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Supervisors Guide

Hiring a Student Worker

To hire a "New Hire" student to work within your department, the supervisor must take the following steps below. A “New Hire” is a student worker who has never worked on campus and processed through the SEO.

1	A supervisor and alternate supervisor who has not supervised a student worker with the last year and wants to hire student workers must register online and attend a SEO Supervisors Orientation prior to hiring student workers. Supervisors and alternate supervisors are only required to attend orientation once, however, if an employment violation is sent to the department, the supervisor and alternate supervisor will be asked to register and attend a SEO “Supervisors Refresher Seminar”.
2	Once the department has assessed that there is a need for a student worker, the vacancy will have to be advertised. The department must take the following steps to have their vacancy advertised: · Complete the Student Employment Job Description Form, please complete all sections and provide contact information. · Submit the form to the Student Employment Office via email at seo@pvamu.edu, or inter-office mail. (Faxes not accepted). · After being reviewed by SEO, the job will then be posted on the Student Employment website. Please allow 3-5 days after submission to SEO for the job to be actively listed on the website. The position will be posted for fifteen (15) business days from the date the position was posted, unless otherwise indicated. The minimal number of days a Job Description Form can be posted is five (5) days.
3	After the position is posted on the SEO website, the supervisor can begin conducting interviews with students. During the interview, the student must present a completed Student Employment Application (not the entire employment packet) and a copy of their resume along with their proof of being awarded work study funds if they are on financial aid to the hiring supervisor for review.
4	If you are satisfied with the student as a suitable candidate for hire, please have the student complete a New Hire Packet.
5	The supervisor must complete the Job Offer Letter showing the student worker's anticipated start date, supervisor, and rate of pay. The Job Offer Letter can be found on the SEO website.
6	Ensure that the student registers for a SEO Orientation Session online at http://www.pvamu.edu/pages/1651.asp. Students should not register and attend a Student Orientation until they have been offered a position. Students will bring the following completed documents to the SEO Orientation: 1. Job Offer Letter 2. Employee Wage Request (EWR) 3. Employee Personal Data Form 4. 2 Forms of Identification 5. Completed I-9 6. Confidential Release Form (Background Check) Students will have their UIN assigned during the SEO Orientation. Students not having the completed documents above will not be permitted in the SEO Orientation.
7	Students will leave the SEO Orientation with their assigned UIN numbers to allow them to take their online state mandated trainings. Students will complete the (5) five online state mandated trainings, print the training transcript and attached to their employment packet. The student worker will turn in the employment packet, including the training transcript to the supervisor. The front page of the hire packet has a checklist to use as a guide for required employment paperwork. Supervisors do not turn in employment packets to SEO. Please note, the following documents are kept by the SEO (during the orientation) for processing: (1) Printout of the EWR, (2) Employee Personal Data Form, (3) Completed I-9, and (4) Confidential Release Form. Everything else is attached to the EWR when submitting electronically.
8	Once the New Hire Employment packet is completed, the student will turn in the packet to the hiring supervisor. The hiring supervisor is responsible for ensuring the following documents are attached to the created EWR in order to hire the student worker: 1. Work Study Award Statement (work study students) 2. Work Study Guidelines and Statement of Debt Form 3. Job Offer Letter 4. Resume 5. Student Work Schedule 6. Detailed Class Schedule 7. Student Employment Application 8. Training Transcript The EWR and required attached documents must be created and submitted in the Canopy System at least (5) five days prior to the hire date.
9	The department is required to monitor the Employee Wage Request (EWR) through routing to ensure the student worker has been approved to work by the Student Employment Office and completed routing through the Budget Office prior to the student starting work. *Departments allowing the student to work prior to SEO approvals will receive a violation letter*.

