SUPERVISING STUDENT EMPLOYEES

August 13, 2002

Office of Human Resources

Office of the General Counsel

Legal Interviewing

Be PreparedUnderstand Job Requirements & Duties

List of Questions for Applicants

Read Applicants’ Resumes or Application

Know the Pay Rate for Job

Know the Work Hours of Job

Legal Interviewing

Potential DiscriminationQuestions Must Be Job Related

BFOQ bona fide occupational qualification

Don’t Ask About race, gender, age, national origin, marital

status, family status, religion, disability, veteran status

Legal Interviewing

Potential Discrimination

Critical AssignmentBecome Familiar with

Employment Interview Guidelines

DEPARTMENT ORIENTATION ISSUES

New Employee Anxieties

Job Tasks and Expectations

Department Operations, Culture and Values

Applicable Policies and Procedures

EASE NEW HIRE ANXIETIES

Make sure someone is there to greet the student employee on the first day

Introduce the student employee to others in department

Show the student employee their work area

DEFINE TASKS AND EXPECTATIONS

Review Job Description with Student

Explain Importance of Tasks

Discuss Expectations & Timetables

Define Performance StandardsTechnical

Behavioral

DEFINE TASKS AND EXPECTATIONS(continued)

Explain Confidentiality Requirements & Confidentiality Agreement

Emphasize I-9 RequirementMust be filled out on or before the first day of work

Students who are US citizens may fill out I-9 in HR, with a designated Student Employment Coordinator, or in Career Services

International students must fill out I-9 in HR or in MISS

Describe Payroll Tax Forms

Explain Computer Password for Work Purposes

DISCUSS DEPARTMENT MISSION

Give Overview of Department Function and How it Fits in CUA

Provide Department Organizational Chart

Overview of Department Goals

Department Culture

RULES OF THE ROAD

Explain Applicable PoliciesAttendance, Timekeeping, Breaks, Computer Use (Internet, E-mail, IM), Phone Use

Restrooms, Vending Areas, Phones

Indicate Fire Exits and Evacuation Gathering Points

Point Out Supervisor’s Office and Explain Supervisor’s Availability

Employment LawsTitle VII of the Civil Rights Act

Prohibits discrimination against “protected class” regarding any aspect of employment

• “Discrimination” means a negative employment action, i.e., failure to hire, to pay equally, to unfairly fire, to sexually harass, etc. (also Equal Pay Act)

• “Protected class” means someone’s status, such as their race, age, gender, religion, national origin (some leeway given for religion

Employment LawsTitle VI of the Civil Rights Act

Prohibits discrimination on basis of race, color, or national origin under programs receiving federal financial assistance, such as work-study

If you become aware of someone in your office treating a student or other employee in a protected class differently from other students, talk to them or contact Human Resources.

Employment LawsAge Discrimination in Employment Act

Prohibits discrimination against employees who are over 40 years old.

• Equal Pay Act• Prohibits discrepancies in pay between men

and women performing the same job.• Pregnancy Discrimination Act

• Pregnancy is to be treated as a medical condition & no discrimination against pregnant employees

Employment LawsAmericans with Disabilities Act

Prohibits discrimination against persons with physical and/or mental disabilities as long as persons are qualified for the job (able to perform the essential job requirements) with reasonable accommodations

Students must disclose disabilities to the Office of Disability Support Services for verification and determination of accommodations

Other Laws Affecting Students

Family Educational Rights & Privacy ActFERPA conditions federal educational funding on providing student access to & maintaining the privacy of education records. 

All employees at CUA are required by FERPA to treat education records (and requested directory records) in a legally specified manner.

Neither parents, professors, nor administrators have an automatic right to educational records

Other Laws Affecting Students

Intellectual Property Laws and CUA Policies

Copyright and need to receive permission

Patents and need to work with Technology Transfer

Evaluating Performance

Establish Job Standards

Communicate Expectations

Be Consistent and Fair

Consider Behavior and Skills

Provide Frequent Performance Feedback to Student Employees

Poor Performers

Restate Expectations

Ensure That Student Employee Understands Requirements

Communicate Problem to Student

Ask if Student Employee Recognizes Problem

Coach the Student Employee

Poor Performers

If Performance Problem Continues:Warn the Student Employee that Job is in Jeopardy Unless Performance Improves

If Performance Improves, Reinforce It

If No Improvement After Warning, You May Consider Job Termination

Poor Performers

Before Taking Disciplinary Action of Any Kind, Including Warning, Consult Human Resources