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HomeMy WebLinkAboutSupervisor Manual 2025 STUDENT ON-CAMPUS EMPLOYMENT SUPERVISOR’S MANUAL 2024-2025 Bergen Community College Career and Workforce Development Center Tel.: (201) 447-7171 Fax: (201) 879-8986 E-mail: cecd@bergen.edu Jennifer Migliorino-Diaz, PhD Assistant Vice President of Student Affairs 201-447-7456 jmigliorino@bergen.edu Yessika Garcia-Guzman, MS, MPA Assistant Vice President of Financial Aid & Compliance Phone: (201) 879-5394 ygarcia-guzman@bergen.edu UPDATED 8/18/25 BCC is an EEO/AA institution Dear Supervisor, One of the missions of the BCC Career and Workforce Development Center is to assist students in finding meaningful work experiences aimed at providing financial support while complimenting their college and career goals. The Student Employment Program at BCC is an integral part of the daily operation of the College and in non-profit organizations within our community. Your role as a supervisor is central to the management and development of one of BCC ’s most valuable resources, our students. This manual was written with the student ’s supervisor in mind. The purpose of this manual is to provide supervisors with an overview of the student on-campus employment program and policies. I hope that the following information will be informative and useful to you as a student supervisor. Any questions about student employment not covered in this handbook should be referred to Jennifer Diaz, 201-447-7171, jmigliorino@bergen.edu. Thank you for your support of our students. Sincerely, Jennifer Diaz, PhD Assistant Vice President of Student Affairs GENERAL INFORMATION ● A listing of all available positions will continue to be maintained in the Career Center On Joinhandshake.com ● General Student Aide Positions are classified into a Tier system. Tier 1: $15.49 - minimu wage for all students Tier 2: $16.50 - one dollar raise after a full year of work and if deemed appropriate by supervisor. Tier 3: $16.50 - Community Service Tier 4: $16.50 - Life Guards ● Please see below for pay rates for Tutors, Peer Advisors, and Mentors. Due to the professional nature of these positions, these students need special qualifications and need to meet certain academic requirements to attain these positions. For listings, you may come into the Career and Workforce Development Center to view. Level Tutor Pay rates SI Leaders Pay Rates 1 $16.00 $17.00 2 $17.00 $18.00 ● WORK HOURS: 20 hours for all student workers. ● SUMMER HOURS: 25 hours per week for all student workers in the summer semester. ● In the case of a student relative, it is the full-time employee’s responsibility to avoid having the student work in their department with them or for them. If for any reason, a student is placed in a related employee’s department, the employee must report the situation to the Director of Human Resources for referral to the appropriate Vice President and the President. Efforts will be made to place the student in another department. ● Up to a $2000 cap on FWS; after the FWS award is exhausted the student CAN earn additional money as a non-FWS, WHICH MUST BE APPROVED BY THE BUDGET OFFICER. ● Students will be evaluated on a yearly basis to the next tier; good academic standing and job description are required for that tier. ● All major communications will be communicated via email. Pay is through ADP. ● Students will not be dropped from work unless they have been terminated for a reason. Once hours are exhausted which is indicated on your time sheets as they have been, work is complete for the year. This means you have reached the CAP for FWS. ● Students cannot apply for unemployment after their jobs end. INTRODUCTION The On-Campus Student Employment program is administered by the Career Services in the One Stop. Our office hours during the academic year are Monday- Thursday 9:30a.m. to 5:00 p.m. and Friday’ 9:30 a.m. to 5:00 p.m. In addition to providing services for our students, we are here to help you, the supervisor, with your student employment needs. Our office will assist you with posting your position(s), the hiring process, and any other student employment needs that you might require. A wide range of employment opportunities are offered to students attending BCC. It is both beneficial and rewarding to employ a student when staffing your office. Supervisors benefit from students eager to prove themselves. Students have a wide variety of skills and experience to offer. On the other hand, students benefit by having the chance to learn and grow while they establish themselves as competent workers. Besides the money earned, they have an opportunity to explore career objectives; gaining experience that will be useful when they enter the workforce or continuing to study after graduation. TYPES OF STUDENT EMPLOYMENT AVAILABLE AT BCC On-campus Federal Work Study The BCC Federal Work study Program provides job opportunities for financial aid recipients to help meet their educational costs. Students apply and qualify by submitting the Free Application for Federal Student Aid (FAFSA). Work study is awarded first based on need, and then placed on a first-come, first-served basis. Supervisors post positions in Handshake. Please indicate in the job description that this is a federal work study position. Salary comes from the FWS Budget. However, if your student goes over their allotted award hours, your budget will be charged. Student Aide Jobs are posted by departments in Handshake. The student ’s salary is taken out of departmental budgets. International Students are eligible to apply for these positions with proper documentation. Community Service (Federal Work Study Off-campus) Students are encouraged to take a position at local non-profit governmental and community organizations that qualify as “community service” positions. Such jobs are intended to improve the quality of life for community residents. The college is committed by virtue of the FWS program to spend a minimum of 7% of its work study allocation in community service. Community Service positions are