Supervisor Handbook Contents

Supervisor Handbook Contents

The Financial Aid Office is committed to helping students pay educational expenses through part-time employment.  We appreciate the cooperation of employers who hire students through the work-study program and we welcome suggestions for improvements.

Employment Programs

Federal Work-Study (FWS)

Students working under FWS must not be paid for more than 17 hours per week under the program (40 hours maximum per week during school breaks and summers).


How do you get your student on FWS?

Any on-campus employer may request FWS students to fill vacancies, but not every student may qualify for the FWS program.

To apply for Federal Work-Study, a student must complete the Free Application for Federal Student Aid (FAFSA), available online at  Students who demonstrate financial need on the basis of the FAFSA can earn Federal Work-Study dollars, as long as funds remain.


Are there disadvantages to FWS?

Student employees must be enrolled for at least half time each term during the school year to maintain employment FWS eligibility.  Please be sure to verify your student's schedule of classes. 

Students who work under FWS are limited in the dollar amount that they can earn under the program.  The Financial Aid Office informs students of the amounts. This is based on the results of their Free Application for Federal Student Aid (FAFSA).

Receiving additional aid, scholarships or loans after the start of the school year may impact their eligibility for FWS.

If your FWS student reaches his or her earnings limit, it may be possible to continue to employ the student.  Please check with the Financial Aid Office to confirm this possibility before allowing the student to continue work.  


Campus Employment (CE)

Campus Employment (CE) provides jobs to students who are U.S. citizens or international students who have a work permit.  Financial need is not a requirement for employment under the program.  The college pays 100 percent of students' wages.

Hiring Issues

During the spring semester of every year, the Financial Aid Office advises continuing students to arrange a work study job for the forthcoming school year.  Interested returning students will contact you to arrange interviews for your open positions.  You may interview as many as you like and hire or not hire according to your judgment of a student's suitability for the position.  However, please keep in mind the following:


Legal Information

Doane University is an Equal Opportunity Employer.  Doane University prohibits discrimination on the basis of race, color, religion, sex, national origin, disability, age, marital status, or sexual orientation.  Any persons having inquires concerning Doane University's compliance with the regulations should contact the Human Resources Coordinator.

The current federal minimum wage is $9.00 per hour.  All students will be paid the current minimum wage.

Students can be employed in any department, division, office, or other unit of the employing institution that has a line item in their budget to support student employment.  Employers may require a specific academic background for a particular job.

All earnings are subject to federal and state income taxes.  Students must complete a W-4 form as well as the I-9 form.  A W-2 wage and tax statement will be mailed to the student after the close of the calendar year and before February 1 of the next year. 



To hire students as employees under either campus employment option, the student and the employer must complete an "Student Employment Application" form.  This form is available from the Payroll Office.  It is critical that the form is completed in a timely manner as this is the only indication that the office has that a student has been hired and can start entering their hours in Kronos.


Satisfactory Academic Progress

Students receiving federal or state financial aid, including work-study, must meet the standards set by this policy.  If the student falls below the standards work-study dollars shall be removed.  The full Satisfactory Academic Progress policy can be found in the catalog on the web site in the Financial Aid section.


Hiring international students

An international student wishing to apply for financial aid and participate in the Federal Work-Study program must meet at least one of the following criteria:

The student must be a U.S. citizen or in the United States for other than a temporary purpose, with intentions of becoming a permanent resident, or must be a permanent resident of the Trust Territories of the Pacific Islands.

An international student wishing to secure college employment must have immigrant status and be a permanent resident of the United States.  Permanent residents hold most rights and privileges held by citizens of the United States and are therefore eligible for federally funded aid as well as Doane University funds.

A student holding an F-1 or J-1 visa is a non-immigrant, temporarily in the United States, and is not eligible for federal or college aid.  A student with either of these visas is permitted to work on-campus in certain limited circumstances.  Please contact the Human Resources Coordinator to assess eligibility for employment.


