On-Campus Supervisors

• Create a new account.
• Input your information on the page and click Sign up.
• For the Employer, choose NYIT – On Campus Student Employment.
• Your account will be reviewed and approved within 1–2 business days.

For assistance, review the Handshake Help Center or contact ose@nyit.edu.

Once your profile is completed and you are connected with us, you can begin posting on-campus jobs.

• Select the Post a Job button on your dashboard.
• The job title should begin with the funding source for the job: SA for Student Aid, GA for Graduate Assistantship, FWS for Federal Work-Study. You may also choose SA/FWS for two funding sources, for instance. Also include your department and/or the job title of the position.
• Fill out the description as thoroughly as possible. To reduce the number of applicants, ask applicants to provide you with a cover letter tailored for your position, to provide a portfolio, or other materials.

HOW TO POST AN ON-CAMPUS JOB

Use Handshake to help you sort through applicants. You can download an applicant packet of all the applicants and then set the status of the applicants from Pending, to either Declined, Reviewed, or Hired. Students can see their status and will be less likely to contact you to get updates on their application if you use the system to change their application status.

Supervisors are responsible for interviewing candidates, if necessary, before offering the job position. If you are interviewing multiple students for the same position, the same questions should be asked to each student.

Students may not begin working until their contract has been fully processed.

Once you have identified a final candidate, you are responsible for initiating the electronic contract:

• Go to my.nyit.edu and choose Finances, then Student Timesheets.
  • Select "Contract" located on the top.
  • Select "Create New Contract" (grey button on the left side).
• In the search box, enter the student's name, ID number, or email and click on the yellow magnifying glass. The student's name should appear right below it.
• Select the correct student (their information should pre-populate the "Selected Student" section).
• Fill out the supervisor section including:
  • Funding type
  • Campus where the student will be working
  • Hourly rate
  • Total award
• As the supervisor, your information has pre-populated at the bottom. You will need to check the box for an electronic signature and select the date.
• Enter a secondary supervisor. This will be the person responsible for approving timesheets if you are out of the office.
• Click "Create Contract."
  • The contract is now red in your queue, click the edit button (the eye button or the pencil). At this point, you will see the full contract. Check to make sure all of the information is correct.
• Click the "Send Contract to Student" button at the bottom of the screen.
  • The student will receive an email notifying them that the contract has been sent to them. The email will provide a link for them to click and fill out their portion. As soon as they submit the contract, they will receive an email notifying them to go to the Office of Career Success and Experiential Education ON OR BEFORE their start date.

If they are a new hire or have not worked in over a year, they will be asked to present unexpired, original identification for the I-9 Employment Eligibility and Verification form in person to the OSE.

LIST OF ACCEPTABLE DOCUMENTS

Students cannot begin working until the Office of Career Success and Experiential Education approves the contract and required paperwork. They cannot begin working prior to the start date indicated on the student contract.

Students cannot begin working until their contract is fully processed. You can follow the progress of their contract using your Contract tab in the timesheet system.

You are responsible for reviewing the student's timesheet for accuracy and approving it each week in a timely manner. If you do not agree with the hours submitted by the student, such as entering hours not actually worked, reject the timesheet and in the comment box state why you are rejecting the timesheet so the student is aware If you do not approve a timesheet the student will not receive payment for the hours that they have worked.

HOW TO APPROVE TIMESHEET

Students get paid on the business day closest to the fifteenth and the last day of the month. Payroll processes checks two and a half weeks behind timesheet approval. The first check may take a full month to process depending on Payroll's transmittal date. If students submit timesheets and you approve them on a timely basis, students should be paid consistently on the fifteenth and last of every month. If these days fall on a weekend, the student will be paid on the Friday before.

• Log in to my.nyit.edu and select Finances, then Student Timesheets

Choose between:

• Supervisor – Federal Work Study/Student Aid
• Supervisor – Graduate Assistantship

Either option will allow you to submit a student aid and/or graduate assistant request.

• Find the "My Budget Request" tab at the top of the page.
• Select "Create New Budget Request."

For Student Aid Funding:

Please create ONLY ONE request for both Student Aid and Graduate Assistant funding.

• Name(s) of supervisor(s).
• A detailed narrative on how you intend to use these funds and how students' contributions will impact your department and New York Tech.
• Student learning outcomes.
• Title(s) and job description(s) of the position(s) you are seeking to fill.
• The total amount of funding you are requesting.
• The number of positions you are seeking to fill.
• Whether you received student aid funding for the previous year.

For Graduate Assistant Credits:

• Select your department from the drop-down menu.
• Check the appropriate box to identify the type of Graduate Credits you are requesting. Once you click the check box, the submission form will open.
• Fill out the submission form, including:
  • The number of credits you are requesting.
  • A detailed narrative on how you intend to use these credits and how the students' contributions will impact your department and New York Tech.
  • Student learning outcomes.
  • Name(s) of supervisor(s).

Please note: If you are requesting both student aid funds AND graduate assistantship credits for your school/department, request both in the same submission request.

• To save your form: Click "Create Request."
• To send your request to your department supervisor: Click "Create & Submit."

Once your request has been submitted, a confirmation email will be sent to you and your approver with the details of the request.

Your approver then has the option to approve the request or send it back for revisions (e.g., job description, amount requested, etc.) If revisions are required, you will be notified via email and have the opportunity to re-submit the request.

Your budget approver will be notified of your approved allocation via email. You can also view your allocation in the Budget Request queue.

• Goals of the department and the various activities that occur in the office.
• Overview of the office staff and organizational structure.
• Shadowing staff members to learn how to do a specific duty or activity.
• Acceptable and appropriate attire to wear while at work.
• Where to place personal belongings and where they will be working in the office.
• Creating a work schedule based on when the student is available and when they are needed in the office.
• Students are not allowed to be scheduled to work during their scheduled class times.
• A review of policies and procedures that need to be followed in the office. If any changes in these policies or procedures are made, the student MUST be made aware of these changes.
• If appropriate, safety guidelines for the workplace.

In addition to providing adequate training, as a supervisor, you are responsible for the following:

• Ensuring all paperwork is handed in and approved prior to the student's start date.
• Setting a good example, as employees will act in accordance with your behavior.
• Informing the student of your standards and expectations for the position.
• Keeping lines of communication open, clear, and constructive.
• Monitoring the award balances of each student. It is your responsibility to ensure they do not work more than they are awarded.
• Verifying the accuracy of the hours a student enters into the timesheet system.
• Ensuring that students take an appropriate break based on the number of hours they work consecutively.
• Addressing problems (or potential problems) as they arise—do not let them build.