MOUNT HOLYOKE COLLEGE STUDENT SUPERVISOR’S MANUAL WORK IS EDUCATION

INDEX OF CONTENTS SECTION I – Hiring SECTION II – Supervisor Responsibilities SECTION III – Payroll Procedures SECTION IV – Student Financial Services SECTION V – Communicating Workplace Expectations  Dress Code  Difficult Conversations SECTION VI – Universal Design/Access and Diversity/Inclusion SECTION VII – Ways to Support Student Employees  National Student Employment Week  Tips for Gatherings  Helping students to grow and translate their experiences  Supervisor Toolbox

FAQ’s Forms Contact Info

STUDENT EMPLOYMENT More than just a paycheck!

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Index of Contents The employment of students at Mount Holyoke College is an integral part of the daily operation of the College. The purpose of this manual is to focus on the guidelines governing the employment of all Mount Holyoke College students who work on campus. Information regarding the employment of financial aid and non-financial aid students, eligibility for employment at the College, student/supervisor responsibilities, the grievance process and procedures for dismissal are but a few of the topics included. We welcome any questions, suggestions and comments that you may have about this manual and the Student Employment Program. Administration The administration of student employment is coordinated by the Student Employment Office (SEO). Proper supervision of student employees is primarily the responsibility of the Supervisor in each department. Supervisory responsibility includes writing and/or updating all job descriptions on an annual basis as required by the federal government, communicating all job expectations to the student employees, signing off on all timesheets and delivering them to the Payroll office, evaluating student job performance and when warranted, taking disciplinary action. SECTION I Hiring The Student Employment Office serves as the central resource for student employment. Departments must hire all student employees through the Student Employment database (JobX) according to the following procedures: 

A student is hired in JobX. The student will automatically be approved by the system at the end of each night. This approval will generate a work authorization form, which in turn allows the student to be paid once she submits her time sheet to the Payroll Office.

 All first-year work-study students are required to work in Dining Services. Dining Services requires a large work force to meet the needs of the College, and in order to assure that those student jobs are filled, as well as to promote other task force objectives, this policy has been instituted. Dining Services allows the flexibility needed to accommodate a first-year student’s schedule. The student is expected to remain in her position in Dining Services for the entire academic year. First-year students can work in other departments on or off campus if eligible, if they first secure at least 1-3 hours in dining services. JobX - Student Employment Database JobX is Mount Holyoke’s student employment database. All supervisors must have access to JobX in order to create job descriptions and hire students. To access JobX, supervisors need to request a password first. Go to the JobX homepage and under “employers”, click on “need to obtain a password”. The system will prompt you to answer some questions and to give yourself a password. Once done, the Student Employment Coordinator will receive an email and will then approve you for access. All employees in every department who have requested a password will be listed in the job description, but only those employees who have been chosen to be “secondary contacts” by the primary contact person, will have access to a particular job. Disregard any past employee names you may see.

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All job descriptions must be entered into JobX. Once these job descriptions have been approved by the Student Employment Coordinator, the students can view them on-line. Specific application instructions, i.e., submission of a resume and cover letter along with the application and interview arrangements, should be made very clear within the job description and requirements sections. JobX can be accessed either from the Career Development Center’s website: http://www.mtholyoke.edu/cdc/ or directly by going to the JobX homepage: https://seojobs.mtholyoke.edu. Students will apply on line for available jobs. JobX is updated daily as new jobs are posted or vacancies occur during the academic year. On-campus spot jobs should also be posted on JobX. Supervisors are expected to update JobX for the following academic year in time for the annual Virtual Student Job Fair. Student supervisors will input their department’s student job descriptions and scheduled hours into JobX. As student jobs are posted in the system, the Student Employment Office will review them for accuracy and uniformity with student employment policies. Departments and students will be able to access these job descriptions on-line. The Student Employment Office will then release the job descriptions to be posted on JobX. Departments will hire student(s) and place them in available openings. Students will conduct job searches using JobX via the website. Students can search for all active jobs, summer, January term, spot jobs and community based learning positions. The more information you place in the job description, the easier it will be for students to search for jobs that meet their schedules and their skills. Student Virtual Job Fair Between the last week in March and the first week in April, the Student Employment Office sponsors a Virtual Job Fair for students to help them plan for and secure positions for the next academic year. Notification of summer jobs are also included as part of the Spring Job Fair. All students may inquire about or apply for on-campus summer jobs.

