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Supervisor Policies


  • To submit all required paperwork for the student prior to employment
  • To provide student with a copy of the employment authorization prior to working
  • To explain the duties and responsibilities of the job to the student and provide a job description
  • Continually evaluate and monitor the student's work performance
  • To verify the accuracy of your student's time card before signing it and submit the card to the Payroll Office on time
  • To monitor the student's hours and earnings to ensure that he/she does not earn more than the allocation
  • To monitor your department budget to ensure availability of funds to pay student
  • To review the Earnings vs. Allotment report each month and notify the Student Employment Manager immediately of any changes or corrections
  • To provide a reasonable amount of training and supervision and counsel with the student if work is unsatisfactory
  • To evaluate the student's work performance at least once during the year and submit a copy of the evaluation to the Student Employment Office
  • To expect the student to maintain confidentiality
  • To expect satisfactory job performance from the student
  • To expect notification when a student will arrive late or be absent from work
  • To sign and forward a Resignation form to the Student Employment Office for any student who resigns or is terminated during the semester
  • To comply with regulations and follow guidelines for the Work Study Program


Job Descriptions

A key to successful management of student employees is clarity of expectation. Without a clear understanding of expectations by the students, supervisors set themselves up for being continually amazed (and frequently dismayed) by their behavior.

A position description is the first step to getting effective work from student employees. It provides the student interviewing for a position, with a preview of the requirements of the position. Additionally, it can be used to remind the student of the scope of duties he/she is expected to perform. It pays to clearly communicate what the expectations are.


Orientation Of Students

It is advisable, after the students have been hired, to set time aside to orient them to the department. It is suggested that the supervisor go over items discussed at the interview as well as the following:

  • Variations in work schedules for holidays and examination periods
  • Safety and health practices
  • Performance standards
  • Procedure for recording hours worked
  • Paycheck distribution
  • Confidentiality of records and files
  • Training in skills and procedures necessary to perform the job
  • Dress in the workplace


Incentive And Recognition

  • Provide high standards of support to go with high standards of performance
  • Show appreciation
  • Provide what is needed to allow the student to function effectively
  • Communicate the importance of the work and its benefits
  • Care about the student worker and not just that the work gets done
  • Celebrate National Student Employment Week the first full week of April.


Grievance Procedures

Students have the right to appeal matters regarding their employment, which they believe are unjust, improper, unmerited, etc. Procedures for resolving such differences are as follows:

  • An attempt should be made to informally resolve the disagreement between the student and the immediate supervisor.
  • If not resolved, the student assistant may request that the matter be taken to the next level of authority, which is the immediate supervisor's superior.
  • If the problem cannot be resolved within the department, the student should make an appointment with the Manager of Student Employment to discuss the problem.
  • The Manager of Student Employment shall request a written account of the issue(s) from the student assistant's immediate supervisor, who is to submit this account within five working days. The Manager shall then convene a meeting of the parties concerned within one week in an attempt to resolve the issue(s).
  • If the Manager is unable to bring the parties to a mutual agreement at this meeting, the Director of the Academic & Career Advising Center shall submit a suggested resolution of the issue(s) in writing to each party.


Harassment Policy

Longwood provides quality education for all students. Such an education can best be offered when the environment supports respect for individual and academic freedom. Harassment of any kind towards a student, faculty or staff member at Longwood undermines the basic principles of the community and is not acceptable behavior within the institution. Any individual who engages in such behavior shall be subject to disciplinary action, including termination or expulsion.


Disability Services

Longwood University recognizes its responsibility to provide individuals with disabilities with an equal opportunity while maintaining the standards that are fundamental to its quality academic programs. The University provides an integrated set of support services for students with disabilities. Questions concerning accessibility, accommodations or other services for students with disabilities should be directed to the Coordinator of Services for Individuals with Disabilities at (434) 395-2391.

The Virginians With Disabilities Act

"It is the policy of this Commonwealth to encourage and enable persons with disabilities to participate fully and equally in the social and economic life of the Commonwealth and to engage in remunerative employment." 



