SEO home payroll calendar student info view jobs apply online forms Department Hiring The SEO serves as the central resource for student employment. It is the "personnel office" for all students. All hires of Vassar students must go through the SEO. In addition, any payments to students formerly paid by petty cash or through the Accounts Payable Office must also go through the SEO. Remember: All students must file a W-4 (IRS Withholding and Allowance Certificate) and an I-9 (Department of Justice Employment Eligibility Verification Form) with the Student Employment Office before working. The only way a department can be sure the student has done this is to not allow a student to work until his or her Student Employment Status Change Form (SESCF) and time sheet have been issued by the SEO. Those two forms verify that the student has done all he or she needs to do in order to work. Hiring a Student: the Process PLACEMENT PROCESS The upcoming year’s placement process begins in January with each department’s review of its job descriptions. These reviewed and updated job descriptions are then included in the Student Employment job books and made available during spring sign-up, the pre-registration period for the upcoming academic year. The SEO holds spring sign-up in the two weeks before spring break for all students returning to Vassar in the next academic year. It is the first step in the placement process. The process gives financial aid students priority consideration but allows all students returning to Vassar in September to apply regardless of financial aid status. All Vassar students, including JYA students, receive an e-mail notification about spring sign-up. Alternatively, students may apply in person to the SEO. Even individuals who want to return to the job they currently hold must participate in spring sign-up, but are assured the placement as long as 1) their supervisor wants them back and 2) the position is not entry-level and needed for freshmen. The deadline is the first day of spring break. The second step takes place when departments receive the list of students who pre-registered during spring sign-up. This is when departments prepare their roster for the fall. Departments are asked to review the list in mid-April, interview students and make necessary changes, deleting and adding names to finalize the list. It is important for everyone to recognize that all placements made by the SEO are actually “referrals” for the department to approve or disapprove. It is up to the department to determine whether or not the student has the necessary skills, appropriate schedule, etc. to do the job. The department lists are returned to the SEO in mid-May so the changes can be finalized over the summer. Any job vacancies that exist after this point will be filled with incoming student referrals or posted in the fall on the SEO job board. The third step takes place during the summer when employment applications are sent to freshmen and transfer students who have been awarded a financial aid job. These students also receive a roster of the available and appropriate jobs. Applications are returned to the SEO and are processed on a first-come first-served basis. Late applications or applications where the selection cannot be honored are set aside, and those students receive notice to come to sign-up in September. Incoming students who are not receiving financial aid but who want to work must come to the SEO at the beginning of the third week of the semester to apply. Creating New Jobs DEPARTMENT REQUESTS FOR ADDITIONAL POSITIONS The student employment program at Vassar is extensive. The SEO tries to be responsive to the changing employment needs of departments but such requests, most often for additional positions, have an impact on the budget. When a department wants to adjust its positions while staying within its total number of budgeted positions, it usually may do so but must first consult with the DSE. Requests for additional positions above the department’s current number must be made known to the DSE as soon as the need is noted. When these requests are within the overall budget, they will usually be honored. Requests should be made early and in writing; e-mail the DSE describing the need and provide a rationale. If a department has separate funding they may complete a green SEDHF to facilitate the hiring without waiting for the DSE approval. The proper method to request permanent additional student employees is through the college’s budget process. A department would include additional student employment in its budget request under the personnel section. This is submitted to the senior officer, noting that it is for student employment. The budget process begins nearly a year in advance, so planning is essential. Funds approved in this way are transferred to the student employment budget (on behalf of the department) for the following year. ADDITIONAL DEPARTMENT HIRING The SEO serves as the central resource for all student employment. It is the “personnel office” for all students. All hires of Vassar students must go through the SEO. No payment for services to any current student may be made except through student employment. Please follow these procedures: a. For a department’s standard hires: The number and type of regular positions that a department has is set from year to year by the SEO. Departments may make adjustments within its total number of budgeted positions after conferring with the DSE if there is no budget impact. The SEO posts vacancies and refers eligible, interested students to the hiring department. Students will be issued a (pink) SESCF and a time sheet and are instructed to bring them to the hiring department. The SESCF must be returned by the department to the SEO for students not hired and as students leave positions. Departments should notify the SEO of a vacancy by returning the SESCF for the individual who is leaving and noting whether the position is to be posted again or not. b. For a grant hire: The Academic Program Support Office provides assistance to secure grants. Once a faculty member has a grant that will provide student wages, the (green) Student Employment Department Hiring Form (SEDHF) must be completed to identify the correct budget and other details about the position. A specific student may be identified and hired into the position or the position may be posted on the job board. The SEDHF is the equivalent of the Status Change Form in Human Resources. A student wage line may need to be established for a faculty grant. Contact the Controller’s Office to transfer funds into this line. The account code for grant academic year student wages is “5720;” for break periods use “5745.” A job description must be provided on the form. Students hired in this way will also be issued a (pink) SESCF and a time sheet. c. For a department directly hiring for a temporary job: Notify the SEO as soon as you know of a job outside your regular student positions by completing a (green) Student Employment Department Hiring Form (SEDHF) and returning it to the SEO. Since the department is paying the wages, the budget line to be charged must be provided on the SEDHF. A student wage line may need to be established for your department. Contact the Controller’s Office to transfer your funds into this line. A job