Students look to the Nazareth faculty and staff as mentors and advisors not only for their academic pursuits, but for guidance in their career paths. Career Services has a number of tools to help you help them.
Dear [Name of Employer]:
This reference letter is provided at the written request of [name of student], who has asked me to serve as a reference on [his/her] behalf. It is my understanding that [name of student] is being considered by your organization for the position of [job title]. Please be advised that the information contained in this letter is confidential and should be treated as such. The information should not be disclosed to [name of student, if student has waived access] or anyone in your organization who would not be involved in the hiring decision regarding this individual. Additionally, the information should not be disclosed to anyone outside of your organization without the consent of the student.
I have known [name of student] for the past [number of months, semesters, years] as [he/she] has taken the following courses which I teach: [list courses, give brief description of content of course]. As [his/her] professor, I have had an opportunity to observe the student's participation and interaction in class and to evaluate the student's knowledge of the subject matter. I would rate the student's overall performance in these subjects as [below average, average, above average]. This is evidenced by [his/her] grades—[state the grades].
[One or two specific examples of the student's performance may be appropriate.] As part of [his/her] grade in [name of course], the student was required to prepare a paper. The paper was designed to measure the student's ability to research, to analyze the results of the research, and to write. [Discuss how the paper submitted by the student indicated to you the student's skills in these areas.] Based upon this, I rate the student's skills [indicate rating].
[It may be appropriate to give specific examples about the student's area of expertise.]
Based upon the student's academic performance and my understanding of the position for which the student is applying, I believe the student would perform [place overall evaluation here].
If you would like to discuss this further, please feel free to contact me.
- See more at: http://www.naceweb.org/gg/faculty-reference-letter/#sthash.ApnDp6Zm.dpuf
Many of your students are at that critical juncture in their college experience when these topics are highly relevant:
Career Services is available upon request to give classroom presentations on these topics and more and to make students aware of the services available to them.
We are also available to present to students in the ACS Freshman Seminar and Champs/Life Skills program to assist students with major and career choice.
Contact us to request a presentation.
Work Study is a form of federal financial aid, which comes with many regulations for its use. Only students who have shown a demonstrated need for this form of assistance and have completed all paperwork before beginning employment are eligible for Federal Work Study. Students who have received this form of aid are given preference in hiring decisions as long as paperwork is filled out correctly and completely.
Some departments have a budget to hire students who do not qualify for work study. The hiring process is the same, but the search for students is not restricted to only those who qualify for work study. If you are unsure if non-work-study funds are available, please check with your administrator.
Proper Forms: First complete an On-Campus Student Employment Job Description form and return it to the Career Services Office. In compliance with New York State fair labor practices laws, Career Services posts all on-campus jobs on its Handshake website. Departments with large student worker needs can create their own accounts and post their hiring needs directly to Handshake. If you are interested in this option, please contact us.
Timing: Most student job openings and placements occur at the beginning of the academic year. Career Services plans an annual Part-time Jobs Fair for the Sunday prior to the first day of classes. Fall openings should be posted one month before the first day of classes. For spring semester, list openings immediately after the New Year. Nazareth also employs students in the summer. Summer student job openings should be posted with Career Services during April to give students a reasonable opportunity to apply for them. Please note, you may not hire a graduating senior for summer student employment unless that student is beginning a graduate program at the College or is still attending classes. At any time during the year when an opening occurs, Career Services welcomes new listings and will bring them to the attention of students continuing their search for part-time employment.
Interviewing Students: Potential student workers have been instructed to attend the Jobs Fair in the fall and to check for job listings on Handshake each semester.
Reference Checks: Many of our student workers handle sensitive information, are responsible for collecting fees, and may be responsible for other activities requiring honesty, maturity and integrity. It makes sense to check the references for such critical student workers before giving them this responsibility. Supervisors should also feel free to contact the Vice President for Student Development to determine if a student has a disciplinary record.
