Colby-Sawyer College

Placement/Job SelectionProcedures

Here is an example of the student employment process:

• Betty, a new student, receives notification of Federal Work-Study Award.
• During the first week of classes, Betty attends Student Employment Orientation.
• Betty views open positions online at the Career Services website and contacts the departments she is interested in, as directed in the job listings.
• Betty meets with a potential supervisor, Ex. Athletics. Together, they decide the position position is a good fit.
• Betty and the Athletics Work-Study Supervisor complete a Student Employment Checklist.
• The supervisor provides all required documents to the student, including a job description, office policies and a copy of the mid-year evaluation.
• Betty takes the Student Employment Checklist to the Business Office where she completes an I-9 & W-4.
• The Business Office verifies that all required paperwork is complete.
• The Business Office forwards an e-mail verification to Betty, Athletics, and The Harrington Center.
• Betty can now start her new job.

On-campus employment for international students.

• Part-time (up to 20 hours per week) employment is incidental to status and requires no specific authorization. Students may work full time during vacation period or when school is not in session.
• On-campus means on the college campus or at a site where the college has a contractual, educational relationship (e.g., a museum with which there is a research agreement).
  1. A third party may be involved if it provides a direct service to the students, such as a cafeteria service.
  2. If a third party is an outside contractor, it may not hire an international student unless he or she has authorization from the INS for off-campus employment.

To be paid the student must have:

• Applied for and been authorized for campus employment.
• Completed a Student Employment Checklist.
• Completed the Federal I-9 and W-4 forms. These are to be turned in to the Business Office with all the required attachments.
• Turned in a signed Time Record by the date listed on the "Payroll Schedule." The Time Record must be signed by the student and the supervisor. The employer must submit Time Records to the Business Office at the end of each pay period.

A student's supervisor may terminate employment if the student does not fulfill the responsibilities as described in this handbook. Exceptions to this procedure are outlined under Responsibilities of Campus Employers.

In dealing with students whose performance is substandard, supervisors or department heads should proceed as outlined below:

1. Talk with the student promptly. Specify which aspects of the behavior are unacceptable, and detail what must be done for the student to be reinstated as an employee in good standing. Document the conversation.
2. If the misconduct continues and is severe enough to warrant a written warning or termination, the supervisor or department head should review the student's work history and then complete a Warning Form to notify the student of the danger of being terminated, and to specify what must be done for the student to be reinstated as an employee in good standing. The department head must give the student a copy of the warning and send one to The Harrington Center for Career Development.
3. If the misconduct persists and termination is warranted, the department head should complete the Notice of Termination of Employment and provide a copy to the student and The Harrington Center. An exception to this procedure occurs when a student violates Colby-Sawyer College policy. This type of violation may call for immediate termination.

Infractions that result in IMMEDIATE DISMISSAL ma include but are not limited to: stealing, forgery, intoxication, insubordination, dishonesty, and breach of confidentiality. Under these circumstances, the supervisor must notify the Dean of Financial Aid and state in writing the reason(s) for dismissal. Students who are terminated more than two times will have their award eliminated for one year and may not be allowed to work on campus in the future. Students who are caught misrepresenting their hours or who forge a supervisor's signature will have all financial aid withdrawn and will not be eligible for future federal funding. Such infractions are considered violations of the Code of Community Responsibility, and may also result in Administrative and Community Council hearings. Students may appeal this decision in writing to the Dean of Financial Aid. The Financial Aid Committee will review the appeal and make a final determination on the case.

It is the student employee's responsibility to:

• Contact the employer to arrange a job interview or attend meetings arranged by the employer.
• Agree to a specific work schedule.
• Ask questions if unsure of what is expected.
• Show an interest in the work and do the best job possible.
• Keep a record of the hours worked and to not exceed job award.
• Report to work on time. If the student is unable to be at work, he or she must inform the supervisor prior to the scheduled start time.
• Act in a professional manner with regard to the confidentiality of all employment-related information.
• Discuss any job problems or concerns with the supervisor.
• Dress appropriately for the job, per department guidelines
• Sign time sheets before giving them to the supervisor.
• Attend an employee training session conducted by career development in the first semester of their first year of campus employment.
  

It is the supervisor's responsibility to:

• Provide a job description with ADA supplement and notice of opening to The Harrington Center.
• Provide the student with detailed information on job responsibilities.
• Determine work schedule and see that the student employees work a minimum of two hours unless regularly scheduled for less.
• Train, counsel and motivate the employee
• Ensure that there is work to be done and that it is done in a timely manner.
• Complete a mid-year Student Employment Evaluation checklist and submit it to The Harrington Center.
• Notify the financial aid office of any changes in the status of student employees.
• Review the student's student worker time sheets and ensure that they are accurate; include the departmental account number and the student's hourly rate; sign the records and submit them on time.
• Fill time sheets out in ink.

The Financial Aid Office is responsible for:

• Determining student eligibility and making monetary awards.
• Reconciling all funding at mid-year and at the end of each year.
• Notifying the business office of student employees who have been terminated.

The Business Office is responsible for:

• Verifying Student Employment Hiring Checklist, the I-9, and W-4.
• Processing payroll forms and student worker time sheets
• Monitoring student earnings and notifying the financial aid office and academic departments of these earnings each semester.
• Reconciling all funding each semester

The Career Development Center is responsible for:

• Coordinating orientation of student employees.
• Posting open work-study positions.
• Collecting student evaluation forms, warnings, and notifications of termination and counseling any students with employment problems.
• Providing guidance to hiring supervisors with regard to student workers.