Student Employment Program Manual

Getting Started: Your Employee's First Day


Once the student has been hired and is authorized to begin work, the supervisor should then take the time to familiarize the new student staff member with his/her work environment.

Tour of the Building

The supervisor should give the student a tour of the building. At this time, student staff should be shown where the bathroom, kitchen, snacks, break rooms, etc. are located. The supervisor may use the Department Orientation Checklist-Student Staff form as a guide to ensure that all information has been covered.

Communicate Expectations

  • The supervisor should explain to student staff what is considered acceptable behavior in the work environment. For example, the supervisor should discuss dress codes, punctuality, attendance, proper phone and interpersonal communications and etiquette, etc.  For a more thorough explanation, see Student Staff Guidelines. Supervisors are encouraged to revise this form to reflect what is expected for the particular department.

  •  Supervisors should explain to each student staff member that he/she will be evaluated on his/her job performance, and that he/she will have an opportunity to evaluate his/her student employment experience.  The Student Staff Evaluation Form provides valuable feedback on the effectiveness of the job in providing a beneficial learning experience.

  •  The supervisor should review the job description with the new student staff member. At this time, student staff should be provided an opportunity to address questions or concerns. The supervisor should ensure that the new student staff member is very clear about the performance expectations imposed before he/she begins the new job.

Policies and Procedures

  • The supervisor should have the student employee review the staff policy handbook, complete the anti-harassment training and FERPA training if applicable.  The Instructions for Online Training outline how to access the staff employee handbook and online training modules. 

  • The supervisor should review any confidentiality policies that are applicable to their department with the student. Drury University adheres to the Family Educational Rights and Privacy Act of 1974 (FERPA).Because of this, Drury University employees (including student staff) are not permitted to give any information to any person, including a student’s parents and/or guardians, about the student’s:1)academic progress, including grades, 2) payment status or financial aid, 3) personal development or disciplinary matters, or 4) employment records, as well as other university confidential and sensitive information. This should be emphasized to all student staff members since they are under a strong set of temptations to release such information (i.e. peer influence).

  • Supervisors should also conduct department-specific training for policies and procedures.  Many departments find it useful to have a procedure manual for student employees.

  • It may also be useful to review the Work Study Agreement with your work study students.
     
  • The Student Class/Work Schedule should be completed during orientation and maintained by the department each semester for each work study student. The schedule is a useful tool for all student staff but is only required for work study students.

Training

  • Student staff development opportunities are available periodically throughout the year. Student Staff Basic Training is offered in the fall and provides an overview of expectations, policies, and vital job skills such as customer service, phone etiquette, and information on how to use a student employment experience to fulfill long term professional goals.
     
  • During National Student Employment Week, the second full week in April, there are also several professional development opportunities for student staff members. Supervisors are encouraged to allow students to attend Student Staff Basic Training and the professional development opportunities in April "on the clock" when departmental needs and resources allow. These opportunities are a great way to show your appreciation and investment in your student staff members and to help them see how their on-campus employment is an important extension of learning outside the classroom.
     
  • Many times a student's first job experience is here at Drury when employed for a campus job. Supervisors should consider some of the areas below when training a new student staff member in their department.
     
    Customer Service. In many situations, a student staff member will come face-to-face with customers. It will be beneficial to both the student and the department if the supervisor teaches student staff members how to engage properly with customers. This will improve both the Drury image and he image and reputation of the department across campus.
    Phone Etiquette. Student staff may be required to use a telephone during the course of employment. As with face-to-face customer service, student staff should be coached on the proper manner in dealing with people over the phone (i.e. polite, courteous, clear, etc.) One thing worth noting is that when people call for assistance, the caller may be reluctant to release information to or to trust the judgment of student staff. Student staff members are quite comparable to regular staff in most cases and adhere to the same rules and regulations concerning disclosure of information. Therefore, to ease the minds of customers and to serve them better, student staff should not be required to answer the phone in a different manner than a regular staff member.
    Time Management. Time management may be difficult for incoming college students. This is because they are usually overwhelmed with new and relatively unsupervised surroundings that afford more freedom. This can be a problem for uper-classmen as well. It is recommended that supervisors help student staff manage time as much as possible. For instance, letting student staff know that the time spent on the job is for working, not doing homework. Also, emphasize that punctuality and regular attendance are vital to successful employment. Providing guidance will help ensure that the department runs smoothly and efficiently as possible.
    Organizational Skills. Many students have not yet developed the organizational skills such as attention to detail and accurate record keeping that are required to meet job expectations. Many skills such as these can only be learned through experience, so it is important for supervisors to have patience with student staff. One of the main purposes of student employment is to provide a supportive environment where skills such as these can be developed and cultivated.
    Other. Some job skills are specific to certain departments. Supervisors should take this into consideration and determine what additional skills (if any) are vital for the success of both the student and the department. The student staff members should be coached until he/she has sufficiently learned these unique job skills.

     
  • In addition to departmental training, the university requires student staff to complete the training programs listed below (Items 1 and 2) and complete a review of the Staff Policy Handbook and sign the Staff Policy Handbook Acknowledgement (Item 3) and return to HR. (See instructions for completing online training.)
     
    1. Family Educational Rights and Privace Act Training (FERPA). Student staff should complete this training if they work in a department that deals with and maintains confidential student records.
       
    2. Anti-Harassment Training. Students are required to take an online tutorial about prevent sexual harassment in the workplace.
       
    3. Staff Policy Handbook Acknowledgement. Student staff should review the Staff Policy Handbook on the HR website. Once they have reviewed the policy handbook, the student should print and sign the Staff Member Acknowledgement Form included in Section 104 of the Staff Policy Handbook.

Related Links:

Student Employment- Introduction and Table of Contents
Student Employment- Supervisor Responsibilities
Student Employment- Recruitment and Selection
Student Employment- Student Staff Recognition
Student Employment- Assessment/Evaluations
Student Employment- Progressive Counseling and Termination of Employment
Student Employment- Timekeeping
Student Employment- Budget Considerations
Student Employment- Employment of International Students
Student Employment- Job Accidents and Injuries
Student Employment- Frequently Asked Questions (FAQ's)