Information for Supervisors During COVID-19

  • What is happening with student workers who are no longer on campus?

    Departments that had employed students may continue to do so if the nature of the work lends itself to remote work and you can adequately supervise the student employees while remote.

    Please submit time for your student employees only to the extent the time has been actually worked.

  • How can departments find student workers to do remote work?

    Departments looking to post a job for remote work should do so through Handshake.

    Be as specific as possible about the position and necessary requirements (such as specific time/scheduling needs and technical experience) to help students understand exactly what you are looking for and to narrow down the pool of applicants to only interested and qualified students.

    When a position that is posted has been filled, please follow the instructions for expiring a job.

     

     

General Supervisor Information

  • Posting & Removing Positions on the Student Employment Website
    Departments looking to post a job for remote work should do so through Handshake.
    • Be as specific as possible. This is often the quickest and easiest way for students to get a better understanding of what exactly you are looking for. By providing detailed information on necessary requirements (such as specific time/scheduling needs and technical experience) you will narrow down the pool of applicants to only interested and qualified students.
    • You can post as little or as much as you would like. You may want to take this opportunity to describe what your office/department/agency does, as well as what the requirements of the specific position requires. This type of approach may make your job more appealing to a student interested in working in a specific area.        
    When a position that is posted has been filled, please follow the instructions for expiring a job.
  • On Campus - Determining a Student's Eligibility

    Students who are eligible for the 50/50 wage split may be covered under the Federal Work-study program or the Institutional Term-time Employment program.  For supervisors, these programs work exactly the same and have maximum eligibility of up to $2,750 ($1,375 per semester) for the year. 

    All hours worked during the academic year will draw against a student's work-study allotment. This includes Fall break, Thanksgiving break, Intersession and Spring break. Hours earned during Intersession/Winter Break would draw from a student's spring allotment (i.e. the fall semester ends on the last day of exams during the fall semester). Earnings following the last day of exams in the spring semester would not draw from a student's spring allotment, since this date signifies the end of the academic year.

    To determine a student’s eligibility, access the PeopleSoft HRMS system through your WesPortal. You will then navigate to:

    Main Menu>Wesleyan menu>Student Payroll>WS Awards and Earnings – Dept. 

    Searching by the student’s Wes ID number, you will use this same location to check for both Work-study and Term-Time eligibility.  Eligibility will be broken down by semester and will relay the status of a student’s eligibility.

    Award Amt: full amount

    Award Ern: amount earned to date

    Award Bal: remaining eligibility

    If there is no allotment in the system, the student is ineligible for the wage split and employers will be responsible for 100% of the student’s wage.  Note that the eligiblity amount indicated includes the full hourly wage that is earned that will be charged against the eligibility.  If a student has $1,375 in eligibility, they can only earn a total of $1,375 before wages are covered 100% by the employer.  To clarify, an eligiblity amount of $1,375 includes $687.50 paid by the government and $687.50 paid by the employer. 

    Please note that the breakdown will not be available until the second day of classes.  Up until this date, please do not hesitate to contact us and we can advise of a student’s upcoming eligibility.

  • Off Campus - Determining a Student's Eligibility

    Students who have Federal Work-Study are the only students that are eligible to work designated off-campus sites in Middletown and receive the 50/50 wage split.  Students with Term-Time employment cannot work at these designated sites and receive the wage split through Wesleyan.  Please confirm with our office to make sure they have Federal Work-Study and not Institutional Student Employment before a student starts work.  To determine a student’s eligibility, please email studentemployment@wesleyan.edu with the student’s name and Wesleyan ID (if available).

    Note that the eligibility amount indicated includes the full hourly wage that is earned that will be charged against the eligibility.  If a student has $1,375 in eligibility, they can only earn a total of $1,375 before wages are covered 100% by the employer.  To clarify, an eligibility amount of $1,375 includes $687.50 paid by the government and $687.50 paid by the employer. 

    Note:  ‘Off Campus’ described in this section refers to designated employers in the Middletown community who have been approved by Wesleyan to employ FWS students.  ‘Off Campus’ is not referring to students studying remotely who live in the USA.  Remote students living in the USA are eligible to work remotely in on-campus positions (with supervisor approval).  Remote students who qualify for Federal Work-Study or Term-Time employment may use these funds for their on-campus positions.  Please note:  for a variety of reasons, Wesleyan is unable to offer employment to students studying remotely outside the United States.

  • Suggested Pay Rates

    As of September 1, 2020, the Connectict State minimum wage is $12.00 per hour. 

