Supervisors

The first step to becoming a supervisor is determining who should supervise the student(s) in a particular position. The assigned supervisor on USFWorks for student employees should be the staff or faculty member who will be working with the student in fulfilling their day-to-day duties.

For example: a Research Assistant should have the faculty member they are working for assigned as their supervisor in USFWorks.

If you are interested in hiring and supervising students you will need to complete the “USFWorks: Required Supervisory Review” course on Canvas. After completing the course, Student Employment will facilitate assignment of a Job Management Organization (JM Org). A JM Org is an organizational function in Workday (USFWorks) that allows the user to make staffing decisions and supervise workers. Once granted a JM org, the supervisor can create job requisitions, hire students, and approve timesheets for their student employees.

Email stuemp@usfca.edu to become a student supervisor.

Student Employees must be enrolled at least half time in a degree granting program and be at least 18 years of age.

Pursuant to California's workplace violence prevention safety law, SB 553, all employees must complete the annual Workplace Violence Prevention training (WVPP). Student employees will complete the training course on Canvas. WVPP training is mandatory and student employees must be compensated for this work. They can either complete it during their scheduled hours or enter one hour on their timesheets outside of scheduled shifts.

• The first step in the hiring process is to determine the scope of the student role and advertise the job via USFWorks.
• Duties and pay rate: Job duties should include meaningful work that aids in professional experience. The salary is determined by the department; however, all jobs must be at least the minimum wage as established by the State of California.
• Posting on job board: To post a student position, start by creating a job requisition through USFWorks.
  • Step by step instructions
    • PLEASE NOTE: Do not use the "Create a New Position" action for student jobs. Instead, use the "Create Job Requisition" action within USFWorks.
  • Directions for managing job requisitions.
• Select a candidate: The process of selecting a candidate is left to the discretion of the hiring supervisor. Once a candidate (or candidates) are selected for employment, supervisors should decline all other candidates, sending them a thank-you note for their time and alerting them that the position has been filled.
• Once the job position has been filled, please notify our office to un-post the position.

See the Work Study Section of our website for an in depth explanation of the Federal Work-Study program.

Under the FWS program, student earnings are capped at the amount specified in their Financial Aid Award Letter. If the award is fully earned before the academic year ends, the hiring department must either convert the job to a non-Work-Study position or terminate the employment.

When hiring a student with a FWS award, supervisors should work with the student at the start of the year to estimate when the award will be fully earned and discuss next steps. If the department cannot fund the job after the FWS award has been exhausted, the student can appeal for an award increase by emailing stuemp@usfca.edu. Approval depends on the student’s financial need and available funds, so not all requests may be granted.

• After you offer a job to a student through USFWorks and the student accepts the offer, a digital onboarding process will start for the student employee. They must complete all parts of the onboarding process, including I-9 document verification at the Student Employment Office, before they start working.
• The student fills out Section 1 of the digital form I-9 on USFWorks. Student Employment fills out Section 2 of the form when the student presents their original, hard copy, I-9 verification documents in person.
• Managers are encouraged to utilize the Onboarding Status Summary Report on USFWorks to review their student workers' onboarding progress and ensure that employees complete all new hire requirements and are able to log work hours prior to beginning work.

International students who do not already have a Social Security Number (SSN) will need to request one from the Social Security Administration, the steps for requesting an SSN are as follows:

1. The supervisor will complete an "Employment Confirmation Letter." Please note that the letter template must be printed on USF department letterhead.
2. The student submits the form to the International Student and Scholar Services (ISSS) office for a second signature.
3. The student brings Employment confirmation letter signed by Supervisor and ISSS to the Social Security office.
4. Once the student receives their Social Security Card they will submit a change of personal data webform. Students have 45 days from hire to provide the University with a SSN.

Domestic students may work up to twenty-five (25) hours per week while classes are in session and thirty-five (35) hours per week during academic breaks, summer session, and winter intersession.

International students (F-1 or J-1 visa) may work up to twenty (20) hours per week while classes are in session and thirty-five (35) hours per week during academic breaks, summer session, and winter intersession. All student employees are limited to 7.5 hours per day.

If a student has more than one position, the hour limits apply to the combination of all jobs on campus.

Pay rate: The pay rate is determined by the hiring department. The pay must meet at least the local minimum wage.

Pay types: All student jobs are hourly positions. Pay rate is determined by the managing department, all income must meet the local minimum wage. Students who are paid through Federal Work Study (FWS) will enter their time as FWS on time sheets. Non FWS will enter "student regular" hours.

Sick Pay and Overtime: Students earn one (1) hour of sick time for every 30 hours worked. Sick pay and overtime are charged to the student’s primary position.

Scheduling: Students are not permitted to work during regularly scheduled class times. The direct supervisor will collect each student's course schedule to ensure they are not working during these times.

Time sheets: Pay periods are the 1st-15th, 16th-last day, supervisors must review and submit timesheets. Supervisors must ensure timesheets are submitted by students and themselves timely to avoid a delay in the student’s pay.

When a student is no longer working it is the responsibility of the supervisor to submit and end job/termination timely. If the student has more than one job and you would like to end the primary position, the supervisor will reach out to Student Employment to switch the primary position.

If the supervisor or student has concerns over errors in the student’s paycheck, questions about tax withholding, or issues with timesheet submission, they should first review the commonly asked payroll questions page on MyUSF.

If further assistance is needed with payroll issues, please contact payroll@usfca.edu.

You can email Student Employment at stuemp@usfca.edu for assistance with hiring and managing students. Some of the common issues Student Employment can help with are:

• Unposting or closing requisitions
• Switching primary positions
• Confirming employment authorization/I-9 completion
• Request for a JM Org
• Request Federal Work-Study Eligibility