For Supervisors of Student Employees

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  • As the supervisor of a student employee, there are many ways that you make a difference in their success. Knowing what to expect during the hiring process and in the first few days of employment can set the stage for a positive experience for you and your student employees. The Supervisor Checklist can help you navigate the hiring process, first days and weeks as a student employee supervisor.

    Contact Your Hiring Representative – Once you decide to hire a student employee or identify a student you would like to hire, the following information will need to be submitted to your student hire representative: student name, USC ID, student email address, start and end date, hours per week, pay rate (hourly or salary), job title, job code [pdf], funding source (i.e., chartfield string), and supervisor name. Please not to overestimate the hours per week you will have the student work as it may result in student being unable to work in other offices due to the hour limitation.

    Background Check – Most student employees do not require a background check unless they fall into certain categories. For example, student employees who are handling money, working with minors, involved in direct patient care, or have key access will require a background check. If a background check is required, your student hire representative will notify the student and initiate the background check.

    Form I-9 – Verify with your student hire representative that the student employee has completed Section 1 and Section 2 of Form I-9 within three days of the date of hire. If you have a student employee working that has not completed Form I-9, contact your student hire representative immediately as the student is not permitted to work or receive a paycheck.

    Accessibility Resources – If the student you want to hire self-discloses any accommodations they will need, work with the Student Disability Resource Center to ensure that the accommodations are reasonable and can be met by the university.

    On or Before a Student’s First Day

    Direct the student to the Student Employee Checklist

    • Verify I-9 – Verify that the student has completed Section 1 and Section 2 of Form I-9 within three days of the date of hire. Students must complete Form I-9 before they can work or receive a paycheck
    • All other Forms – Remind the student to complete all other required forms including setting up or updating direct deposit information, Form W-4, Form SC W-4, and any other tax or work authorization forms.
    • Reporting for 1st Day – Ensure the student knows where to report to on their first day of work, and that they have access to all necessary key card or badge terminals, web systems, etc.

    During a Student’s First Week

    Schedule a meeting with the student to discuss the following:

    1. Job responsibilities and expectations. Provide any written guidelines, instructions, or manuals that may apply to the job. (FERPA, HIPPA and any confidentiality forms that are required)
    2. Work schedule and weekly hours
    3. Logging and approving hours worked in ITAMS
    4. Review of pay schedules and the pay lag for students
    5. Remind the student that they are expected to abide by the USC Upstate Code of Conduct. Violations of the honor code could result in termination.

    If applicable to the job, provide the student with a copy or link to the Patent and Invention Policy – ACAF 1.33 Intellectual Property Policy

    Ensure student completes all compliance and required safety training – All employees should check with their supervisors/managers to obtain their required safety related training.

  • What are the eligibility requirements for a student to be hired as a student employee?

    The number of hours student employees may work varies depending on the type of student and type of job.

    1. Undergraduate student employees should not be hired to work more than 20 hours per week during academic terms in which they are enrolled and 37.5 hours per week during their off academic term and official school breaks.
    2. Undergraduate students working multiple jobs may not work more than a combined 40 hours per week across all the jobs.
    3. The Graduate School recommends that graduate student employees work no more than 20 hours per week. A process is available for graduate assistants to request increased hours per week of 21 – 28 if needed.
    4. International students cannot work more than 20 hours per week except during official school breaks.
    5. Students holding federal work-study positions may not work more than 20 hours per week and 37.5 hours per week during official school breaks.
    Are background checks required for students being hired as student employees?

    Most student employees do not require a background check unless they fall into certain categories. For example, student employees who are handling money, working with minors, involved in direct patient care, or have key access will require a background check. For more information, please review HR Policy 1.90 Background Screenings and Professional References.

    Are student employees required to complete a Form I-9?

    All U.S. employers are responsible for the completion and retention of Form I-9 – Employment Eligibility Verification – for each individual hired for employment in the United States, including citizens and non-citizens. As part of USC Upstate’s employment process, student employees are required to complete a Federal Form I-9 to establish their eligibility to work in the United States before they can start working.

    On or before a student employee’s first day, HR will initiate this electronic process in I-9 Advantage and will ensure section one is completed by the student. Within the first three days of starting a job, the student employee will need to present UNEXPIRED and ORIGINAL documents from the Form I-9 List of Acceptable Documents to the HR office in order to complete section two of the verification.

    It is important for all Departments to verify students’ employment eligibility and correct any problems before allowing them to work. If students are not in compliance, they must not be allowed to work.

