Student Employment Handbook: For Supervisors

Hiring a student employee at Augustana College involves thoughtful planning, clear communication, and compliance with campus policies. The following process outlines each step, from identifying a need to onboarding and supervision, to ensuring a positive and effective hiring experience for both supervisors and students.

Job posting and applications

The hiring process plays a critical role in building a strong student staff and must reflect fair, consistent, and equitable employment practices in alignment with federal guidelines, including those set by the Equal Employment Opportunity Commission (EEOC).

To support these standards:

• All open student employment positions must be posted to Handshake when they become available. This ensures that every eligible student has equal access to apply and that hiring practices remain transparent and non-discriminatory.
• Posting jobs through Handshake supports equitable access for all students, including returning student workers and incoming first-years, and helps prevent bias in the recruitment process.

Reminder: Posting all student positions is a key step in upholding Augustana’s commitment to equal opportunity employment and compliance with EEOC guidelines.

Phase 1: Prepare the position

1. Identify hiring needs

• Confirm departmental budget and position availability
• Determine the number of student employees needed and the timeline for hiring

2. Develop or update job description

• Before submitting a job posting, review the Student Employment Job Description Guidelines and Sample Job Description.
• Each job description must include the following required components:
  • Job title
  • Term/semester
  • Days/hours
  • Position overview
  • Duties and responsibilities
  • Qualifications
  • Position outcomes
  • Perks (if applicable)

Note: All new positions must be approved through the Student Employment Position Request process before posting. Incomplete or unapproved job descriptions will not be accepted.

Phase 2: Post the position

Once approved (for new positions), the position can be posted on Handshake using the current wage determined by the Business Office. If you are unsure of the wage, please contact the Payroll Office.

3. Submit job to Handshake

• Log into Handshake using your Augustana email credentials
• Augustana employees have two types of accounts: Student and Employer. In order to post a position you will need to be under your employer account.
  • Under your name in the upper-right-hand corner, select “Switch Users” then “Switch to Employers Account”
  • If this is not an option you will need to email student employment in CORE to request an employer account. Let them know that you need to be added to the “Student Employment at Augustana College” account.
• Select the “post a job” button on the main dashboard or click on the left “jobs” menu and click the “create job” button on the top right of the page.
• Complete the form fully, including the basics, position details, screening preferences, and schools to which you want to post the position (be sure to select Augustana College).

Note: All student employment positions must be reviewed and approved by a member of the Student Employment team in CORE before they can be approved or filled. Job descriptions that are incomplete or submitted without prior approval will not be processed. If additional information or steps are needed, a member of the Student Employment in CORE team will follow up with you directly.

4. Promote the opportunity

• Once approved, the job will automatically appear to all current students in Handshake and on the Career Development & Vocation website
• Consider sharing the Handshake job link with colleagues, student workers, and campus networks and through your social media channels

Phase 3: Recruit and review candidates

5. Collect applications

• Set a clear application deadline
• Request relevant materials (resume, cover letter, availability)
• Accept applications through Handshake or via email, depending on department preference that you indicated in the Handshake posting

6. Screen applications

• Review applications based on qualifications, experience, and availability
• Identify top candidates who best meet the job requirements
  • Priority hiring reminder: From your top candidates, please prioritize the hiring of:
    • Students with Federal Work Study (FWS)
      Note: Students with Federal Work Study (FWS) funding are eligible to apply for positions that are designated as FWS-eligible. While students are not guaranteed a job, preference should be given to FWS-eligible students when filling applicable positions.
    • International students
      Note: International students on F-1 visas are only authorized to work on campus during the academic year, unless they have received specific off-campus work authorization (e.g., CPT or OPT) through the Office of International Student Services and U.S. Citizenship and Immigration Services (USCIS). Without this authorization, off-campus employment is not permitted.
    • If you’re unsure of a candidate’s eligibility, contact Student Employment in CORE for a status check.
  • Student Employment Risk Check:
    • Before making a job offer, supervisors must complete a Student Employment Risk Check. This ensures that candidates being considered are in good standing and have not been dismissed from a previous student role due to performance, conduct, or policy violations.
    • To complete the check:
      Please email Student Employment in CORE with the names and ID numbers of your top candidate(s). Our team will verify whether any of the students are on the dismissal list and respond within 1–2 business days. Offering a role to a student who is not eligible due to prior dismissal can delay hiring, create confusion, and result in reassignment or job cancellation.

