Student Employment FAQs – Supervisors

To hire a student, you must first establish the position with Human Resources by filling out this form.

For equal access through a centralized system, all jobs are posted on the Elon Job
Network, an online database of jobs and internships posted exclusively for Elon students and alumni. Register as an “Employer” to post jobs.  Instructions are found here.

Enrolled undergraduate degree-seeking students are eligible to work as part of Elon University’s federal work-study or institutional work-study program.  Graduate degree-seeking students are eligible to apply for positions within graduate programs.

The supervisor contacts the Office of Human Resources to set up a position in AppTrack.

What attracted you to this position?

What motivates you to want to work on-campus and in this department?

What do you hope to learn from this position?

How will your past work experience contribute to our office?

Tell me about a recent accomplishment that made you exceptionally proud.

How do you measure success?

what motivates you to excel?

How do you motivate others?

Tell me about your ideal work environment.

How do you work under pressure?

How have you handled conflict with a student, co-worker, and/or supervisor?

Tell us about a specific time when you had to deal with a dissatisfied customer, client, student, etc. What happened?  How did you solve the problem?

Tell me about a time when you had to make a touch decision but didn’t have all the information you needed.

What have you learned from your mistakes?

What is your greatest strength? Weakness?

Do you consider yourself to be a leader or a follower? Explain.

Would you consider yourself a big picture person or a detail-oriented person? Explain

How would other people describe you?

What concerns do you think the average college student has?

How do you balance your schoolwork with your extracurricular activities?

What are your long and short-term goals and how do you plan to achieve them?

The supervisor completes a supervisor work agreement. The link is found in OnTrack.

Complete the work agreement using the “Student Staff Information” link in OnTrack. You will find this link under the “OnTrack for Employees” menu in the “Time Entry and Approval” section. Click on Enter New Work Agreement.  Search for the student you want to hire and the page will display any students meeting the criteria you entered.  Click the “Select’ button beside the student you want to hire.  The student’s information will be displayed at the top of the page.  If the student has any current positions then the position information will be displayed at the top of the page.  Enter the pay information.  Check the box if the student is receiving a promotion.  Enter the 6-digit payroll account number and then click “Submit.”  Look at the list of position in the drop down list and choose the correct position.  If the position you need is not listed then choose the “The position is not listed” option, which will start an investigation and communication about the issue.  Once you select a position, enter the student’s start date.  Enter any “Comments.” Read the “Terms of Agreement and click “Submit work agreement” to forward the agreement to Human Resources for approval.  Once you have submitted the supervisor work agreement and Human Resources has approved the submission, an email with appropriate instructions will be sent to the student employee. If the student does not have an I-9 form on file, the student will receive an email  with instructions for submitting their I-9 form.

Once the work agreement has been processed you and the student will receive an email
from HR with subject line “Your work agreement has been processed” that reads ……

The following work agreement has been processed into the Payroll system and the student is eligible to begin employment.

Student: Polly Ester Suit
Supervisor: Lois D. Nominator
Alternate Supervisor: Chris P. Bacon
Position ID: 999999RES09804
Position Title: IWSP Department
No further action is needed for the work agreement process.
End of email

A student CAN NOT begin to work before this email is received. This ensures Elon remains in legal compliance with applicable employment laws.

For additional details about processing a new work agreement see information on Knowledge Base.

Five business days. This will give the student enough time to complete the necessary paperwork. It could be longer if the student does not have the proper documentation to complete the I-9.

Three business days

You may choose to send the new hire the following email.

Beginning of email to new hire….
Congratulations on your student employment position.

1. After I submit your work agreement you will receive an email from Human Resources (hr@elon.edu) with the next steps you should take.

2. If you do not have an I-9  form on file you will be instructed to make an appointment with Human Resources to complete this form. You will need to take

a. 1 item from list A
OR
b. 1 item from list C AND 1 item from list C
from this list of acceptable documentation to your appointment.

You will also submit tax forms and a direct deposit form during your HR appointment. You will complete a Federal tax form (W-4) and a NC state tax form (NC 4-EZ) at this appointment. A direct deposit form will be submitted as well. Because Accounting nor HR can legally advise you on tax forms, please check with your parents/guardians for advice prior to completing. If you already have an I-9 on file, see step 3.

