1. Supervisor Work Study Training 2012-2013

2. Responsibilities of the supervisor ●Any permanent Anderson University employee can be a supervisor. ●A supervisor’s primary responsibility is providing student employees with adequate guidance, training and support. ●A Disciplinary Action Form is required by the Financial Aid Planning Office for students who commit an infraction that requires disciplinary action. ●Supervisors must inform the student and the Work Study Coordinator if a student has been terminated.

3. Responsibilities continued ●Students may work up to 20 hours per week during the semester while classes are held. Freshman are limited to 10 hours per week. ●Students may work up to 40 hours per week while classes are not in session. ●Work with your student employee(s) to establish regular work schedules, making it clear that you expect them to follow these schedules. ●Provide your student employee(s) with a clear, preferably written, statement of your departmental policies and of University policies and regulations.

4. Responsibilities continued ●Give students’ academic progress priority by allowing flexibility in scheduling. ●You MUST verify the accuracy of your student’s timesheets before signing them (verifying that they did not work during a scheduled class time). Federal Work Study nor Anderson Work Study students are permitted to work during scheduled class hours. ●If a class is cancelled, students CANNOT work during that time. Anderson University policy states that immediate termination will result and the department will lose budgetary allowance for that work study position for the remainder of the year. ●Submit timesheets by the 1 st of each month to the Financial Aid Office. ●Ensure that students are not offered or given fringe benefits in addition to their hourly wages.

5. Responsibilities continued ●Be sure your student employees do not earn more than the total semester award. ●Priority is given to students enrolled full-time. ●Evaluate the student employee’s performance over the previous term of work. ●Submit completed work study paperwork for students three business days prior to the student’s start date.

6. Date of Hire ●E-Verify: Required to submit within 3 days of hire. ●Date of Hire is the student’s first day of actual work. ●The supervisor must submit the student’s completed paperwork 3 business days before their first day of work to allow time for processing. ●Once all paperwork has been submitted to the Financial Aid Office, the supervisor will receive an email confirming that the student has been cleared to start work. (Students may NOT start work until the supervisor receives the email that they are “clear”.)

7. Processing your student’s paperwork:

13. I-9 Documentation ●Original documentation is required. ●Scanned, faxed, and copies of documentation will not be accepted. ●Make a copy of the original documentation to include in the paperwork when you submit it to the Financial Aid Office. ●International students must bring original documentation to the Financial Aid Office for the Work Study Coordinator to complete.

15. Timesheet Processing ●Timesheets are due in the Financial Aid Office (Rice Building) by 5:00 pm by the first of the month. ●As the supervisor, you may want to have your work study students submit their timesheets to you by 5pm on the last day of the month in order for you to have time to review the timesheet, sign it, and submit them to the Financial Aid Office by 5pm on the 1 st. ●I will email the students and supervisors a reminder of when the timesheets are due to the Financial Aid Office. As the supervisor, you will be in charge of emailing your student workers and setting a deadline for them to turn in their timesheets to you.

16. Timesheet processing continued ●Supervisors are required to review timesheets to ensure that students did not work during a scheduled class time. ●Supervisors can NEVER complete timesheets! If a supervisor completes a student timesheet for the student, the supervisor will lose that work study position for the remainder of the year. ● The supervisor’s signature on the timesheet signifies that the student did work the hours that are listed. ●Timesheets are located on the AU website under Admissions, Financial Aid, Student Employment, Timesheet.

18. I have reviewed and verified the accuracy of this timesheet, which includes confirming that the student did not work during a scheduled class time.

19. Handbooks ●The Supervisor and Student Employee Handbooks can be found online by clicking Admission, Financial Aid, Student Employment ●Any questions and/or concerns can be brought to the work study coordinator

20. Contact Leah Suttles lsuttles@andersonuniversity.edu 864-622-6007