In addition to the responsibilities below, please refer to the additional program requirements outlined in the Off-Campus Work-Study Contract your agency signed with the University.
- Adhere to University policies regarding fair hiring practices, diversity, employment of persons with disabilities, and harassment in the workplace.
- Wait for Student Employment to provide written notification that a student may begin work under the Work-Study program. Students may not work outside approved payroll authorization dates.
- Notify Student Employment if there are significant changes to job duties, or if there are changes to student work locations or supervisor contact information.
- Verify that student timesheets document actual hours worked.
- Send timesheets to Student Employment by the given payroll deadlines to ensure timely processing.
- Immediately notify Student Employment of any issues/questions regarding timesheets.
- Have “back-up” personnel who may verify hours worked and/or fax timesheets to Student Employment in case of the supervisor’s absence.
- Monitor students’ Work-Study balances to ensure that students do not exceed authorized amounts for any given term of employment. Students may not be paid more in Work-Study funds than their authorizations allow.
- Ensure that a student ceases working if Student Employment informs the agency of changes in Work-Study eligibility.
- Make arrangements to pay students through agency funds in a timely manner if the supervisor and student agree to continue the employment relationship beyond that which the Work-Study authorization can pay.
- Provide a safe work environment to student employees. This includes providing instruction on emergency procedures and policies particular to students’ work at your agency.
- Notify Student Employment immediately in case of any accident or injury involving students.
- Provide the training and supervision necessary for student employees to be successful in their employment. Depending on the job/student, this may include a paid initial orientation, verbal and written instructions, identification of information resources on-site, regular “check-ins” between students and supervisors, formal performance reviews, etc.
- Off-campus employers set their own standards and polices regarding attendance/call outs, breaks, scheduling, confidentiality of client information, customer/client service, personal communication in the workplace, etc. It is suggested that you specify expectations both verbally and in writing.