3. You should receive an email instructing you to go on to your OnTrack account to accept a work agreement. Login to OnTrack, click on the Student Work Agreement to complete. If you do not receive an email within three days of accepting the offer, look on your OnTrack account to see if there is a student work agreement available for you to complete. Login to OnTrack, click on the Student Work Agreement to complete.

4. Please read and submit the agreement.

End of email

FAFSA reporting deadlines necessitate closing out work agreements.

Kameryn Taylor will send an email to inform you of dates for completing the rapid rehire process, the process for continuing a student’s employment.

Rapid Rehire Instructions:

Processes:

Rehiring one student 

·        Log  into OnTrack for Staff.

·        Under the section labeled Time Entry and Approval, select Student Staff Information .

·        A list of your student staff will appear.  Scroll to the appropriate student information and select the “Rehire” button on the student’s information line.

·        Enter the students start date for the position.  The date must be on or after the star of the academic year.

·        Enter the student’s pay rate which must be greater or equal to Elon’s minimum wage of $13.00.

·        Click submit.

·        The student will receive an email asking them to log into OnTrack to accept the work agreement. Once the work agreement is accepted, you will receive an email stating the work agreement is complete and the student may begin working. Please keep in mind the student is NOT to start working until you receive that email.

Rehiring Multiple Students 

·        Log into OnTrack for Staff.

·        Under the section labeled Time Entry and Approval, select “Student Staff Information.”

·        Use the “Start Date for All” field to fill the Start Date for each student with the same date.  Use the “Rehire All button to check the boxes in the Rehire column for each student.  The start date must be on or after the start of the academic year.  For additional details see information on Knowledge Base.

You will receive a notification from HR like this and you will see hired in the work
agreement status.
Once the work agreement has been processed you and the student will receive an email
from HR with subject line “Your work agreement has been processed” that reads ……

The following work agreement has been processed into the Payroll system and the
student is eligible to begin employment.
Student: Polly Ester Suit
Supervisor: Lois D. Nominator
Alternate Supervisor: Chris P. Bacon
Position ID: 999999RES09804
Position Title: IWSP Department
No further action is needed for the work agreement process.
End of email

If a student is not listed, that person or position may not have been assigned to Web Time Entry in the system yet. Note that students will not be set up with access to Web Time Entry and should not be working until their work agreement is completed and
submitted.
First, contact Donna Boggs in Human Resources at 278-5560 to ensure the work
agreement has been entered. Finally, contact Renie Thompson in Payroll at 278-5284 to
ensure there are no other problems.

A student may work a maximum of 20 hours per week when classes are in session.

A student may work up to 40 hours a week if enrolled and not taking classes.

Work for projects, events, camps, and short-term assignments. Resident Assistants
are also covered under this group.

Yes. If the student is working on campus for a department and runs out of FSWP
monies, wages are taken from the departments IWSP line.

Supervisors may assign a proxy only when away from campus and/or not able to perform their time approval duties. Please refer to the Employee Proxy for Time Approval Knowledge Base for all proxy-related questions.

A pay report can be requested from Renie Thompson in Payroll (336-278-5282).

The employee is responsible for monitoring and ensuring that maximum hours are
not exceeded. Because some students work two jobs with two different supervisors, she
will need to apprise a supervisor of hours.

This information can be found On OnTrack. Login, access the student staff information link.

The supervisor will need to contact Renie Thompson in Payroll at 278-5284 and
submit a Payroll Manual Timesheet for the missed pay. Students should record and
submit hours worked during the correct time period. It is imperative that students do
not “stockpile” hours in order to receive one lump sum payment.

During the pay period and before the student has checked the box to submit their
hours for supervisor approval, the student can delete the incorrect hours and enter them
on the correct timesheet.

If the student has submitted the timesheet and the supervisor has not yet approved it,
the supervisor can reject the timesheet so the student can enter it on the correct position
or the supervisor may correct the timesheet directly.
If the student and the supervisor both approved the hours for payment, the supervisor
needs to submit an Expense Correction Form to Renie Thompson in Payroll so that the
proper budget is charged for the pay. Click here for directions for the Expense
Correction Form.
Terminations and Ending Work Agreements

Students who have worked for the same department for at least two consecutive semesters (Fall and/or Spring) may be eligible for a wage increase. Requests for raises up to $.25 per hour can be made for the semester.  Human Resources processes raises 2x/academic year.