    The following table shows the recommended student wage schedule.  This table is a guideline only and not a requirement for the hourly rate of student employees.  Please note: a student's hourly rate should be based upon the level of skill required for the particular position and is ultimately determined by the hiring department.

     Years

      of Experience   

    Frosh

    Sophomore

    Junior

    Senior

     1

     $12.00

     $12.00

     $12.00

     $12.00

     2

     $12.25

     $12.25

     $12.25

     3

       

     $12.50

     $12.50

     4

         

     $12.75

    The Connecticut State minimum wage increase schedule is as follows:

    • $12.00 on September 1, 2020;
    • $13.00 on August 1, 2021;
    • $14.00 on July 1, 2022; and
    • $14.00 on June 1, 2023.
  • On Campus - Student Payroll Set Up
    It is the combined responsibility of the student and supervisor to ensure that the student has completed the neccessary paperwork with the Payroll Office before a student works any hours.  Supervisors should refer domestic students to the Payroll Office to confirm that they have completed the required documentation.  International students should be referred to Janice Watson, the Coordinator of International Student Services to verify their employment eligibility.
  • Off Campus - Student Payroll Set Up
    It is the responsibility of the  supervisor to ensure that the student has completed the neccessary paperwork for the Payroll Office before a student works any hours.  Supervisors should contact the Student Employment Office at studentemployment@wesleyan.edu or 860-685-2800 to confirm a student has completed the required documentation before starting work.
  • Students with Multiple Jobs

    It is the combined responsibility of the student and employer to be aware when a student has more than one position on campus that is utilizing their Federal Work-study or Term-Time Employment eligibility for the 50/50 wage split.  Employers should not rely on their students to advise them when they have more than one position, as it is ultimately the employer’s responsibility to be aware of a student’s eligibility. 

    When a student has more than one position, their wage split eligibility is utilized on a first come, first serve basis and is not divided between employers.  For instance, if a student works 7 hours for job A and 5 hours for job B both at $12.00 per hour for 15 weeks (approximate length of the semester), job A will have utilized $1,260 and job B will have utilized $900 for a total of $2,160.00.  

    There are two important takeaways from this example.  First, be sure to be aware of the student’s hourly wage in other positions as this may affect how much is being utilized on a weekly basis. 

    Secondly, if a student works only 12 hours per week, they will already utilize more than the maximum allotment a student can have for the semester. Any overage will be the responsibility of the employer to cover at 100% of the hourly wage.

     

  • Employee Training Checklist

    When students are hired, they become an important member of the work unit.  Here are some training and orientation tips to get started (note: some of these suggestions are applicable when in-person employment resumes:

    Office Tour

    • Office introductions
    • Where to store coats and bags
    • Location of supplies
    • Coy/Fax machine introduction
    • Job expectations

    Telephones

    • Important numbers
    • Taking and relaying messages
    • Transferring calls
    • Personal phone use; cellular and land line

    Computers

    • Log in information
    • Introduction to frequently used programs
    • Computer usage related to office specific policies or guidelines

    Office Etiquette

    • Dress code
    • Hours of operation
    • Office policies and procedures
    • Daily duties
    • Communicating with coworkers
    • Visitor’s policy
    • Breaks
    • Expectations of professionalism
    • Expectations of confidentiality
    A confidentiality agreement can be used in offices where the personal information of others can be accessed, viewable, or overheard by student employees.
  • Supervisor Rights and Responsibilities

    Supervisor rights

    It is reasonable for student employers to expect student employees to:

    • Report to work on time
    • Follow the agreed work schedule
    • Adjust work hours only with timely notification
    • Provide quality work
    • Provide quality customer service
    • Provide notification of limitations so that accommodations might be made.

    Supervisor responsibilities

    A review of the general work performance standards is listed below.  Departments may have more specific requirements for their employees.

    •  During a job interview, it is essential that the Supervisor clearly explain the job responsibilities, performance expectations, pay rates, and work schedules associated with the position.
    • Provide the appropriate training and workspace for each student employee.
    • Notify the Student Employment Office when positions become open, closed, or altered in any way.
    • Be certain the timesheets are accurately submitted to the Payroll Office on a timely basis. The Supervisor certifies that the student has actually worked all hours reported.
    • Inform a student about work performance through verbal communication or performance evaluation.

    Any student that does not meet the departmental work expectations may be terminated at the request of the employing department.

  • Student Rights and Responsibilities

    As student employees, there are many rights and responsibilities for employment on campus.  These should be taken seriously, as they are now part of the work unit.  The same information was presented to students on the student FAQ page.

