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Student Work Program Coordinator Guide

Introduction​

As the Student Work Program Coordinator, you oversee the entire student employment system at AIU, ensuring smooth operations between students, supervisors, Academic Advisors, and administrative systems.

Program Administration Overview​

The student employment program serves to help students defray educational expenses while providing valuable work experience. Your role is central to maintaining program integrity and effectiveness.

Student Eligibility Oversight​

Basic Eligibility Standards​

  • Full-time enrollment (minimum 9 credits) or approved reduced class load for debt clearance
  • Cumulative GPA of 2.0 or above
  • Good academic standing
  • Completion of application and interview process

Coordination with Academic Affairs​

  • Work with Academic Advisors on student academic standing verification
  • Coordinate with VPAA office for work hour exceptions
  • Monitor students with reduced class loads
  • Ensure academic success remains priority

Application Process Management​

SARRA System Oversight​

  • Oversee Student Jobs Board functionality
  • Ensure job postings are current and accurate
  • Monitor application and hiring processes
  • Coordinate with IT Department for system issues (css@apiu.edu)

Documentation Management​

Oversee completion and processing of:

  • Work Authorization Forms (new students)
  • New Student Worker Packet Brochures
  • Hired Students Approval Forms (returning students)
  • Student transfer documentation
  • Leave forms and medical certifications

New Student Onboarding​

  • Ensure new students complete required documentation
  • Verify Work and Responsibility Agreement acceptance
  • Coordinate with departments for proper student placement
  • Monitor initial employment transition

Work Hour Regulation and Compliance​

Standard Hour Monitoring​

  • Enforce 20-hour weekly limit during school year
  • Monitor 40-hour limit during summer/vacation periods
  • Track students working multiple positions
  • Ensure combined hours don't exceed limits

Exception Management​

  • Process requests for work hour exceptions
  • Coordinate with VPAA for approval decisions
  • Work with Academic Advisors for class load adjustments
  • Document all approved exceptions and rationale

Academic Load Coordination​

  • Monitor students requesting increased work hours
  • Facilitate Academic Advisor consultations
  • Ensure appropriate class load reductions when necessary
  • Balance work opportunities with academic success

Department Transfer Administration​

Transfer Process Oversight​

  • Ensure students meet one-semester minimum requirement
  • Process transfer requests and documentation
  • Coordinate between outgoing and receiving departments
  • Verify proper approvals before work begins

Payroll Protection​

  • Prevent payment issues from improper transfers
  • Ensure all procedures are followed before work begins
  • Coordinate with payroll office on transfer documentation
  • Address any transfer-related payment problems

Supervisor Support and Training​

Hiring Process Support​

  • Assist supervisors with job posting requirements
  • Provide guidance on eligibility verification
  • Support interview and selection processes
  • Ensure proper documentation is completed

Ongoing Supervisor Assistance​

  • Provide policy clarification and interpretation
  • Assist with student performance issues
  • Support evaluation processes
  • Coordinate training opportunities for supervisors

Administrative Coordination​

  • Facilitate communication between supervisors and other offices
  • Assist with SARRA system issues and training
  • Coordinate timesheet approval processes
  • Support wage increase decision processes

Student Support Services​

Problem Resolution​

  • Address student concerns and issues
  • Mediate supervisor-student conflicts when necessary
  • Coordinate with appropriate offices for student support
  • Ensure fair treatment and due process

Program Information and Guidance​

  • Provide program orientation for new students
  • Assist with application processes
  • Explain policies and procedures
  • Connect students with appropriate resources

Special Circumstances Management​

  • Coordinate accommodations for students with special needs
  • Address unique employment situations
  • Work with Academic Advisors on individual cases
  • Ensure program accessibility and inclusion

Evaluation and Quality Assurance​

Student Evaluation Oversight​

  • Monitor supervisor completion of student evaluations
  • Review evaluation criteria and processes
  • Address evaluation discrepancies or concerns
  • Use evaluation data for program improvement

Program Assessment​

  • Track program participation and outcomes
  • Monitor student success and retention
  • Assess employer satisfaction
  • Evaluate program effectiveness and areas for improvement

Inter-Departmental Coordination​

Academic Affairs Collaboration​

  • Regular communication with Academic Advisors
  • Coordinate with VPAA office on policy matters
  • Align employment with academic goals
  • Share student success data and concerns

IT Services Partnership​

  • Coordinate SARRA system maintenance and updates
  • Address technical issues promptly
  • Ensure Student Employee Time Entry administration
  • Plan system improvements and training

Student Affairs Integration​

  • Coordinate with Student Handbook policies
  • Align with Code of Conduct enforcement
  • Integrate with other student support services
  • Ensure consistent policy application

Financial Aid Coordination​

  • Understand interaction with financial aid programs
  • Coordinate with Student Accounts on payment processing
  • Monitor impact on student financial status
  • Ensure compliance with aid regulations

Policy Development and Implementation​

Program Policy Management​

  • Develop and update program policies
  • Ensure compliance with university and regulatory requirements
  • Communicate policy changes to stakeholders
  • Train staff and supervisors on policy updates

Documentation and Record Keeping​

  • Maintain comprehensive program records
  • Ensure proper documentation of all processes
  • Coordinate with various offices for data collection
  • Prepare reports for administration

Crisis and Emergency Management​

Workplace Accidents​

  • Ensure proper reporting procedures are followed
  • Coordinate with University clinic and safety offices
  • Document incidents appropriately
  • Follow up on student recovery and return to work

Disciplinary Issues​

  • Coordinate Code of Conduct enforcement
  • Work with supervisors on performance issues
  • Ensure fair disciplinary processes
  • Document actions and decisions

System Emergencies​

  • Have backup procedures for SARRA system failures
  • Coordinate emergency communication with supervisors
  • Ensure continuity of essential processes
  • Work with IT for rapid problem resolution

Professional Development and Training​

Coordinator Development​

  • Stay current with employment law and regulations
  • Participate in relevant professional development
  • Network with other university employment coordinators
  • Continuously improve program administration skills

Stakeholder Training​

  • Provide regular training for supervisors
  • Conduct orientation sessions for new students
  • Coordinate with IT on system training
  • Develop training materials and resources

Program Evaluation and Improvement​

Data Collection and Analysis​

  • Monitor program metrics and outcomes
  • Collect feedback from students and supervisors
  • Analyze trends and identify improvement opportunities
  • Prepare regular reports for administration

Continuous Improvement​

  • Implement process improvements
  • Update policies based on experience and feedback
  • Coordinate with other universities for best practices
  • Lead program enhancement initiatives

Communication and Reporting​

Regular Communications​

  • Provide updates to administration
  • Communicate with Academic Advisors
  • Update supervisors on policy changes
  • Keep students informed of program developments

Administrative Reporting​

  • Prepare periodic program reports
  • Document program outcomes and achievements
  • Provide data for institutional research
  • Support budget and planning processes

Emergency Contacts and Resources​

Key Coordination Points​

  • Academic Advisors for academic status issues
  • VPAA office for work hour exceptions
  • IT Department (css@apiu.edu) for system issues
  • University clinic for medical certifications
  • Student Accounts for payment issues

Documentation Resources​

  • Work Authorization Forms (SARRA)
  • Hired Students Approval Forms (SARRA)
  • Student Employee evaluation forms
  • Transfer request procedures
  • Leave and medical certification forms