7. Interview candidates

• Schedule brief interviews with shortlisted candidates
• Ask about their availability, prior experience, motivation, and ability to balance academics and work
• Tailor questions to assess skills needed for the role
• Bonus Tip: Need help getting started? Check out our list of interview questions to guide your conversation and find the best fit for your team.

8. Check references (if needed)

• For roles with significant responsibility, request references from candidates
• Contact references to confirm dependability, professionalism, and relevant skills

Phase 4: Finalize the hire

9. Extend the offer

Notify the selected candidate and discuss:

• Job responsibilities
• Pay rate and schedule
• Start date
• Paperwork and onboarding process

10. Ensure completion of employment paperwork

• Students must complete all required hiring documents before beginning work or training
• All student employees must complete required employment verification before beginning any work, and supervisors are responsible for ensuring compliance prior to the student's first day. To outline expectations and consequences for non-compliance, Augustana College has established an official Employment Verification Policy. This policy applies to all student employment positions and helps protect the college from legal and financial risk.

→ View the full Employment Verification Policy

Phase 5: Onboarding and supervision

11. Provide orientation and training

Once all paperwork is complete, welcome your new hire with a thoughtful orientation:

• Introduce them to the team and workspace
• Review departmental policies and expectations
• Provide safety information, technology access, and necessary training

The Student Employment in CORE team will share examples of effective onboarding strategies during monthly Supervisor Luncheons, highlighting common practices and simple ways to make students feel supported from day one.

12. Payroll and timesheet information for supervisors

Supervisors managing multiple student employees are encouraged to review and approve hours multiple times each week. This helps prevent errors and protects your department’s student employment budget. Additional best practices and tools for timesheet management will be shared through upcoming Supervisor Luncheons.

13. Support and monitor performance

Supervisors are encouraged to reference the Student Employee Performance section for guidance on setting expectations, providing feedback, and addressing performance concerns.

While every role is different, all students benefit from:

• Clear expectations and regular check-ins
• Timely feedback and developmental guidance
• Thoughtful documentation and appropriate follow-up when concerns arise

A thoughtful onboarding experience sets the stage for a successful and enriching student employment journey. As a supervisor, you play a vital role in ensuring that new student employees feel welcomed, informed, and empowered to contribute meaningfully to your department and the broader campus community.

We recommend creating a structured onboarding and orientation plan for each new hire. A consistent process not only fosters professionalism but also reinforces the connection between campus employment and the student’s academic and career development.

In addition to orientation, supervisors should dedicate time during the first few weeks to provide comprehensive, hands-on training. This includes walking the student through department-specific tasks such as:

• Operating machinery or equipment
• Using software systems, spreadsheets, or databases
• Organizing files, managing calendars, or assisting with events
• Any other responsibilities they may encounter during the course of their employment

Be sure to provide clear instructions, offer opportunities to practice tasks with supervision, and check for understanding. Training should be inclusive of all expected duties and adapted to each student’s skill level and learning pace.

Taking time to invest in student employees early on leads to better performance, higher confidence, and a more positive experience for everyone involved.

Purpose of onboarding and orientation

• Introduce the student to your department culture and operations
• Communicate workplace expectations, policies, and procedures
• Reinforce the institution’s mission, values, and community standards
• Help students understand how their role supports both department goals and their personal academic and career development

Access the Student Employee Onboarding Checklist for Supervisors and other useful documents in the Student Employment Supervisors shared Google Drive. 

Key components to include:

1. Welcome and department introduction
   • Provide a tour of the workspace and introduce key team members
   • Explain the department’s purpose and how the student’s role supports it
   • Share contact information for supervisors and team leads
2. Institutional values and student expectations
   • Briefly review the college’s mission and values, emphasizing professionalism, accountability, and respect
   • Reinforce expectations around attendance, communication, confidentiality, and conduct
   • Set a positive tone for a growth-minded and inclusive work environment
3. Job-specific training
   • Review the student’s job description, responsibilities, and reporting structure
   • Demonstrate tools, systems, or equipment they’ll be expected to use
   • Share any applicable dress codes, safety procedures, or departmental policies
4. Administrative requirements
   • Ensure all required employment paperwork has been completed
   • Confirm access to systems such as TimeClock and PayCor, and review timekeeping expectations
   • Walk through scheduling protocols, absence notification procedures, and pay timelines
5. Connection to academic and professional growth
   • Discuss how the role connects to transferable skills (communication, problem-solving, reliability)
   • Encourage the student to reflect on how the job supports their academic or career interests
   • Let them know you are available for mentorship and that their development matters

Implement regular performance feedback sessions to help students understand their strengths and areas for improvement. Evaluation processes should be constructive, emphasizing skill development and goal setting.

