Supervising Student Employees

Need Help?

Contact the Student Employment office (513-529-8722) for assistance.

When you supervise student employees, some specific rules and procedures apply. Details for many of the following topics can be found in HireTouch (see the "Resources" tab).

Job Postings and Interviewing

When hiring a student the first step is posting a job vacancy through HireTouch. Reference the hiring wage schedule and job classification descriptions for students who are getting a job on campus to determine which of the pay classifications the job duties fall under.

All vacancies must be posted (regardless if the position is a one time or recurring job). There are two ways to post job vacancies:

  1. Internal (only students sent a link will be able to view the posting)
  2. External (posted on HireTouch for any student to apply)

Student Eligibility

A student's eligibility to work varies based on a number of factors, including whether they have a family member employed at Miami already. See Eligibility and Employing Family Members.

Interviewing Student Applicants

The interview format can be one-on-one or by a panel of people. Most questions asked are open-ended so that the interviewee can relate their experiences to the needs of the position as well as their experience, skills, knowledge, and goals. As an interviewer, you should provide information about the department to the student.

Even the most experienced interviewer can find themselves asking potentially inappropriate questions in an interview. The Office of Equity and Equal Opportunity has approved the table below (based on source information from the Ohio Civil Rights Commission, Questioning Applicants for Employment, and Miami University Policy and Information Manual, Sections 3.3 and 3.4) to provide examples of questions that are you are permitted to and prohibited from discussing during an interview. If you ask a permitted question of one candidate, you must ask it of all interviewed candidates.

Permitted/Prohibited Questions for Candidates
Topic Area Permitted Prohibited
Name Name Inquiry into any title which indicates race, color, religion, gender, national origin, disability, age, ancestry, sexual orientation, gender identity, military status or veteran status.
Address Inquiry into place and length at current address Inquiry into any foreign addresses which indicate national origin.
Age Faculty/Staff: None A. Requiring birth certificate or baptismal record before hiring.

B. Any inquiry which may reveal the date of high school graduation.

C. Any other inquiry which may reveal an applicant's age
Birthplace, National Origin, or Ancestry None A. Any inquiry into place of birth.

B. Any inquiry into place of birth of parents, grandparents or spouse.

C. Any other inquiry into national origin or ancestry.
Race or Color None Any inquiry which would indicate race or color.
Gender, Sexual Orientation, or Gender Identity None A. Any inquiry which would indicate gender, gender identity or sexual orientation.

B. Any inquiry made of members of one gender, but not the other.
Height and Weight Inquires as to ability to perform actual job requirements. Being a certain height or weight will not be considered to be a job requirement unless the employer can show that no employee with the ineligible height or weight could do the work.
Religion or Creed None A. Any inquiry which would indicate or identify religious denomination or custom.

B. Applicant may not be told nay religious identity or preference of the employer.

C. Request pastor's recommendation or reference.
Citizenship A. Are you currently authorized to work in the United States for any employer? Yes/No

If "yes" are you currently one of the following: a U.S. citizen or national; an alien lawfully admitted for permanent residence; a refugee; or, an individual granted asylum? Yes/No

B. Are you authorized to work in the United States on a full-time and indefinite basis? May be asked only if asked of all applicants.
A. Inquiry into citizenship

B. Inquiry into visa status

C. Whether parents or spouse are native born or naturalized.
Disability Inquires necessary to determine applicant's ability to perform essential functions of job with or without reasonable accommodations A. Any inquiry into past or current medical conditions.

B. Any inquiry into Worker's Compensation or similar claims.

C. Any inquiry that would indicate an applicant's specific or type of disability.
Photograph May be required after hiring for identification. Require photograph before hiring.
Personal None Inquiry or discussion about marital status, number and age of children, pregnancy, child care arrangements.
Arrest and Convictions Inquiries into convictions of specific felonies related to qualifications for the job applied for. Any inquiry which would reveal arrests without convictions or convictions unrelated to job duties.
Education A. Inquiry into nature and extent of academic, professional or vocational training.

B. Inquiry into language skills, such as reading and writing of foreign languages, if job related.
A. Any inquiry which would reveal the nationality or religious affiliation of a school.