    What steps should a new student employee take on or before their first day of work?

    Along with Form I-9 and the potential background screening, there are several other onboarding steps that a student employee must complete once they have been hired into the HR/Payroll system. Visit the New Student Employee Checklist (form provided to link to it) for more information.

    International students may have additional onboarding steps to complete before they can be hired and before their first day of work. Contact your supervisor or the USC Upstate Office of Human Resources for more information.

    Are student employees eligible for South Carolina State Health Insurance benefits?

    All USC Upstate students must have health insurance per university policy STAF 7.00. Student employees are generally not eligible for the SC State Health Insurance. However, an offer of employer coverage will be extended to student employees who qualify based on the Affordable Care Act (ACA) and university guidelines. 

    Are student employees eligible to receive vacation leave, sick leave, and holidays?

    Student employees are not eligible to receive paid vacation or sick leave. In the event of an illness, a student employee must notify you as soon as possible each day of absence.

    In addition, student employees are not eligible for holiday pay. In university offices where services are maintained on holidays and students are scheduled to work, the rate of pay is at the regular hourly rate. For more information and a list of holidays review the Holiday Schedule.

    Additionally, it is important to note that student employees are NOT considered mandatory employees in most circumstances. In the event that classes are canceled but the University has reduced or suspended operations, student employees are not typically required to report to work.

    What steps must be completed in order for a student employee to receive a paycheck?

    In order for a student employee to appropriately receive a paycheck for time worked, the following items must be completed:

    • Student employee completes Form I-9 in I-9 Advantage AND has their UNEXPIRED and ORIGINAL documents from the list of acceptable documents verified by the USC Upstate Office of Human Resources on their first day or work.
    • Student employee sets up or updates direct deposit information.
    • Student employee completes Form W-4 and Form SC-4. Please note that international students must submit paper copies of their tax forms the USC Upstate Office of Human Resources.
    • Student employees paid an hourly rate of pay appropriately logs hours worked in ITAMS. Please note that students who are paid a salary (not an hourly rate) are not required to log hours in ITAMS.
    • Supervisor approves student employee timecard in ITAMS before the payroll lockout date.
    Do student employees receive a FICA (Medicare and Social Security) tax exemption?

    Enrolled student employees are exempt from paying FICA taxes if they meet certain eligibility criteria established by the IRS. It is important to note that if a student employee’s student status changes, for instance, if they continue to work over the summer and are not enrolled in summer school, their FICA exemption may change. The primary relationship of the employee with the university must be “student” and not “employee.” Career employees will not be granted the exemption. J-1 and F-1 visa holders who are considered non-resident aliens for tax purposes and performing services for the purpose of their visa will be granted the FICA exemption under IRS Section 3121(b)(19).

    Where can I go to learn more about special requirements for international student employees?

    More information to come soon.

    Who handles student employment discrimination concerns?

    Student employees with concerns about discrimination or harassment connected to their employment with USC Upstate should contact the Office of Employee Relations and Equal Opportunity at ext. 5344 or Sharon Woods at swoods@uscupstate.edu.

  • In order to receive a paycheck, student employees paid an hourly rate must log work hours in HCM, USC Upstate’s official time capturing system used to track time worked and calculate paychecks. As a student employee supervisor, you are responsible for verifying the accuracy of, making adjustments to, and approving student employee timecards in HCM each week by noon on Monday for the prior week, unless otherwise requested. This is a critical step in order to ensure the student receives a paycheck.

    Verification in Time and Absence

    In order to verify the accuracy of and approve a student employee’s timecard, you must be aware of when student employees are working. To verify, adjust, and approve time worked in HCM, log into the system using your network ID and password.

  • If you are ready to post a job or hire a student employee at USC Upstate, there are a few things to keep in mind before a student can start working.

    All student employees MUST complete a Form I-9 within three days of the date of hire. Failing to comply with employment eligibility verification procedures can jeopardize a student employee’s paycheck and employment. Review the Supervisor’s Checklist (form provided to link to it) for more information.

    Preparing to Hire

    As a supervisor, it is your responsibility to notify the student hire representative of your intent to hire a student employee. Your student hire representative will likely request certain information from you to assist in hiring the student employee such as USC ID, email address of student, hire dates, rate of pay, etc. The following sections provide an overview of things to consider when preparing to hire a student.