To hire a "Re-Hire" student to work within your department, the supervisor must take the following steps:

1	A supervisor or alternate supervisor who has not supervised a student worker within the last fiscal year (September – August) and wants to hire student workers must register online and attend a SEO Supervisors Orientation prior to hiring student workers. Supervisors and alternate supervisors are only required to attend orientation once, however, if an employment violation is sent to the department, the supervisor will be asked to register and attend a SEO “Supervisors Refresher Seminar”.
2	Once the department has assessed that there is a need for a student worker, the vacancy will have to be advertised. The department must take the following steps to have their vacancy advertised: ·Complete the Student Employment Job Description Form, please complete all sections and provide contact information. · Submit the form to the Student Employment Office via email at seo@pvamu.edu, or inter-office mail. (Faxes not accepted). ·After being reviewed by SEO, the job will then be posted on the Student Employment website. Please allow 3-5 days after submission to SEO for the job to be actively listed on the website. The position will be posted for fifteen (15) business days from the date the position was posted, unless otherwise indicated. The minimal number of days for a job announcement to be posted is five (5) days with justification in writing.
3	After the position is posted on the SEO website, the supervisor can begin conducting interviews with students. During the interview, the student must present a completed Student Employment Application (not the entire employment packet) and a copy of their resume along with their proof of being awarded work study funds if they are on financial aid to the hiring supervisor for review.
4	If you are satisfied with the student as a suitable candidate for hire, please have the student complete a Rehire Packet. The student must hand deliver to the SEO the Confidential Release Form (Background Check) at least (5) five days prior to the hire date. The Confidential Release Form cannot be scanned and emailed or fax to the SEO. Students cannot begin working until the Confidential Release Form has been processed and the Employee Wage Request (EWR) approved by SEO. Approval of the EWR verifies the Confidential Release Form has been processed and approved.
5	The student worker should go on the SEO website and register and take the online *Re-Hire Refresher Orientation* annually.
6	Once the Rehire Employment packet is completed, the student will turn in the packet to the hiring supervisor. The hiring supervisor is responsible for ensuring the following documents are signed and attached to the created EWR in order to process and hire the student worker: 1. Work Study Award 2. Work Study Guidelines Form 3. Job Offer Letter 4. Student Work Schedule 5. Detailed Class Schedule 6. Student Employment Application The EWR and required attached documents must be created and submitted in the Canopy System at least (5) five days prior to the hire date.
7	The department is required to monitor the Employee Wage Request (EWR) through routing to ensure the student worker has been approved to work by the Student Employment Office and completed routing through the Budget Office prior to the student starting work. *Departments allowing the student to work prior to SEO approvals will receive a violation letter*. Students should not begin working in the department until the EWR has been approved by the SEO and completed routing through the Budget Office.

More information on the Hiring Procedures.

Paying your Student

Students get paid on a bi-weekly basis.

Students on TimeTraq (Login to TimeTraq)

The student must log into the system and enter their time and then submit it electronically to the Manager.
The Manager will have to check the time being submitted and if there are no problems, they will then be submitted to the Department Administrator.
The timesheets will then be submitted to the Departmental Approver who will then submit the timesheets to the Central Administrator.
The Central Administrator will then submit the timesheets to the Payroll Approver.
The student can then check the scheduled time for disbursement of the paycheck.

Student Employment Performance Reviews/Rate of Pay Increase

The Student Employment Office recommends that all new hires and rehires (in a new department) to a hiring department be initially reviewed on work performance 30 days after the date of hire and reviewed again prior to the student worker’s last date of employment. Rehires who are returning to a hiring department should be reviewed within 30 days of the date of hire and prior to any pay increase. In job situations with routine assignments, qualities such as reliability, dependability, attitude and motivation should be taken into account in determining whether a student worker will receive a rate of pay increase. Pay increases will not be approved in the middle of a semester.

The review process is designed to promote positive feedback and to identify specific areas of performance needing development. A pay increase cannot be approved without a positive performance review. Performance reviews should include recommendations for improvement, including a timeframe, and identify areas where the supervisor can support the student in performance excellence. Performance reviews should be completed only by the student worker’s supervisor.

Rate of Pay Increase are not guaranteed with the student promotion of a classification from one level to another (freshman to sophomore, sophomore to junior, and junior to senior). Rate of Pay Increases should align with the positive work performance, knowledge of task(s), and skills of the student worker. A pay increase is processed by:

Submitting an EWR and putting in the justification a brief reason for the rate of pay increase. Keep in mind the student’s work-study award amount or remaining award amount when requesting an increase in rate of pay.
Attach to the EWR a copy of the Award Letter (Federal or Texas Work Study Students only).
The Performance Review Form must be submitted to the Student Employment Office at least five days prior to approval of EWR. The amount of a pay increase is determined by the hiring department and within the guidelines of the established Student Employment Office wage table.