Here's What You Missed - February 2009

Thursday Supervisors’ Lunch Club
February 19, 2009
Topic: Student Employment at St. Edward's University
 
Thirty-four supervisors and managers attended the session.
If you couldn’t make it, Here's What You Missed:


Many departments and supervisors depend on student workers. But it can be complicated because student workers are our employees, and they are also our customers. On-campus employment is what allows many students to be able to afford a college education, and it is part of many students’ total education. As student workers, in addition to providing assistance, they can learn how to be responsible, productive employees. So it’s a huge responsibility for those who hire or supervise students, but it’s also a wonderful opportunity to make a difference not only in the student’s lives, but in the workplace of the future.
 
At this session, Lawrence Contéro and Doris Constantine of Student Financial Services discussed how to make the student employment experience positive for students and for the university. To download the handouts, click here.
 
Among the topics they discussed were:
  • The difference between College Work-Study and University (or Non-College) Work-Study programs;
  • The frustration – and financial difficulty – students experience when they apply for positions and don’t receive a timely response; and
  • The frustration supervisors experience when student availability doesn’t match departmental needs or when students don’t seem to know whether or not they are approved for work-study funds. 
Other areas covered included:
  • The student employee’s job search and the hiring process;
  • The use and processing of various forms (e.g., the I-9, Payroll form, W-4 form, Social Security Exemption form, Direct Deposit form, Background Check Consent form);
  • Issues surrounding Web timesheets; and
  • Current & future pay rates
  Some questions that arose in the discussion were: 

  1. Do students get an email reminding them to submit their timesheet at the end of each pay period? No. However, students should be encouraged to access the Payroll Pay Dates in the Help & Documentation section of the web timesheet program. Suggest to your students that they notate the due dates & pay dates on their personal or cell phone calendar. 
  2. Do unearned funds from the fall semester carry over to the spring semester? Yes. For example, a student with an annual award of $2,000.00 who only earns $800.00 in the fall will have the remaining $1,200.00 to earn in the spring semester. Conversely, if the student earns $1,200.00 in the fall (earning more than the original $1,000.00 fall semester award), s/he will only have $800.00 left to work in the spring semester. Students forfeit any unearned award at the end of the spring semester.
  3. Is there a student employment session for students during orientation? No. The student employment session is provided to parents during orientation. Students receive an informational pamphlet as part of their financial aid packet explaining the student employment process. They also receive an email in the late summer as an additional reminder about the process. 
  4. Can supervisors receive a list of students who have been awarded federal work-study and do not have a job? This is not currently available to supervisors. As part of the email reminder mentioned in #3 above, students are responsible for confirming their federal work-study eligibility to prospective supervisors by (1) providing a hardcopy of their “Financial Aid Acceptance Letter”; or (2) allowing the supervisor to view the electronic version of their financial aid award in EdWeb in the Financial Aid section.
  5. Since undergraduate student employee pay rates are increasing for 2009-2010, is there any intention of raising the amount of the annual federal work-study award? No. To continue providing funds to as many prospective freshman students as possible, the standard $2,000.00 annual (fall/spring) award will remain the same.
  6. Who provides assistance for students in completing the Form W-4? Olga Barrios in the Student Payroll Office can assist students in completing this form. She can be reached at 512-416-5891 (Premont Hall 136).
  7. Why don’t prospective students know the student-employment process? Students are provided at least two opportunities to become familiar with the student-employment process (see #3 above). However, some parents tend to review and complete documentation for the student without informing or explaining the process to their student.       
  8. What are the pay rates for graduate student-employees? It is recommended that graduate student-employees be paid at least $8.00 (the equivalent to an undergraduate senior). Pay rate increases in the past two years and the upcoming year were addressed by the Student Government Association. At this time, no plan is currently in place to increase graduate student-employee pay rates. 
  9. If a student expects deductions but does not see them on his pay stub, who should s/he contact? The student should contact Olga Barrios in the Student Payroll Office.
  10. Is there a “fake” student (e.g. Joe Student) that supervisors can use (login/password) to illustrate to students how to complete a web timesheet? That information is not available at this time. However, an excellent resource is available in the Guides section under the Help & Documentation link for students in the web timesheet program. The Resource Guide includes sample screenshots for student training purposes.
  11. What training is provided to student employees so they know how to professionally apply for positions around campus? Students are referred to the Employment Handbook for Students. Current information does not specifically address pre-interview preparation but is now under consideration. It is highly recommended that students read the handbook and complete the Student Employment Training sessions provided as part of their employment orientation.
 
For other questions or more information, contact Lawrence Contéro, 448-8527, or visit the Student Employment Homepage
Coming In March:
 
The university’s annual performance appraisal and goal-setting period (PEP) begins in April. To help supervisors prepare, there will be two different information sessions in March.
 
The 2nd Thursday Supervisors’ Lunch Club topic will be Setting Strategic Standards, presented by Patricia Belleno from Alliance Work Partners. This session will help supervisors gain more clarity on how to set and communicate performance goals that advance the university's strategic priorities.
 
Immediately following will be a different, but related session, PEP Update for Supervisors. This session will cover the basics of the SEU staff performance appraisal & goal-setting process, and is essential for supervisors who are new to the PEP process. But experienced supervisors are encouraged to attend to provide the “voice of experience” and receive a valuable refresher.
 
Please RSVP for each session separately.
 
Setting Strategic Standards
Thursday, March 12
11:45 a.m. - 1:00 p.m.
Mabee Ballroom A, Ragsdale Center
RSVP by Mar. 9
Lunch provided
 
PEP Update for Supervisors
Thursday, March 12
1:15 - 2:45 p.m.
Mabee Ballroom A, Ragsdale Center
RSVP by Mar. 9
Light refreshments provided