Performance appraisal

Regular performance appraisals are an important part of supervising student employees and supporting their professional development. These evaluations provide an opportunity to assess job performance, recognize achievements, offer constructive feedback, and help students grow in their roles.

We recommend conducting at least one formal performance appraisal per academic year, ideally at the end of each semester or employment term. Mid-semester check-ins and informal feedback conversations are also encouraged.

Purpose of a performance appraisal

• Evaluate the student employee’s job performance, including reliability, communication, initiative, and adherence to department expectations.
• Recognize accomplishments and contributions to the team or department.
• Identify areas for improvement and provide actionable feedback.
• Support student learning and career development by helping them reflect on transferable skills.
• Document performance trends for future reference (including rehire decisions or eligibility for raises, if applicable).

Supervisor guidelines

• Schedule dedicated time for a one-on-one conversation in a private setting
• If you don’t have your own evaluation, feel free to use the Student Employee Performance Evaluation found in the Student Employment Supervisors shared Google Drive.
• Provide specific examples to support your feedback
• Ask open-ended questions to encourage reflection and dialogue (“What’s one thing you’ve learned in this role so far?”)
• End the conversation by setting goals for continued growth

Disciplinary action guidelines for supervisors

One of the most valuable aspects of campus employment is helping student employees develop the professionalism, accountability, and workplace skills they'll need after graduation. Supervisors play a critical role in shaping that experience, including setting clear expectations and addressing performance or behavior concerns when they arise.

If your office does not already have a formal disciplinary process in place, we encourage you to use the provided progressive discipline guidelines to ensure consistency, fairness, and educational value in managing student employee performance.

Members of Student Employment in CORE are available to coach and assist supervisors faced with the need for disciplinary action.

Important Note: In cases of serious misconduct or policy violations, immediate termination may be warranted and the full progressive process may not apply.

The Progressive Disciplinary Process

Step 1: Verbal Warning

• Purpose: To address issues early and informally through a constructive conversation.
• Supervisor Role: Clearly state that the conversation is a verbal warning. Describe the performance or behavior issue, provide context if it has been discussed before, and offer specific suggestions for improvement.
• Documentation: Note the date, topic, and outcome of the conversation for your records.
• Examples of issues that may warrant a verbal warning:
  • Inconsistent attendance or tardiness
  • Poor customer service
  • Lack of communication or follow-through
  • Disengagement or low effort

Step 2: Written Warning & Performance Improvement Plan (PIP)

• Purpose: To formally document continued concerns and outline expectations for improvement.
• Supervisor Role: Meet with the student to discuss the issue and introduce a written warning and PIP.
  • The PIP should include:
    • Specific areas needing improvement
    • Clear goals or benchmarks
    • A timeline for review
    • Support or resources available
• Documentation: Provide the student with a copy of the written warning and improvement plan. Ask them to acknowledge receipt with a signature. Send a copy to Student Employment in CORE for the student’s employment file.

Step 3: Final Written Warning

• Purpose: A final opportunity for the student to meet expectations before termination is considered.
• Supervisor Role: Clearly communicate that this is the final step in the disciplinary process. Provide a short-term improvement timeline and state that failure to improve will result in termination.
• Documentation: The final warning must be signed by both the supervisor and the student, and forwarded to Student Employment in CORE.

Final Step: Termination

• Purpose: If no meaningful improvement is made, or if serious misconduct occurs, termination may be necessary.
• Supervisor Role: Provide a termination letter summarizing the issue, the steps taken, and the reason for dismissal. Consult with Student Employment in CORE prior to termination to ensure appropriate documentation and next steps.
• Next Steps:
  • Remove the student from your office's TimeClock code.
  • The student will be added to a private campus-wide list of dismissed employees. This list includes the office name and one or more categorized reasons for termination:
    • Poor performance
    • Attendance issues
    • Theft or time theft
    • Sharing confidential information
    • Sexual harassment
    • Threats or violence
    • Misconduct
    • Substance abuse
    • Property damage
    • Falsifying records
    • Job mismatch
  • This may impact the student's future eligibility for campus employment.

