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Student Supervisors:
      What We Need to
            Know
A presentation by Crystal Boyce, the Student Supervisor of the College of
       William & Mary’s Swem Library Circulation Department
Who are our student
      employees?
      Student employees at Swem:
  ◦   Interlibrary Loan        ◦ IT
  ◦   Circulation              ◦ Media
  ◦   Administration           ◦ Reference
                               ◦ Special
  ◦   Tech Services
                                 Collections
      ◦ Serials, cataloging,
        acquisitions
                               ◦ Development



But who are your student employees?
Please select a piece
 of candy from the
center of the table.
Group Activity
   When we go around the room, please say:
    ◦ Name:
    ◦ Position:
    ◦ What your student employees do:
       If you have a….
        Twix: best part about supervising students
        Starburst: most common problem when supervising
         students
        M&M’s: thing you would like to see change
Financial Aid
   The Financial Aid            Financial aid packages
    office coordinates            indicate a particular
    employment                    dollar amount, but this
    opportunities available       is not a limiting factor.
    to students on campus.       Since campus
   Federal Work Study is         departments are
    a need based program          reimbursed by
    awarded as part of the        financial aid, the limit
    financial aid package.        to the amount a
   Further, Work Study           student can earn
    funds are allocated           would be determined
    mostly to out of state        by the hiring
    students.                     department.
Minimum Wage
   Annual raises are               Current
                          Pay
    based on budget                 Minimum
                        Schedule
    availability.                    Wage