Getting your student on the payroll

To be placed on the Doane University payroll, the student must provide a driver's license and social security card or birth certificate.  Be sure the student provides the required documents to the Payroll Office.  It is important that you and the student follow payroll procedures carefully, to insure that the student is paid in a timely manner.


Your responsibilities as an employer

Employers are expected to provide the student with an employment orientation so that he or she will understand the tasks to be performed.  The Financial Aid Office recommends that a short job description be provided to each employee.  Students are to perform all work assignments at the assigned work site, NOT at their home.  The employer should provide a reasonable amount of supervision and offer constructive criticism to assist the student in performing assignments in a timely manner.  The employer should counsel the student if the work is performed in a manner that is not consistent with your department goals.  Appropriate personal conduct and positive attitudes are also important aspects of satisfactory job performance.  This employment should be a positive learning experience for the student.  Typically, a two-week probationary period is established.  The employer is required to inform the student of the reasons for termination from the job.  It is the policy of the college to prohibit further employment to those students "fired" from a campus job. 

Supervision-Time Sheets

Employer's supervisory responsibilities include the following:

  • Provide clearly defined supervision.
  • Report student work hours accurately.
  • Monitor student's performance for quality of work.
  • Monitor all hours reported to ensure they were actually worked.

Student Employee Responsibilities

We encourage supervisors to review this information with the student during the initial training session.

  • As an employee, the student represents the employer to other students, faculty, and visitors to the college.
  • Students must be prompt in reporting to work at the assigned times. Schedule changes must be coordinated with the supervisor.
  • Students should strive to provide regular, efficient, and cooperative job performance.
  • Students should notify the employer or supervisor (in advance, if possible) of illness or unforeseen circumstance that prevents attendance at work.
  • Students should provide the employer at least two weeks notice if it becomes necessary to leave the job.
  • Over the course of the year, student may not average more than 17 hours of work per week, and no more than 40 hours per week any given week.

If you need to terminate employment

An employer may dismiss a student employee for any of several reasons, including unsatisfactory work, poor attendance, and improper conduct (e.g., theft, physical abuse of equipment or people, falsification of records, disclosure of confidential information, etc.).

Termination is allowed for reasons of budget constraints, completion of a project, or other such valid reasons unrelated to job performance.  In these instances, the employer must provide the student employee with cause and a minimum of two weeks written notice in advance of the termination date.  The student should contact the Financial Aid Office for other available campus jobs.

Upon demonstration of unsatisfactory performance or poor attendance, the supervisor should immediately verbally warn the student and allow a reasonable time period (usually two weeks) for the student to improve his or her performance.  The supervisor should attempt to identify the probable cause of the problem and take steps toward improved communication or instruction to enable the student to achieve satisfactory performance.

If the student's performance remains unsatisfactory and the problem is not solved, the employer should send the student a written warning which:

  • States the nature of the problem.
  • States the remedy to the problem.
  • Is dated.
  • Is signed by both the employer and employee.
  • Submit a copy of the written warning to the Financial aid Office.

If performance does not improve during the specified time period, you may terminate the student's employment.  A written notice of the termination and the reasons for it must be given to the student, and a copy should be sent to the Financial Aid Office.  Remember that if this action is taken, the student will be ineligible for further on-campus employment.

If assistance is needed with this procedure, contact the Financial Aid Office.

If your student has a grievance

Students have the right to appeal employment decisions that they believe are unjust, improper, unmerited, etc.  Please contact the Financial Aid Office for student grievance information and procedures. 

Student Benefits

Rest Periods: student employees who work four consecutive hours or more should be provided the same break period privileges that are customary for other staff in the department.  The supervisor will determine appropriate times and conditions of break periods.

Jury Duty: a student employee may be summoned for jury duty or as a witness.  Time spent by a student employee for jury duty or as a witness will be treated as an excused absence without pay.

Sick, Vacation, Holiday pay: student employees are NOT entitled to sick, vacation or holiday pay.