Student Wage Structure The Student Employment Advisory Committee, made up of the Student Employment Coordinator and student supervisors from a variety of campus offices as well as assistance from the Treasurer’s Office, has created the following student wage structure that will provide clear guidance on what to pay or great variety of student workers in a fair, equitable and consistent manner. NOTE: Massachusetts minimum wage will increase to $9.00/hr effective January 1, 2015. All wages will increase by $1 at that time and will be adjusted accordingly. Level 1 $8.00/hr. Will refer to positions that require performing office duties such as clerical, reception, filing or fulfilling responsibilities that do not require pre-requisite knowledge, certification, training or skills. ONLY STUDENTS ON WORKSTUDY ARE ELIGIBLE FOR LEVEL ONE POSITIONS. Level 2 $8.15/hr. Will refer to positions that require prior training, certification, knowledge or skills to perform duties central to the position. Examples include tutors, teaching assistants, web designers, graders, speaking mentors, writing assistants, research assistants, riding instructors, admissions tour guides, medical assistance personnel (EMT’s, athletic trainers) and lifeguards. Level 3

$8.35/hr.

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Will refer to supervisors of other students, i.e., computer lab supervisors, and EMT supervisors and for qualifying positions that fall between a level two and four. Level 4 $8.70/hr. Will refer to positions that are para-professional in nature. Departments sponsoring these types of positions assume responsibility for creating a significant, intentional work experience that requires high-level proficiency and careful mentoring. Level 5 Stipend Will refer to positions where it is difficult to ascertain the exact amount of time needed to perform their duties as they do not work for set, continually recorded hours. Examples include Res Life Community Advisors and Senior Community Advisors. Student wages are based on the job description. A student holding the same position for more than one year will not be paid a higher wage due to length of service. All of these wages apply regardless of the origin of student salary, including outside grants. Students on leave working in “student” jobs will be paid the student wage commensurate with the position. Students on leave filling in for professional staff positions will receive a higher wage to be determined by the supervisor and the Student Employment Advisory Committee. Summer Wages – (follow the same criteria as above) Level 1 - $8.30 Level 2 - $8.55 Level 3 - $8.80 Level 4 - $9.30 Level 5 – Stipend Graduate Programs Graduate students are occasionally hired on campus. They have a different pay scale than the one structured for undergraduates. Contact HR or Student Employment with questions or for more information. SECTION II Supervisor’s Responsibilities Students are an important component of Mount Holyoke’s labor force. Most students are dependable, creative, and trustworthy and demonstrate initiative and confidentiality when given proper instructions. The key to good performance by students lies in training and supervision. Good employers give thought to the jobs they design for students and provide attentive direction and feedback. When you hire students, try to recognize that you are responsible for providing supervision that teaches the job, the value of the work and good work ethics. Students should gain from their work experience at Mount Holyoke College. During the hiring process, supervisors should provide job descriptions, schedules and other details to fully explain their expectations from the students performing the job. Review the job and be sure that enough training will be provided to insure the student’s ability to do the job. Set aside a “new employee

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orientation” time to discuss with the student her responsibilities and to suggest ways to cope with schedule conflicts. Supervise 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 praise and constructive criticism. When a job is mundane and tedious, try to mix it with something else. Try to ascertain from the student what special skills and interests she has and adapt them to your workplace. This encourages the student, helps her maintain her interest and adds a fresh perspective to the work environment. Set the procedure that you will follow in dealing with infractions – a student who does not show up for work, for example, or one who is consistently late – so that the student will know in advance the consequences of her actions. Definite policies regarding substitutions, lateness and absenteeism can make these issues easier to deal with if and when they arise. The following are some of the supervisor’s responsibilities to the student employment program. A.

Keep the Student Employment database up to date, reactivate the job description when a position opens, and remember to close the job if you do no longer need to hire. JobX will automatically close down a job if all openings are filled.

B.

Make sure students are notified as soon as possible if you’re interested or not in interviewing them and whether they are accepted in the position.

C.

Establish a desirable working schedule that does not conflict with the student’s academic schedule. (Schedule jobs that enable students to stay within their 8-10 hour limit.)

D.

Define the job duties/responsibilities.

E.

Train the student for assigned duties.

F.

Provide supervision while the student is working.

G.

Complete the time sheets for actual student work time and make sure students are submitting time sheets on a regular basis (every two weeks). Students should never hold time sheets and submit several at once.

H.

Return the completed time sheet signed by the supervisor to the Payroll Office by NOON on the Monday following the end of the pay period. Please get time sheets in on time, since late time sheets cannot be processed until the next pay period.

I.