posted in Handshake. Summer Employment Current students who are returning in the fall semester are eligible to work on campus. Students not returning in the fall must be enrolled in courses in order to work during the summer semesters. Jobs should be posted by departments in Handshake before the end of the Spring semester. The student ’s salary may be FWS (if available/applicable) or departmental budgets. International Students are eligible to apply for non-FWS positions with proper documentation. FEDERAL WORK STUDY ON-CAMPUS STUDENT ELIGIBILITY The Work Study Award The amount of money a student is eligible to earn is called an “award”. Students do not receive the money designated as the award unless they actually work to earn that money, at which time they receive a pay via direct deposit (ADP) on the designated Student Payroll dates Students must not be allowed to exceed their award. It is the responsibility of the supervisor to ensure that students do not exceed their award. Award determination Students may receive a work study award of up to $2,000 for the academic year, to be earned in equal amounts over 2 semesters. Some students may receive less than this if their eligibility is more limited based on need. This award determines the number of hours a student can work in your department. Student Enrollment Status A Federal Work study student must be enrolled in at least 6 credits during the term employed. If a student falls below 6 credits, he/she will no longer be able to work for your department. Students need to maintain a 2.0 and be in good academic standing. Student Expectations for Repeated Work Study Awards Students do not automatically qualify for work study. A student’s eligibility to work under the Federal Work study Program invariably changes from year to year. Students have to reapply for aid each year. Eligibility or delay in applying may affect whether a student receives a work study award and how much. Students must also maintain academic progress (6 credit minimum) to continue working. (Questions concerning eligibility should be addressed to the Financial Aid Office). FWS Notification to Stop Working On & Off Campus Students and supervisors will be notified by Financial Aid via email when the student is close to reaching their award limit. Students and Supervisors will also be notified via email when the student has reached or exceeded their maximum award. Please note that if a student has exceeded their overall award the excess will be charged back to the department! If the student is employed off campus the excess will be the sole responsibility of the Off Campus Employer! Student Assignments/Hours/Breaks The student employee’s tasks/assignments are not intended to replace those performed by a permanent BCC employee. It is mandatory that students work no more than 20 hours per week. The intent of this is to ensure that the student remains a FWS student and maintains academic success. ● Student employees may never work overtime. ● Students are allowed a 30 minute break after 5 hours of work. ● Students are never allowed to work during class hours. ● In the case of a student relative, it is the full-time employee’s responsibility to avoid having the student work in their department with them or for them. If for any reason, a student is placed in a related employee’s department, the employee must report the situation to the VP of Human Resources for referral to the appropriate Vice President and the President. Efforts will be made to place the student in another department. Student Procedure for Obtaining a Work study Job 1. Create an account with Handshake: To apply for on-campus jobs, create an account using your Bergen email address at joinhandshake.com. 2. Apply for FAFSA: Make sure to select federal work-study when applying for FAFSA. 3. Receive a Federal Work-Study Award: Once approved, start the job-hunting process. If not approved, request federal work-study here. 4. Apply for Jobs on Handshake: Search for available on-campus jobs by looking up Bergen Community College on Handshake. 5. Interview for Job: When applying, meet with the department to determine if the job is a good fit. 6. Get Hired/Fill Out New Hire Forms: After being hired, start the new hire process by meeting with Louie Aguilera at the One Stop. Submit the online employment form, W-4, I-9, and direct deposit before starting work on campus. EMPLOYING STUDENTS Employer Requests for Assistance Job leads are posted regularly in Handshake throughout the year. How to Hire a Student Following are steps for securing student workers (FWS): 1. Create a Handshake account and post positions by August for fall and January for spring. According to Federal Work Study guidelines, no student can be sent to a department for work unless a full job description is on posted. 2. The Career Center will approve the post. 3. Once students view the job leads, the supervisor will be contacted by the student to make arrangements for an interview. 4. When the interview is completed, and if the student is hired, the student is referred to the FWS advisor in the One Stop to start the new hire process. **All hiring paperwork and approvals are completed in laserfiche. including obtaining the I-9 and W-4 documentation. 6. Supervisors will receive a copy of completed employment form including time sheets for the semester from the Career and Workforce Development Center indicating the student has completed all the documentation and can begin working. DO NOT ALLOW STUDENTS TO BEGIN WORKING BEFORE ALL online paperwork IS COMPLETED. 7. All time sheets will be provided by the supervisor for student completion by the Scheduled Payroll dates provided. Please ensure timesheets are accurate and sent to the appropriate department in a timely fashion. For FWS Students, always track the number of hours worked to ensure budget constraints are followed. 8. Supervisors send **FWS workers ' timesheets (unless using ADP) to Financial Aid**. 