Some students are confused about Work Study because it is listed as a form of financial aid. They may not realize that they will receive a paycheck, have taxes deducted from it, and have to fill out time cards and payroll forms accordingly. Further, they may not understand that like all other jobs, this one comes with expectations that must be met for continued employment. You should explain as clearly as possible what the student's responsibilities are, providing a written job description if possible. In addition you should explain any other expectations you have with regard to dress, telephone etiquette, office behavior, reporting to work on time, etc.
Attendance/Studying While at Work: No student may work during scheduled classes. Needing to study for an exam or to write a paper are not acceptable excuses for missing work. It is recommended that students not work more than 12-15 hours per week to help maintain this balance. Some supervisors allow students to study while at work, when all other responsibilities have been met. This is an individual supervisor's decision.
Terminating a Student Worker who is not fulfilling his/her job responsibilities. It is vitally important that you make your expectations of student workers clear at the beginning of the school year and point out any deficiencies right away. It is advisable that you document such a discussion with a student in writing, keeping a copy for your records. If job performance does not improve, the student may be advised that his/her services are no longer needed by your office and he/she can be directed to Career Services to look for any open positions. You should inform the Payroll Office that this student no longer works for you and then list your job opening with Career Services using the on-campus student employment job description form.
Terminating a student worker is a serious business, but a supervisor should not be expected to continue to employ a student who is tardy, insubordinate, unqualified, or who simply does not show up to work his/her scheduled hours. In this litigious day and age, however, a paper trail documenting the behaviors in question would go a long way toward insuring that every effort was made to give a student the opportunity to succeed. Putting together a written job description that can be shared with student workers at the beginning of their employment is advisable. Remember that employment under Federal Work Study is not just a campus job but is part of a student's financial aid package.
Along similar lines, the end of the school year is an excellent time to review your student workers' performance. Should you decide that a student has not performed well enough to be retained for the following year, you should set up a meeting with the student and advise him/her of the need to seek other employment for the fall. It would be wise to document this discussion by following up with a letter to the student with a copy retained for your files.
When departmental budget requests are completed each January, requests are made for a number of hours of student labor for the coming fiscal year. These hours may be requested as Federal Work Study or Regular Campus Employment (not subsidized). Note that no FWS subsidy is available in summer, so any hours needed to support your department in the summer months must be requested as regular campus employment. For the academic year, your department may request all FWS subsidized hours or a combination of FWS and regular campus employment. Typically, regular campus employment hours are requested when a specific skill set is needed that is so unusual that the hiring department needs to be able to hire any student available with those skills (for example computer skills or foreign language skills). In most cases, Federal Work Study hours should be requested so that the college can take advantage of the subsidy and the students with the greatest financial need will be hired.
You should keep track of how quickly your student worker hours are being depleted to avoid overspending your budget. No student wants to be laid off in the middle of the spring semester because the department he/she is working for has depleted its budget. By the same token, circumstances arise when the number of hours budgeted is insufficient. Alert your supervisors when you realize this is so and by how much you may overspend your allotted hours. Your department director should contact the Controller to advise of the impending shortfall. In such a circumstance, it may be wise to increase your departmental budget request for work study during the next budget cycle.
Students Running Out of Work Study Hours: Students approved for Federal Work Study may only earn a certain amount through the program. At the beginning of the school year, such students are given a yellow card with an average number of hours per week they may work. This number is an average, assuming the student works 15 weeks in each semester. During some weeks, it's OK for students to work more than the stated amount, if they work less in other weeks. A student who skips working in the fall semester may work twice as many hours in the spring semester without going over the stated total amount. Many students have more than one work study job and fail to keep track of their hours adequately. For this reason, financial aid tracks student progress toward the maximum amount and will notify students that they are running low on hours in the spring semester. When a student uses his/her full allotment of work study hours, the student can either stop working or, if your department has regular campus employment money available, be converted to regular campus employment for the remainder of the school year.
