Student Worker Manual : Policies & Procedures

• When you are the supervisor on duty, have w2w open to keep track of who is supposed to be working. If someone has not arrived and has not said they will be late or called in, notify staff. 
• If there are no staff on site and you urgently need coverage for a shift, send a message to all employees on W2W requesting emergency coverage. If you cannot get coverage, call a staff member on the emergency contacts list. 
• If you ever have a situation where you do not have enough staff to cover both service points, close the H&I desk and cover the Access Point. The Access Point must remain staffed at all times!

When you are the supervisor, other students at both service points should let you know when they are taking a break. You may deny a paid break (20 mins for a shift under 6 hours) based on staffing. Only one employee at each service point should be on break at any given time, unless the supervisor determines otherwise. Students cannot use their break to leave early or come in late to a shift. 

• 4-hour shifts:  you can take a paid break of up to 20 minutes.
• 6-hour shifts:  you may take a 30-minute unpaid break or a 20 minute paid break. Students must tell the supervisor on duty if they are taking an unpaid break.
• 6+ hour shifts: you must take a 30-minute unpaid break as required by Massachusetts state law.

Students do not get a break for shifts under 4 hours. If a student is taking an unpaid break for a 6 hour shift, let their manager know so it can be reflected in their timesheet.

• Supervisors are responsible for knowing when staff are on site. 
• The IDEAS staff schedule can be found in the Student Employees Teams channel. Most staff work remotely two days a week, but are still available to answer questions remotely. During the midday shift on weekdays (1-3pm) IDEAS staff are typically in meetings and may not be able to respond immediately to messages. 
• It's best practice to message the IDEAS Staff + Student Supervisors chat with any questions that come up on your shift. All staff members are able to help you!

• Submit time sheets by 6PM on SATURDAYS to ensure that your timesheet is approved on time! If you work past 6pm on Saturday, you can manually enter your time for that shift instead of clocking out.
• Timesheets are approved and adjusted based on the hours listed in w2w. If you find that your w2w schedule is incorrect, let Katie know ASAP. 
• Massachusetts law requires supervisors (Katie) to submit timesheets on your behalf if you do not submit them yourself. However, Katie does not work on SUNDAYS AND MONDAYS. Therefore, if there is a problem with your timesheet, it may not be addressed until Tuesday afternoon.

• Supervisor schedules are made as set weekly schedules based on your regular weekly availability. If you have varying weekly availability or your availability is changing significantly, let Katie know ASAP.
• If you are taking classes at Northeastern or are on co-op, you can work a maximum of 20 hours per week across all campus jobs. If you are working full-time at a co-op on campus, you are NOT eligible for student employment. 
• Supervisors are required to have availability on at least one weekend day on a regular weekly basis. Anyone who has availability on Friday evenings and Saturdays will get preference for other shifts. 

• Use the tradeboard only for shifts that you can still work if no one offers a trade. If you post a shift on the tradboard and no one picks it up, you are still obligated to work that shift. You must call in or request time off for shifts you can’t work.
• Submit a time off request on w2w for any days that you know you will not be able to work AS SOON AS POSSIBLE. Even if you are already scheduled, use this feature instead of posting shifts on the tradeboard if you know you cannot work! Time off requests will be approved and will automatically remove you from any scheduled shifts during that time. 
• DO NOT use the time off feature to call out for a same day shift. Refer to the call out procedure.