9. Time Sheets are available from the Career Center. Supervisors are responsible for requesting additional time sheets. **Students will no longer be given the time sheets; they will be sent directly to the departments. ** 10. If a student resigns or is terminated, the supervisor must notify the Financial Aid and Career Center immediately by completing the Student Termination Employment form. Hiring Procedure The Career Center completes all of the necessary hiring documents required to place a student on the payroll. ● Once the Career Center receives signed authorization form, they will complete the I-9 and W-4 ● Once all documentation is completed by the Career Center, you will receive a copy of authorization form and time sheets. Background checks Certain student positions at Bergen Community College require background checks as part of the hiring process. These checks are conducted to ensure the safety and security of the campus community and may be mandated based on the nature of the job responsibilities. These checks are criminal background checks only (or whatever they are); they do not include financial history or credit checks. Background checks come at no cost to the student Positions That May Require Background Checks Include (but are not limited to): ● Roles involving direct supervision of minors ● Positions requiring access to confidential or sensitive information ● Jobs involving financial transactions or the handling of funds ● Any position deemed by the College as having a heightened level of responsibility or security needs If a background check is required, applicants will be notified during the application or interview process. Employment is contingent upon the successful completion of a background check, if and when required. Refusal to agree to a required background check will result in disqualification from the position. For questions or concerns regarding background checks, please contact the Human Resources Department. PAID SICKLEAVE Currently, student workers receive 40 hours of Paid Sick Leave (PSL) at the start of each fiscal year. This time can be used for the worker ’s own illness, to care for a family member, or for other qualifying reasons under the law. The fiscal year runs from July 1st to June 30th. Starting July 1, 2025, this policy will change. Student workers will accrue one (1) hour of sick leave for every thirty (30) hours worked, up to a maximum of forty (40) hours per fiscal year. Student workers can carry over any unused sick leave to the next fiscal year, up to a maximum of forty (40) hours. If a student worker leaves their job and is rehired within six months, any unused sick leave will be reinstated. Unused sick leave will not be paid out when employment ends. For full details about how Paid Sick Leave works—including when it can be used, when a doctor ’s note may be required, and how much notice you should give—please visit the Human Resources website (links below). Key Reminders PSL can only be used on days you are scheduled to work You cannot use sick leave for a scheduled workday and then work a different day to “make up” the hours. Any approved PSL hours will count toward your total hours for that workweek. Important Notice For students approved for Federal Work Study, any Paid Sick Leave (PSL) requested must be both budgeted and paid for by the department where they are employed. PLEASE DO NOT COMPLETE THE I-9 or W-4: Work Schedules Supervisors and employees should complete an agreed-upon work schedule on the Student Employee Work Schedule form that will coordinate with the student ’s class schedule. Students are expected to work the agreed upon hours, be punctual, and satisfy all reasonable requirements of the employer with regard to performance and behavior standards of the job. The student should notify the supervisor in advance if unable to work at any scheduled work time. Timesheets ● The time sheet is a legal document; only supervisors may handle them. ● Time sheets should be completed in ink and filled out COMPLETELY. ● Hours recorded on the timesheet and signed by both the student and the supervisor are official information. ● It is illegal for a student to record hours not actually worked. ● Supervisors (not the student) must forward the completed timesheet to the Financial Aid Office. ● This can be done by the supervisor personally delivering it. The student should not have access to the timesheet once you, the supervisor, have signed it. ● It is the supervisor ’s responsibility to ensure that accurate hours (no more than 20 hours per week) are submitted according to the established payroll deadlines, as listed on the timesheet for each pay period. ● All codes MUST be filled in for the student to be paid on time, if they are not they will be sent back to the supervisor for proper completion. ● Submit timesheets within 1 month of time worked (mandatory Federal Regulations) Paychecks Paychecks are issued by the BCC Payroll Office on the dates indicated on the payroll schedule for each month. Checks will not be available if the supervisor did not submit the student timesheet on time. For any problems with paychecks, please see the Financial Aid Office to resolve. GUIDELINES FOR STUDENT EMPLOYEES Corrective/Disciplinary Procedures to be used Prior to termination of a student worker, and depending on the seriousness of the offense, one or all of the following steps should be taken: 1. Oral warning – discuss the problem with the student. (It is important at this time to discuss what behavior is or is not appropriate. State clearly what are your expectations?) 2. Written warning – discuss the problem(s) explicitly with the student, notifying the student of the possibility of termination if corrective action is not taken immediately. List the behaviors to be corrected and what is expected. 3. Consult with the On-Campus Employment Coordinator in the Career Center – prior to termination to ensure that proper termination procedures are followed. 