Additional causes for immediate disciplinary action or termination

Supervisors have the right to take immediate action in cases of severe policy violations. The following behaviors are examples of actions that may warrant immediate dismissal or expedited disciplinary response:

• Use or possession of alcohol or illegal substances on campus; arriving to work under the influence
• Physical altercations, threats, or acts of violence
• Use of profane, obscene, or abusive language
• Possession of unauthorized weapons
• Insubordination or refusal to follow instructions
• Abandoning the job during a scheduled shift without permission
• Sleeping or appearing to sleep while on duty
• Theft or misuse of property
• Creating unsafe work conditions
• Intentional property damage
• Disrespect or discourteous behavior toward coworkers, staff, or guests
• Posting unauthorized materials on campus property
• Violations of institutional or departmental policies
• Other serious misconduct not listed above

Voluntary Resignation: Student employees are asked to provide at least one week’s written notice when resigning from a position.

Job Abandonment: If a student misses three or more consecutive shifts without contacting their supervisor, it will be considered job abandonment and treated as a voluntary termination.

Layoffs or Administrative Dismissals: In some cases, a student may be laid off due to changes in department funding or operational needs. These are not disciplinary and should be communicated with professionalism and care.

Supervisor Reminders

• Always document performance conversations and keep copies of all disciplinary steps for your records.
• Reach out to Student Employment in CORE for support, guidance, or to consult before initiating written warnings or termination.
• Consider using monthly Supervisor Lunch & Learn sessions to explore best practices in onboarding, supervision, and performance management.

Confidentiality

Due to the secure nature of their work some offices may require additional layers of privacy training and may not employ students with an honor code violation.  Such additional training may include Federal Education Rights and Privacy Act (FERPA) training, Health Insurance Portability and Accountability Act (HIPAA), or any other additional privacy training required by their office. 

It is required that all student staff read and electronically sign the Student Employee Code of Conduct Acknowledgement Agreement as a condition of employment. 

Recognize the diverse needs and aspirations of student employees. Offer flexible work arrangements, including part-time positions and remote work options, and opportunities for skill development that align with students' evolving career goals.

Developing a work schedule

Supervisors are recommended to work with their students to plan a work schedule that is compatible with the student’s class and activity schedule, and the work office hours.  Supervisors are encouraged to approve time off requests as long as they are given 24 hours in advance.  As schedules change with the academic term changes in a student’s work schedule will be negotiated. Students are not permitted to be scheduled during a time they have class. 

Monitoring work hours and timesheet approvals

Students should log in and out using Time Clock Plus to record their hours.  The supervisor will be responsible for monitoring the student’s clocking in and out and reminding students of this requirement.  Supervisors must approve their students' work hours by confirming the hours listed are those worked, reconciling any missed punches, and approving the hours by 5:00 p.m. on Monday of the following work week.

Supervisors with more than a handful of student workers are strongly encouraged to review and approve hours multiple times each week. This will help to reduce the chances of inadvertently approving incorrect hours, leading to wasted student employment budget money.

Attendance, absences, and resignations

Supervisors are responsible for setting clear expectations around attendance, reporting procedures, and communication regarding absences. Students are instructed to notify their supervisor in advance for planned absences and as soon as possible for unplanned situations. Excessive absenteeism, unexcused absences, or job abandonment may require disciplinary action. If a student resigns, we recommend requesting at least two weeks’ notice to allow for transition and planning. For detailed student-facing guidance on absences and resignations, refer to the general rules of conduct.

Conduct and workplace expectations

Student employees are expected to follow all institutional and departmental policies related to conduct, safety, and professionalism. Supervisors are encouraged to review expectations during onboarding and reinforce them as needed throughout the student's employment. Serious misconduct or policy violations may warrant disciplinary action or immediate termination. For a complete list of student conduct expectations, please refer to the general rules of conduct.

Student employment should serve as a high-impact learning opportunity that is accessible, inclusive, and equitable for all students, regardless of their background or identity. To ensure this, Student Employment at Augustana College offers guidelines, policies, and recommendations that reflect a commitment to diversity, equity, and inclusion across all aspects of student hiring, onboarding, supervision, and professional development.

Equitable hiring processes

The hiring process plays a critical role in building a strong student staff and must reflect fair, consistent, and equitable employment practices in alignment with federal guidelines, including those set by the Equal Employment Opportunity Commission (EEOC).