Students working 4 plus hours at a time should be allowed to take a 15 minute break during their shift.

J.

If a student is terminated from her position, she may not work on or off campus in any capacity the remainder of the semester. A Student Employment Conference Form must be completed.

K.

Complete a yearly Evaluation Form for each student employee and review the evaluation with the student.

L. It is the responsibility of the supervisor and the student to monitor the students’ earnings so she does not exceed her maximum earnings limit. We suggest that you record the number of hours worked by your students on a regular basis so you will be aware of those students’ earnings at any time during

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the semester. In order to be fair to all students, non-aided students must follow the limits set for aided students. They should not work more than 10 hours per week. Annual Evaluations The Student Employment Office suggests that supervisors evaluate the performance of their student employees annually. The format of the evaluation is at the discretion of the supervisor. Supervisors should share the evaluations with the student. When a supervisor has maintained strong communication throughout the year, the evaluation process will prove to be valuable to the student. The information and comments written on the evaluation should not be a surprise to the student, but rather the culmination of a semester of effective supervision and constructive criticism. Results should be fair, objective and direct. The evaluation should be used as a means for clarifying performance goals, motivating employees and reinforcing quality. Discipline/Termination Process For many students on campus, student employment is part of their financial aid package and it should be viewed as part of the educational process of a student at Mount Holyoke College. In that light, careful consideration should be given prior to termination of a student’s employment. Nevertheless, if a student is unreliable or fails to perform required responsibilities, she may be terminated. Students are entitled to due process prior to termination. We recommend the following steps when disciplining a student. A.

Inform Student Employment as soon as possible of any concerns you may have regarding a student.

B. The supervisor must give a verbal warning to the student indicating the problems as well as suggestions for improvement. In order to confirm that the student understands the seriousness of the matter, the supervisor is encouraged to state “this is a verbal warning” and then outline the possible ramifications if performance is not improved (i.e. progressive discipline and dismissal process). This verbal warning should be documented on the Student Employee Conference Form as a record of your warning to the student as a first step in the discipline process. A copy should be sent to the Student Employment Coordinator. C. If the situation does not improve, the supervisor must fill out a second Student Employee Conference Form and issue a written warning with the student stating the problem and terms to be upheld if employment is to continue. The student should be given an opportunity to improve by a certain date. The supervisor and student should sign the form and a copy should be sent to the Student Employment Office. An example of the form is included in this manual. D. If the student fails to improve, a notice of termination is given to the student by the Head/Chair or supervisor of the department. All grounds for termination should be stated. A copy must be sent to the Student Employment Office. E. After a student has been dismissed, it is college policy not to rehire them in any capacity until the following semester. If the student is a first-year student and it’s the first semester, they must be re-hired back into dining services the following spring semester to meet the dining requirements. The above procedures should be followed except in the case of flagrant, willful violation of College Rules or Honor Code, for which a student can be terminated immediately. Such reasons include: 

Falsifying a time sheet

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  

Stealing Insubordination Breach of confidentiality

Fall & Spring Student Supervisor Meetings Every September and March, the Student Employment Coordinator holds a student supervisor meeting. All supervisors are encouraged to attend. A representative from Student Financial Services and Payroll are there to discuss changes/updates with regard to their specific departments. The Coordinator will update on JobX, prepare supervisors for the spring job fair, introduce guest speakers, facilitate group discussion, etc.

SECTION III Payroll Procedures All students (work-study and non-work-study) must complete the Federal tax (W4) form, the Massachusetts State Tax (M4) form and the Federal Employment Eligibility Verification (I9) form. The Payroll office will hold a work clearance meeting before the start of classes to go over these forms. All students planning to work on campus are required to attend this meeting. Students are asked to bring with them the required forms completed in advance of this meeting. These forms can be accessed on the Human Resources website at www.mtholyoke.edu/offices/hr. With these forms, original valid forms of identification are required. A student will have her paycheck held by the Payroll Office until she completes these forms. Students need only to complete these forms once during their tenure at Mount Holyoke College. Recommended Time Sheet Procedures: Review the time sheets bi-weekly to make certain each student has filled in the appropriate number of hours that they worked. Notify the Student employment Office of problems immediately. The supervisor must be able to verify the students’ time-in and time-out and be able to review their work. The Student Employment Office recommends that supervisors keep a log of the hours worked by the students in their departments so they can authorize pay for hours submitted by students on their time sheets. In the event of absence or illness on the part of the supervisor, someone in an authorized position must be responsible for time sheets. Students must be given the opportunity to review their time sheets and confirm the hours. This can be done at the time of signing the form. The supervisor is the last person to sign the time sheet confirming its accuracy. Special care needs to be taken in completing Scanned Time Sheets. Time sheets must be filled out completely and legibly and must have both the student’s and supervisor’s signature. Signatures (not initials) must be in ink. Time sheets that are submitted without the student’s AND supervisor’s signatures or that are illegible or incomplete will be returned to the department. Also, the scanned (bubble) section which includes the student’s identification number, the department number, position number and total hours worked must be error-free. No white-out, erasures or cross-outs. The time sheet will not scan properly if these mistakes occur.