4. Termination Notice must be completed on the White On-campus Employment Form and sent to appropriate departments. Transferring to other departments: Students no longer will be permitted to change FWS assignments during a semester without written approval from Career Center and Financial Aid. Terminations If a student is terminated due to unsatisfactory performance or behavior on the job, the supervisor should discuss the action with the student. When improvement is not sufficient and termination is in order please complete the Termination form. STUDENT AIDES Student Aides are paid by the department’s budget. STUDENT ELIGIBILITY Student Enrollment Status They must be enrolled in at least 6 credits during the semester employed. If a student falls below 6 credits, he/she will no longer be able to work for your department. Student Procedure for Obtaining a Student Aide Position The student should: 1. Jobs are posted by departments in HANDSHAKE for interested students. 2. First-time students must attend an on-campus employment workshop. Returning students view job postings Handshake beginning mid-August. 3. Select position of interest. Contact the person listed on the job lead for positions the student is interested in obtaining. 4. Obtain confirmation by completing the Yellow On-campus employment form from the supervisor that the student is hired for the position. 5. Within (3) days of the student’s hire date, complete the hiring paperwork (I-9 and W-4 form) at the Career Center and provide proper documentation. DO NOT ALLOW STUDENTS TO BEGIN WORKING BEFORE ALL PAPERWORK IS COMPLETED. 6. Time sheets will be provided by the supervisor for student completion by Scheduled Payroll dates provided. Please ensure time sheets are checked by the supervisor and sent to appropriate departments in a timely fashion. EMPLOYING STUDENTS Employer Requests for Assistance Job leads are posted and available for students Mid-August. Job postings should be sent to the Career Center. We will continue to collect job leads through the year. How to Hire a Student 1. Create an account on Handshake: Please use your Bergen credentials to create an account on Handshake. 2. Create Job Postings: Every semester, create job postings to enable students to apply for on-campus jobs. 3. Review Applications: Evaluate the students who have applied and conduct interviews to ensure They are a suitable fit for your department. 4. Hire Students: • New hires should complete an online employment form, W-4, I-9, and a direct deposit form. Please direct any new hires to meet with Louie Aguilera to commence the hiring process. • Returning students will only need to submit the online employment form. Returning students should fill out this form each semester they work, even if it is within the same department. • Both new hires and returning students must complete the online employment form. 5. Complete Online Form: As a supervisor, complete the department section of the online form available in your Laserfiche under your active request. Contact Louie Aguilera for assistance. 6. Ready to Work: Upon completion of the process by students, you will receive an email confirming their readiness to work. Both new hires and returning students must complete the online employment form. Hiring Procedure The Career Center completes all of the necessary hiring documents required to place a student on the payroll. ● Once Career Center receives signed authorization form, they will complete the I-9 and W-4 ● Once all documentation is completed by the Career Center, you will receive a copy of authorization form and time sheets. AS SUPERVISOR PLEASE DO NOT COMPLETE THE I-9 or W-4: Codes for Student Aide Jobs When filling out paperwork it is important to include Job Codes, Program Codes and Department Codes so as not to hold up paying our students. Student Assignments/Hours/Breaks The student employee’s tasks/assignments are not intended to replace those performed by a permanent BCC employee. It is mandatory that students work no more than an average of 20 hours per week. The intent of this is to ensure that the student maintains academic success. ● Student employees may never work overtime. ● Students are allowed a 30 minute break after 5 hours of work. ● Students are never allowed to work during class hours. Work Schedules Supervisors and employees should complete an agreed-upon work schedule on the Student Employee Work Schedule form that will coordinate with the student ’s class schedule. Students are expected to work the agreed upon hours, be punctual, and satisfy all reasonable requirements of the employer with regard to performance and behavior standards of the job. The student should notify the supervisor in advance if unable to work at any scheduled work time. Timesheets (Use Student Aide/non-work study time sheets) ● The time sheet is a legal document, only supervisors may handle them. ● Time sheets should be completed in ink and filled out COMPLETELY. ● Hours recorded on the timesheet and signed by both the student and the supervisor are official information. ● It is illegal for a student to record hours not actually worked. ● Supervisors (not the student) must forward the completed timesheet to the Financial Aid Office. ● This can be done by the supervisor personally delivering it. The student should not have access to the timesheet once you, the supervisor, have signed it. ● It is the supervisor ’s responsibility to ensure that accurate hours (no more than 20 hours per week) are submitted according to the established payroll deadlines, as listed on the timesheet for each pay period. ● All codes MUST be filled in for the student to be paid on time, if they are not they will be sent back to the supervisor for proper completion. Paychecks Paychecks are issued by the BCC Payroll Office on the dates indicated on the payroll schedule for each month. Checks will not be available if the supervisor did not submit the student timesheet on time. For any problems with paychecks, please see the Financial Aid Office to resolve. GUIDELINES FOR STUDENT EMPLOYEES student will receive guidelines once the online employment form is submitted Guidelines for Evaluation It is recommended, though not required, that Supervisors Evaluate the student employee performance. This can be a valuable tool used to enhance and motivate employee performance and also provide them with pay increases each year. Recommended timelines for evaluation: ● One month after initial date of hire ● At the end of each term Corrective/Disciplinary Procedures to be Used Prior to termination of a student worker, and depending on the seriousness of the offense, one or all of the following steps should be taken: 1. Oral warning – discuss the problem with the student. (It is important at this time to discuss what behavior is or is not appropriate. State clearly what are your expectations?) 