Supervisors of Student Employees
Supervisors of Student Employees
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Student Employment questions:
Supervisor Roles & Responsibilities
Departmental structures may vary, and the following responsibilities may fall within the scope of different roles throughout each department. Supervisors of student employees must ensure that all university and department-specific information is made available to the student employee.
Supervisors of student employees have dual responsibilities, concern for the student and developing the employee even though the nature of the employment relationship is temporary.
Setting Expectations
All established policies, procedures, and role expectations must be clear and accessible to the student employee. It is the responsibility of the supervisor to verify the student employee’s understanding and to address any questions or concerns.
Scheduling Work Hours
Education is the primary focus for a student employee. Supervisors should assist student employees in the coordination of their work and school schedules so that they complement each other. Student employees should not be scheduled, or allowed, to work during their scheduled class time. There should be ample time before, during, and after scheduled work time for the student to have meals, arrive at class, etc.
Also, it is important to consult with student employees before changes are made to ongoing schedules.
For ESEs Refer to Article 8 WWU-WAWU ESE CBA.
For OSEs, refer to letter from President Randhawa to OSE.
Training
Student employees must be trained to successfully perform the duties and responsibilities of their role. All necessary training information should be provided in a timely manner.
Required & Recommended Trainings
Supervisors should be willing to take the time necessary to train student employees on role-specific duties and general workplace behaviors such as time management, customer service, and handling challenges.
Payroll, Benefits, & Leave
Reporting Time Worked
WWU pay periods run from the 1st of the month through the 15th and from the 16th through the last working day of the month unless otherwise posted. Time sheets are submitted by 11:59pm on the last day of the pay period. The WWU work week is Monday-Sunday.
Supervisors must verify student employee timesheets are accurate and submitted on time. The Payroll Approver User Guide is available on the Getting Paid HR webpage, under the Timesheets & Pay Information section:
Approving Timesheets on Web4U (Payroll Approver User Guide)
For assistance with timesheet, payment, or other payroll issues, please contact the Payroll department:
Additionally, Work Study student employees need to pay close attention to their hours worked to not go over their allotted work study hours. The Work Study Center has a Work Study Tracker to help with monitoring hours worked.
Supervising Education Student Employees (ESEs)
As a supervisor of an ESE student employee familiarize yourself with the WWU-WAWU ESE CBA, you may have additional responsibilities. Be sure to take time to review the full CBA, paying particular attention to the following sections:
- 8.3 Advance Notice
- 13.3 Performance Evaluations
- 14.6 Notification of Disciplinary Actions
- 14.7 Pre-Disciplinary Procedure for Serious Discipline
- 15.7 Confidentiality
- Article 17 Workload
- Article 25 Accommodations
- Article 26 Anti-Discrimination and Harassment
Supervising Operational Student Employees (OSEs)
As a supervisor of an operational student employee (OSE), please make time to review the letter from President Randhawa to OSEs.
Record Retention
For guidance on the length of time records are required to be kept, refer to the various record retention schedules provided by Records Management: