During Fall and Spring Semesters, when students are in class, the maximum number of hours a student can work in a week is 20. Sometimes during busy periods and periods of short staff there will be a need for student employees to work over 20 hours. In these cases the Supervisor would need to complete and submit the 20 Hour Appeal Form BEFORE the student works over 20 hours. The form should be completed in as much detail as possible, attached to an e-mail and sent from the Supervisor's westga.edu address. The Student Employment Advisory Board will then review this appeal and once approved or denied, the Supervisor would be notified.
Since the purpose of the 20 Hour Appeal is to assist the department in times of great need, the appeal should never be used to give the student more hours because they “need” them or “can work” them. The 20 Hour Appeal should only be used because the department needs the help. Therefore this form is to be completed and submitted by Supervisors ONLY.
Student Employment 20 Hour Appeal Form
Recognition & Encouragement is important to expressing appreciation for the valuable work student employees provide to your department/agency. There are a variety of ways in which a supervisor may recognize and encourage student employees for little or no cost. The following are some ideas that can help you recognize your student employees.
- Set goals, provide deadlines, and recognize achievements.
- Be a supervisor: identify what the student does well and what needs improvement.
- Make an effort to know your student employee as a person not just a worker. Discuss ambitions, career plans, academics, and everyday life. Do not be afraid to show an interest in the individual.
- Communicate openly and frequently; be accessible and welcoming.
- Include student staff in the department/unit newsletter.
- Ask student staff for their ideas and suggestions for office functions both fun and work-related. Be inclusive. Provide opportunities for the student to report to staff about work-related projects and research. Include the student’s signature on reports and publications to which they contributed.
- Make the work meaningful: take time to plan and train the student; allow the student to be creative; break up monotonous jobs with significant projects. Do not be afraid to increase job responsibilities and accountability.
- Nominate a student employee for “Student Employee of the Year”
- Ask students to share their expertise with other student employees by offering a training session.
- Include students, when appropriate, in office celebrations (holiday parties, summer picnics, and birthdays); recognize the student’s birthday and other special life events.
- Coupons - design your own coupons! Free can of soda, one dozen home baked goodies, etc.
- Decorate an office bulletin board or the office door in recognition of your students.
- Recognize graduating seniors with a special luncheon and a thank you gift from co-workers.
- Create an office-wide “Who’s Who” display: photograph student and staff employees, and decorate an office bulletin board or door with information about each individual (name, hometown, college, class year, major, job title, hobbies, activities, job title, supervisor).
- Take pictures - post employee pictures and list what wonderful things they do for your department.
- Make up silly awards for students: best telephone voice, best web-surfer, etc.
- Take your student employees to lunch or buy them pizza.
- Handwritten thank you notes on cards sent to on campus P.O. boxes.
- Verbally thank students for their contributions to your department.
- Bake cakes for student employees on their birthdays.
- Ask students what motivates them and implement a recognition program that is based on individual preferences.
- Buy lottery tickets to reward students for a job well done.
- "Kudos" certificates attached to a Kudos candy bar.
- Develop a peer recognition program (e.g. employee of the month/week - other students can give input or feedback) and place on a tag board or poster for public recognition.
- Traveling trophy - each recipient hands it off to the next recipient.
- Develop a token system to earn points for items.
- Pat on the Back - Draw an outline of your hand on a piece of paper. Photocopy enough copies for all students in your office. On each hand write a note that tells the student why they deserve a “Pat on the Back”.
- Look around the office or at home for an inexpensive item. Name the item for the award (Employee of the Month/Week, Great Idea Award, Gotcha Award - catch someone in the act of doing something good).
- Give stickers to all employees and ask them to hand them out when they see someone doing a good job.
- Chalk the sidewalk in front of your office saying “thanks” to your student employees.
- Good Egg Award - buy plastic Easter Eggs, fill with goodies and give out with “Good Egg” certificates. List what the student did to deserve this award.
- "You Rock" award - print "You Rock" on a rock and present it to someone when they do a good job. Encourage the student to present it to another member of the staff when they observe someone doing a good job.
- Schedule a student employee appreciation day each quarter when staff participate in a carry-in luncheon or bring desserts specifically for student staff.
Student Employee of the Year Overview
Criteria for Student Employee of the Year
- The contributions made by all student employees are important. However these awards seek to acknowledge the students in each department whose performance is exceptional and from those students select the one that most exemplifies the Student Employee of the Year.
- Nominees are judged on: reliability, quality of work, initiative, attitude, professionalism and uniqueness of contribution to the department/university.
- Nominees must have completed at least 6 months of employment
Process for selection:
- Supervisor’s select their top student and submit written testimony of how the student’s work has helped the department, their customers and the university through their: reliability, quality of work, initiative, attitude, professionalism, and uniqueness of contribution
- The judges then read every nomination
- The nominees are then interviewed by the judges
- After the interviews - the judges select one winner.
The Winner of the Student Employee of the Year
- Receives a personalized trophy and $100.00
- Is nominated to represent UWG for the Southern Association of Student Employment Administrators (SASEA) regional award.
- Of the nominees for this award, SASEA will select a Regional Student Employee of the Year who will then be entered in the National Student Employee of the Year program.
- The regional winner will receive a plaque and a $1000 money order from SASEA. The nominating office will also receive a certificate acknowledging their nominee's selection as SASEA's Student Employee of the Year.
- If the student is later selected as NSEA's National Student Employee of the Year, he or she will receive a $1,000 cash award presented by NSEA at the student’s home campus!
Number of Selections
- Each department may submit one student.
- Undergraduate students who are employed part time on-campus
- Federal Work Study, Student Assistant, or Student Research Assistant
- Must have worked at least 6 months in your department.
- Not Eligible are Residence Life Coordinators, Graduate and Teaching Assistants.
Students will be evaluated on the following, equally-weighted qualities:
- Quality of Work
- Uniqueness of Contribution to Department/University
Your letter of nomination should cover and discuss the above six criteria, as this is how the winner will be selected.
Submit the following three items electronically in Microsoft Word:
- SEOTY Campus Nomination Form
- Student’s job description
- Letter of nomination (two page limit)
All documents must be in Microsoft Word.
All nominated students will be recognized at the Student Employee of the Year Appreciation Lunch where the winner will be announced and presented with $100.00 and an award. This winner will also represent the University of West Georgia in the Southern Region Competition and possibly the National Competition.
The University of West Georgia employs a process of Progressive Discipline to collaboratively address issues of unsatisfactory performance or conduct. The disciplinary process may start at any stage, taking into consideration the severity of the infraction and maintaining consistency in the administration of the disciplinary process. All sides of an issue should be heard prior to administering any disciplinary action.
Note: Progressive discipline does not apply to employees within their 6 month introductory period. Managers experiencing issues with an employee within their 6 month introductory period should consult with their supervisor or the Office of Student Employment.
Progressive Discipline Process
- A First Degree Infraction is issued for minor - first time infractions.
- A Second Degree Infraction is issued after issuing a First Degree Infraction, or for those infractions of a more serious nature.
- A Third Degree Infraction is issued if a Second Degree Infraction has been issued within the last 12 months OR for a first offense of an extreme nature. This Degree is usually the Final Warning before possible termination.
- A Performance Improvement Plan is created with the employee, not for them. This plan is designed to focus on what is causing the issue and how to resolve it. A Performance Improvement Plan should be used in conjunction with a Second Degree or Third Degree Infraction.
Immediate Termination is recommended for infractions of a grave nature or after all progressive discipline procedures have been followed without significant and/or satisfactory improvement in behavior and/or performance.
Factors in Determining Disciplinary Action
- The severity of the infraction/offense
- Previous warnings or other disciplinary action for previous offenses
- Employee’s pattern of conduct
- Fairness of past and present supervisory practices
- Clearly communicated University and department rules
- Appropriate training was provided
- Consistently applied University and departmental rules
- Past practices of the department for handling similar offenses
Conducting Progressive Discipline
When discipline becomes necessary, a fair and equitable procedure of progressive discipline should be implemented. The objective of any discipline is to correct the behavior/performance and restore the employee to productive employment.
- Contact a Student Employment representative for guidelines on the process when necessary
- Investigate and/or research, in a timely fashion, incidents in violation of University policies, procedures, rules and standards
- Complete what you can of the Student Employee Infraction Form
- Ensure privacy when conducting Progressive Discipline. Nothing is more degrading or humiliating to an employee than to be disciplined in front of peers or customers.
- Initiate discussion with employee that exhibits behavioral or performance issues
- Discipline can be firm but not delivered with hostility or anger.
- Provide employee with an opportunity to present his/her version of the events in question
- Explain to the employee the reasons and the consequences if improvements are not made
- Initiate a Performance Improvement Plan to help restore the employee to an acceptable level of behavior, conduct and/or performance. This should be created with the employee, not for them.
- Complete the rest of the Student Employee Infraction Form and make a copy for your department file and send the original signed copy to Human Resources
- Provide any additional documentation for your department file, and Human Resources files
- Provide the employee with continuous feedback on their Performance Improvement Plan and whether or not there is progress after your disciplinary session