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Time sheets are due in the Payroll Office by NOON on the Monday following the end of the pay period. They may be handed in earlier, such as the previous Thursday or Friday if the student’s work week is over. Time sheets should be hand delivered to the Payroll Office; campus mail may delay arrival to the Payroll Office. The Payroll Office hours are 8:30-5:00, Monday through Friday. The office is located in Skinner Hall. Time sheets must be signed and submitted bi-weekly. Students may not accumulate timesheets and submit them all at once. This violates Federal law and distorts payroll records and will not be permitted. Do not allow, under any circumstances, a substitute to be paid on another student’s time sheet. This is illegal and puts the College in jeopardy in the case of an accident or injury. Make certain each time sheet accurately reflects the student’s work record for the pay period reported. Occasional over-earning may not affect the maximum earnings limit for Financial Aid students. However, repeated increases of the student’s schedule can cause problems for you and the student. Money earned from an on-campus job during the summer or January is not included in calculating the maximum earnings limit. However, wages earned during January from an off-campus workstudy position will be. Payroll Schedule At the beginning of each year, a schedule of pay dates for the entire academic year is printed on the back of student time sheets. This schedule will include Pay period End Dates, Time Sheet Due Dates and Pay Date. Please familiarize yourself with this schedule, paying special attention to holiday periods. Students are paid bi-weekly with time sheets being submitted to the Payroll Office, Skinner Hall, by Noon of the “Time Sheet Due Date” listing. Checks are either directly deposited into the students’ bank account or placed in their on-campus post office box the morning of the scheduled payroll date. A student’s paycheck will be held in the Payroll Office if she has not completed her I-9, W-4 and Mass Tax Forms. Payroll Documents In order for a student to be paid, certain documents must be filed in accordance with Federal Law. All students must have on file a current Employee Withholding Allowance Certificate (W-4) and a Massachusetts Employee’s Withholding Exemption Certificate (State Tax M-4). These documents are used to determine how much (if any) tax should be taken from a student’s paycheck. Please note that under IRS tax changes: STUDENTS ARE NOT AUTOMATICALLY EXEMPT FROM HAVING TAXES WITHHELD. ALSO NOTE THAT INTERNATIONAL STUDENTS ARE NOT AUTOMATICALLY EXEMPT FROM PAYING U.S. TAXES. International students who are exempt from paying U.S. taxes based upon their country’s Tax Treaty with the United States may file an Exemption from Withholding on Compensation for Non-Resident Alien Individuals. This is done through the Office of International Affairs at the beginning of the academic year. In accordance with Internal Revenue codes, the College will provide all students with a W-2 (Wage and Tax Statement) at year end. This statement is provided to students by January 31st of the new year and it is mailed to the student’s post office box unless she has made other arrangements with the Payroll Office, by January 15. International students have their W-2’s sent to their post office boxes. Students may be

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surprised to learn that the income they earn on campus, including work-study, is taxable income. The second Federal document that must be on file in the Payroll Office in order for the college to pay a student is an Employment Eligibility Certification Form (I-9). This form verifies an individual’s citizenship status to insure that only individuals eligible to legally work in the United States do work. Students who are employed by Mount Holyoke College must go through this verification process only once. Students should be prepared to provide the appropriate documentation at the time they sign up for their jobs or at the orientation process. Some forms of proper identification would be a passport, a driver’s license or school identification, social security card, etc. An I9 must be completed within 3 business days of the hire. SECTION IV