    1. Student Type and Eligibility – Enrollment requirements applicable to graduate assistants are defined by university policy ACAF 4.00 Graduate Assistantships. An undergraduate student enrolled at USC Upstate in at least six (6) credit hours is eligible for student employment. Graduate students without graduate assistantships do not have a minimum enrollment requirement. Students may not work as a student employee past their graduation date. For more information, please review Student Employment Policy. International students are permitted to work on-campus as part of their immigration status. There are different types of work authorizations depending on the purpose of employment and the student’s immigration status.
    2. Eligibility During the Summer – Student employment during the summer extends to:
      • Students enrolled for the summer term,
      • Students registered during the prior spring term who are planning to continue as students during the fall semester, and
      • New students who are accepted for the next fall term and have registered for fall classes. (Students who qualify for summer employment on this basis will be eligible for hire no earlier than June 1.)
    3. Funding Source – It is important to ensure that sufficient budget and funding is available to support a student employee. Your student hire representative may request the chartfield string for the account through which the student employee’s salary will be provided.
    4. Hour Restrictions – The following considerations should be kept in mind when determining a student employee’s work schedule:
      • Undergraduate student employees should not be hired to work more than 20 hours per week during academic terms in which they are enrolled and 37.5 hours per week during their off academic term and official school breaks.
      • Undergraduate students working multiple jobs may not work more than a combined 40 hours per week across all the jobs.
      • The recommendation is that graduate students work no more than 20 hours per week.
      • International student employees may not be able to work more than 20 hours per week during the semester as a condition of their immigration status.
      • Student employees holding federal work-study positions may not work more than 20 hours per week in that position. Visit the Office of Student Financial Aid and Scholarships for more information.
    5. Pay rate – All students must be paid at least the state minimum wage. Please contact USC Upstate Office of Human Resources to discuss hourly pay rate options as some rates need to be approved before offering to a student employee.
    6. Hiring Work Study Students – Visit the Office of Student Financial Aid and Scholarships for more information.
    7. Hiring International Students – More information to come soon

    Hiring Overview

    The following is a general overview of things to consider when hiring a student employee. Contact your student hire representative for more information.

    Posting a Position

    Posting a student job is not required. However, if you would like to increase your recruitment effort, speak with the Coordinator of Student Employment at USC Upstate via email regarding your request.

    Interviewing Students

    Interviewing candidates for a student position is not required. However, it is recommended that you take the time to interview students before hiring them. This helps both you and the student make an informed decision about whether the job and the student are a good match.

    • Preparing for the Interview – Before you interview a student, you should develop a list of questions to ask during the interview. Questions can include a mix of open-ended and yes or no answers, and should help you determine a student’s skill level as it relates to the job, and how a student will fit in with the culture of your department. Questions to consider asking a student during an interview include, but are not limited to:
      • Do you prefer working independently or in a team?
      • What did you like most or least about your last job?
      • Can you perform [insert task relevant to the job]?
      • Tell me about a time when [insert experience or qualification relevant to the job]

    If you require additional information about a student’s previous experience or wish to review a resume, make sure to notify the student in advance that they should bring those materials with them to the interview.

    As you prepare to interview a student, it is important to keep in mind that employers are legally prohibited from asking questions related to any protected class. This includes but is not limited to race, ethnicity, nationality, sex, gender, sexual orientation, marital or family status, disability, or religion. It is also advisable not to ask questions about date of birth, children, child-care arrangements, transportation, financial commitments, and arrest records. You may ask about their ability to work the specified work schedule, career objectives, grade point average and/or estimated graduation timeframe. If you wonder about a question and you cannot get an answer before the interview, it is best to not ask it. Contact the the USC Upstate Office of Human Resources if you have a question regarding interview questions.

    • It is important to keep in mind that it may be a student’s first time interviewing for a job, or that they may be slightly nervous. Try to spend a few minutes at the start of an interview putting the student at ease with some small talk. Questions such as “Tell me about yourself” or “What year are you and what are your aspirations after graduation” are good ways to break the ice.

    Before asking your questions, make sure to give the student information on the department, essential functions of the job, standards expected, supervisory style, and other factors relevant to the job. You should be clear about your personal expectations and ask the student for responses, questions, or comments.

    Some topics that should be discussed during the interview include:

    • Work schedule and the student’s availability
    • Description of job duties
    • Pay rate for the job
    • Personal conduct and dress code expected of the student
    • Previous experience needed to perform the job
    • Training to be provided to perform the job
    • Employment duration, anticipated start date and end date
    • Expected hiring decision timetable

    Ask your interview questions. As the student talks about their education, training, and experience, it is important to listen carefully and to pose questions or comments that encourage elaboration.

