Student Supervisors

Both work study and non-work study positions at Lewis & Clark College provide valuable employment opportunities for students. However, work study roles, whether federal or part of the institution’s financial aid program, offer unique advantages that support students’ financial and academic success. By prioritizing work study whenever possible, students can make the most of their educational experience and prepare for their future careers.

Work Study Programs
At Lewis & Clark College, work study positions include both federal work study and a non-federal work study program that is part of students’ financial aid packages. Key features of work study jobs include:

• Financial Aid Integration: Work study earnings, whether federal or institutional, do not impact a student’s financial aid eligibility, making these positions particularly beneficial for those in need of financial support.
• On-Campus Opportunities: Many work study roles are available on campus, providing students with convenient access to employment that fits around their class schedules.
• Skill Development: These positions allow students to gain valuable work experience while developing essential professional skills.

Non-Work Study Positions
Non-work study positions at Lewis & Clark are available to any student, regardless of financial need. Important aspects include:

• Broader Eligibility: Any enrolled student can apply for non-work study jobs, opening up a wider range of employment opportunities.
• Flexible Roles: While some non-work study jobs may also be on-campus, others may be off-campus, potentially requiring different time commitments and scheduling.
• Diverse Experience: Non-work study roles can include a variety of jobs, from campus services to external internships, offering valuable experience in different fields.

Importance of Prioritizing Work Study

Prioritizing work study positions when possible is essential for several reasons:

1. Financial Benefits: Work study jobs offer financial support without affecting overall financial aid, which can ease the burden of college expenses.
2. Relevant Experience: Work study roles often provide opportunities for students to gain practical work experience that enhances their employability.
3. Networking Opportunities: These positions often foster connections with faculty and staff, which can lead to mentorship and job opportunities after graduation.
4. Academic Balance: The flexibility inherent in work study positions helps students maintain a healthier work-life balance, allowing them to focus on their studies while gaining work experience.

As a supervisor of student employees at Lewis & Clark, you play a vital role in shaping their work experience. Here’s what you can expect and what is expected of you:

Your Rights as a Supervisor:

• Expect Quality Work: You have the right to expect high-quality performance from your student worker.
• Address Performance Issues: If work performance is unsatisfactory, you may inform your student employee and discuss improvements.
• Terminate Employment When Necessary: You can terminate a student worker’s employment with proper documentation, provided you have communicated the reasons clearly.
• Access Program Information: Stay informed about the requirements of both the Federal Work-Study and Lewis & Clark Work-Study programs through Student Employment.
• Maintain Scheduled Hours: Expect your student worker to adhere to the agreed-upon work schedule.
• Ensure Confidentiality: You have the right to require confidentiality from your student worker and ensure they sign any necessary agreements.
• Enforce Departmental Standards: Expect compliance with specific requirements of your office or department.

Your Responsibilities as a Supervisor:

• Clarify Job Expectations: Clearly explain the job duties and responsibilities to your student employee, providing a detailed job description.
• Monitor and Evaluate Performance: Regularly assess your student’s work and offer constructive feedback to promote their growth.
• Provide Necessary Tools: Ensure your student has the training, materials, and resources needed to succeed in their role.
• Submit Required Documentation: Complete and submit all necessary paperwork for timely hiring and payment of your student employee.
• Adhere to Budget Constraints: Manage your annual student labor budget effectively; all earnings will be charged to this budget.
• Verify Time Entries: Carefully verify your student’s time entries before approving and submitting them through Workday, ensuring timely processing.
• Foster Professional Growth: Treat your student employees as professionals, helping them prepare for their future careers.

Discrimination

Lewis & Clark College is committed to equal employment opportunities, affirming the state’s policy to encourage the employment of qualified individuals regardless of age, race, creed, color, handicap, sex, national origin, or ancestry. Discrimination in wage rate establishment is strictly prohibited.

Americans with Disabilities Act (ADA)

The Americans with Disabilities Act (ADA) and the Rehabilitation Act prohibit discrimination against qualified individuals with disabilities in all employment practices, compensation, benefits, and training. We are committed to providing reasonable accommodations to enable qualified disabled applicants to perform the essential functions of the job. Please note that accommodations considered reasonable for full-time employees may differ for part-time student employees, who typically work 8 to 15 hours per week.

On-the-Job Injuries

Students injured while performing work for the College are covered under Workers’ Compensation Insurance. Any injury should be reported promptly to the student’s supervisor and the Occupational Health & Safety Officer at 503-768-7872.

Benefits

Student employees are not eligible for benefits such as sick leave, holiday pay, overtime, vacation, or retirement benefits. However, they are covered under Oregon Law for Workers’ Compensation.

International Students

Immigration regulations impose specific restrictions on hiring foreign students enrolled in U.S. educational institutions. International students with F-1 status enrolled at Lewis & Clark College may work in any student employment position on campus, provided that the department has budgeted funds for student labor. Once hired, international students will work with the International Students & Scholars Office and their hiring supervisor to complete required paperwork.

Ready to post your job description and find the perfect student candidate? Here are the steps to help you attract the best person!

