Policies, Procedures, and Supervisor Responsibilities Overview
This content covers important policies and procedures related to supervisor eligibility, time sheet/payroll policies, EEO and FERPA training requirements, and on-boarding/training for student employees at Collin County Community College. Supervisors must closely monitor student employees' work hours, ensure accurate time reporting, and follow specific payroll procedures. Additionally, all employees must complete EEO and FERPA training, and supervisors are responsible for properly on-boarding and training newly hired student employees.
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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 and behavioral issues may arise with student employees. 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. Non-renewal of Work Assignments: 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.
