Supervisors
Advertising A Position
All of our student employment positions are listed on Canvas, the same platform that provides students access to their classes.
Access To Canvas Course »
You will need your Longwood email to enroll in a Canvas course.
Canvas is updated as positions are filled, and new jobs are posted. At the bottom of each posting, there are directions regarding how to apply for that individual job.
In order to advertise a position, create a position description using the Position Description Template. Send the completed form to the attention of Larry Robertson at studentemployment@longwood.edu. If you have any questions, feel free to contact Larry Robertson at robertsonnl@longwood.edu or 434.395.2944.
Positions are typically posted within 24 hours of receipt.
When you feel that you have a sufficient number of applicants, please email studentemployment@longwood.edu to ask that the position be pulled from Canvas.
Position Descriptions
A key to successful management of student employees is clarity of expectation. Without a clear understanding of expectations by the students, supervisors set themselves up for being continually amazed (and frequently dismayed) by their behavior.
A position description is the first step to getting effective work from student employees. It provides the student interviewing for a position, with a preview of the requirements of the position. Additionally, it can be used to remind the student of the scope of duties he/she is expected to perform. It pays to clearly communicate what the expectations are.
Hiring
Longwood University utilizes Hirezon for student employment. Please visit How To Hire A Student Worker for detailed assistance. If you do not have access to “Onboarding/Contracts” when you login to Hirezon please contact Student Employment to be given access.
Questions? Please email studentemployment@longwood.edu.
REMINDER: Students cannot work without prior authorization from Student Employment, including students who are already employed in another student position in a different department.
Salary & Payroll Procedures
The current minimum wage for employees in the Commonwealth of Virginia is $12.00 per hour.
Rehiring Students
- continue to be enrolled in a degree-seeking course of study,
- maintain satisfactory academic progress (maintain a cumulative 2.0 GPA if in second year of classes or above,
- continue to have a demonstrated financial need if working under federal work-study
and must have indicated to their supervisors the wish to continue working.
Students are not automatically rehired.
Rehires: If a student who worked in the current academic year will be returning to the same position next academic year, supervisors do not need to complete the full rehiring packet through Hirezon. Supervisors will receive an email near the end of the Spring semester with an attached Excel sheet listing the hourly students who are currently working in their area. Supervisors will indicate on the Excel sheet the student(s) who will be returning to work in their area for the next academic year. The Excel file should be returned via email to studentemployment@longwood.edu.
The rehire excel is intended for the Student Employment office only to authorize returning student workers. The rehire excel does not renew access governed by other departments. If your student worker needs access to buildings or programs, please reach out to the appropriate departments.
Hiring International Students
Assignments/Workload
Supervisor Responsibilities
- Submit all required paperwork for the student employee prior to employment.
- Provide student employee with a copy of the employment authorization prior to working.
- Thoroughly explain the duties and responsibilities of the job to the student employee.
- Provide a job description.
- Comply with regulations and follow guidelines for the Work Study Program.
- Continually evaluate and monitor the student employee's work performance.
- Verify the accuracy of your student's timecard before approving it.
- Approve timecards on time according to the Payroll standards.
- Monitor the student's hours and earnings to ensure that they do not earn more than the budget allocation.
- Monitor your department budget to ensure availability of funds to pay student.
- Provide training, supervision, and counsel with the student directly if work is unsatisfactory.
- Evaluate the student's work performance at least once during the year and submit a copy of the evaluation to the Student Employment Office.
- Expect the student to maintain confidentiality.
- Expect satisfactory job performance from the student.
- Expect notification when a student will arrive late or be absent from work.
- Sign and forward a Resignation form to the Student Employment Office for any student who resigns or is terminated during the semester.
One-Time Student Work/Service & Payment Requests
One-time payments are only allowed in rare situations. Contact Student Employment prior to agreeing to pay a student a one-time payment or a stipend.
What is a One-Time Payment?
- One-Time Payments are made in situations where the work or services performed by a student employee is limited to one event or a relatively short amount of time, and a flat stipend is more appropriate than an hourly amount.
- A One-Time Payment can be made when services are rendered and wages are due, but there is no intent on the part of the payer to establish a continuing employment relationship.
- One-Time Payments should not be used for work or services that will continue for a lengthy period. The student employee in this situation must be placed on Longwood’s work study program and paid an hourly wage.
Before work/services can begin legally, the student employee must be hired through Student Employment. Not doing so will expose Longwood to fines.
Student Employment verifies employment eligibility, signs and forwards to Payroll and the Requesting Department. An e-mail will also be sent to the Requester and Student Employee to confirm authorization to provide work/services.
To comply with federal and state regulations, it is your responsibility to understand the significance of ensuring a newly hired student is authorized before working on campus in order to comply with federal and state regulations. The penalties for ignoring the legal requirements of the I-9 process can be severe.
New Student Employee Orientation
It is advisable, after the students have been hired, to set time aside to orient them to the department. It is suggested that the supervisor go over items discussed at the interview as well as the following:
- Work schedule,
- Office calendar,
- Weather related closings,
- Work hours during exam periods,
- Safety and health practices,
- Procedure for filling out online timesheet,
- Procedure for optional direct deposit of check,
- Confidentiality of records and files (FERPA & HIPPA, when applicable),
- Office procedures and best practices,
- Proper dress and appearance,
- Phone etiquette.
Dress Code
Supervisors are highly encouraged to discuss the dress code for a particular department with the student employee.
Incentive And Recognition
- Speak with the students often and discuss their work experience,
- Provide what is needed to allow the student to function effectively,
- Communicate the importance of the work and its benefits,
- Care about the student worker and not just that the work gets done,
- Show appreciation.
Performance Evaluation
The purpose is to formally let the student know how the supervisor views the student employee's work. An evaluation is not simply a grading system, but rather a means of measuring student development in terms of productivity, responsibility, initiative, cooperation, and attitudes. It also services as a permanent record for future recommendations. Supervisors should complete a performance evaluation for each student at least once a year and discuss the evaluation with the student. A copy of each student's evaluation should be forwarded to the Student Employment for placement in the student's file.
Performance Evaluation - Student Employment
- Schedule regular performance evaluations as needed but no later than the end of each semester.
- Share the evaluation with the student worker in a planned, formal setting. This will give both you and the student an opportunity to address issues that may be difficult to discuss in the normal work setting.
- Use the COMMENTS section for addressing specific job-related issues or skills that need improving. If the student receives an unsatisfactory rating on any of the criteria, use the comment section to note the need for additional counseling, training, etc.
- Have the student worker read and sign the form. Give the student worker a copy of the evaluation.
- Photocopy and keep completed evaluations in personnel files. Forward original to the Student Employment Office. These records will be useful when student workers request references for future employment.
**Student personnel files are CONFIDENTIAL. Never release a copy of the evaluation without student written and signed consent.**
Grievance Procedures
Harassment Policy
Accessibility Services
Confidentiality & FERPA
Release Of Information
Supervisors may refer agencies to Student Employment for employment verifications if necessary.
Retention Of Records
Work Related Injuries