    For more information regarding interviewing questions, please review the interview guide [pdf].

    At the conclusion of the interview, make sure to thank the student and let them know by when and how they can expect to hear about your decision.

    Selecting a Candidate & Background Screenings

    Please contact your student hire representative for more details on the specifics or special considerations in your department.

    Depending on the job the student employee will be working, they may need to complete a background check before an offer is extended. Most student employees do not require a background check unless they fall into certain categories. For example, student employees who are handling money, working with minors, involved in direct patient care, or have key access will require a background check. For more information, please review HR Policy 1.90 Background Screenings and Professional References.

    Extending an Offer

    An offer letter for a student job is required and will be a required attachment at the time of submission of the electronic hire form in the HR/Payroll system. You should coordinate with your student hire representative as to who will be responsible for preparing this letter and providing it to the new student employee. New hire offer letter can be found here and Re-hire Offer Letters can be found here.

    Once the offer letter is signed by the student and returned to you or the student hire representative, the electronic hire process can be initiated in the system.

    After selecting your candidate, please inform other students that were interviewed that they were not selected.

    Hiring a Student Employee

    Once you select a student to hire, extend an offer, and have the student accept the offer, your student hire representative will complete the hiring process as well as ensure that all required forms, including the Form I-9, are completed by the student employee prior to their first day of work.

    Review the Supervisor Checklist for more information on what to expect leading up to the student employee’s first day of work and throughout their first week on the job.

  • As a student employee supervisor, you play a critical role in training, motivating, and guiding students through their working experience. You have the opportunity to make the job not only a job but also a learning and portfolio-strengthening experience.

    Explore the following sections for more information on the role and responsibilities of a supervisor, tips on how to engage and develop student employees, policies applicable to student employees, answers to questions and to connect to resources.

    • Supervisor Responsibilities – Student employees need your support to be successful.  Be sure they understand what you expect of them in terms of work product and standards of conduct. Keep the following best practices in mind as you supervise student employees.
      • Ensure that student employees do not work during scheduled class times – remember that student employees are students first and foremost.
      • Provide student employees with the orientation, training, and mentoring they need to perform required tasks and to succeed in their job.
      • Establish expectations and standards of behavior for student employees.
      • Keep lines of communication open, clear, and constructive.
      • Provide regular feedback and coaching.
      • Create and provide a safe workspace that is free from hazards.
      • Verify the accuracy of a student employee’s logged time worked in ITAMS.
      • When issues arise, address them promptly and objectively.
      • Set a good example. As a supervisor, you can help student employees develop lifelong effective working habits such as dependability, honesty, and efficiency.
    • Student Work Schedule & Leave – The following information outlines relevant policies and best practice recommendations regarding work schedule and leave for student employees at USC Upstate. If after reviewing this information you have additional questions, it is recommended that you start by talking with your student hire representative. Your student hire representative will be able to either answer your question or direct you to the appropriate resource.
      • Work Schedule – A student employee’s work schedule (i.e., the number of hours works, and specific hours worked) is typically based on the needs of the supervisor and the student employee’s availability. The following considerations should be kept in mind when determining a student employee’s work schedule:
        • Undergraduate student employees should not be hired to work more than 20 hours per week during academic terms in which they are enrolled and 37.5 hours per week during their off academic term and official school breaks.
        • Undergraduate students working multiple jobs may not work more than a combined 40 hours per week across all the jobs.
        • The recommendation is that graduate students work no more than 20 hours per week.
        • International student employees may not be able to work more than 20 hours per week during the semester as a condition of their immigration status.
        • Student employees holding federal work-study positions may not work more than 20 hours per week in that position. Visit the Office of Student Financial Aid and Scholarships for more information.
      • Vacation and Sick Leave – Student employees are not eligible to receive vacation or sick leave. Arrangements for time off without pay are negotiated and approved by you including time off during academic break periods. Make sure to discuss your preferred means of communication and documentation regarding absences with your student employees.
      • Holidays – Student employees are not eligible for holiday pay. In university offices where services are maintained on holidays and students are scheduled to work, the rate of pay is at the regular hourly rate. For more information and a list of holidays review the Holiday Schedule.
      • Hazardous Weather and Emergency Closings – It is important to note that student employees are NOT considered mandatory employees. In the event that classes are canceled but the University has reduced or suspended operations, student employees are not required to report to work. For more information review university policy HR 1.18.Hazardous Weather and Emergency Leave
    • Workplace Safety and Other Considerations – Workplace Safety & Other Considerations
      As a supervisor you should encourage your student employees to learn about the policies, practices, and associated administrative procedures that may relate to questions or concerns about their employment.
      The following information outlines various employment relations policies and procedures, as well as links to resources in the event that an issue or question arises that requires further assistance. For more information, or to report an incident, contact the Office for Equal Opportunity Programs.
  • While working as a student employee at USC Upstate provides an opportunity for students to gain meaningful and practical work experience, it’s also how many students support themselves financially while in school. Review the following sections to make sure you are doing your part in ensuring that students are being paid properly and on time.

