On-campus Supervisor Responsibilities

Schedule student workers to begin working after Human Resources has notified you that they are ready to be scheduled. This will ensure you remain in compliance with the N.Y.S. Department of Labor laws, U.S. Department of Homeland Security laws, and JCC policy. Students can't be scheduled to start working until Human Resources tells you it's okay to do so.

Monitor your budget to ensure funds are still available. Utilize the Student Worker Tracking form to ensure you stay within budget.

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.

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.

Notice for international student employees: In compliance with federal U.S. Department of Homeland Security regulations, if you employ an international student, their student worker employment eligibility terminates immediately upon their graduation.

• International student workers who have graduated cannot be employed over the summer or subsequent semesters by either JCC or the JCC FSA department.
• If an international student approaches a supervisor about their options, they should immediately be directed to Global Learning.

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.

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.

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.

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.

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

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.

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.

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.

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

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.

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

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.

Contact Human Resources for assistance.