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On-Campus Supervisors

On-Campus Student Employment Process

STEP 1: Set up Handshake account.

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  • To create a new account, go to nyit.joinhandshake.com/register and click Employer.
  • Input your information on the page and click Sign up.
  • On the loaded page, click the Connect with Schools button at the bottom of the screen.
  • Search for NYIT-On-Campus Student Employment and request to connect with us.

STEP 2. Log into Handshake and post position.

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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.
  • You will be asked to complete four steps: Job Basics, Job Details, Job Preferences, and Schools where the Jobs should be Posted.

HOW TO POST AN ON-CAMPUS JOB

STEP 3. Review applications and interview students.

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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.

STEP 4. Create a student contract.

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

  • Go to the NYIT Portal > Student Timesheet tile.
    • 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
    • Start date. The start date MUST be a Monday.
  • 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 Career Services office 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 original identification for the I-9 Employment Eligibility and Verification form.

      LIST OF ACCEPTABLE DOCUMENTS

      Students cannot begin working until Career Services approves the contract and required paperwork. They cannot begin working prior to the start date indicated on the student contract.

STEP 5. Reviewing timesheets.

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Students are responsible for submitting a timesheet at the end of every work week. Students will receive an email notifying them when they will be able to access their timesheets, approximately 3-4 business days after the paperwork and contract have been approved.

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

STEP 6: Payroll

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Students get paid on the business day closest to the 15th 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 3rd and 18th of every month. If the 3rd or the 18th fall on a weekend, the student will be paid the Friday before.

Supervisor Responsibilities

As a supervisor, you are responsible for providing the student employee with a full job description identifying the duties expected of them. You are also responsible for any necessary onboarding and training to help the student worker become a productive member of the department. Student Employee onboarding/training should include:

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  • 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.