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Supervisor Responsibilities
A FWS supervisor has been entrusted with federal dollars for the student upon initiating the request indicating employment. The student should be treated like any other personnel. In order to be given this privilege of using the Federal Work-Study Program, the responsibilities of the supervisor and the student should be clearly understood and enforced. Student employment should mean more than a paycheck for your student workers. It can be used as an opportunity to learn valuable job experience. Here are a few suggestions to help your FWS student get the most out of his/her job:
1. Establish a Work Schedule
Upon hiring a Federal Work-Study student, the supervisor is responsible for establishing a clearly defined work schedule that is compatible with the time requirement of both the student and the department. The supervisor should provide opportunities for the student to make up time lost from work due to unavoidable circumstances. Students are not allowed to work, under any circumstances, during class time. Make-up time should be reported during the actual period that it is worked. Make-up hours should not exceed 20 hours per week.
Example: A student who normally works 15 hours per week misses 5 hours of work, only working 10 hours that week. A supervisor can allow that student to make up the missing 5 hours in the following week as long as the student does not work over 20 hours in one week.
2. Orientation
 The supervisor is responsible for conducting a student job orientation, including but not limited to:
- A brief one-on-one overview of the office structure and office rules and regulations
- The student's job and responsibilities, etc…
- What to say when answering the phone
- How to transfer calls
- How to put calls on hold
- Signing onto the computer
- Answers to commonly asked questions
- Frequently used phone numbers
- Areas of responsibility in office
- Procedures for filing forms, etc.
- Grounds for any disciplinary action
- Whom to call if sick or time-off is needed
- What procedures to follow if his/her work schedule needs to be changed
3. Evaluate Job Performance
A written performance evaluation using the Work-Study Job evaluation online form is required. Please take the time and effort to complete the evaluation, carefully giving the student accurate feedback on his/her performance. After completing the evaluation, you must schedule time with the student to review the assessment. By evaluating students on a regular basis, you can begin to collect a work history on each student. This information will be helpful if you are called upon to be a reference for the student. The Federal Work Study Job Evaluation form should be completed annually; and a copy of the evaluation should be kept in the student's payroll file in the employing department. |
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