 

1. Create a job posting (in Workday)
2. Navigate the recruiting steps
3. Close the position (make an offer and disposition applicants)
4. Onboard your new student worker

 

The Business Office provides all department budget managers with essential information regarding the budget process. This communication includes guidelines for requesting student employment allocations for the upcoming year. Budget managers are required to submit their requests for student employment allocations directly to the Business Office.

Student Pay Rates

The pay rate for student employees is defaulted to the current Portland metro minimum wage per BOLI.

A supervisor can request additional pay for the following reasons:

• Position requires certification or other specialized training to do the job or as part of job compliance (other than FERPA training)
• Position requires a minimum bachelor’s degree or equivalent
• A returning student will have increased leadership/management responsibilities

 

Grade	Hourly Wage Range
0	Minimum wage
1	+$0.50 - $1.00
2	+$1.50 - $2.00
3	+$2.50 - $3.00

Student employee compensation increase requests are to be sent via email with a justification to hr@lclark.edu

Workday Time Approval

Students will enter their time in Workday, and this is where the supervisor will approve time. Detailed instructions can be found on our Payroll webpage.

Payroll Deadlines

The final deadline for students to turn in time for the entire pay period (through the last day of the month) is the 20th of the current month, and supervisors must approve that time by the end of the day on the 20th of the month. Students are paid on the last day of the month.

Pay periods and pay dates can be seen on the student’s Workday time entry screens. In the case the last day of the month falls on a weekend, the pay date will be the preceding Friday.

When managing student employees, it’s essential to address performance issues fairly and effectively. If a student employee is struggling, whether due to interpersonal issues or job-related duties, it’s crucial to follow a structured approach.

Interpersonal Issues

For guidance on addressing interpersonal issues, please refer to our Managing Workplace Conflict page.

Job-Related Performance Issues

Student employees are classified as “temporary part-time” employees and do not receive the same benefits as full-time staff. However, they deserve to be treated with respect and fairness. If a student employee is unreliable or not handling their assigned duties responsibly, it may become necessary to take disciplinary action. Below are the recommended steps for addressing unsatisfactory performance:

1. Verbal Warning

• Initial Discussion: Schedule a private meeting with the student to discuss specific reasons for your dissatisfaction. Provide clear examples of the performance issues.
• Solutions: Suggest actionable solutions to help the student improve their performance.
• Time Frame: Establish a reasonable time frame for improvement.
• Follow-Up: After the meeting, send a follow-up email summarizing the discussion, including the concerns raised and the agreed-upon action plan.

2. Formal Written Warning

• Continuation of Issues: If performance does not improve within the established time frame, schedule another meeting to reiterate the verbal warning.
• Written Documentation: Prepare a formal written warning that documents the performance issues, references the prior discussion, and outlines a new time frame for improvement.
• Clarity: Ensure that the student understands the expectations moving forward and the consequences of continued poor performance.

3. Termination

• Final Consideration: If there is no improvement following the formal written warning, consider terminating the student’s employment.
• Written Notice: Provide a written notice of dismissal addressed to the student, which may be accompanied by a verbal discussion to explain the decision.

Immediate Termination

Immediate termination may be warranted in cases of gross misconduct, such as:

• Threatening the safety of others
• Malicious use or theft of College property
• Actions inconsistent with directions received
• Falsification or forgery of time sheets and other College documents

By encouraging students to prioritize their well-being, we foster a healthier, more supportive work environment.

Sick Time

We want to emphasize the importance of allowing our student employees to use their sick time as needed. Students earn one hour of sick time for every 30 hours worked, which can be added to their timecards in Workday. Please remind students that sick time should only be used for hours they were scheduled to work. This time can be utilized for health needs, caring for family members, bereavement, or assistance related to domestic violence or public health emergencies.

Student supervisors should be aware that they can always request documentation from a healthcare provider to verify that the use of sick time is for legitimate reasons. Utilizing sick time for non-allowed purposes is strictly prohibited, and students may be held accountable for failing to provide the necessary supporting documentation. This process not only ensures that sick time is used appropriately, following Oregon state regulations.

Religious Observance

Additionally, we want to ensure that students can take unpaid time off for religious practices without impacting their performance. It’s important that they feel supported in observing their beliefs without fear of repercussions on their work.

 

Accommodations are adjustments or modifications made to support individuals in overcoming barriers that may hinder their ability to perform tasks or activities. In the context of student employment, accommodations can vary widely, from simple adjustments like allowing a student to wear glasses for better visibility to more complex requests that may require careful consideration and planning. As student supervisors, it’s crucial to be sensitive to the diverse needs of your students and to approach accommodation requests with empathy and openness.

When a student approaches you with a request for accommodation, it’s important to listen actively and ask questions to understand their needs fully. Some accommodations are straightforward and can be implemented quickly, while others may require additional steps. For instance, if a student requires an adjustment related to their academic performance, the Office of Student Accessibility can provide valuable support and resources. This office specializes in helping students navigate their academic accommodations, ensuring they have the tools they need to succeed.

If the accommodation pertains to job-related tasks or responsibilities, you can follow the steps outlined by the Human Resources office. This may involve discussing the request with HR to ensure compliance with institutional policies and to explore viable solutions that support the student while maintaining the integrity of the workplace.