As a supervisor of student employees, you play an important role in the Student Employment Program. Staying informed of the procedures and guidelines is the best way to ensure student workers are hired and paid without difficulty.
Post a Job Opening
The Office of Student Financial Services oversees updates to the student employment job list. If you have an opening for a position in your department, please complete a Student Employee Request Form and send it to Hilary Haley This information will become available to students who are looking for job placements.
Students are instructed to contact the supervisor directly for information on how to apply. Some departments require a separate application or a resume and cover letter. The job list does not currently have the space to include this information, so you will need to relay your application requirements to students once they contact you.
Once you have filled your position, please let The Office of Student Financial Services know so we can remove the opening from the list. Jobs will be automatically removed from the list after 90 days unless otherwise notified.
How to Hire a Student
Step 1: Confirm that the student has been awarded student employment funding to work.
You can confirm funds in one of two ways:
- The student can present you with a Student Employment Authorization, which verifies the amount of employment funds awarded.
- Contact the Office of Student Financial Services directly. You should not assume an applicant has employment funding to work for you without approval from the Office of Student Financial Services.
Step 2: Complete the necessary paperwork.
Every student will need to complete a Student Employment Authorization. Students are required to obtain this form each academic year and for each position they hold.
Students may come directly to the Office of Student Financial Services to pick up their employment paperwork, or you may request a packet be sent directly to the department (contact Hilary Haley)
Please note that new student employees will require additional paperwork in order to begin working.
Step 3: Check CollegeTime to confirm your student’s eligibility to begin work.
Once you have submitted the completed paperwork to the Office of Student Financial Services, please allow 3-5 business days for processing. During periods of high volume (late August through mid-September), this process can take more than a week.
Students should not be allowed to begin working until you can access them in CollegeTime. This is the only indicator that you have to determine that your student is authorized to begin work. If you are unable to access a student, please do not permit the student to work until he/she is active in CollegeTime.
Contact the Office of Student Financial Services or the Payroll Office for any questions or issues you have with accessing a student.
The success of the Suffolk Student Employment Program begins with the supervisor. As a student supervisor, you agree to comply with and adhere to the policies in the Supervisor Handbook, in order to ensure that Suffolk University remains compliant with all federal employment regulations.
The following responsibilities are included in the Supervisor Handbook:
- You will not allow students to begin working until they are accessible in CollegeTime.
- You will submit hours to CollegeTime on the dates listed on the Payroll Schedule, and can attest to the accuracy and validity of the hours you have submitted.
- You will establish and maintain a system to accurately track the number of hours your student works each week, and retain these records for at least 5 years.
- You will not permit a student to work during their scheduled class time. Once their schedule is finalized, you should confirm that their work schedule does not conflict with class times.
- You will closely monitor a student’s earnings so that they do not exceed their award amount.
- You will not permit students to work more than 20 hours per week while classes are in session, and 35 hours per week when classes are not in session.
- You will not pay students for lunch hours, breaks, sick days, holidays, jury duty, etc.
- You will not pay students who receive academic compensation for the same work.
- You will not submit hours for students who have graduated, withdrawn, taken a leave of absence or enrolled for less than 6 credits.
- You will not permit students to work past the end dates of each semester, without PRIOR approval from the Office of Student Financial Services.
- You will attend a Student Employment Training session.
- You will sign a Supervisor Contract for each academic year.
- You will instruct your students to sign a Confidentiality Agreement for each academic year.
- You will sign and submit a new Employment Authorization for each academic year and each summer session for all students that you employ.
- You will report any impropriety or problem involving a student worker to Hilary Haley, Assistant Director of Student Financial Services, or to the Dean of Students Office.