B. Inquiry as to what native language is or how foreign language ability was acquired.
Relatives Inquiry into name, relationship and address of person to be notified in case of emergency. Any inquiry about a relative which would be unlawful if made about the applicant.
Organizations Inquiry into membership in professional organizations and offices held, excluding any organization, the name or character of which indicates the race, color, religion, gender, national origin, disability age gender identity, sexual orientation, pregnancy status, military status, veteran status, or ancestry of its members. Inquiry into every club organization where membership is held.
Military Service Require military discharge certificate after being hired. A. Inquiry into military service in armed service

B. Request military service awards.

C. Inquiry into type of discharge
Work Schedule Inquiry into willingness or ability to work required work schedule. Any inquiry into willingness or ability to work any particular religious holidays.
Miscellaneous Any questions required to reveal qualifications for the job applied for. Any non-job related inquiry which may elicit or attempts to elicit any information concerning race, color, religion, gender, national origin, disability, age, sexual orientation, gender identity, pregnancy status, military status, veteran status, or ancestry of applicant.
References General personal and work references which do not reveal the race, color, religion, gender, national origin, disability, age or ancestry of the applicant. Request references specifically from clergy or any other persons who might reflect race, color, religion, gender identity, pregnancy status, military status, veteran status, or ancestry of applicant.

Hiring Paperwork

Before a student can begin working for your department, the following must occur:

  1. The student must complete all of their required hiring paperwork, including confidentiality agreements (if applicable).
  2. Your department must receive a work authorization.

Approximately 24 hours after you have received a "Work Authorization" email (verifying that the student has completed all required paperwork), the student will be able to clock in and out of Kronos.

Please note: As a supervisor, there are some specific rules you must know and follow concerning background checks (if applicable) and hiring minors (i.e., ages 16-17).

Background Checks (If Applicable)

Some student employees must complete a background check. Miami requires criminal background checks on student employees who are designated residential youth camp employees, or otherwise required by law or designated by the University. This designation includes any individual specifically hired to work with and provide residential services to programs (credit and noncredit) attended by individuals who are aged 18 or younger, and whose participants reside one night or more on campus, or are providing assistance with changing of clothes. This includes programs and camps offered through all divisions of Miami University.

Please note: Although Resident Assistants and SOULS are not employees, they are required to have new employee background checks, but not fingerprint-based background checks. See MUPIM 16.16 for details about minors on campus.

Procedure

  1. A department posts a job vacancy in HireTouch.
  2. Applicants apply to the vacancy.
  3. Once students are selected, the department submits an Employment Recommendation (a request must be submitted for each student).
  4. The department provides the employee with the Request for a Background Check form, found on MUPD Civilian Fingerprinting.
    • The student completes section 1.
    • The department completes (sections 2, 3, and 5 if the department is paying for the background check).
  5. The results of all the criminal checks will be sent to Human Resources, not the hiring department.
    • These records are confidential (not subject to open record requests).
    • If the criminal background checks reveals that an individual has been convicted or plead guilty to a criminal offense, Human Resources will review the record to determine if the employee's employment must be terminated as set forth in O.R.C.2151.86(C)(1)
  6. Criminal background checks for Resident Assistance must be conducted through HireRight.
    • The department will notify Student Employment that they are ready for the background check to be initiated.
    • Student Employment will request the background check through HireRight.
    • The prospective student employees will receive emails from HireRight requesting they complete confidential information for the check to be initiated.
    • Results of the check will be received through pass or discrepancy to Student Employment. All discrepancies will be reviewed by the Director of Employment.
    • All qualifying incidents will be reviewed with the prospective employee for final determination.

Employing Minors

Miami does not permit the hiring of anyone under the age of 16. Minors (ages 16-17) must complete a work permit and have their parents or legal guardians sign a parental consent form.

Departments are responsible for reading, understanding, and enforcing all additional rules for minors, as described in Working as a Minor.

Compliance with Federal and State Laws

Both federal and state laws are severely more restrictive with respect to the hours worked and the type of duties performed by 16 and 17 year olds (i.e., minors) versus those aged 18 and older. Labor laws are closely monitored and fines are assessed for non-compliance.