2. Written warning – discuss the problem(s) explicitly with the student, notifying the student of the possibility of termination if corrective action is not taken immediately. List the behaviors to be corrected and what is expected. 3. Consult with the On-Campus Employment Coordinator in the Career Center – prior to termination to ensure that proper termination procedures are followed. Terminations If a student is terminated due to unsatisfactory performance or behavior on the job, the supervisor should discuss the action with the student and complete the termination form Hiring an International Student as a StudentAide Due to the complex laws governing immigration and the various compliance issues that must be met to preserve immigration status, international students are required to meet with the international office to be cleared for participation in BCC ’s On Campus Employment Program. 1. BEFORE BEGINNING JOB SEARCH, the student must meet with an International Counselor to determine eligibility for on-campus employment and get the International Student On-Campus Eligibility Form signed. 2. Bring signed copy of the International Student On-Campus Eligibility Form to the Career services 3. Student Aide positions are posted on Handshale 4. Students visit the Career services to discuss the new hire process and how to obtain eligibility to work on campus 5. The Career Center instructs the students on how to search for positions on campus. 6. It is the responsibility of the student to schedule an interview with the supervisor in the department of interest. 7. Once the student has applied for a job using Handshake and been hired the student will need to receive an offer letter from their supervisor. 8. The student will bring that supervisor to the international office for confirmation and instructions on how to apply for their social security card. 9. Once the student has been hired, been given the offer letter and met with the international office they can apply for social security. 10. Students are not to start working until all new hire documents have been submitted and the student has officially been given their social security card. 11. Students are to complete an online employment form, W-4, I-9, and direct deposit. 12. students will need to bring their social security card to the On campus coordinator to confirm they have the proper documentation. International Student as STUDENT AIDES See Student Aides Part of this manual FEDERAL WORK STUDY OFF-CAMPUS COMMUNITY SERVICE Students are employed in positions at local non-profit governmental and community organizations that qualify as “community service” positions. Such jobs are intended to improve the quality of life for community residents. The institution must spend a minimum of 7% of its work study allocation in community service. STUDENT ELIGIBILITY The Work Study Award The amount of money a student is eligible to earn is called an “award”. Students do not receive the money designated as the award unless they actually work to earn that money, at which time they receive a paycheck on the designated Student Payroll dates. Students must not be allowed to exceed their award. It is the responsibility of the supervisor to ensure that students do not exceed their award. Award determination Students may receive a work study award of up to $2,000 for the academic year, to be earned in equal amounts over 2 semesters. Some students may receive less than this if their eligibility is more limited based on need. This award determines the number of hours a student can work in your department. Student Enrollment Status A Federal Work study student must be enrolled in at least 6 credits during the term employed. If a student falls below 6 credits, he/she will no longer be able to work for your department. Student Expectations for Repeated Work Study Awards Students do not automatically qualify for work study. A student’s eligibility to work under the Federal Work study Program invariably changes from year to year. Students have to reapply for aid each year. Eligibility or delay in applying may affect whether a student receives a work study award and how much. Students must also maintain academic progress (6 credit minimum) to continue working. (Questions concerning eligibility should be addressed to the Financial Aid Office). FWS Notification to Stop Working Off Campus Students and supervisors will be notified via email when the student is close to reaching their award limit. Students and Supervisors will also be notified via email when the student has reached or exceeded their maximum award. Please note that if a student has exceeded their overall award the excess will be charged back to the department! If the student is employed off campus the excess will be the sole responsibility of the Off-Campus Employer! Student Assignments/Hours/Breaks The student employee’s tasks/assignments are not intended to replace those performed by a permanent BCC employee. It is mandatory that students work no more than 20 hours per week. The intent of this is to ensure that the student remains a FWS student and maintains academic success. ● Student employees may never work overtime. ● Students are allowed a 30 minute break after 5 hours of work. ● Students are never allowed to work during class hours. ● In the case of a student relative, it is the full-time employee’s responsibility to avoid having the student work in their department with them or for them. If for any reason, a student is placed in a related employee’s department, the employee must report the situation to the VP of Human Resources for referral to the appropriate Vice President and the President. Efforts will be made to place the student in another department. Student Procedure for Obtaining a Work study Job off-campus The student should: 1. BCC Financial Aid Office will email award notification to the student, if the student is approved for Federal Work Study. ** If funds are not used within a particular time period, the student will lose his/her work-study funding.