Resources for Supervisors

New Supervisors should begin by meeting with Managing Director April Browning (abrowni@luc.edu) to discuss student labor needs, budgeting, and resources.

Continuing Supervisors should receive approval of academic year and summer student labor plans from the Managing Director and DFPA Chair prior to proceeding with the hiring process.

Typically, summer labor is approved in the Spring semester (late March/April) to ensure that all hiring paperwork is submitted and approved prior to the Spring auto-termination date (typically the first week of May). Auto-termination is a designated date established by HR where all student workers across the University are terminated at the end of the academic year. This date also coincides with the end of Federal Work Study (FWS) awards.

Fall (academic year) labor plans are reviewed and approved in the Spring semester preceding the upcoming academic year (late April/May).

Upon receiving approval to hire student workers, Supervisors will be instructed to either create a new (or update an existing) job description for each job opportunity available for students. Job descptions ar archived by DFPA Administration.

Supervisors are then to list their job opportunity on Handshake so that students can search and apply for DFPA jobs. Handshake is a student career management platform used by Loyola. All open DFPA student jobs are to be listed in Handshake.

New Supervisors who have not been added as Recruiters on Handshake will be contacted with instructions on how to get started. If you are a Supervisor that has not received details on how to get started on Handshake, please contact Jose Perez (jperez32@luc.edu) to request Recruiter setup. 

• In order for a student to be classified as a student worker, the student must be enrolled for the semester that the student is employed on campus.
• A student who was enrolled for the spring semester, and intends to enroll in the fall, may be eligible for summer student employment.

To continue to employ a student worker who has graduated, additional steps are required and approval to hire graduates does not rest solely at the department level. After graduation a the student worker’s classification changes and they are re-hired as a temporary worker. Temporary employees cannot use Federal Work-study funding and may only be employed for a period of 90 calendar days.

Supervisors who wish to retain a student worker after graduation (i.e. over the summer after graduation), should reach out to discuss with the Managing Director to see if the circumstance warrants continued employment. After approval is received at the departmental level from the Managing Director and DFPA Chair, it must also be approved by the CAS Dean's office and Human Resources.

Supervisors are responsible for reviewing applications, notifying, and interviewing students for their job opportunities. As Handshake recruiters, Supervisors can notify applicants who are not moving forward in the process efficiently on the platform. Interviews should be scheduled at the Supervisor's convenience. DFPA Administration is unable to provide support to individual Supervisors for these tasks.

Prior to offering a student a position, please check our current student worker directory to ensure the student is not already employed with the DFPA. If the student is a current DFPA employee, please contact the student's current supervisor (listed in the directory above) prior to making an employment offer. If a transfer is mutually agreed upon, and start/end dates have been identified, please notify April Browning (abrowni@luc.edu) before proceeding.  ***Please note, the DFPA strongly discourages the employment of student workers in multiple work units in the department.

Once a student has been selected for a position, Supervisors must complete and submit a Student Employment Form. To complete the form Supervisors will need to gather the following information from the student:

• Pronouns
• LUC email
• Cell number
• Campus Address
• Emergency Contact Information
• Federal Work Study status and award amount
• Headshot

Upon receipt and approval of the Student Employment Form, DFPA staff member Jose Preez will initiate and oversee the hiring process according to the student's status as a New Hire or Rehire. Both processess involve the DFPA, Human Resources, and Payroll.

NEW HIRES

A student is considered a "New Hire" when they have never been a University employee. Your job opportunity would be their first job at Loyola.

Processing a New Hire involves an extended timeline that includes paperwork, I-9 document verification, a new hire appointment, and HR review and approval. Upon approval, the New Hire will be issued an Employee ID number. This process could take between 10-12 business days to complete.

Supervisors will be notified via email as soon as HR approval is received for a New Hire.

REHIRES

A student is considered a "Rehire" when they have previously held a job at the University. While this may be the first time the student is working for the DFPA, if they've held a job in any other Loyola department, office, or program, the student is a Rehire with an existing Employee ID number.

The timeline for Rehires is compressed, involving the submission of a EPAF form and HR review and approval. This process can take between 5-7 business days.

***Note that new hires and rehires are not allowed to begin working at the University until HR has reviewed and officially approved the student's hire. Please plan accordingly.

Once a student has been approved for employment by HR, DFPA Administraton will grant the student worker swipe access to the buildings and facilities associated with their work area.

Swipe access is removed once the student leaves their position or by the auto-termination date at the end of the Spring semester.

If your student is unable to to access routine facilitites associated with their jobs, please contact Jose Perez (jperez32@luc.edu) 

For student access to campus buildings and facilities for special projects outside routine student worker access, please contact the Box Office (boxoffice@luc.edu).

Supervisors are expected to review and approve their student workers' timecards in KRONOS on a biweekly basis.

If you are a new Supervisor without access to KRONOS, please contact Jose Perez (jperez32@luc.edu) to get set up with Supervisor access and training.

KRONOS 

• FAQ page

Sick Time for Student Workers

Effective July 1, 2017, hourly paid student workers will accrue at the rate of 1 hour of paid sick leave for every 40 hours worked, with a maximum of 40 accrued hours within a 12 month period. Accruals begin from an employee's date of hire and employees are eligible to use sick leave after they have completed their first ninety (90) days of employment.

Supervisors should be aware of sick time accrual for student workers. Should a student ask to use their sick time, please require the student to check Employee Self Service to confirm the amount of sick time available to them. Students cannot report more sick time than they have available.

19.5 Hours/wk Max

It is University policy that student workers are limited to 19.5 hours of work per week and are paid hourly for that work. Because the DFPA is unique in its tremendous amount of public programming and activities supported by student labor, it is imperative that Supervisors ensure that student workers do not exceed the 19.5 hour weekly maximum.

University Holidays

It is University policy that student workers are not permitted to work during University Holidays or Closures. Please refer to the Pay & Holiday Calendar for a full listing of holidays and closures to assist you in your planning. 

The DFPA highly recommends hiring student with Federal Work Study (FWS) whenever possible. This is because FWS funding pays %75 of student salaries, leaving the remaining %25 to be covered by the DFPA. This 75/25 split is effective druing the academic year.

The DFPA pays %100 of student salaries during the summer.

Exhausted FWS Funding

It is possible that a student worker may use up all of their FWS funding prior to the end of the academic year. This may occur because the student received a modest award ($1500) OR has multiple campus jobs that draw from the same work study award OR because the student continuously works the max allotted hours per week (19.5) every week.

The DFPA is typically notified by Human Resources when a student is about to max out their FWS funding. DFPA Adminsistration will then notify the Supervisor with recommendations, which may include:

• Significantly reducing the number of hours a student works for the DFPA
• Asking the student to file an appeal for incresased FWS funding from Financial Aid. The student may be asked to complete a Work Study Appeal Form by Financial Aid.

Every spring semester, Human Resources performs an auto-termination of all Loyola student employees and work-study students. Typically, this date falls on the last day of Spring finals. Please plan accordingly.

If you plan on engaging student labor beyond the auto-termination date, you must secure approval from the Managing Director and DFPA Chair to hire students as summer workers as early as March/April

Supervisors are encouraged to use the Student Employmee Evaluation Form to help standardize and facilitiate conversations between Supervisors and Student workers regarding a student's performance on the job.