Student Financial Services Financial assistance is awarded to students on the basis of financial need as determined by the College. Financial need is defined as the difference between the cost of education and the assessed family contribution toward this cost. The contribution is comprised of a parent contribution and a student contribution, based upon a review of the family’s income and assets. The College is committed to meeting the full financial need of students and does so through a combination of loans, work-study, Mount Holyoke College grant and federal and/or state grants. Work-study is offered as part of a student’s financial aid package. Students are not required to work, but the burden of making up this portion of the package rests with the student and her family. Students who are offered work-study may receive an allocation for either Federal College Work-study (FCWS) or Mount Holyoke Work-study (MHW). Federal Work-study is funded jointly by the U.S. Department of Education and Mount Holyoke College. Mount Holyoke Work-study is funded entirely by the College. The source of funding has no impact on the student, except in cases where she wishes to work at an approved off-campus site. In such cases, only students offered FCWS are eligible. It is suggested that a student who is receiving workstudy, whether Federal College or Mount Holyoke work-study, should be given priority in hiring. It is required in the case of jobs that are labeled level one positions. These jobs can ONLY be filled by students that are on workstudy. Jobs that are labeled level 2-5 positions can be filled by any student who desires to work. Also, a student who receives work-study may not earn more than the authorized limit designated by the Office of Student Financial Services (MEL – maximum earnings limit). It is the student’s responsibility, in collaboration with her employer(s), to stay within this limit. This limit also applies to non-workstudy students. Employment Allocation The recommended number of hours per week for students is 8-10 hours with a maximum of 10 hours per week during academic periods and up to 40 hours per week during non-academic periods (January term and summer). The “maximum earnings limit” assigned by the Office of Student Financial Services takes this recommended number of hours and the prevailing student wage rate into consideration. This schedule of hours allows students the opportunity to earn money to assist them with their educational expenses without infringing on time needed for academics or extracurricular activities. NOTE: J-term earnings and summer earnings are not included in the student’s maximum earnings

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limit, except in the case of an off-campus Federal Work Study position, where the wages do count towards maximum earnings. Wages earned during the summer do not count towards a work-study student’s maximum earnings limit. Students are able to work up to 40 hours per week during January Term (earnings during J-Term do not count towards the student’s maximum earnings limit) and summer employment. If a student is working in two departments and works over 40 hours, both of these departments must contribute to her overtime earnings. Accepting/Declining The college attempts to provide employment for all students who wish to work. For work-study students, a job is part of their financial aid award. These students may elect to decline their job award. If a student decides to decline her campus work award, they must notify the Office of Student Financial Services (Financial Aid) in writing as soon as possible. (Student Financial Services, Mount Holyoke College, 16 Skinner Hall, South Hadley, MA 01075, tel 413-538-2291, fax 413-538-2512.) Students who decline their work study in order to increase their eligibility for loan funds will not be allowed to work on campus for the academic year. Junior Year Abroad and Leave of Absence Students It is the intention of the Student Employment Office to assist all students with on-campus employment. We encourage Junior Year Abroad and Leave of Absence students to access JobX to search and apply for available positions. SECTION V Communicating Workplace Expectations Dress Code Recommendations “First Impressions are visual. Without saying a word, we present information about ourselves by the way we’re dressed, and with our make-up, hairstyles, expressions, body language, etc. The way we look speaks of who we are. The stronger the statement, the more it provokes a judgment from an observer.” Individual departments may have a dress code for safety reasons and in situations where students are highly visible to the community. It is advisable for the supervisor to make known any specific dress requirements before hiring students. Ombudsperson / Difficult Conversations

The Ombuds/Ombudsperson Office at Mount Holyoke College is a resource that operates to ensure that all members of the community receive fair and equitable treatment. The Ombudsperson acts as an impartial and informal source of assistance to those who believe themselves to have been treated unfairly. The Ombudsperson’s services are confidential, independent, neutral and informal. By listening to concerns, the Ombudsperson helps visitors identify and explore acceptable solutions to concerns that meet the needs of both the visitor and the institution. The Ombuds Office provides a safe environment for the discussion of issues and concerns – the office does not keep formal college records, perform formal investigations or advocate for either one 10

party or another but advocates for fairness. Contacting the ombudsperson is voluntary and can be a resource for information as well as services. Services provided by the ombudsperson include mediated conversation, facilitation, conflict management training, coaching in methods to approach situations as well as the ability to listen to issues without passing judgment. For further information, please go to: https://www.mtholyoke.edu/ombuds

SECTION VI Diversity and Inclusion The Office of Diversity and Inclusion exists to help build and maintain a campus environment that is inclusive, pluralistic, and free of discrimination. Working with students, staff and faculty, the college develops plans and implements goals that promote social justice and the understanding of power and privilege and their impacts on individuals, groups and the community at large. Universal Design and Access Make your facilities and offerings accessible to all students. What can you do?    

