origin, age, disability or veteran status.
• Law requires that all employees are educated on "Preventing Employment
Discrimination” and “Preventing Workplace Harassment".
• Newly hired employees must complete two Online EEO Training Modules
within 30 days of their hire date and every two years thereafter.
FERPA
• Employees who deal with student records must also be trained on the Family
Educational Rights and Privacy Act (FERPA).
• Employees can access the brochure, exceptions FAQ’s and schedule FERPA
training by visiting http://www.collin.edu/hr/profdev/ferpa.html.
Links to this information are also included in the employment packet.
5
On-boarding/Training
Student Employees
• On-boarding and training your newly hired student employee is essential
to ensuring the employee feels welcome and has the information and
tools necessary to be successful in his or her position.
• Supervisors should plan ahead to make certain all necessary tools and
equipment for the job are ready for the new employee’s arrival.
• Supervisors should also develop a training plan for the employee to
become familiar with the office environment and job functions he or she
will be performing.
• Student employees and supervisors should both be aware of Collin
College’s Board Policies, as well as any departmental procedures and
expectations.
6
On-boarding/Training
Student Employees
Schedule: Students are not allowed to work during scheduled class times. Students’
schedules may change each semester. It is recommended for supervisors and
students to communicate about schedules prior to each semester.
Attendance: It is up to the Supervisor to set expectations and procedures for tardiness
and/or absence notification.
Dress Code: Although the college does not have a formal dress code policy, all
employees are expected to dress appropriately for the workplace. Supervisors should
inform student employees about acceptable attire guidelines for their department.
Computer Use: Supervisors should set the guidelines for how the computer can and
should be used (within the college’s Appropriate Use of Technological Resources
Policy). LAN agreements are required from ALL student employees.
Phone Use and Etiquette: Supervisor should discuss telephone usage and customer
service expectations with their student employees.
Office Copiers: Office copiers are for work-related purposes only. Student employees
should not use office equipment for academic or personal purposes.
7
Student Code of Conduct
• Student employees will follow the same code of conduct outlined in
the Collin College Student Handbook.
• If a Student Employee violates Code of Conduct guidelines, contact
the Dean of Students office and HR.
8
Coaching
• Even with proper training and on-boarding, on occasion, general
performance
employees.
and
behavioral
issues
may
arise
with
student
• Coaching is used in non-disciplinary circumstances to document
conversations with the student employee in which the supervisor
provides constructive feedback for behavior or performance that has
been discussed informally, but is still not meeting expectations.
• If a supervisor encounters performance or behavioral issues with a
student employee, the supervisor should work with HR and follow the
procedures and guidelines for addressing such issues.
9
Coaching Procedures
1. Document the situation on the Student Employee Coaching Form and send
the draft form to your HR Consultant for review.
2. Upon return of the form from the HR Consultant, meet with the student to
discuss the concerns, explain what the student must do to remedy the
situation and present the student with the completed Student Employee
Coaching Form.
3. Have the student sign the form to acknowledge receipt of the feedback and
provide a signed copy to the student.
4. Keep a copy of the form in your supervisor file and send the original, signed
form to Human Resources.
10
Ending Employment
• Involuntary Separations (mid-semester):
If a supervisor encounters a serious
situation that warrants immediate termination the supervisor must contact Human
Resources to obtain approval to end the student’s assignment. If performance issues
continue after the supervisor has documented the situation and followed the student
coaching process and it becomes necessary to end the student's assignment prior to
the end of the semester, the supervisor must contact Human Resources to obtain
approval to end the student’s assignment.
• Voluntary Separations (mid-semester): If a voluntary separation occurs prior to the
end of a work assignment/semester, a Separation Notice Form is required. This form
is available on the Student Employment web page.
Student employees are hired on an “at-will”
basis. Work assignments end on the last day of the semester (except in the cases of a
voluntary or involuntary mid-semester separation). Students who are offered a work
assignment for one semester are not guaranteed subsequent work assignments for
future semesters. While future work assignments are never guaranteed, if a supervisor
decides not to offer the student another work assignment due to performance or
behavior issues, the supervisor should still provide the student with constructive
feedback about such concerns.
• Non-renewal of Work Assignments: