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2006-2007 Pacific University On-Campus Work-Study Supervisor Orientation

2006-2007 Pacific University On-Campus Work-Study Supervisor Orientation. Presented by the Career Development Center August 16, 2006 and August 22, 2006. Welcome. Career Development Center Staff Brian O’Driscoll , Director June Dressler , Associate Director

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2006-2007 Pacific University On-Campus Work-Study Supervisor Orientation

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  1. 2006-2007 Pacific University On-Campus Work-Study Supervisor Orientation Presented by the Career Development Center August 16, 2006 and August 22, 2006

  2. Welcome • Career Development Center Staff • Brian O’Driscoll, Director • June Dressler, Associate Director • Julie Burris, Program Assistant & Work-Study Coordinator • Katie Martin, Internship Coordinator • Human Resources, Student Payroll • Michele Quint, Manager of HR Admin Services Career Development Center  Chapman Hall  M-F (8:30 AM – 4:30 PM)  503-352-2877

  3. Agenda • Benefits • Supervisor Responsibilities • How Offices Participate • How Are Jobs Created and Posted • Job Request Form, Job Categories, Pay Rates and Levels • View Jobs Online • On-Campus Work-Study Student Hiring Process • Student Eligibility • Employment Authorization Forms • Scheduling • Work-Related Injuries • Student Conduct • Student Hiring Process • Electronic Timecards • Questions and Answers Career Development Center  Chapman Hall  M-F (8:30 AM – 4:30 PM)  503-352-2877

  4. Benefits FOR SUPERVISORS FOR STUDENTS • An opportunity for students with Federal or Pacific Work-Study awards to work for on-campus departments. • Provides students opportunities to develop skills that complement their career and/or educational goals. • An opportunity to employ Pacific students in part-time positions with Federal Work-Study funds during the school year (September – May). • Enrich the quantity and quality of services provided to clients. Career Development Center  Chapman Hall  M-F (8:30 AM – 4:30 PM)  503-352-2877

  5. Supervisor Responsibilities • Follow procedures outlined in the Work-Study manual: Overview and Participation Guidelines for Faculty and Staff. • Uphold approved job descriptions and responsibilities — contact Julie Burris with changes. • Good communication with students to ensure accurate hours earned and award balance. • Timely submittal of monthly electronic timesheets. • Do not allow student earnings to exceed their award balance. Career Development Center  Chapman Hall  M-F (8:30 AM – 4:30 PM)  503-352-2877

  6. Supervisor Responsibilities • Commitment to supervision and support of student workers. • Make the work experience a rewarding one for all • Accessibility and availability to student • Make clear students’ duties, responsibilities and performance expectations — preferably in writing • Jobs should complement students’ academic and career goals to the extent practicable • Encourage students to attend Professional Development workshops, and pay them to participate • Provide regular feedback and/or evaluations Career Development Center  Chapman Hall  M-F (8:30 AM – 4:30 PM)  503-352-2877

  7. How Offices Participate

  8. How Offices Participate • VP of Finance, directors of Financial Aid and Career Development Center, evaluate total Federal Work-Study allocation available to students • A designated dollar amount is allocated to 11 major areas • The Dean, Director or VP of each area is responsible for establishing student earning quotas for departments and programs • Don’t spend over Student Earning Quota, but don’t spend less! Career Development Center  Chapman Hall  M-F (8:30 AM – 4:30 PM)  503-352-2877

  9. Who’s Responsible for Allocations • Academic Affairs: Willard Kniep • Enrollment Services: Karen Dunston • Optometry: Ken Eakland • University Relations: Lusha Kaufmann • Arts & Sciences: John Hayes • Finance and Admin: Ralph Vasey • Student Life: Eva Krebs • Athletics: Ken Schumann • Library: Ben Wakashige • UIS: Colin Ensminger-Stapp • Community Service: Katie Martin Career Development Center  Chapman Hall  M-F (8:30 AM – 4:30 PM)  503-352-2877

  10. How Jobs areCreated & Posted

  11. Double Click Icon to openJob Request Form New Job Request Form • MS-Word Document Downloadable at www.pacificu.edu/career/facultystaff/workstudy.cfm • Or contact Julie Burris at the Career Development Center • 503.352.2877 • julieb@pacificu.edu • Chapman Hall Career Development Center  Chapman Hall  M-F (8:30 AM – 4:30 PM)  503-352-2877