    • Time management skills are essential as the student employee should always report to work on time.
    • Adhere to supervisor guidelines regarding unscheduled time off from work. Employers rely on student employees to help meet many office deadlines and need to be notified of changes to the expected schedule.
    • Student employees have the right to know what is expected of them on the job.
    • Student employees have the right to bring to the attention of their employer any problems or concerns that may arise concerning the job.
    • Perform the duties assigned to the best of their ability.
    • Dress appropriately for the job as specified by their employer.
    • Give employers one-week notice if they are resigning.
    • Student employees must observe confidentiality policies of the employing department.
    • Sign in and out every time they work indicating the actual hours worked and submit the completed timesheet to the supervisor every Friday. (Those timesheets handed in late will be paid in the next payroll week and will not be eligible for work-study or term-time wage split which can result in termination or loss of hours.)
    • Student employees must notify the supervisor of any job-related accident.
    • If the student does not meet the employing department’s expectations, the student may be asked to resign.
  • On Campus - Time Submission

    All student time will now be collected through Workforce.  Please refer to the WorkForce Time section within the Employee Information bucket on your WesPortal for instructional guides regarding approving time, amending time sheets, and many other helpful guides!

     

  • Off Campus - Time Submission

    TBD

     

     

     

     

     

     

     

     

     

     

     

     

     

     

    Work Week Start Date

    Work Week End Date

    Submission by 11 a.m.

    Paycheck Date

    Holiday Notes

    9/2/19

    9/8/19

    9/10/19

    9/13/19

    Labor Day holiday impacts time submission from the week prior so time submission is not impacted.

    Labor Day week

    9/9/19

    9/15/19

    9/17/19

    9/20/19

    9/16/19

    9/22/19

    9/24/19

    9/28/19

    9/23/19

    9/29/19

    10/1/19

    10/4/19

    9/30/19

    10/6/19

    10/8/19

    10/11/19

    10/7/19

    10/13/19

    10/15/19

    10/18/19

    10/14/19

    10/20/19

    10/22/19

    10/25/19

    10/21/19

    10/27/19

    10/29/19

    11/1/19

    10/28/19

    11/3/19

    11/5/19

    11/8/19

    11/4/19

    11/10/19

    11/12/19

    11/15/19

     

    11/11/19

    11/17/19

    11/19/19

    11/22/19

    Submission for this week is usually required early. We will forward the Payroll notice upon receipt.

    11/18/19

    11/24/19

    11/26/19

    11/29/19

    Thanksgiving week

    11/25/19

    12/1/19

    12/3/19

    12/6/19

    12/2/19

    12/8/19

    12/10/19

    12/13/19

    12/9/19

    12/15/19

    12/17/19

    12/20/19

    1/23/19

    1/26/19

    1/28/19

    1/31/19

    Short week due to the start of classes on a Wednesday.

    1/27/19

    2/2/19

    2/4/19

    2/7/19

    2/3/19

    2/9/19

    2/11/19

    2/14/19

    2/10/19

    2/16/19

    2/18/19

    2/21/19

    2/17/19

    2/23/19

    2/25/19

    2/28/19

    2/24/19

    3/1/19

    3/3/19

    3/6/19

    3/2/19

    3/8/19

    3/10/19

    3/3/19

    3/9/19

    3/15/19

    3/17/19

    3/20/19

    3/16/19

    3/22/19

    3/24/19

    3/27/19

    3/23/19

    3/29/19

    3/31/19

    4/3/19

    3/30/19

    4/5/19

    4/7/19

    4/10/19

    4/6/19

    4/12/19

    4/14/19

    4/17/19

    4/13/19

    4/19/19

    4/21/19

    4/24/19

    4/20/19

    4/26/19

    4/28/19

    5/1/19

    4/27/19

    5/3/19

    5/5/19

    5/8/19

    5/4/19

    5/6/19

    5/12/19

    5/15/19

    Short week due to end of classes on Wednesday
  • Wesleyan's Non-Discrimination Policy

    Wesleyan University is fully committed to a policy of equal opportunity throughout the University, and to this end abides by all applicable federal, state, and local statutes pertaining to nondiscrimination and fair employment practices. 

    Accordingly, the University recruits, hires, trains, promotes, and educates individuals without regard to race, color, religion, national or ethnic origin, age, disability, veteran status, sex, marital status, sexual orientation, gender identity, or gender expression. Wesleyan University administers all personnel action such as compensation, benefits, transfers, layoffs, return from layoffs, education, tuition assistance, and social and recreational programs without regard to race, color, religion, national or ethnic origin, age, disability, veteran status, sex, marital status, sexual orientation, gender identity, or gender expression.

    For further information, contact the Equity Compliance Director, Debbie Colucci, of the Office of Equity and Inclusion at extension 2456.