FAQs for Student Aide Supervisors
This sit is currently being built.Â If your question is not answered here, you may also find answers in the âStudent Aide Hiring Processâ page.
HIRING A STUDENT
A STUDENT APPROACHED ME ABOUT WORKING IN MY OFFICE
Occasionally a student will bypass our office and directly ask a department about employment. Please confirm the studentâs eligibility prior to discussing employment options.
â˘ Contact Career Services to confirm the studentâs eligibility, or
â˘ Ask the student to contact us directly and we will follow up.
WHEN CAN MY STUDENT START WORKING?
Your student can start working on the date identified on their Work Assignment Form.
STUDENT WORK HOURS
Spring and fall terms
Students may work up to 19.5 hours per payroll week.
Winter and summer terms and breaks, such as spring break
Students may work up to 24.5 hours per payroll week.
*Payroll week is Thursday through Wednesday.
HOW DOES MY STUDENT RECORD THEIR WORK TIME?
Students will receive instructions on completing timesheets from Human Resources as part of the hiring process. Students must complete timesheets online through TitansDirect by 8pm on Thursday of the payroll cycle.Â Student timesheet instructions from Human Resources
MY STUDENT IS UNABLE TO VIEW THEIR TIMESHEET IN TITANS DIRECT
1. Confirm that the student is attempting to enter their time prior to the deadline date (see next paragraph).
2. Check with Career Services to confirm that the studentâs hiring process has been completed.
3. If the hiring process is complete, HR must be contacted to confirm that the studentâs employment record has been created correctly. Payroll can confirm this information as well.
MY STUDENT MISSED ENTERING THEIR TIME BEFORE THE DEADLINE DATE
The studentâs hours must be sent through your CCM email to Payroll who will enter the studentâs hours. Within this email please state that you approve the hours.
HOW DO I APPROVE MY STUDENTâS WORK HOURS?
Supervisors must approve student timesheets through TitansDirect by 8pm on Friday of the payroll cycle.Â Timesheet approval instructions from Human Resources.
I AM UNABLE TO SEE MY STUDENTâS TIMESHEET IN TITANS DIRECT
Please contact HR to confirm that your studentâs employment record is active and correctly identifies the employing department and you as the supervisor. Or, if you missed the cut-off date for approval, the timesheet is no longer accessible (see next paragraph).
I MISSED APPROVING MY STUDENTâS TIMESHEET BEFORE THE CUT-OFF DATE
Email your approval of the studentâs hours to Payroll. Identify the studentâs hours in your email.
I CAN SEE MY STUDENTâS HOURS, BUT AM UNABLE TO APPROVE THEM
The student did not finalize their timesheet by clicking the âsubmit for approvalâ button.
I WILL BE AWAY AND WILL NOT HAVE ACCESS TO A COMPUTER TO APPROVE MY STUDENTâS TIMESHEET
Please notify the studentâs secondary supervisor in advance to approve the studentâs timesheet. If you donât know who the secondary supervisor is, please contact HR.
UNSATISFACTORY PERFORMANCE ISSUES
WHAT DO I DO WHEN A STUDENT EMPLOYEE IS NOT WORKING OUT?
When a problem with a studentâs work performance, tardiness, or absenteeism is identified, the supervisor should notify the student that their employment will be terminated if the problem is not corrected. Should the situation persist and the decision made to terminate the studentâs employment, please notify both the student and Career Services.
MY STUDENT AIDE DID NOT RECEIVE AN EXPECTED PAYCHECK.
A student’s first paycheck will not appear until two weeks after they turn in their first timesheet (not two weeks from when they start working).Â If this is not the issue, the student must contact payroll to review payroll record (auto deposit info, address, etc.)
WILL I BE NOTIFIED WHEN MY STUDENTâS WORK STUDY AWARD IS RUNNING OUT?
Supervisors will no longer be automatically notified by Financial Aid when their students are nearing the end of their work-study award.Â Please monitor your student’s funds throughout the semester.Â Minimum wage is $15.13 as of January 1, 2024, so funds will be depleted more quickly.Â Please contact Marcos Arteaga in Financial Aid (x5218 or email@example.com) with questions about remaining funds, or to inquire about a possible increase in funds. Be aware that Financial Aid can only provide a balance of funds from the PRIOR payroll period, so you will need to subtract from this number any hours that your student worked since the last payroll cycle.Â (See payroll cycle calender here).
HOW CAN I MONITOR MY STUDENT’S PAYROLL TO AVOID GOING OVER BUDGET?
Career Services offers an Excel spreadsheet for your use in monitoring student payroll.Â This will be updated as of January 1, 2024 with the new minimum wage rate and provided in an email after winter break. A template will also be provided here.
I WANT TO HIRE A STUDENT ON A GRANT ACCOUNT OR AN ACCOUNT THAT IS DIFFERENT THAN MY DEPARTMENT ACCOUNT
Provide Career Services with both your department account number as well as account number to be used for the student position, as well as the names of the primary and secondary supervisors for this position if different than the supervisors on record for the department account.