Supervisor Resources
Welcome to the Office of Student Employment at Seton Hall University. The resources on this page have been developed to assist supervisors and hiring managers of student workers with the Student Employment program at Seton Hall University.
- Supervisor Handbook: Handbook for Supervisors of Student Employees
- Student Employment Terms and Rules: For students, policies and tips while on the job
- Steps for Hiring a Student Worker: Procedures for hiring student workers (for Hiring Managers)
- Tips for Supervisors: Helpful tips for supervisors managing student workers
- Federal Work Study Timesheet Tracking Template: Track Federal Work Study student earnings for the 2024/25 AY
Supervisor Responsibilities
At a minimum, Supervisors of student employees must do the following:
- Receive clearance prior to permitting a student to begin work
- Create a work schedule for student employees, not exceeding 20 hours per week during the academic year and 29 hours per week during break period
- Follow Seton Hall University policies regarding employee breaks
- Ensure that student employee work hours are monitored and reported accurately, following the University’s BiWeekly Payroll Schedule
- Approve student employee timesheets within the set University deadline
- Track student earnings
- Establish expectations and standards of student workers
- Support student success through training, orientation, and mentoring
- Report student staffing changes to the Office of Student Employment
Rate Changes
The Office of Student Employment reviews job offers and current positions to ensure compliance with federal and state minimum wage laws. Supervisors are informed of any anticipated scheduled rate increases. As of January 1st 2024, the State of New Jersey’s minimum wage is $15.13 per hour.
Pay Rate Increase Request: Supervisors who wish to increase a student’s hourly rate outside of any scheduled mandatory increases may do so via request to the Office of Student Employment. Supervisors must submit a Pay Rate Increase Request Form to the Student Employment inbox ([email protected]) for each requested rate change. It is advised that Supervisors make rate change requests that align with the University’s BiWeekly Payroll Schedule.
Ending Employment
Student positions are ended as of the date of Commencement for the given year. Supervisors may wish to end a student’s employment (considered “at-will”) during the year for various reasons, including but not limited to: poor performance, behavioral misconduct, or violation of University policies. Supervisors are advised to discuss any issues with the student employee prior to termination, if applicable, and must submit a Student Employment Termination Form.
Student Employment Termination Form: Supervisors requesting to end a student employee’s position outside of the standard academic year dates must submit a Student Employment Termination Form to the Office of Student Employment inbox ([email protected]) for each student. This is used to end the employee’s position in the University database and remove access to submit a timesheet. This request is retained in the student’s employment record.
Stipends
Stipends are payments made to a student in connection with educationally related activities that would not otherwise be completed via an hourly position. One of the main purposes of stipends is to allow students the opportunity to take on a role in educational studies or research that would typically be uncompensated, in which they would otherwise not engage in pursuit of a paid position.
Non-Hourly Student Compensation Authorization (Stipend Form): To pay a student for an activity/task via stipend, Supervisors must submit a Non-Hourly Student Compensation Authorization Form to the Office of Student Employment. This form must be completed in its entirety with all appropriate signatures (including Grants Accounting if required). Completed forms will not be accepted from the student and must be submitted by the supervisor/supervising department.
Students receiving stipend payments must have a valid I-9 Form on file with the University.