Make sure doorways are unblocked Furniture placed so a wheelchair can get through if necessary Be available to assist students when resources are out of reach Offer to take notes for them as a result of your meeting

AccessAbility Services AccessAbility Services (Formerly known as Disability Services) was established to facilitate equal access for students with disabilities to all programs and activities at Mount Holyoke College. Their goal is to focus on the access of the college and the ability of each student. The efforts of AccessAbility Services are part of the college’s overall commitment to diversity. AccessAbility Services coordinates and provides accommodations and support services to students with all types of disabilities. Over 400 students with documented disabilities are registered with the office. Mount Holyoke College appreciates that everyone is unique; therefore, each student who registers with AccessAbility Services is considered on a case by case basis. Their goal is to provide appropriate and necessary accommodations and services while supporting each student in developing the skills to lead an independent life. SECTION VI Ways to Support Student Employees

“What can supervisors do to provide more to the student’s experience so that we make sure the students gain more than just the ability to do tasks?” 11

Helping students to grow and translate their experiences. Coaching – coaching is helping a student employee from where she or he is to where she or he wants to be. Good coaching takes a lot of teaching. Coaches provide guidance, information and support; they allow for practice, critiques the practice, suggest changes that might lead to improvement, praise good effort and promote teamwork. Characteristics of Masterful Coaches:  The ability to inspire  Setting higher standards  Honesty and integrity  Disciplined  Forwarding action  A passion to help others learn, grow and perform (From Masterful Coaching, Robert Hargrove) Best Practices for a Successful Supervisor Training – New York Institute of Technology Student Employment. It’s important that supervisors are organized. When a student first starts their job, supervisors should take time to provide an orientation. One of the first steps in orientating a student worker would be to introduce them to the other staff members in the office, letting them know who the chain of command is, showing them their work space and giving an office tour. The first step in training is to find out what the student already knows. Once you know the knowledge, skills and abilities of your student workers, you can modify your training as needed. Soon after training is done, mistakes can be made. However, learning from mistakes is crucial. Use this time to encourage the student and provide constructive criticism if needed. Providing feedback directly to your student workers whether it’s good or bad can encourage them to do better. This can be beneficial to the student to have the supervisor help to build professional skills. Student Employment Portfolio Student’s Name & Job Title Translating Work into Experiential Learning Goals for the semester Objectives Student Reflection/Comments Supervisor Resources/Toolbox Helpful Tips in communicating with your student workers: Coaching as opposed to bossing Students need meaning in work Confident, hopeful, optimistic Instant feedback 12

Constant encouragement Supervising students is a step beyond benevolent boss, but short of loving parent Show them you care, but don’t get love sick Challenge them Allow for opportunities to learn Encourage collaboration Make work fun Create incentives that twenty-somethings will value Interviewing Tips: Open-ended interviews questions are broad and provide room to the applicant to control the conversation for a period of time. Use this technique to assess the students’ focus, communication skills, values and fit for your office and the job.          

Tell me about yourself. Why are you qualified for this job? Describe your weaknesses. Describe your strengths. Describe your skills. What do you judge your major successes or accomplishments to have been? Your failures? Your major disappointments? Why did you choose Mount Holyoke College? Tell me about your high school/college years. Why are you interested in this job? Tell me about your long term plans. What do you think are the most important characteristics for someone in this position? You listed Excel on your resume. Tell me more about your skills with Excel and how you have used it in the past.

Behavioral Behavioral interview questions seek information on how the applicant has behaved in a variety of specific professional, personal, and interpersonal situations in the past and what consequences resulted from the applicant’s actions. Use this technique to assess leadership, communication, management, motivation, decisiveness, and interpersonal skills. This type of question makes it difficult for the applicant to “tell you what you want to hear” Communication  Describe a time when you were able to effectively communicate with a co-worker even though you may not have had a positive, personal relationship.  Tell me about a time when you had to present complex information to someone who did not understand the concept. Leadership  Tell me about a time when you influenced the outcome of a project by taking a leadership role.  Describe a time when others looked to you for leadership and guidance. What was the situation and how did you conduct yourself? Influencing  Describe a situation in which you persuaded someone to see things your way.  Give me an example of a time in which you persuaded a large group to change their course of action. Motivation  Give me an example when you were exceptionally motivated. Describe this experience.