Compliance with both the federal and state laws rests with departmental supervisors and any fines for non-compliance will be paid by the department.

Record-Keeping Requirements

Records of employment, including work permits, must be kept on each minor stating:

  • Name
  • Address
  • Phone number
  • Hours and days worked

These records must be accurate and must be kept for two years. They must be shown upon request to any authorized representative or enforcement official of the state or federal government.


Work Hours and Timekeeping

Miami does not offer health care to student employees and student intern/externs. In accordance with the Affordable Care Act (ACA), we have set limits on work hours and break requirements for student employees. This includes how to handle special circumstances (e.g., severe weather, injury and illness).

Tracking Work Time

Student employees track their work time based on their pay schedule:

  • Hourly student employees must clock in and out of their work shifts using Kronos. We provide students with guidance on timekeeping and pay schedules, including how to transfer time when they have more than one position on campus.
  • Salaried student employees are considered "monthly" or "contracted" for pay purposes. This may be a one-time job or a recurring job. To ensure timely payment at the end of the month, all salary processing forms must be submitted to Student Employment by the 13th of each month. Salaried student employees cannot be employed in any other student position at Miami.

Reviewing and Editing Kronos

At times, hourly student employees may need help reviewing or editing punches (e.g., when they forget to clock in or out). We provide instructions for using, reviewing, and editing punches in Kronos.

In such cases, students must request edits to punches in writing (using either a MU email, departmental form, or hand-written note) to their direct supervisor. The Office of General Counsel's policy on Records and Retention requires supervisors to retain such requests for 3 years either electronically or hard copy. Emails must be saved to the shared drive; they cannot be saved in an email program.

Please note: Supervisors may not edit punches that remove overtime. Removing overtime for an employee may be cause for termination of the supervisor.

For questions about Kronos, contact Payroll Services (513-529-6223).

Retroactive Pay

If a student is entitled to retroactive pay for time worked (but not tracked), the department supervisor must complete the Retroactive Payment form in HireTouch. All fields on the form must be completed, including a brief explanation as to why the hours were not logged into Kronos. You may also print the form for your records.

Retroactive payments should be kept to a minimum. It is important that paperwork be prepared and processed in a timely manner to ensure that the student employees are paid correctly and on time. The university can be subject to penalties for not paying students in a timely manner.


Departmental Policies

We encourage departments to create their own student handbook which outlines their policies and guidelines. The following topics are examples you could include:

  • Disciplinary actions
  • Phone use/computer use
  • Calling off
  • Attendance/severe weather

You should provide your department's handbook to each student employee to ensure they know and understand the expectations and guidelines for the department. You should also direct the student to review all of the applicable information under Student Employees.


Frequently Asked Questions

How do I give my student employee a raise?

Student employees cannot receive "raises," but they are eligible for an increment increase once per year, based upon criteria established by the department (for either longevity or performance). The amount of increase cannot infringe on the overall increase amount awarded annually to classified employees. During any year that classified employees do not receive an increase, student employee increases will be withheld.

Departments are not required to offer a standard annual increase to student employees except as designated by HR (e.g., in response to increases to minimum wage). Departments must, however, keep justification criteria in their department to substantiate reasons for increases and/or variations in hiring rates.

Please note: the University reserves the right to eliminate or suspend student pay increases at any time, for any reason.

How do I promote (or fire) my student employee?

If a student's job duties have changed, you may promote them to a higher classification. To determine the new pay classification the student's job duties fall under, see the hiring wage schedule table on Getting a Job on Campus. When a student is promoted, they will receive a minimum pay increase of $.25.

If you plan to fire a student, see At-Will Employment and Terminations, also on Getting a Job on Campus.

How do I provide employment verification in accordance with FERPA?

The Family Educational Rights and Privacy Act (FERPA) permits students to waive the release of their employment records (e.g., reference checks, letters of recommendation). See Employment Verification and FERPA for details.

What rules govern students volunteers?

Yes, but you must follow the rules for all individuals volunteering at the University.