    1. Approving Timecards – In order to receive a paycheck, student employees paid an hourly rate must log work hours in iTAMS, USC Upstate’s official time capturing system used to track time worked and calculate paychecks. As a student employee supervisor, you are responsible for verifying the accuracy of, making adjustments to, and approving student employee timecards in  iTAMS each week by noon on Monday for the prior week, unless otherwise requested. This is a critical step in order to ensure the student receives a paycheck.
      Verification in iTAMS – In order to verify the accuracy of and approve a student employee’s timecard, you must be aware of when student employees are working. To verify, adjust, and approve time worked in iTAMS, log into the system using your network ID and password.
    2. Pay Dates and Payroll Deadlines – This page provides important information about when your student employees will be paid and about the paperwork they need to complete in order to receive their paychecks via direct deposit.
      All USC Upstate employees, including student employees, are required to participate in direct deposit in order to receive a paycheck per the university’s Payroll Direct Deposit policy. It is important to verify that a student employee has set up or updated their direct deposit information on their first day of work to ensure they are able to appropriately log time worked and receive their first paycheck on time.Visit Setting Up Direct Deposit for more information and instructions on how to set up and revise direct deposit information.
    3. Visit Setting Up Direct Deposit for more information and instructions on how to set up and revise direct deposit information.
      • If the student did not set up direct deposit in a timely manner, a paper check will be provided. If this occurs, contact your student hire representative or the Student Employment Coordinator at 864-503-5323 for assistance.
      • Encourage your students to review their paychecks for accuracy through Employee Self Service. The paychecks are available to view one day prior to the actual pay date.
      • To avoid paycheck-related problems, it is important to ensure that student employees are logging hours correctly in iTAMS and that you as a supervisor, are approving student employee’s timecards in iTAMS regularly and on time.
      • During your payroll validation, or if it’s brought to your attention by a student employee or supervisor, you may discover a discrepancy in a student employee’s timecard. The most common discrepancies are the result of an improper time entry or a student employee with multiple positions logging hours for the wrong position.
      • Depending on the timing of the discovery and your role, you may need to resolve the problem yourself or direct the issue to the appropriate iTAMS Administrator.
      • In the event you are unable to remedy the issue, contact your student hire representatives or the the Coordinator of Student Employment for further assistance.
  • Whether they are graduating, taking another job, or the work they were hired to do is completed, it is important to keep track of when a student employee’s job comes to an end. The following information provides an overview of what to do when you must terminate a student.

    • Monitoring End Dates – Monitoring the expected end date of a student employee’s job is an important part of your responsibilities as a supervisor.
      All student employee appointments are automatically terminated (auto-terminate) in the HR/Payroll system on the expected end date that was recorded when the student employee was initially hired.The expected end date should also be recorded in the student employee’s offer letter.Keeping track of a student employee’s expected end date is important as it will help you ensure that your student employees are not working beyond the last day of their appointment and will also allow you to extend or modify the length of a student employee’s appointments prior to auto-termination by the system.
    • Separation & Termination – All student employee appointments are automatically terminated (auto-terminate) in the HR/Payroll system on the expected end date that was recorded when the student employee was initially hired.
      If you need to terminate a student employee prior to their agreed-upon expected end date, it is important that you notify USC Upstate HR immediately. Please complete the electronic student change form in HCM PeopleSoft as soon as you know the new end date.Before you decide to terminate a student employee for performance-related issues, the recommended best practice is to ensure that you have:
      • effectively communicated your concerns to the student
      • given them ample opportunity to improve their performance

    If a student employee acts in a manner that could violate their employment and their status as a USC Upstate student (i.e. stealing on the job), the Office of Student Behavior must be contacted immediately for further guidance.