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Describe a situation where you had to take the initiative to start and begin a project, and what you learned from it. Decision Making  Give me an example of a time you had to make a difficult decision.  Describe a specific problem you solved for your employer. How did you approach the problem? What role did others play? What was the outcome?  Tell me about a decision you had to make quickly. Time Management  Tell me about a time when you failed to meet a deadline. What things did you fail to do? What were the repercussions? What did you learn?  Tell me about a time when you were particularly effective on prioritizing tasks and completing a project on schedule. Planning/Organization  Tell me about a situation in which you had to juggle several high-priority tasks. What was the outcome?  Describe a situation when you had many projects due at the same time. What steps did you take to get them all done? Teamwork  Describe a team experience and your role on that team.  Give me an example of a team project you completed. Flexibility  We often have long hours and we expect a great deal from people. Describe a time when you went above and beyond the “call of duty.”  Describe a time when you put your needs aside to help a co-worker understand a task. How did you assist them? What was the result? Analytical/Problem-solving  Describe a time when your analytical skills were put to the test. What was the challenge, how did you react, what was the outcome?  Describe a time when you were faced with a challenge and how you developed an innovative way to meet that challenge.  Describe a time when you used good judgment and logic to solve a problem. Ethical  Tell me about a time when you disagreed with your supervisor about how something should be done. What did you do?  What would you do if you saw a co-worker doing something unethical? Achieving Excellence  Describe something in your life that you are most proud of.  What is your greatest accomplishment to date?  Tell me about a time where you had to work hard to achieve your goals.

Hypothetical/Situational Situational or hypothetical questions require the candidate to imagine herself in a situation and to describe the action she would take in solving the problem presented. An example of such a question would be, "A student calls the College complaining about the service from your office. The student is really angry and shouting. How would you handle such a situation? Use this technique to assess the applicant’s ethics, judgment, initiative and leadership. It’s also a great way to gauge how an applicant might respond to common challenges in your work setting, even if the applicant has not worked in a similar setting previously.

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You're working next to another staff member, when you hear him/her speak rudely to the caller and hang up. How would you handle the incident? How would you handle it if a co-worker confided in you that they have seen another employee stealing from the organization? What would you do if your supervisor asked you to do something that you felt was unethical? Your supervisor has given you a deadline for an important project and you are certain that you will not be able to meet it. What do you do?

  

Skills Test This is not a question, but a short task intended to put the candidate through the paces to test the actual level of their skills. Sometimes, you need a candidate to measure up to a specifically defined standard, and other times, you can use this technique to test the level of creativity, speed, or problem solving ability.  Writing/Communication: Provide the candidate a sample email and give 10 minutes to draft a response.  Technical Skills: Provide the candidate with a task in a software program and a set amount of time to accomplish it.  Presentation Skills/Relevant Knowledge: Have the student prepare a presentation.

National Student Employment Week – Second week in April Each year colleges and universities across the country recognize the importance of the student work experience during National Student Employment Week. Student employment offers students career-enhancing opportunities, the ability to develop skills relevant in any career, and better preparation for the job market upon graduation.

We encourage student supervisors to recognize their students’ hard work and do something in appreciation for it. The list below is just a sampling of some of the things you might consider:          

Build your own Ice Cream Sundae Party. Bring in a couple of different flavors, toppings, etc. This is something the whole department can take part in. Have a Chip & Dip Party Have a Pizza Party. Bring in a sheet cake, cupcakes or brownies. Have a Dessert Party! Organize a Potluck luncheon to be held in the office. Collect assorted goodies (cookies, chocolates, crackers, cheeses, candy, and toiletries) and make a Care package. “Good Egg Award” – buy plastic eggs, fill with goodies and give out with “Good Egg Certificates”. List what the students did to deserve the award. Have the staff sign a Thank-You Card. Decorate an office bulletin board for the week in recognition of your student employees. Notes Home - send a note to the families of your student employees. Let them know what the student does, how their work impacts your department and how great she/he is.

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Frequently Asked Questions – FAQ’s Who is eligible to work on campus? Any currently enrolled Mount Holyoke College student is eligible to work on campus. Level 1 jobs are available only to students with workstudy (although students with workstudy may pursue level 2-4 jobs as well). Students without workstudy may pursue level 2-4 jobs. Where can I find job listings? Visit JobX to search for currently available jobs; on-campus, off campus federal workstudy and local part-time jobs. What will be my hourly wage on-campus? Your hourly wage will be determined by the level (1-4) of the position. For details, see the student employment wage scale at: https://www.mtholyoke.edu/cdc/student-wage-structure. Where can I find job listings? Visit JobX to search for currently available jobs. Students can also find off-campus non-workstudy jobs listed there. What is Direct Deposit? When students sign up for direct deposit, their earnings are automatically deposited to their bank accounts on each pay date. What is the most I can earn on campus? The maximum earnings limit (MEL) for most students is $2100 per academic year. All earnings between the start of classes in September through the end of classes in May count toward this maximum earnings limit, except January Intercession and summer when earnings are not counted. If I have workstudy, do I have to work? No, you may decline your workstudy award by contacting Student Financial Services in writing as soon as possible. Students who decline workstudy in order to increase eligibility for loan funds will not be allowed to work on campus for the academic year.

