Student Employment Onboarding

Once a student is hired – Onboarding student employee

In addition to the requirements for requesting, employing, and paying student employees, the employing department has additional responsibilities regarding student employment. Among these responsibilities are the following:

    • Supervisor to review with student
      • Work schedule
      • Job duties
      • Safe operation of equipment
      • Tour of office/staff introductions
      • Appropriate dress code
      • Call in procedure/time off
      • Absences due to illness
        • Each employee upon returning to work after four or more consecutive days of sick absence, or release from a hospital, must submit a statement to the Human Resources Office indicating full release to return to work without restrictions, or indicating specific restrictions under which employment could be resumed.
      • Reasons for student separation (see section below)
      • Grievance Procedure (see section below)
      • Timesheet Procedure
        • Student employees will report their time worked using Self Service, and students should log their time worked daily.
        • All supervisors will be responsible for approval of the hours submitted to Web
          time Entry by the student.
        • Student employees are not eligible for pay for hours missed due to holidays,
          inclement weather or other times the college is closed.
        • Supervisors must complete a Web Time Adjustment Form for Students for students to make adjustments/corrections to a prior pay
      • Direct Deposit
        • Payroll checks are available to employees on pay day.
        • Payroll advices (direct deposit) are available to employees through Self Service. They may be viewed on Thursday before payday.
      • Training modules
        • Human Resources will send new hires an email containing instructions for completing the required training modules. Please monitor your Delta College account for this email and complete the training within 30 days
      • Breaks/Lunch
        • If a student takes a 30-minute lunch period, it is unpaid. If a student does not take a 30-minute lunch period, it must be paid. Unpaid lunch periods must be away from their work area to ensure no work is performed.
        • Students working eight (8) or more consecutive hours in a day are entitled* to an unpaid 30-minue lunch period, and two (2) 15 minute paid breaks.
        • Students working 5-7 consecutive hours are entitled* to an unpaid 30-minute lunch period, and one (1) 15 minute break.
        • Students working four consecutive hours are entitled to a paid 15-minute break.
          *Employees under the age of 18 are REQUIRED to take an upaid 30-minute lunch period if working more than 5 consecutive hours.
      • Minimum credits for student eligibility
        • Student should inform supervisor if they drop a class or classes which puts them below the 6 credit minimum to be eligible to work.
      • A student employee may be in a position where they have access to confidential information concerning students and employees or have access to their own records. Under no circumstances can students divulge any information including grades, schedules, financial aid, attendance, address/phone number, access their own records or make changes to any records without permission from their supervisor.
      • College Rules: Rules and Regulations are included in the new Student Employee hire packet given to the student when the departments refers them to Human Resources for employment; however please assist students in reviewing departmental and college rules and regulations. The supervisor should also assist student employees in observing such regulations, as well as in developing good work habits.
      • Injury on the Job: If an employee sustains a personal injury or occupational disease, which arises out of and in the course of employment, the employee must report a work-related claim of injury or illness with the Public Safety Department. See the Procedure Manual: Injury/Accident Reporting Procedure
      • Grievance Procedure

Supervisor responsibilities

    • Students should never be left unsupervised for a long period of time or left to be in charge of the department.
    • Monitor student academic credits to ensure employment eligibility. If they fall below the required minimum, the student is no longer eligible to work. Note: Student Finance also monitors academic credits and will inform supervisor if the student employment needs to be ended due to ineligibility.
    • Monitor student work study earnings.
      • For students employed under the Work-Study Program, it is the responsibility of the employing department to monitor the students’ earnings. The maximum earnings for an award period are recorded on the Student Referral form. This amount is based upon full-time enrollment unless otherwise noted. Awards for students enrolled in fewer than twelve credits may be reduced. A biweekly
        payroll report is emailed to cost center managers.
      • If student depletes their work study award within the semester, the cost center is responsible for 100% of the student wages.
    • Evaluation: Given that student employees are hired as trainees, evaluation is a key component of their learning. Supervisors are highly encouraged to discuss the students’ progress and work habits with them on a regular basis. Additionally, mid-semester evaluations for new employees and evaluations at the semester’s end for all employees will help keep them productive. This record also is useful if the supervisor wishes to either dismiss the student or is asked for a reference in the future. The student Employee Evaluation Form must be used for all written evaluations.