Student Supervisors: What We Need to KnowA 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 ◦ DevelopmentBut who are your student employees?
Please select a piece of candy from thecenter 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.
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
Worker’sCompensation 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 AidForms are on the Financial Aid webpagehttp://www.wm.edu/admission/financialaid/typesofaid/employworkstudy/do
Managing Student Employees:The Circulation Version
Managing 30+ students persemester 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