• All open student employment positions must be posted to Handshake when they become available. This ensures that every eligible student has equal access to apply and that hiring practices remain transparent and non-discriminatory.
• Posting jobs through Handshake supports equitable access for all students, including returning student workers and incoming first-years, and helps prevent bias in the recruitment process.

Reminder: Posting all student positions is a key step in upholding Augustana’s commitment to equal opportunity employment and compliance with EEOC guidelines.

Transparent and consistent selection criteria

To ensure a fair and equitable hiring process, supervisors should use transparent and consistent selection criteria when reviewing applications and interviewing candidates.

• Set a Firm Deadline: Collect the same application materials (resume, cover letter, application form) from every applicant via Handshake or email.
• Screen with a Rubric: Evaluate each candidate against identical criteria (experience, skills, availability, learning goals). Document scores to reduce bias.
• Honor Priority Hiring: Augustana prioritizes FWS recipients and international students among all qualified candidate. Email Student Employment in CORE if you’re unsure of a candidate’s status.
• Use Structured Interviews: Follow the Student Employment Hiring: Interview Guide for Supervisors to ask consistent, job‑relevant questions. Found in the Student Employment Supervisors shared Google Drive.

As part of Augustana’s commitment to supporting student growth, we are aligning student employment with the NACE Career Readiness Competencies, a set of key skills and behaviors that prepare students for success in the workplace.

We are currently developing a Career Readiness Assessment process for supervisors and student employees to complete near the end of a student’s first semester in a position. This reflective tool will help evaluate key areas such as communication, professionalism, teamwork, and leadership.

More information and training will be provided once the assessment process is finalized. Stay tuned!

Student employment plays a key role in preparing students for life after graduation. To support this, supervisors are encouraged to collaborate with Career Development & Vocation to help student employees build transferable skills and make intentional connections between their campus jobs and future goals. Career Development & Vocation offers resources and support by providing access to online modules, workshops, and reflection activities that help students link their employment experiences to their coursework and career plans. These offerings can be easily integrated into onboarding or ongoing supervision. For more information or to explore available tools, contact Career Development & Vocation.

Q: Do departments have to post all student employment positions on ‘handshake’?

A: Yes. All student employment opportunities must be posted on Handshake to ensure equitable access and compliance with fair hiring practices. Departments are responsible for posting their openings and may request assistance or templates from Student Employment in CORE.

Q: Is there an automated process to keep up with hourly student employee time?

A: Yes. Augustana uses TimeClock Plus (TCP) as the official timekeeping system. Student employees are required to clock in and out for each shift. Supervisors monitor and approve these hours to ensure accurate payroll processing.

Q: Can a student have more than one on-campus job? 

A: Yes, students are allowed to hold multiple on-campus positions, provided their combined weekly hours do not exceed the maximum limit, 10 hours for domestic students and 20 hours for international students. Students must inform each supervisor of their additional employment.

Q: What happens if a department/supervisor deliberately/purposefully and continuously does not follow student employment policy? 

A: Departments and supervisors are expected to adhere strictly to all student employment policies. Continuous failure to comply, such as ignoring hiring guidelines, misreporting hours, or violating conduct expectations, may result in review and disciplinary action by Student Employment in CORE, Human Resources, or other appropriate campus authorities.

Q: What is the minimal number of enrolled hours a student must take for employment eligibility? 

A: To be eligible for student employment, a student must be enrolled at least half-time, which is defined as 6 credit hours per term at Augustana College.

Q: How do I approve hours for students?

A: Supervisors approve hours via TimeClock Plus. Each Monday, supervisors must review and confirm the previous week's hours by 12:00 noon. It's encouraged to review hours throughout the week, especially if you manage multiple student workers, to avoid errors and ensure accurate payroll.

Q: What does the hiring process look like? 

• The student employment hiring process generally follows these steps:
  • Create job description: The department identifies a hiring need and develops a job description
  • Position Posted: The department posts a job on Handshake.
  • Student Applies: Students submit applications through Handshake.
  • Interview: Selected applicants are contacted for interviews.
  • Job Offer: A formal offer is extended to the chosen candidate or candidates (if hiring multiple students)
  • Paperwork: The student completes all required employment documents (W-4, I-9, etc.) and submits them to the Payroll Office. (This can be done at any time in the hiring process OR before a student has an on campus position)
  • System Setup: Once approved, the student is added to TimeClock Plus
  • Start date: Once ALL Payroll paperwork is complete, a student employee may begin working.