Supervisor Resources

Recruiting may begin at any time throughout the academic year. Recruiting is best handled by the supervisor having a relationship with a student and then putting forth the idea of a working relationship for the following academic year. 

A student should NOT be recruited away from another supervisor. If the student has committed to a position, then the supervisor may not offer another position to that student. If a student has already committed to a position it will be visible on their WorkBright application on the bottom right. Make every effort to be aware of other supervisors.

If a student is already committed to work for you and another supervisor recruits them away from you, contact the ScotsWork office immediately.

Each year the current job description must be approved or an updated job description must be sent to the ScotsWork office to be posted on the Student Employment site. The suggested timeframe for this is early February.

Additional position requests will be determined by the ScotsWork position committee three times a year: November for spring positions, February for fall positions and August for temporary positions.

To have your request reviewed, you will need to submit a Request for Additional Position. Bear in mind that currently there are more positions available than students to fill them. Therefore, the committee will be very judicious in their decisions.

To find a job listing, students can go to the ScotsWork Student Employment Site. Then they will be able to compare the different teams or positions to determine the best fit.

Once they click on a job listing, they will see “Apply Now” or “Apply for this Position”. Students should use their Covenant email address to apply. If a question is not relevant to the student, they may type “N/A” and continue with the application. If a question asks how many hours they are approved to work, they should answer with the number of hours they think they will be comfortable working.

All students must apply through WorkBright even if they are returning to the same position; however, if a student has previously worked on-campus, there is no onboarding paperwork required of them.

Once the student has applied for the position, the team leader or supervisor will be notified by email. The team leader or supervisor should then contact the student to discuss their fit for the team and set up an interview. Once a student accepts a position  the supervisor must mark the application "Position Accepted" for the hiring process to be completed.

Additionally, each student employee must watch the Safety video located on Banner under Student Employee Documents.

Onboarding is the name of the online process for completing the required paperwork. Once a student agrees to work with a team, an email link will be sent to them. They will need to follow that link and complete the forms it sends them. These documents will include items like their I-9 (proof of eligibility to work) and direct deposit information. 

This process requires the student to show their ID to someone in person who is over 18. Typically, a student will show either a passport OR a driver’s license AND a social security card. To see the full list of what is required/acceptable please visit the USCIS webpage. By Federal law student may not work until all onboarding has been completed and accepted by HR.  Onboarding should be completed prior to coming to campus if at all possible.

Most on campus jobs are paid $8.25 per hour while a few are paid $10.25 per hour. Students will receive a check twice a month on the 15th and the last day of the month. We are on a two-week delay, so students should check the Payroll Schedule to see when their submitted timecards will be paid. Students set up a direct deposit during their onboarding paperwork and all paychecks will be deposited electronically using that information.

Students may work up to 20 hours per week; however, it is not recommended that students work that many hours. Most students will work between 10-15 hours per week. No student employee may work over 20 hours per week—it is important that both the student employee and their supervisor make sure they do not work over 20 hours each week.

Students on limited load or probation may not work more than 10 hours per week or what is decided in their school plan.

There is no minimum number of hours that a student employee must work per week. Their schedule will depend on what they decide with their supervisor.

Yes, however, students must discuss the change with their supervisor to determine how the workload may need to be accommodated to the schedule. They will then need to contact the ScotsWork coordinator to change their hours officially.

Yes. Money earned as a student employee is subject to state and federal taxation. W-4: Federal and state tax withholding is calculated from information provided on the student’s W-4. W-2: Students can view and print college issued W-2’s under the Student Employee tab on the student Banner account. However, Social Security (FICA) is not withheld for students.

ScotsWork earnings are the same as any other job earnings and subject to tax filing requirements.

Students log time through easy-to-use time clocks around the campus—see locations. Students are responsible for logging their hours for each shift they work and submitting their timesheets to their supervisors for review and approval at HIGH NOON on submission day, the Monday following the end of the pay period. A reminder email will be sent to let student employees and supervisors know the date is approaching and the day they are due.

ScotsWork students should use the closest time clock available to their work area. If a student doesn’t clock in and out, they may have their hours reduced or be ineligible to work the following week. 

Student employees must submit their time at the end of each pay period on Banner. Please see “Learn More” for step-by-step instructions on how to enter and submit timesheets on Banner.

Time Clock Locations - Map

Learn More

It is the student’s responsibility to report the incident. 
Students can scan the QR code at the time clock or visit this Google Form and answer 3 simple questions. 

If a time clock is down, students may enter your hours manually. However, the time clocks rarely go down.

Time clocks are typically fixed within 24 business hours of being reported. Most of the time they are fixed within less than 3 business hours.

Learn More

Student employees may not work over 6 hours in a day without taking a break. They must have at least a 15 minute break every 6 hours.

Students may not work on Sundays. Covenant College is committed to the practice of Sabbath rest. See Student Handbook for clarification.

Students may not work on school holidays (Good Friday or Memorial Day) or standard breaks (Fall, Winter, Christmas, Spring). 

Students can, however, work on reading days, snow days, and Day of Prayer. While it is our hope that students participate in the Day of Prayer, students may work that day.

If a student’s timecard is not submitted by the deadline, they may not work the following week. Should there be a second infraction, they will not be eligible to work for an entire pay period. 

If a student “ghosts” or does not show up to work, a meeting between the supervisor, student, and ScotsWork coordinator will take place. It is possible they may not work the rest of the semester and in some cases they may be ineligible to work on campus for a longer period of time.

Students should not study “on the clock.” ScotsWork is a resume-building job, meaning students are expected to work and develop skills including what it means to serve and work unto Jesus. 

Currently, students are not authorized to work multiple jobs. Only one job is allowed except in specially authorized situations.

No. ScotsWork jobs are for the academic year. To obtain a new position in the fall semester, students are encouraged to apply in the spring semester.

Here are some opportunities and resources for students as they develop professionally:

• The Center for Calling & Career’s Buffalo Brunches
• Appointments with The Center for Calling & Career via Handshake
• Strategies for Helping Student Employees Succeed 
• Career Readiness Skills for Student Employees
• SMARTIE Goals to help students

A Proxy allows someone else to approve your student employee’s timecards should you be out of the office when they are due. It is VERY important that you have one set up.

Learn More

The first step is to check the Pay Schedule and determine if you worked during the pay period that is being paid and if you turned in your time card on time. You are not paid on the Friday of the week you turn in your time card but in the following pay schedule.