As an employee of an on-campus department of support office, students, staff and visitors will view a work-study student as a professional who represents the department. Self-monitoring of behavior is critical. Behavior that is acceptable in other settings, such as those in a social setting are not always appropriate, and may not be suitable in the workplace.
LANGUAGE:
Workplace Etiquette
In the workplace, students need to be thoughtful of language as they interact with co-workers, visitors and students. Speaking with professionalism will increase your value as an employee. Effectively interact with your supervisor, co-workers and clients in all situations and listen actively. Profanity is not appropriate regardless of the situation. Writing and in complete sentences prevents miscommunication. Always address co-workers, visitors and students by their last name, unless invited to refer to them by their first name.
Cross-Cultural Communication
Understand how cultural values, gestures, and conversation styles vary and how they can cause misunderstanding. Think about, learn and practice strategies to improve your communication skills with people around the world.
DRESS CODE:
Appropriate Dress for your Work Setting
Inquire about dress and grooming (including hairstyle) expectations when initially meeting with your supervisor to discuss your work schedule. Remain mindful that student employees represent the department.
ATTENDANCE:
Beginning and Ending Dates
Touch base with your supervisor to determine your start and end dates for employment.
Punctuality
The departments and the students served depend on a regular schedule, making regular attendance at work a priority. Punctuality, arriving at work and returning from scheduled breaks are critical for the operation of the department. Any deviation from the regularly scheduled hours must be discussed prior to the change of hours with the supervisor. Explaining an absence or reason for tardiness after the event is not acceptable professional behavior.
Notification of Absences
Absence requests must be discussed with the supervisor with sufficient notice, at least several days to a week beforehand. If you are going to be absent due to illness or emergency, you must speak with your supervisor or designee at least a half hour before the start of the scheduled work time.
Work Hours & Payment
Work hours 19 hours per week (Monday - Saturday). Students will earn $13.75 per hour.
Your online ACES timesheet is DUE always at the end of your shift on the15th andend of the month
This allows your supervisor to approve your timesheet by the deadline which is 2 days later.
Failure to enter and submit your timesheet on time may result in your paycheck being disbursed late or even canceled
COMPETENCE:
Do Research
Learn about the organization that hired you. If you know the department you will be working in, do research to find out what the department does, who they serve, who the staff are and how the department fits into the goals of the organization.
Ask Questions
Listen to instructions and pay attention, but ask questions if you do not understand something. You are expected to ask necessary and intelligent questions.
CONFIDENTIALITY:
Privacy
Student employees should avoid prying to discover information not needed to complete a work-related task. Respect student’s and co-workers’ privacy by not reading faxes, email, computer screens, or mail that is not shared. As a member of a department, refrain from discussing student’s, individuals, cases or sensitive information outside of the department. Additionally, department documents, files, and other written materials should not be taken from the premises.
Images
Student employees should refrain from posting photographs of students or of themselves at work with other students or photographs of co-workers on social media.
TIME MANAGEMENT:
Punctuality (Arrive to work on time (or early)
Ensure you arrive on time by planning ahead. Practice the drive to work and explore alternate routes in case of road closures or traffic.
SLEEP
Sleeping is an important function for good health and well-being. Make sure you are getting the appropriate amount of sleep so that you can have energy and process information efficiently.
Work Assignments
Complete assigned work projects in a reasonable time. If you find that a task is taking longer to complete than normal seek assistance or notify the supervisor of the extended time.
Prioritize assignments based on the departments needs.
Waiting for work - What does waiting for work mean?
Generally, this means that employees are engaged to wait, meaning they must be ready to work at any moment, they are considered to be working even during periods of inactivity and they must be paid for this time. This will happen more often in the Work Study/Student Employee role than any other role.
Homework
This is not a Work-Study position. Student employees are expected to be actively engaged in the duties of the job/position they have been employed for the full duration of their shift.
PERSONAL BUSINESS:
Personal Business
Take care of personal business, such as making or taking personal phone calls, texting messages, or sending emails before arriving at work or during your breaks, away from co-workers, guests or students.
CUSTOMER SERVICE:
Quality Customer Service
Customer service is important to every job. Find ways to provide a positive experience for the customer.
Be Active, Not Reactive
In order to remain calm in stressful situations, it's important to reflect on different scenarios that can occur. When dealing with an upset customer; think about what proactive action steps you can take to de-escalate the situation. The number one thing is to maintain your composure and to be aware of the resources you have at hand. Think about a time you were upset; what would have made the situation better?
Listen to Learn
It is important when working with students and colleagues to listen to understand. Most conflict that occurs is centered around miscommunication or unmet expectations. When in this situation listen to what is being said and what is needed. Individuals want to be heard so that they can be helped. When you have listened, you can then work and collaborate to get the issue resolved or addressed. If you are unable to resolve the issue reach out or refer to those that can.
Seek Help
It's important to get your supervisor or campus personnel involved if you feel unsafe and unsure of how to assist in a difficult situation. There will be times that you do not have the answers or access to provide a resolution. This is when it is important to ask for help from your supervisor or work colleagues.
COMMUNICATION - VERBAL, NONVERBAL & WRITTEN:
In-Person
Greet co-workers, clients and customers with a smile and a formal salutation
Email Student vs Employee
Business emails are a matter of record and therefore should be formal.
Open all emails with a Salutation (ex. "Hello [Name],...") and Close all emails with an ending (ex. Please let me know if you have any questions.)
Avoid using contractions, abbreviations and acronyms especially with a mixed audience.
Handwritten
Written or typed business correspondence is a matter of record and therefore should be formal.
Avoid using contractions, abbreviations and acronyms especially with a mixed audience.
Phone
Script
Answer phones using a formal salutation and introduce the department and yourself using your first and last name (ex. "Hello, you have reached the Career Experience and Internships Department this is [Firstname, Lastname] how can I help you?")
Hold, Transfer, Lookup
Ask the caller for permission to place on hold, transfer or to wait for you to look up something (ex. Do you mind if I place you on hold?, Is it OK if I transfer you to the department?)
PROFESSIONAL RELATIONSHIPS:
Building Relationships
As a student employee, one of the objectives is to meet and get to know professionals who may later offer a job, refer the student to another place of employment or who may agree to serve to as a reference. Every effort should be made to impress the professionals with whom the student makes contact. Work to build and maintain a healthy working relationship with individuals at work.
Supervision
Student employees may at times have little to no supervision. You should always know how to reach out to your supervisor in the event guidance or information is needed.
SAFETY, SECURITY & EMERGENCY RESPONSE TRAINING (DPS):
Be aware of the organizations policy on sexual harassment in the workplace and ensure you are not unknowingly violating these rules. Learn to identify signs and determine if certain behavior would be considered sexual harassment. Be aware of what to do if you are a victim of harassment.