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Division of Human Resources

Supervisor Checklist

As the supervisor of a student employee there are many ways that you make a difference in their success.   Knowing what to expect during the hiring process and in the first few days of employment can set the stage for a positive experience for you and your student employees.

The Supervisor Checklist [pdf] can help you navigate the hiring process, first days and weeks as a student employee supervisor.

When You Decide to Hire a Student

Once you decide to hire a student employee or identify a student you would like to hire, the following information will need to be submitted to your student hire representative: student name, USC ID, student email address, start and end date, hours per week, pay rate (hourly or salary), job title, job code [pdf], funding source (i.e., chartfield string), and supervisor name. Please not to overestimate the hours per week you will have the student work as it may result in student being unable to work in other offices due to the hour limitation.

Most student employees do not require a background check unless they fall into certain categories. For example, student employees who are handling money, working with minors, involved in direct patient care, or have key access will require a background check. If a background check is required, your student hire representative will notify the student and initiate the background check.

Verify with your student hire representative that the student employee has completed Section 1 and Section 2 of Form I-9 within three days of the date of hire. If you have a student employee working that has not completed Form I-9, contact your student hire representative immediately as the student is not permitted to work or receive a paycheck.

If the student you want to hire self-discloses any accommodations they will need, work with the Student Disability Resource Center to ensure that the accommodations are reasonable and can be met by the university.

On or Before a Student's First Day

Students must complete Form I-9 before they can work or receive a paycheck.

Remind the student to complete all other required forms including setting up or updating direct deposit information, Form W-4, Form SC W-4, and any other tax or work authorization forms.

For first time student hires, these tasks will be included in the onboarding assigned in PeopleSoft. You can monitor their onboarding status and send them reminders if they do not complete their tasks. Click here to learn how [pdf]

For students who are rehired, these updates can be made in Employee Self Service in PeopleSoft. No onboarding is assigned to rehired students.

Ensure the student knows where to report to on their first day of work, and that they have access to all necessary key card or badge terminals, web systems, etc.

During a Student's First Week

Schedule a meeting with the student to discuss the following:

  • Job responsibilities and expectations. Provide any written guidelines, instructions, or manuals that may apply to the job. (FERPA, HIPPA and any confidentiality forms that are required)
  • Work schedule and weekly hours
  • Logging in and approving hours worked in the Time and Absence System
  • Review pay schedules and pay lag for students
  • Remind the student that they are expected to abide by the Carolinian Creed and Student Code of Conduct. Violations of the honor code could result in termination.

The Environmental Health and Safety (EHS) department offers a wide variety of classes to meet employee training needs. All employees should check with their supervisors/managers to obtain their required safety related training.

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