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Supervisor Guide (Legacy)

Introduction​

As an on-campus supervisor, you play a crucial role in the student employment program at AIU. This program provides students with opportunities to help defray educational expenses while gaining valuable life skills and work experience.

Hiring Authority and Process​

Your Hiring Discretion​

  • All hiring is at your discretion as the on-campus supervisor
  • Students must complete an application and interview process for any position
  • You may set specific eligibility requirements for your positions (these should be outlined in job descriptions)
  • Ensure students meet basic eligibility: full-time enrollment (minimum 9 credits) and cumulative GPA of 2.0 or above

Managing Job Postings​

  • Job opportunities are posted on the Student Jobs Board in SARRA
  • Include clear contact information for interested students
  • Outline specific requirements and expectations in job descriptions
  • Update postings as positions become available

Student Work Hour Regulations​

Standard Work Hour Limits​

  • Students may work up to 20 hours per week during the school year
  • Up to 40 hours per week during summer/vacation periods when not taking classes
  • Students can work multiple jobs, but combined hours must not exceed limits

Exceptions and Special Cases​

  • Any exception in working hours requires VPAA permission in consultation with Academic Advisor
  • Students working beyond 20 hours per week may need to reduce academic class load
  • Coordinate with Academic Advisor and Student Work Program Coordinator for such arrangements

Managing Student Workers​

Setting Expectations​

Help students understand they should demonstrate:

  • Punctuality and reliability
  • Humility and willingness to learn
  • Accountability for work and actions
  • Professional conduct and courtesy
  • Timely and accurate completion of duties

Ensure students follow AIU Student Handbook guidelines.

Attendance Management​

  • Students should arrive on time and work full scheduled hours
  • Require 30-minute advance notice for tardiness
  • Address frequent tardiness and absences as potential grounds for termination
  • Distinguish between excused and unexcused absences

Timesheet Supervision​

  • Review and approve student timesheets submitted via SARRA
  • Ensure time is rounded to nearest quarter hour (15 minutes)
  • Verify accuracy of recorded hours
  • Approve timesheets for payroll processing
  • Monitor meal break time recording when applicable

Student Evaluation Process​

Evaluation Criteria​

Evaluate student workers on:

  • Job knowledge
  • Customer service
  • Quality of work
  • Adaptability
  • Working relations skills
  • Initiative and innovations
  • Dependability
  • Appearance
  • Communication skills
  • Leadership skills

Evaluation Administration​

  • Complete student evaluation forms electronically
  • Provide constructive feedback to help students grow
  • Use evaluations to support wage increase decisions
  • Document performance issues appropriately

Wage and Compensation Decisions​

  • Wage increases are not automatic
  • Determine increases based on student work performance and skills
  • Consider department budget and policies
  • Work with Student Work Program Coordinator on compensation decisions

Managing Special Situations​

During Exam Weeks​

  • Students are expected to work during midterm and final exam weeks
  • Allow flexibility when exams conflict with work schedules
  • Students should inform you in advance of conflicts
  • May require students to make up hours at alternative times

Student Illnesses​

  • Students should attempt to notify you as soon as possible when ill
  • Require proper documentation: leave form and University Nurse certification
  • Treat undocumented absences as unexcused
  • Be understanding but maintain documentation requirements

Workplace Accidents​

  • Students must notify you immediately of any work-related accidents
  • Ensure student visits University clinic nurse within 24 hours
  • Follow all university reporting procedures
  • Coordinate with appropriate university offices for follow-up

Confidentiality Management​

Ensure students understand they may access confidential material and must:

  • Not share information with unauthorized persons
  • Use information only for university business
  • Understand that breach of confidentiality results in termination
  • Report any confidentiality concerns to you immediately

Professional Development​

Dress Code Enforcement​

  • Student employment serves as professional training
  • Require neat, clean, and job-appropriate attire
  • Use your discretion to determine appropriate dress standards
  • Provide guidance to help students understand professional expectations

Workplace Conduct​

  • Limit student cell phone use during work hours
  • Prohibit personal visits from friends during work hours
  • Model and expect professional communication
  • Address conduct issues promptly and fairly

Department Transfers​

Managing Outgoing Transfers​

  • Students must work in your department for at least one full semester before transferring
  • Ensure proper forms and procedures are completed
  • Provide transition support and documentation
  • Coordinate with receiving department and Student Work Program Coordinator

Receiving Transfer Students​

  • Review transfer documentation and requirements
  • Ensure proper approvals are obtained before student begins work
  • Understand that students cannot be paid without proper transfer procedures

Administrative Responsibilities​

SARRA System Management​

  • Use SARRA for timesheet approvals and student management
  • Report system issues to IT Department (css@apiu.edu) promptly
  • Ensure students have proper SARRA access and training

Documentation and Forms​

  • Ensure new students complete Work Authorization Forms
  • Verify returning students submit Hired Students Approval Forms each semester
  • Keep records of student name, status, or address changes
  • Coordinate with Student Work Program Coordinator on documentation

Communication and Coordination​

  • Work with Student Work Program Coordinator on program matters
  • Coordinate with Academic Advisors when needed
  • Communicate with VPAA office for work hour exceptions
  • Maintain regular contact with IT Services for technical support

Best Practices​

Creating Positive Work Environment​

  • Provide clear job descriptions and expectations
  • Offer regular feedback and guidance
  • Recognize good performance
  • Address issues promptly and fairly
  • Foster learning and skill development

Supporting Student Success​

  • Balance work demands with academic responsibilities
  • Be flexible during high-stress academic periods
  • Encourage professional development
  • Provide meaningful work experiences
  • Serve as a positive reference for future opportunities

Getting Support​

Contact the Student Work Program Office for assistance with:

  • Policy clarifications
  • Student performance issues
  • Administrative procedures
  • Coordination with other departments
  • Training and resources