description must be provided (if one doesn’t exist) along with other job requirements such as hours needed. The SEO will post the position and forward students to you for consideration or you may identify an individual to be hired on the SEDHF. Once an individual is hired, we will provide him or her with a time sheet and the (pink) SESCF and time sheet to bring to the department. Do not allow any student to work who has not provided these forms to you. Supervising Students OVERVIEW Proper supervision of student employees is primarily the responsibility of the supervisor in the department. Supervisory responsibilities include managing student time sheets, preparing, writing and/or updating job descriptions on an annual basis, communicating job expectations to student employees, evaluating job performance, and taking disciplinary action, when warranted. DETAILED RESPONSIBILITIES Students are an important component of Vassar’s labor force. Most students are dependable, creative, and trustworthy. They usually demonstrate initiative and respect confidentiality when given proper instructions. The key to good performance by students lies in good training and good supervision. Responsible employers give thought to the jobs they design for students and provide attentive direction and opportunity for feedback. When you hire students, please recognize that you are responsible for providing supervision that teaches the job, the value of the work, and good work ethics. Students can and should gain knowledge and skills from their work experience at Vassar. During the hiring process, supervisors should discuss the job description, schedule, and other details and fully explain their expectations. Review the job and be sure that enough training will be provided to ensure the student’s ability to do the job. Try to schedule a new employee orientation time to discuss responsibilities and to suggest ways to cope with schedule conflicts. Orientation and training time are legitimate hours worked and should be paid. Supervise the student’s work; give deadlines for assignments whenever possible, and evaluate performance frequently. Praise and encouragement go a long way, but always be honest. Students can and should learn valuable lessons about accepting both praise and constructive criticism. When a job is mundane and tedious, try to blend it with something exciting. Try to ascertain from the students what special skills and interests they have and adapt them to your workplace. This encourages the students, helps to maintain their interest, and adds a fresh, positive perspective to the work environment. Explain the procedures that you will follow in dealing with infractions (a student who does not show up for work, for example, or one who is frequently late) so that the student will know in advance the consequences of these failures. Defined policies regarding lateness and absenteeism will make these issues easier to deal with should they arise. DISCIPLINE/TERMINATION PROCESS For all our student employees, work should be viewed as part of their education. Employment should be a learning experience for the students. For some, this is their very first job. For many, employment is part of their financial aid package, but that does not mean it cannot be terminated. Careful consideration should always be given prior to termination of a student’s employment. Nevertheless, if a student is unreliable or fails to perform required responsibilities, he or she may (and should) be terminated. Students are entitled to prior notice and termination shouldn’t come as a surprise. The best termination is one where both parties agree that the placement is not working and resolve to end the employment. When this happens, there are seldom bad feelings, and the student may seek a more appropriate situation elsewhere on campus. We recommend the following steps when disciplining a student but hope that through good communication such steps can be avoided. a. The supervisor should give a verbal warning to the student indicating the problems and suggestions for improvement. The supervisor is encouraged to state “this is a verbal warning” and outline the consequences if performance is not improved (i.e., progressive discipline and dismissal process). b. If the situation does not improve, the supervisor should issue a written warning to the student stating the problem and the terms to be met if employment is to continue. The student should be given an opportunity to improve by a certain date. A copy must be sent to the SEO. c. If the student fails to improve, written notice of termination is given to the student by the supervisor of the department. All grounds for termination should be stated. A copy must be sent to the SEO. The above procedures should be followed except in the case of flagrant violations for which a student should be terminated immediately. Such reasons include but are not limited to: • Falsifying a time sheet • Stealing • Insubordination • Breach of confidentiality • Physical or sexual abuse Departments should contact the DSE immediately in any of these cases. In such cases, students may be charged with violating college regulations and may be brought before the College Regulations Panel for disciplinary action. Repayment of any federal funding and loss of future employment as well as other actions may result. Financial aid students will be required to make up the employment earnings limit on their own without assistance from the college. ANNUAL EVALUATIONS The SEO encourages supervisors to evaluate the performance of their student employees at regular intervals. There is no formal evaluation process. Supervisors should give feedback with students by providing them with either written or verbal comments. Supervisors who maintain good communication throughout the year have the most productive and happiest student employees. Providing Information outside of Vassar INFORMATION RELEASE The college receives numerous requests for information on current and former student employees. The request may relate to credit, business, or personal matters. It is our goal to protect the privacy and confidentiality of Vassar College employment-related information. Therefore, all requests concerning former and current student employees should be directed to the SEO (Ext. 5318). The college will release the dates of employment and position held by current or former employees only when a signed release/consent form is first obtained from a student employee authorizing disclosure to a particular individual such as a prospective employer. Disclosure of additional employment-related information will be granted only when specifically referenced in the release. This information release policy has been developed in an attempt to protect the college, its officers, managers, trustees, employees, and agents from potential liability or claims from inadvertently transmitting such information that might be perceived as detrimental to current or former employees. SEO home payroll calendar student info view jobs apply online forms Employer Info . Student Info . View Jobs . Apply Online Vassar . Infosite Dean of the College . Career Development . Offices Office of Student Employment 124 Raymond Ave. Box 707, Poughkeepsie, N.Y. 12604-0707 . 845.437.5318 Contact the Office of Student Employment © Vassar College