                         1st year    $7.25


                         2nd year     7.50


                         3rd year     7.75


                         4th year    8.00
The Tier System
  a la Swem…
Tier System: Basic
• Tier 1: the basic entry level position at
  which all student positions are
  categorized by default
• Tier 2: responsibilities and training are
  more defined and more integral to daily
  functioning than Tier 1 SAs
• Tier 3: accountability to infrastructure
  is incorporated into job description
• Tier 4: the highest level of responsibility
  and accountability (also used for special
  projects)
Defining the Tier
           System
   Tier assignment based on the    Individuals receive annual
    following:                       raises to account for increased
     ◦ Complexity of work            experience and training.
                                    This requires a finite
     ◦ Experience
                                     description of position
     ◦ Level of responsibility       responsibilities and duties and
     ◦ Training                      requires that students not be
     ◦ Broadness/reach of            asked to perform outside of
       responsibility                their assigned position.
     ◦ Decision making/judgment
     ◦ Consequence of
       performance
     ◦ Timeliness of problem
       resolution
     ◦ Impact of missing shift
     ◦ Level of supervision
Tier System Process
             Any new position would be
              classified as Tier 1 by default.
             Supervisors must submit written
              justification for a higher tier
              assignment to the Admin
              Assistant.
             If job description is straight
              forward, Admin Assistant assigns
              an appropriate classification and
              notifies supervisor; otherwise the
              Student Employee Committee will
              meet to assign a classification.
             Supervisor can appeal to
              Director’s Council to change a
              classification if they do not agree
              with decision.
             Appeal must be in writing with a
              copy to the committee.
             All documentation will be kept by
              Admin Assistant.
Campus
Policies
Eligibility & Hours
   Eligibility
    ◦ Full time students@ W&M
    ◦ Fall and spring: enrolled full time
    ◦ Summer: enrolled full-time or planning to return in fall
    ◦ Cannot work past graduation
   Limitations on Hours
    ◦ 20 hours/week during fall and spring
    ◦ Individual departments can require a minimum or maximum number of hours
    ◦ Breaks, interims, summers: up to 40 hours/week
   Schedules and Attendance - Flexibility and scheduling varies by department
   Probationary Period – at least the first 30 days of employment
Active Employment
   Breaks
   Lounge privileges
   Visitors
   Computers
   Equipment
   Access codes and
    passwords
   Raises
   Continuation of
    employment
Student Paperwork
Worker’s
Compensation
       Take care of injury
       Notify supervisor of
        injury ASAP
       Use same procedures
        for reporting staff
        on-the-job injuries
       Most students will
        seek medical
        attention at the
        Student Health
        Center
Direct Deposit
 All new student        SunTrust Bank (with
  employees should        a branch right next
  sign up for direct      to the W&M book
  deposit                 store) brokered a
 Don’t need a VOID-      deal with W&M to
  ed check – can use      when all employees
  bank statement with     were required to
  routing and account     have direct deposit –
  number                  special deals for WM
 Checking or savings     people
  account                Contact Ms. Michelle
                          Smith at SunTrust
                          (564-1480) or WM
                          Payroll Ops
Hiring Forms
     Student                          Dates on I-9 and
      Employment                        Student
     Federal I-9 (online)              Employment form
     W-4                               must match and
                                        should be dated
     Virginia W4
                                        within 3 days of
     Confidentiality                   turning into
     Direct Deposit                    Deloris/Financial
     Emergency Contact                 Aid
Forms are on the Financial Aid webpage
http://www.wm.edu/admission/financialaid/typesofaid/employworkstudy/do
Managing Student
      Employees:
The Circulation Version
Managing 30+ students per
semester has taught us a number
 of valuable lessons – here’s our
 chance to share them with you!
RESPECT
 Treat the students as you would have them
  treat you.
 Further, expect them to show you the respect
  you deserve.
 Remember that for many of our students, this
  is their first job, so many of the job skills we
  might expect/hope our students to have will
  need to be developed.
 Remember that we have work-related jargon
  that our students may not understand, so try
  to make instructions clear by avoiding jargon
  during training.
Balancing Work &
           Classes
 Most departments only       While it is not our
  offer student hours          responsibility to ensure
  between 8-5, which leave     our students are
  the student evening open     balancing their work and
  for studying and             academic load, we also
  clubs/organizations.         cannot expect incoming
 However, all                 students (especially
  departments must             freshmen) to understand
  consider the student’s       the new burdens they
  academic course load         will be taking on.
  when determining work       We recommend
  schedules.                   freshmen work only 5-7
                               hours per week.
Common Student Employee
           Problems
   The student employee who complains
   The student employee who procrastinates
   The student employee who resists change
   The student who is dishonest
   The student employee who violates library rules
   The student employee who violates university rules
   The unmotivated student employee
   The student employee with low morale
   The disloyal student employee
   The student employee with absenteeism problems
   The student employee with personal problems
   The student employee with personality problems
Common Student Employee
              Problems:
        What this really means
   The student who will no call/no show
   The student who doesn’t have good work etiquette
   The student who is constantly late for work
   The student who calls out of work often
   The student who does homework while at work
    (instead of other work)
   The student who disappears or avoids work in
    general
   The student who hangs out with friends while
    working
Effective
            Management
 Most unpleasant responsibilities of
  management are disciplining and
  terminating student employees
 Corrective discipline is designed to make
  employees aware of misconduct or poor
  performance and to give them the
  opportunity to correct their behavior or
  improve their performance
    ◦   Verbal warnings
    ◦   Written warnings
    ◦   Suspension
    ◦   Termination
Prevention
 Realize that many problem student
  behaviors can be prevented by using
  proper training techniques and making
  sure that the student worker fully
  understands his/her job description.
 Provide the student with written
  expectations to include job
  responsibilities, hours to be worked, and
  any information the student will be
  responsible for knowing while working.
Problem Resolution
   Situations,                 Keep track of student’s
    circumstances, and the       work. This allows you
    people involved differ       to monitor (and thus
    from one problem to          reward) good behavior
    another.                     or to keep track of
   Evaluate everything          (and thus deal with)
    individually and             problem behavior.
    decide what actions         Have a system in place
    are the most                 that standardizes what
    appropriate.                 to do when problem
   Know your own                behaviors arise, so that
    limitations.                 no student can
                                 complain about special
                                 treatment.
Resources
   The Swem Student Handbook (https://
    swem.wm.edu/forms/student-employee-handbook-acknowledgement)
 Complete Guide for Supervisors of Student
  Employees in Today’s Academic Libraries by
  David A. Baldwin and Daniel C. Barkley. 2007
 Effective Management of Student
  Employment by David A. Baldwin, France C.
  Wilkinson, and Daniel C. Barkley. 2000
 “Managing Student Employees” by Alberta
  Davis, Emily Okada, Rebecca Stinnett, and
  Bara Swinson. Indiana Libraries, vol. 24, no. 1