** 2. Financial Aid directs the student to the Career Center to review positions and conduct the off-campus job search. 3. All students mustmeet with the FWS coordinator. Returning students may view job postings on Handshake. 4. Select a position of interest. Apply on Handshake or Contact the person listed on the job lead for positions the student is interested in obtaining. 5. Make arrangements to contact the supervisor for an interview. 6. If hired, the student must provide the Career services with a copy of the job offer on employer ’s letterhead and the completed Student Employment Form and Community Service Agreement. 7. Within three business days of the student’s hire date, the supervisor must advise the student to return to the Career services to complete the W-4, and the I-9. 8. Career services must forward the Student Employment Form to Payroll making certain to attach the completed W-4, and the I-9. 9. Once working, the student must complete the FWS time sheets and submit to their supervisor for signature approval. 11. The supervisor is responsible for processing the FWS timesheets and tracking of the number of hours worked to ensure budget constraints are followed. 12. Additional time sheets are available from the Careerservices. student are responsible for requesting time sheets and submitting them on time 13. If a student terminates or is terminated from employment, the supervisor must notify Career services immediately by completing the bottom section of the Student Employment Form. EMPLOYING STUDENTS Employer Requests for Assistance Job leads are posted and available for students Mid-August. Job postings should be sent to the Career Center. We will continue to collect job leads through the year. Federal Work Study Off-Campus Supervisors Responsibilities 1. Off-campus supervisors post open positions with the help of career services. 2. Interview students who meet job requirements. 3. Offer position to selected candidate(s). 4. Complete Community Service Agreement and provide a written offer letter on organization letterhead to students. 5. Supervisor must instruct students to return to the Career Center to continue the process. 6. CWDC completes the supervisor section of the Student Employment Form. 7. Within three days of the student’s start date, the Career Center must have the student complete the W-4, and the I-9. 8. The Career Center must forward complete Student Employment Form to the Payroll Office, making certain to attach the completed W-4, and the I-9. 9. Off-campus supervisors are responsible for tracking student hours and signing FWS timesheets and submitting the FWS timesheet to Payroll for processing time sheets. 10. If a student terminates or is terminated from employment, the supervisor must notify Payroll immediately by completing the bottom section of the Student Employment Form. Hiring Procedure The Career Center completes all of the necessary hiring documents required to place a student on the payroll. ● Once the Career Center receives signed authorization form, they will complete the I-9 and W-4 ● Once all documentation is completed by the Career Center, you will receive a copy of the authorization form with laserfice. PLEASE DO NOT COMPLETE THE I-9 or W-4: Work Schedules Supervisors and employees should complete an agreed-upon work schedule on the Student Employee Work Schedule form that will coordinate with the student ’s class schedule. Students are expected to work the agreed upon hours, be punctual, and satisfy all reasonable requirements of the employer with regard to performance and behavior standards of the job. The student should notify the supervisor in advance if unable to work at any scheduled work time. Timesheets ● The time sheet is a legal document, only supervisors may handle them. ● Time sheets should be completed in ink and filled out COMPLETELY. ● Hours recorded on the timesheet and signed by both the student and the supervisor are official information. ● It is illegal for a student to record hours not actually worked. ● Supervisors (not the student) must forward the completed timesheet to the Financial Aid Office. ● This can be done by the supervisor personally delivering it. The student should not have access to the timesheet once you, the supervisor, have signed it. ● It is the supervisor ’s responsibility to ensure that accurate hours (no more than 20 hours per week) are submitted according to the established payroll deadlines, as listed on the timesheet for each pay period. ● All codes MUST be filled in for the student to be paid on time, if they are not they will be sent back to the supervisor for proper completion. Submitting Timesheets: The Student should: ● Fill out all areas of timesheets completely and accurately, including current payroll weeks (refer to payroll schedule) ● Student must not work more than (5) five consecutive hours without taking a 30-minute break (minimum) ● Net hours and Total Hours must be present on timesheet (Cannot exceed 20 hours per week) ● Student signature and date MUST be present ● Be responsible for handing in timesheets by the due date (refer to Payroll Schedule) ● Student must keep the Pink copy for their record The Supervisor should: ● Verify the dates recorded (refer to Payroll schedule) and hours worked ● Not allow student(s) to work in place of attending class ● Verify the student ’s enrollment status is a minimum of 6 credits (FWS requirement) ● Sign Timesheets, print name and provide telephone #/extension ● Not allow students to drop off timesheets in Financial Aid. Supervisor may designate an employee, other than student to deliver timesheets ● Must fill in the allowed hours, net hours and remaining hours section ● Submit timesheets within 1 month of time worked (mandatory Federal Regulations) Paychecks Paychecks are issued by the BCC Payroll Office on the dates indicated on the payroll schedule for each month. Checks will not be available if the supervisor did not submit the student timesheet on time. For any problems with paychecks, please see the Financial Aid Office to resolve. Corrective/Disciplinary Procedures to be Used Prior to termination of a student worker, and depending on the seriousness of the offense, one or all of the following steps should be taken: 1. Oral warning – discuss the problem with the student. (It is important at this time to discuss what behavior is or is not appropriate. State clearly what are your expectations?) 