By virtue of employment at Longwood, a student may have access to records/information (paper, verbal, electronic) which contain individually identifiable information, the disclosure of which is prohibited by the Family Educational Rights and Privacy Act of 1974. Each student must acknowledge and fully understand that the intentional disclosure of this information by the student, to any unauthorized person could subject the student to criminal and civil penalties imposed by law. Each student must further acknowledge that such willful or unauthorized disclosure also violates Longwood's policy and could constitute just cause for disciplinary action, including termination of employment and possible administrative withdrawal from the university, regardless of whether criminal or civil penalties are imposed. 

Family Educational Rights And Privacy Act

The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99) is a Federal law that protects the privacy of student education records. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education.

Generally, schools must have written permission from the parent or eligible student in order to release any information from a student's education record. However, FERPA allows schools to disclose those records, without consent, to the following parties or under the following conditions (34 CFR § 99.31):

  • School officials with legitimate educational interest;
  • Other schools to which a student is transferring;
  • Specified officials for audit or evaluation purposes;
  • Appropriate parties in connection with financial aid to a student;
  • Organizations conducting certain studies for or on behalf of the school;
  • Accrediting organizations;
  • To comply with a judicial order or lawfully issued subpoena;
  • Appropriate officials in cases of health and safety emergencies; and
  • State and local authorities, within a juvenile justice system, pursuant to specific State law.
  • Schools may disclose, without consent, "directory" information such as a student's name, address, telephone number, date and place of birth, honors and awards, and dates of attendance. However, schools must tell parents and eligible students about directory information and allow parents and eligible students a reasonable amount of time to request that the school not disclose directory information about them. Schools must notify parents and eligible students annually of their rights under FERPA. The actual means of notification (special letter, inclusion in a PTA bulletin, student handbook, or newspaper article) is left to the discretion of each school.

For additional information or technical assistance, you may call (202) 260-3887 (voice). Individuals who use TDD may call the Federal Information Relay Service at 1-800-877-8339.

Or you may contact us at the following address:

Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, D.C. 20202-4605


Release Of Information

The Student Employment Office shall provide for the confidentiality and security of official student data. A student who desires to have information provided to a third-party agency will be required to sign an "Authorization For Release Of Information" and present this to the Student Employment Manager or member of the Academic & Career Advising Center staff.

There are occasions when investigators from state or federal agencies; credit bureaus, mortgage agencies or other financial institutions perform background checks and verification of employment regarding current or past students of Longwood University. It is the policy of the Student Employment Office to provide only directory information and dates of employment to these agencies. Other information will be released only if the agency provides a Release of Information signed by the student whose information is being requested.

Supervisors may refer agencies to the Student Employment Office for employment verifications if necessary.


Dress Code

Dress for student employees is casual but not controversial. Some consideration must be given to the fact that students have limited means and are usually working between classes. If safety clothing or equipment is deemed necessary by the department, such clothing or equipment will be furnished by the department. Tee-shirts bearing language or art which is likely to offend others, torn clothing, unkempt appearance, or revealing clothing which exposes parts of the body typically covered in that work setting should be avoided.

Supervisors should discuss the dress code for a particular department with the student employee.


Work Related Injuries

Students employed in the Work Study Program are covered by Worker's Compensation. Health Services provide assistance for minor complaints, referrals and information about local resources. If students have injuries requiring medical evaluation and follow-up supervision, they should be seen by physicians who are qualified to provide services/evaluation for Worker's Compensation. The injury must be reported to Human Resources within 24/48 hours so that physician care, etc. is handled accordingly. An accident report must be completed, signed by the student employee and the supervisor, and forwarded to Human Resources. The Student Employment Office should also be notified of any injuries that require the student to lose time from work.


Retention Of Records

Federal regulations require that all records supporting federal programs, including the Federal Work-Study Program, be retained for at least three years. Therefore, it is necessary for each department to retain all departmental Federal Work-Study sign-in sheets and/or other supporting documents and records for that amount of time. Questions concerning the need to retain a specific item should be referred to the Student Employment Manager at 395-2211.