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Managing student employees revised 1.31.12

  • 1. Student Supervisors: What We Need to Know A presentation by Crystal Boyce, the Student Supervisor of the College of William & Mary’s Swem Library Circulation Department
  • 2. Who are our student employees? Student employees at Swem: ◦ Interlibrary Loan ◦ IT ◦ Circulation ◦ Media ◦ Administration ◦ Reference ◦ Special ◦ Tech Services Collections ◦ Serials, cataloging, acquisitions ◦ Development But who are your student employees?
  • 3. Please select a piece of candy from the center of the table.
  • 4. Group Activity  When we go around the room, please say: ◦ Name: ◦ Position: ◦ What your student employees do:  If you have a….  Twix: best part about supervising students  Starburst: most common problem when supervising students  M&M’s: thing you would like to see change
  • 5. Financial Aid  The Financial Aid  Financial aid packages office coordinates indicate a particular employment dollar amount, but this opportunities available is not a limiting factor. to students on campus.  Since campus  Federal Work Study is departments are a need based program reimbursed by awarded as part of the financial aid, the limit financial aid package. to the amount a  Further, Work Study student can earn funds are allocated would be determined mostly to out of state by the hiring students. department.
  • 6. Minimum Wage  Annual raises are Current Pay based on budget Minimum Schedule availability. Wage 1st year $7.25 2nd year 7.50 3rd year 7.75 4th year 8.00
  • 7. The Tier System a la Swem…
  • 8. Tier System: Basic • Tier 1: the basic entry level position at which all student positions are categorized by default • Tier 2: responsibilities and training are more defined and more integral to daily functioning than Tier 1 SAs • Tier 3: accountability to infrastructure is incorporated into job description • Tier 4: the highest level of responsibility and accountability (also used for special projects)
  • 9. Defining the Tier System  Tier assignment based on the  Individuals receive annual following: raises to account for increased ◦ Complexity of work experience and training.  This requires a finite ◦ Experience description of position ◦ Level of responsibility responsibilities and duties and ◦ Training requires that students not be ◦ Broadness/reach of asked to perform outside of responsibility their assigned position. ◦ Decision making/judgment ◦ Consequence of performance ◦ Timeliness of problem resolution ◦ Impact of missing shift ◦ Level of supervision
  • 10. Tier System Process  Any new position would be classified as Tier 1 by default.  Supervisors must submit written justification for a higher tier assignment to the Admin Assistant.  If job description is straight forward, Admin Assistant assigns an appropriate classification and notifies supervisor; otherwise the Student Employee Committee will meet to assign a classification.  Supervisor can appeal to Director’s Council to change a classification if they do not agree with decision.  Appeal must be in writing with a copy to the committee.  All documentation will be kept by Admin Assistant.
  • 12. Eligibility & Hours  Eligibility ◦ Full time students@ W&M ◦ Fall and spring: enrolled full time ◦ Summer: enrolled full-time or planning to return in fall ◦ Cannot work past graduation  Limitations on Hours ◦ 20 hours/week during fall and spring ◦ Individual departments can require a minimum or maximum number of hours ◦ Breaks, interims, summers: up to 40 hours/week  Schedules and Attendance - Flexibility and scheduling varies by department  Probationary Period – at least the first 30 days of employment
  • 13. Active Employment  Breaks  Lounge privileges  Visitors  Computers  Equipment  Access codes and passwords  Raises  Continuation of employment
  • 15. Worker’s Compensation  Take care of injury  Notify supervisor of injury ASAP  Use same procedures for reporting staff on-the-job injuries  Most students will seek medical attention at the Student Health Center
  • 16. Direct Deposit  All new student  SunTrust Bank (with employees should a branch right next sign up for direct to the W&M book deposit store) brokered a  Don’t need a VOID- deal with W&M to ed check – can use when all employees bank statement with were required to routing and account have direct deposit – number special deals for WM  Checking or savings people account  Contact Ms. Michelle Smith at SunTrust (564-1480) or WM Payroll Ops