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SECTION III – Attachments

Student Employee Conference Form __________________________________________________________________________________ Student Employee Name and Class Year

_______________________________________________________________________________ Supervisor’s Name and Department [A verbal notice must precede the first written notice] Verbal notice given on _________________________________ Date Circle One:

First Written Notice

Final Written Notice

The following concerns were verbally discussed with the student on (date): ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ State the terms of continued employment and the date by which improvements must be made: __________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ If this is the final written notice, indicate the performance of the student since the first written notice: ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ If this is the final written notice, state your specific recommendations for the future: __________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________

Circle One:

Retain

Dismiss

Student’s Signature: ___________________________________________________Date: ____________ Supervisor’s Signature: ________________________________________________ Date: ____________

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Student Employee Evaluation Form The evaluation is an important part of the student’s work program. It provides the supervisor, and the student, with feedback so that both can improve the work experience. Students should take an active role to ensure that they understand the evaluation. Evaluate a student’s performance as required, using realistic expectations. Student accomplishments should be recognized, as well. Give honest assessments. Student Name & Class Year: ________________________________________________________ Supervisor Name &Department: ______________________________________________________ Please evaluate the student in all of the following areas at the end of each semester, January Term or summer if she is leaving the position, or at the end of each academic year. This evaluation will be kept on file in the Student Employment Office. Be as specific as possible evaluating both the strengths and weaknesses of the student in each category, using the following scale. 1 = Outstanding 2 = Above Average 3 = Average 4 = Needs Improvement 5 =Unsatisfactory Job Knowledge: Quality of Work: Utilization of Time: Attitude: Initiative: Cooperation: Dependability:

Judgment: Communication:

__ Understands procedures and techniques __ Follows instructions __ Works accurately and thoroughly __ Achieves goals in work __ Plans and organizes __ Prioritizes tasks __ Interested and Enthusiastic __ Receptive to Criticism __ Originates Ideas __ Anticipates what needs to be done __ Interaction with Peers __ Interactions with supervisor(s) __ Follows through on assignments __ Keeps supervisor informed of significant matters __Attendance __ Analyzes a problem, develops alternatives, and arrives at a logical conclusion __ Communicates effectively (written and oral)

Using the same scale, rank the student’s Overall Performance:_____ Comments:

Student’s signature: _________________________________________________________Date: _________ Supervisor’s signature: ______________________________________________________Date: __________

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CONTACTS

Student Employment Office Career Development Center Janice Kane, Student Employment Coordinator [email protected] Monday-Friday 8:30-5:00 413-538-2080 Payroll Payroll Office in Human Resources Room 1, Skinner Hall Monday-Friday 8:30-5:00 413-538-2503 - Timesheets - Paychecks - W-2’s - I-9’s - Pay dates/timesheet due dates - Direct deposit Student Financial Services Room 16 Skinner Hall Monday-Friday, 8:30-5:00 413-538-2291 Dining Services Food Services-Kohler Building Monday-Friday, 8:30-5:00 413-538-2100 Reunion Jobs Alumnae Association Mary Woolley Hall Monday-Friday, 8:30-5:00 413-538-2739 Contact: Danielle Lund [email protected]

Off-Campus Federal Workstudy Community Based Learning Dwight Hall 413-538-3072 Contact: Alan Bloomgarden [email protected]

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FINAL NOTE:

This manual is provided to assist supervisors and students in understanding the policies and procedures of Mount Holyoke College’s Student Employment Program. If you have any questions or suggestions in any aspect of student employment, please contact the Student Employment Office, x2080. It is important that we all work together to keep each other informed of changes and opportunities that are beneficial to students, their education, and their overall experience at Mount Holyoke. Mount Holyoke College admits qualified students with any disability and of any age, religion, sexual orientation, race, color, national origin or Vietnam-era veteran status to all the rights, privileges, programs, and activities generally accorded or made available to students and do not discriminate on the basis of these factors in the administration of its educational policies and programs. Mount Holyoke College reserves the right to modify or change these policies from time to time. Mount Holyoke College will attempt to notify students of policy changes. Students however, are expected to keep up to date with all policy changes that might be made with or without notice.

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