  12. How Jobs are Created & Posted • Supervisor completes a new Job Request form • Supervisor saves the document to hard drive • Supervisor sends Work-Study Budget Authority email message with new Job Request form as an attachment • Budget Authority approves job then forwards new Job Request form to Julie Burris, Career Development Center • CDC assigns a new Job ID Code and Supervisor Code as necessary, and posts the new job to: a) Work-Study database shared by CDC, Financial Aid, and Human Resourcesb) Online at www.careercenterjobs.org • CDC sends a copy of the job description, with new Job ID Code, back to Budget Authority and Supervisor who references assigned Job ID Code and GL Account Code on employment authorization forms and timecards Career Development Center  Chapman Hall  M-F (8:30 AM – 4:30 PM)  503-352-2877

  13. Four Job Categories • Instructional AssistantProvides support to program instructors and students.Tutor, Teaching Assistant, Laboratory Assistant, Research Analyst, etc. • Office AssistantProvides general office support.Data Entry, Word Processor, Receptionist, File Clerk, Accounting Clerk, etc. • Program AssistantProvides support for programs or events.Library, Athletics, Graduate Programs, Community Service Agencies, etc. • Technical AssistantProvides technical support or specialized skill-set.Graphic Designers, Web Development Technicians, Optometric Technicians, etc. Career Development Center  Chapman Hall  M-F (8:30 AM – 4:30 PM)  503-352-2877

  14. Pay Rates • Work-Study student employees paid on hourly basis • Pay level is based on essential functions of the job and the level of skill and/or experience required • Pay is NOT based on years of service • Pay rates reviewed each year as needed • Lowest pay level reflects Oregon’s minimum wage Career Development Center  Chapman Hall  M-F (8:30 AM – 4:30 PM)  503-352-2877

  15. Pay Rates and Levels Level I: No experience necessary $7.50 per hour Level II: Appropriate experience/skills $8-$8.50 per hour Level III: Appropriate experience/skills $9-$9.50 per hour Level IV: Appropriate experience/skills $10.00 per hour Career Development Center  Chapman Hall  M-F (8:30 AM – 4:30 PM)  503-352-2877

  16. View Jobs Online as “Job Seeker”www.careercenterjobs.org • Sign in with name, email address, and choose Pacific University for school, then “Submit.” • On Job Search page, scroll through “Employer” pull-down list to specific department or division; all departments begin with “P.U.” (Short-cut: key “p” to go to employers beginning with “p”) • Click “Find Jobs” at BOTTOM of screen. • Find your job, then click on Job Title to view job details. • Direct interested students to view at CCJ or visit with you at the Fall Work & Service Fair for further details. Jobs are entered into the Career Center Jobs Web site (CCJ) by August 28. Career Development Center  Chapman Hall  M-F (8:30 AM – 4:30 PM)  503-352-2877

  17. Student Work-StudyHiring ProcessOn Campus

  18. Student Eligibility • Must have Federal Work-Study or Pacific Work-Study financial aid award • Must have an Employment Authorization form completed by CDC • Must be eligible to work in the United States, I-9 form must be completed (international students not eligible) • Must complete a W-4 form for tax withholdings • Must be currently enrolled in academic program Career Development Center  Chapman Hall  M-F (8:30 AM – 4:30 PM)  503-352-2877

  19. EmploymentAuthorizationForm Sample Double Click Icon forSample Employment Form Career Development Center  Chapman Hall  M-F (8:30 AM – 4:30 PM)  503-352-2877

  20. Student Hiring Process • Supervisor screens and interviews students • Upon hiring, student completes Section 1 & 2 and gives Employment Authorization form to supervisor • Supervisor verifies award amount & type (top of form) • Supervisor completes Section 3 & immediately returns form to student • Job Title & Department Name • Supervisor Name & Signature • Wage, Job ID Code, GL Account Number (Object Codes, Last 4 Digits of GL #: 7021 Pacific WS, 7022 Federal WS) • Dept. Budget Authority Name & Signature Career Development Center  Chapman Hall  M-F (8:30 AM – 4:30 PM)  503-352-2877

  21. Student Hiring Process (cont’d) • Student returns Employment Authorization form to Career Center for completion of Sections 4 & 5 and get final sign-off to start work • Career Center staff will assist students with I-9 form & W-4 • Career Center processes form and enters into database, sends pink copy to HR for payroll processing • Student receives stamped yellow copy of Employment Authorization form to bring to supervisor on first day of work Double Click Icon forHiring Process Flowchart Career Development Center  Chapman Hall  M-F (8:30 AM – 4:30 PM)  503-352-2877

  22. Student Hiring Process (cont’d) Students can not begin work until all paperwork is complete and the Supervisor has the stamped yellow copy of the Employment Authorizationform in hand. Career Development Center  Chapman Hall  M-F (8:30 AM – 4:30 PM)  503-352-2877

  23. Scheduling • Student may work up to 20 hours per week • Once student allocation is depleted, must stop working • Any wages due for hours worked exceeding student award will be the responsibility of the hiring department • Students can not volunteer for hours beyond paid time Career Development Center  Chapman Hall  M-F (8:30 AM – 4:30 PM)  503-352-2877

  24. Work-Related Injuries • Students are covered under the University’s Workers’ Compensation program • Students should report job-related injuries to supervisor and make a report to H.R. within 24 hours • If medical assistance is needed, should seek treatment ASAP with their physician or nearest medical facility • Doctor will complete a form that student should bring to H.R. with OSHA Form 801 Career Development Center  Chapman Hall  M-F (8:30 AM – 4:30 PM)  503-352-2877

  25. Student Conduct • Unacceptable behavior • How to handle absences or late arrivals • Guidelines for disciplinary procedures Download Overview and Participation Guidelines for Faculty and Staff at http://www.pacificu.edu/career/facultystaff/workstudy.cfm Career Development Center  Chapman Hall  M-F (8:30 AM – 4:30 PM)  503-352-2877

  26. Electronic TimecardProcess

  27. Electronic Timecards Double Click Icon forTimecard Process Flowchart • Electronic Timecards are Mandatory • Single Page or 12-Month Workbook • Formulas are embedded, no more calculating • Download electronic timecards from HR website, under Forms menu, Payroll Form http://www.pacificu.edu/offices/hr/forms/ • Supervisor (or Budget Authority) creates a timecard for each new student hire, for each new job • Printed timecards are due in H.R. by 5pm the first day of the month • Students should not handle signed timecards Career Development Center  Chapman Hall  M-F (8:30 AM – 4:30 PM)  503-352-2877

  28. Timecard:Single Page with Formulas • Supervisor (or Budget Authority) completes top portion in yellow • Protect document and email to student or save on office PC • Student logs hours daily • Student turns in signed copy (hard copy or electronic) to supervisor on or before last day of month • Supervisor verifies and signs and forwards to Budget Authority • Budget Authority verifies info complete and forwards hard copy to H.R. by 5pm on first day of the month Click icon at left to view timecard Career Development Center  Chapman Hall  M-F (8:30 AM – 4:30 PM)  503-352-2877

  29. Timecard:12-Month Workbook • Supervisor (or Budget Authority) completes top portion in yellow of INFO PAGE • Protect document and email to student or save on office PC • Student logs hours daily on current month’s timecard • Current declining balance shows on SUMMARY PAGE • Student turns in signed copy (hard copy or email date on signature line) to supervisor on or before last day of month • Supervisor verifies hours and signs copy and forwards to Budget Authority (hard copy or email date on signature line) • Budget Authority verifies info complete and delivers to H.R. by 5pm on first day of the month • H.R. requires hard copy • Students should not handle timecards Click icon at left to view timecard Career Development Center  Chapman Hall  M-F (8:30 AM – 4:30 PM)  503-352-2877

  30. Instructions for Timecard Workbook • Before emailing the timecard to student, review INFO PAGE. • Click on INFO PAGE at the bottom of the worksheet. • Unprotect the Worksheet (this unprotects single page not whole workbook) • On the menu bar select TOOLS: PROTECTION: UNPROTECT SHEET • Make any changes, then PROTECT the Worksheet again • On the menu bar select TOOLS: PROTECTION: PROTECT SHEET • Protecting the Worksheet locks fields that shouldn’t be changes, i.e., rate of pay and award amount • For added security, you can enter a password when protecting the Info Page so that only you can “Unprotect” the page. Be sure to keep the password someplace secure. • Before saving the document, PASSWORD PROTECT the timecard. This secures the document so only the student and supervisor can open the timecard. • On the menu bar select TOOLS: OPTIONS (if you do not see OPTIONS click on arrow at end of list). • From the Options menu select SECURITY. Enter agreed upon password. Be sure to keep the password someplace secure. • Next time you open the workbook you will be asked for the password. Double click icon to view electronic timecard workbook instructions Career Development Center  Chapman Hall  M-F (8:30 AM – 4:30 PM)  503-352-2877

  31. Questions? Career Development Center 503.352.2877 careerdc@pacificu.edu Career Development Center  Chapman Hall  M-F (8:30 AM – 4:30 PM)  503-352-2877

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