  • 17. Hiring Forms  Student  Dates on I-9 and Employment Student  Federal I-9 (online) Employment form  W-4 must match and should be dated  Virginia W4 within 3 days of  Confidentiality turning into  Direct Deposit Deloris/Financial  Emergency Contact Aid Forms are on the Financial Aid webpage http://www.wm.edu/admission/financialaid/typesofaid/employworkstudy/do
  • 18. Managing Student Employees: The Circulation Version
  • 19. Managing 30+ students per semester has taught us a number of valuable lessons – here’s our chance to share them with you!
  • 20. RESPECT  Treat the students as you would have them treat you.  Further, expect them to show you the respect you deserve.  Remember that for many of our students, this is their first job, so many of the job skills we might expect/hope our students to have will need to be developed.  Remember that we have work-related jargon that our students may not understand, so try to make instructions clear by avoiding jargon during training.
  • 21. Balancing Work & Classes  Most departments only  While it is not our offer student hours responsibility to ensure between 8-5, which leave our students are the student evening open balancing their work and for studying and academic load, we also clubs/organizations. cannot expect incoming  However, all students (especially departments must freshmen) to understand consider the student’s the new burdens they academic course load will be taking on. when determining work  We recommend schedules. freshmen work only 5-7 hours per week.
  • 22. Common Student Employee Problems  The student employee who complains  The student employee who procrastinates  The student employee who resists change  The student who is dishonest  The student employee who violates library rules  The student employee who violates university rules  The unmotivated student employee  The student employee with low morale  The disloyal student employee  The student employee with absenteeism problems  The student employee with personal problems  The student employee with personality problems
  • 23. Common Student Employee Problems: What this really means  The student who will no call/no show  The student who doesn’t have good work etiquette  The student who is constantly late for work  The student who calls out of work often  The student who does homework while at work (instead of other work)  The student who disappears or avoids work in general  The student who hangs out with friends while working
  • 24. Effective Management  Most unpleasant responsibilities of management are disciplining and terminating student employees  Corrective discipline is designed to make employees aware of misconduct or poor performance and to give them the opportunity to correct their behavior or improve their performance ◦ Verbal warnings ◦ Written warnings ◦ Suspension ◦ Termination
  • 25. Prevention  Realize that many problem student behaviors can be prevented by using proper training techniques and making sure that the student worker fully understands his/her job description.  Provide the student with written expectations to include job responsibilities, hours to be worked, and any information the student will be responsible for knowing while working.
  • 26. Problem Resolution  Situations,  Keep track of student’s circumstances, and the work. This allows you people involved differ to monitor (and thus from one problem to reward) good behavior another. or to keep track of  Evaluate everything (and thus deal with) individually and problem behavior. decide what actions  Have a system in place are the most that standardizes what appropriate. to do when problem  Know your own behaviors arise, so that limitations. no student can complain about special treatment.
  • 27. Resources  The Swem Student Handbook (https:// swem.wm.edu/forms/student-employee-handbook-acknowledgement)  Complete Guide for Supervisors of Student Employees in Today’s Academic Libraries by David A. Baldwin and Daniel C. Barkley. 2007  Effective Management of Student Employment by David A. Baldwin, France C. Wilkinson, and Daniel C. Barkley. 2000  “Managing Student Employees” by Alberta Davis, Emily Okada, Rebecca Stinnett, and Bara Swinson. Indiana Libraries, vol. 24, no. 1

Notas del editor

  1. Where did you find these numbers? 2011-2012 Minimum Wage: $7.25
  2. Online?