On-campus Supervisor Responsibilities

Your role as a supervisor

As a Jamestown Community College on-campus supervisor, it is your responsibility to:

  • Ensure the student worker submits their timesheets by the deadline, verify the timesheet is accurate, and approve the timesheet by the deadline. Failure to comply may result in the loss of the privilege to employ student workers.
    • The deadline for the student to submit the timesheet is 8 p.m. the Saturday prior to payday.
    • The deadline for you to approve the timesheet is 10 a.m. the Monday prior to payday.
    • If you don’t already have a bi-weekly calendar reminder set to remind students to submit timesheets and another reminder to approve timesheets, you are encouraged to set your own.
    • If you are going to be unavailable for any of the approval deadlines, ensure you have a proxy set up to approve the timesheets while you are unavailable.
  • Monitor your budget to ensure funds are still available. Utilize the Student Worker Tracking form to ensure you stay within budget.
  • Continuously train student workers to develop their career competencies. Career Services can assist with trainings.
  • Provide coaching and formal performance feedback at the end of each semester via the On-campus Student Worker Evaluation Form.
  • Notify Human Resources when your student worker’s employment terminates with your office (for any reason). All student workers will automatically be terminated at the end of the academic year, unless you notify Human Resources that you will be keeping them on for the summer. Federal Work Study (FWS) students can only work during the academic year: August 26, 2024 - May 17, 2025. All summer student workers must be paid out of a student assistant budget only.

When to contact Career Services:

Career Services is here to help you make this process as easy as possible, and we can help you with every step! Reach out to us:

  • To inform us you are hiring for a particular semester
  • For referrals of students who are interested in working on campus and have met with Career Services looking for opportunities
  • For assistance with your Handshake account and posting or expiring on-campus jobs
  • For suggestions on questions to ask during an interview with potential candidates
  • For customized career competency training for your student workers based on the needs of their job within your office

When to contact Human Resources:

  • For assistance with the Job Description for Student Workers form
  • To confirm the ability to start scheduling your student worker
  • To notify that your student worker’s employment has ended
  • For questions/assistance with the mandated employee trainings your student worker must complete

Frequently asked questions

Student Worker Forms

For students to complete during the hiring process:

For students to complete once employment begins:

For on-campus supervisors to complete:

When can my student start working?

You must submit the JCC Student Worker form for each student you’d like to hire to initiate the hiring process. Human Resources will notify you when the student has completed all required paperwork. You cannot schedule a student to start working until all paperwork from you and the student are submitted.

What should I do if I rehire a former student worker from the last academic year?

Whether your student is a new student worker or a returning student worker, you need to complete the JCC Student Worker form for the appropriate academic year. This form must be completed prior to the student beginning their job each academic year that they are working. The JCC Student Worker form is the only paperwork a rehire will need to complete.

How many hours per week can a student worker be scheduled?

Students may only work up to 15 hours per week during the fall and spring semesters. This includes weeks over fall break and spring break, where the college is open but there are no classes. If the student will be working over the summer, they may work up to 40 hours per week based on departmental need and student availability.

If the student is working more than one position at the college, the student may still only work a total of 15 hours per week between the positions. Collaborate with the student’s other on campus supervisor(s) to ensure the student does not go over the maximum 15 hours per week of work during the academic year.

Can my student worker work during the summer?

Yes, if there is a departmental need and you have sufficient student assistant funds to be able to pay the student worker over the summer. All student workers who work during the summer will not be able to use FWS funds. Over the summer, student workers may work up to 40 hours per week.

My student worker is graduating in the spring. Can I keep them on in the summer after they graduate?

No, student workers must be current JCC students only and enrolled in at least six credit hours.

What if I don’t have a budget line for student workers?

Any office can apply to have a student worker, even if it’s not in your budget. This can be done through a combination of FWS and student assistant funds. Complete the Student Worker Budget Request form to get approved for hiring a student worker. Contact Financial Aid & Billing with any questions.

How does my student worker get paid?

Financial Aid & Billing will assess each student worker for FWS eligibility and determine if your student worker can be paid through FWS or student assistant funds.

If I don’t have a student worker budget line, why do you need my office budget code in the Student Worker Request Form?

This helps Financial Aid & Billing and Human Resources track which offices are hiring student workers. Hiring one or more student workers will not affect your operational budget.

I can’t find my office’s budget line in the JCC Student Worker form.

Email Financial Aid & Billing to request your budget line be added to the form.

I have a student worker/FWS budget line, but what happens if I am going to go over budget?

Email Financial Aid & Billing to ensure it is ok to go over on the funds. Don’t think that you need to end the student’s employment because you are out of funds.

What is JCC’s EIN?

Find JCC’s EIN at Business Office Forms & Guidelines »

What should I do if my student worker’s employment with my office terminates?

Once your student worker is no longer working in your office, it is your responsibility to inform Human Resources that they are no longer working for you.

 All student worker jobs, unless otherwise noted, are terminated at the end of the academic year, so if your student will work for you over the summer, let Human Resources know.

I’m having issues with my student worker and I would like to terminate their employment. How do I do that?

Contact Human Resources for assistance.