2. Written warning – discuss the problem(s) explicitly with the student, notifying the student of the possibility of termination if corrective action is not taken immediately. List the behaviors to be corrected and what is expected. 3. Consult with the On-Campus Employment Coordinator in the Career Center – prior to termination to ensure that proper termination procedures are followed. 4. Termination Notice must be completed on the White On-campus Employment Form and sent to appropriate departments. Transferring to other departments: Students wil need to meet with FWS coordinator to transfer jobs or chage placement mid semester Terminations If a student is terminated due to unsatisfactory performance or behavior on the job, the supervisor should discuss the action with the student. Supervisor can submit online termination form SUMMER EMPLOYMENT Students working in the summer are considered Summer Employment students. Summer employment is for 10 weeks within the time frame of the last week of May through the last week in August. Summer Employment Student Aides are paid by the department’s budget. FWS students who are hired under summer employment will begin to use their new academic year grant. The student employee’s job is to be incidental to academic pursuits, and student positions are not intended to replace those performed by a permanent BCC employee. They are permitted to work full-time during the summer 25 hours per week for student aides and FWS students. Student employees may never work overtime. Student Procedure for Obtaining a Summer Student Aide Position The student should: 1. Create an account with Handshake: To apply for on-campus jobs, create an account using your Bergen email address at joinhandshake.com. 2. Apply for FAFSA: Select "yes" to federal work-study when applying for FAFSA. 3. Receive a Federal Work-Study Award: Once approved, start the job-hunting process. If not approved, request federal work-study here. 4. Apply for Jobs on Handshake: Search for available on-campus jobs by looking up Bergen Community College on Handshake. 5. Interview for Job: When applying, meet with the department to determine if the job is a good fit. 6. Get Hired/Fill Out New Hire Forms: After being hired, start the new hire process by meeting with Louie Aguilera at the One Stop. Submit the online employment form, W-4, I-9, and direct deposit before starting work on campus. EMPLOYING STUDENTS Employer Requests for Assistance Job leads are posted and available for students in June. Job postings should be posted using Handshake. How to Hire a Student Following are steps for securing Summer Student Aide workers: 1. Create an account on Handshake: Please use your Bergen credentials to create an account on Handshake. 2. Create Job Postings: Every semester, create job postings to enable students to apply for on-campus jobs. 3. Review Applications: Evaluate the students who have applied and conduct interviews to ensure They are a suitable fit for your department. 4. Hire Students: • New hires should complete an online employment form, W-4, I-9, and a direct deposit form. Please direct any new hires to meet with Louie Aguilera to commence the hiring process. • Returning students will only need to submit the online employment form. Returning students should fill out this form each semester they work, even if it is within the same department. • Both new hires and returning students must complete the online employment form. 5. Complete Online Form: As a supervisor, complete the department section of the online form available in your Laserfiche under your active request. Contact Louie Aguilera for assistance. 6. Ready to Work: Upon completion of the process by students, you will receive an email confirming their readiness to work. Both new hires and returning students must complete the online employment form. Hiring Procedure The Career Center provides all of the necessary hiring documents required to place a student on the payroll. PLEASE DO NOT COMPLETE THE FOLLOWING: I-9 form (requires two pieces of identification, a driver ’s license and social security card) W-4 form Student Assignments/Hours/Breaks The student employee’s tasks/assignments are not intended to replace those performed by a permanent BCC employee. ● Student employees may never work overtime. ● Students are allowed a 30 minute break after 5 hours of work. ● Students are never allowed to work during class hours. ● In the case of a student relative, it is the full-time employee’s responsibility to avoid having the student work in their department with them or for them. If for any reason, a student is placed in a related employee’s department, the employee must report the situation to the Director of Human Resources for referral to the appropriate Vice President and the President. Efforts will be made to place the student in another department. Paychecks Paychecks are issued by the BCC Payroll Office on the dates indicated on the payroll schedule for each month. Checks will not be available if the supervisor did not submit the student timesheet on time. For any problems with paychecks, please see the Financial Aid Office to resolve. Timesheets The time sheet is a legal document . It should be completed in ink. Hours recorded on the timesheet and signed by both the student and the supervisor are official information. It is illegal for a student to record hours not actually worked. Supervisors (not the student) must forward the completed timesheet to the Financial Aid Office or Payroll. This can be done by the supervisor personally delivering it. The student should not have access to the timesheet once you, the supervisor, have signed it. It is the supervisor ’s responsibility to ensure that accurate hours (no more than 20 hours per week for FWS and 30 hours for student aides) are submitted according to the established payroll deadlines, as listed on the timesheet for each pay period. All codes MUST be filled in for the student to be paid on time, if they are not they will be sent back to the supervisor for proper completion. As we move forward with ADP we will update this portion of the supervisor manual when it sees fit Work Schedules Supervisors and employees should complete an agreed-upon work schedule on the Student Employee Work Schedule form that will coordinate with the student ’s class schedule. Students are expected to work the agreed upon hours, be punctual, and satisfy all reasonable requirements of the employer with regard to performance and behavior standards of the job. The student should notify the supervisor in advance if unable to work at any scheduled work time. Guidelines for Evaluation It is recommended, though not required, that Supervisors Evaluate the student employee performance. This can be a valuable tool used to enhance and motivate employee performance and also provide them with pay increases each year. Recommended timelines for evaluation: ● One month after initial date of hire ● At the end of each academic year If the student is being rehired by your department and you see a raise is fit basedupon performance you can give the student a raise, please speak with the FWS coordinator to approve this pay raise. Corrective/Disciplinary Procedures to be Used Prior to termination of a student worker, and depending on the seriousness of the offense, one or all of the following steps should be taken: 1. Oral warning – discuss the problem with the student. (It is important at this time to discuss what behavior is or is not appropriate. State clearly what are your expectations?) 2. Written warning – discuss the problem(s) explicitly with the student, notifying the student of the possibility of termination if corrective action is not taken immediately. List the behaviors to be corrected and what is expected. 3. Consult with the On Campus Employment Coordinator in the Career Center – prior to termination to ensure that proper termination procedures are followed. 4. Termination Notice must be completed and sent to appropriate departments. THE INTERVIEW PROCESS The Student Interviewing Process Remember that many of the students that you will interview are in the midst of a learning experience, and the interview that you provide them can set the stage for their future expectations. Please treat these interviews as professionally as you might an interview for a permanent staff member. Conducting a good interview involves planning ahead and organizing your thoughts and questions. The following steps should lead to a productive interview: ● Plan ahead – review any information that you may have on the student before the interview. It is helpful to know the student ’s full name, class year, major, experience, etc. ● Create a friendly environment – whether this is the student ’s first interview or tenth, interviewing creates anxiety and stress. Start out with small talk to put the student at ease. Conduct the interview in private so that you can give the student your undivided attention. ● Verify basic information ● Discover interests and viewpoints – use open-ended questions to elicit more information instead of questions that lead to “yes” or “no” answers. Try to start your questions with “What ”, “Why ”, “How ”, “When” or “Where” to learn how the student will fit within your working environment. ● Provide information and perspective – inform the student about the position, the function of the department, and your expectations. ● Share the job description with the student and answer any questions he/she may have about the job. Many students expect student employment positions to be flexible; verify this when possible, or explain your reasons if the position/hours must be very structured. Clear expectations can eliminate possible confusion later on. ● Closure – summarize the interview and allow the student to provide or clarify previous information. Thank the student for taking the time to come in for the interview. Tell the student when the decision will be made and how ● Notification will occur (phone, mail, etc.) It is courteous to contact each student you interview, whether or not they are hired. Interview Questions The following questions may be helpful: Tell me about your previous job(s)? What were your previous duties in your job(s)? What was your strength in your job(s)? Why did you leave? What is your best subject? Why did you apply for this job? Can you perform the duties of this job? How long do you plan to attend BCC? What does “initiative” mean to you? **According to the Civil Rights Act of 1964 and the Americans with Disabilities Act of 1990, the following questions are in violation of federal laws (DO NOT USE THESE QUESTIONS DURING INTERVIEWS): Are you married? Do you have children? What is your age? Where is your spouse employed? When did you graduate from high school? Have you ever been arrested? Were you in the military? To what clubs or societies do you belong? What is your religion? What are your childcare arrangements while you are working? What are your plans when your child(ren) get ill? Where were you born? Of what country are you a citizen? Are you in good health? Have you ever had an injury or a physical or mental illness? Have you ever had a drug /drinking problem? Has a member of your family or a friend had a physical or mental illness?