Approving Student Time Cards Via NazNet: Every two weeks, your student workers will submit their hours for your approval via the college NazNet system. You must review their hours and approve or reject them in a timely fashion, no later than noon on Monday of pay week, in order for students to be paid. Please be sure to check that students have actually worked the hours that they claim. Honest mistakes can occur in recording these hours, but a student who deliberately reports hours they did not work should be terminated from work study employment. If you suspect that a student has deliberately falsified his/her hours, please contact the office of safety and security so that a report can be filed and an investigation conducted if warranted. Students who deliberately falsify their hours may be prevented from working on-campus.
The payroll office has provided below the detailed procedures for approving student timecards via NazNet.
Should a student in your department forget to enter their hours on the appropriate timecard in NazNet by the deadline for that pay period, please DO NOT allow them to add those hours to the next payroll's NazNet timecard. The college is required to maintain accurate records of the actual dates and times students work. In such an instance, have your student worker complete a paper timecard (available in the Payroll Office) after they verify that the hours in question were never entered on NazNet. Any students who are unsure if their hours were reported correctly can check the "Time History" link in their NazNet account.
Student Paychecks: All students are encouraged to have their checks direct-deposited into their own accounts. Students who don't use direct deposit ordinarily pick up their checks at the Student Payroll Office in Smyth Hall. The Financial Services Office will cash student checks up to $50 and there is an ATM on-campus in the Shults Center for students to withdraw direct deposited funds from their accounts.
FORMS EMPLOYERS WILL NEED
FORMS STUDENTS WILL NEED
End of spring: Talk with your returning workers to see if they are interested in working for you next year. If so, request a copy of their class schedule for fall scheduling purposes.
Early July: Call your returning workers to be sure they still plan to work for you. If FWS eligibility is in question, confirm with the Financial Aid Office.
Mid-summer: Determine your student employment needs for the year and provide Career Services with a listing of openings indicating time slots available, using the On-Campus Student Employment Job Description Form. Note whether Federal Work Study is required. (Note: Departments with large student worker needs can create their own accounts and post their hiring needs directly to Handshake. If you are interested in this option, please contact Career Services).
Late August: Plan to attend the On-Campus Jobs Fair to recruit new student workers for your office. The fair usually takes place on the Sunday before the first day of classes. Contact Career Services if you have not received an invitation to the fair.
September: First week of classes is prime job-hunting time for new students seeking employment. To recruit them effectively you should do the following:
Note: Students will not be paid until the work authorization form and payroll forms are completed.
Your returning workers should do the following during the first week of classes:
Note: Incomplete paperwork means waiting another two weeks until the next payroll to be paid.
November: Monitor FWS and Campus Employment lines on monthly departmental budget reports to be sure that these budget items are not being consumed at an excessive rate.
December: List anticipated spring semester job openings with the Career Services Office using the On-Campus Student Employment Job Description Form. (Note: Departments with large student worker needs can create their own accounts and post their hiring needs directly to Handshake. If you are interested in this option, please contact Career Services.)
Prepare budget request for student hours for next academic year. If your department requires additional student worker hours, request them and provide appropriate justification.
January: Interview applicants for Spring positions during the first week of classes. Workers continuing from fall semester have no required paperwork. New hires should follow the same hiring procedure as Fall.
February: Monitor FWS and Campus Employment lines on monthly department budget reports closely through end of academic year.
March/April: List summer job openings with the Career Services Office using the On-campus Student Employment form. Please note that all summer job openings must be listed with Career Services for at least four weeks before the end of the spring semester. Doing so will insure that Nazareth students get first priority for summer employment before any other persons are considered. Only regular campus employment is available during summer - no FWS funding.
May: Federal Work Study ends with Saturday of graduation weekend.
June 30: Fiscal year ends. Unspent funds for student employment are NOT carried over to the new year. Overspending on student employment may require written justification.
Summer: Contact Career Services regarding any changed student employment needs. The Office maintains a list of students seeking work.
Direct referral of students to employers violates certain employment laws and college policies. If you are contacted by employers seeking your students, please contact the Director of Career Services for advice.