Skip to main content

Supervisor Guide

To hire any new student employee, the job request needs to be submitted through the Student Employment application. For instructions on that, refer to the guide below.
  1. Login at Student Employment using your Net ID and password.


If you are not or campus or are not connected to the NU-Q network, you will need the VPN to login. If you cannot access the Student Employment application, please email Student Finance

  1. On the home page, you will see a list of student employees that you supervise or serve as a backup supervisor for. You can access existing job records by clicking the arrow on their job record. 
  2. Click on +New Job Record to submit a new job record. This will take you to the following screen where you will need to select the job title and choose if you want to post it on the web. For details on Job Titles and Descriptions, visit this link. Optionally if posting to the web, job responsibilities and qualifications will need to be provided.

 

Note: If you have a job in the system previously, that you would like to duplicate, go to the job record, and click Duplicate Position. A duplicate record will be created with all the information prefilled. You can make any changes you want and assign a new student to this position.  

This is an example of a job record where a web job posting is wanted: 

  1. Select the start and end date for the position. The end date can be edited to an earlier or further date. You will also receive an email notification 5 days prior to the entered end date, reminding you if you would like to terminate the student or extend their employment.
  2. Select the student from the NU-Q student drop-down menu and their details will be automatically filled in.
  3. Press on save.

 This is an example where a NU-Q student is directly hired:

 

 

If you are hiring a non NU-Q student, approval from Student Finance must be granted. NU-Q students should be prioritized for all NU-Q jobs. Upon approval for hiring a non NU-Q student, follow the steps below: 

  1. Click on the ‘Non NU-Q Student’ button:

 

  1. You will be directed to the following page. This is a list of all non NU-Q students that have been previously employed at NU-Q. Please browse through this and only add a new student if they are not already on the list.

 

  1. To add a new non NU-Q student, click on the +Add New Student button, which will open the following page: 

If the student has not been assigned an NU-Q EmplID yet, you can leave that blank for the time being.

  1. After entering the Name and University, press on save. You will get the following alert:

 

  1. Click on ‘Yes’. You can switch back to pick a NU-Q student by clicking on the NU-Q button. 

For promoting existing student employees, follow the steps below: 

  1. Login at Student Employment using your Net ID and password.
  2. On the home page, you will see a list of student employees that you supervise or have backup access to. You can access existing job records by clicking the arrow on their job record, circled in red below:

 supervisor-guide-9.png

  1. Press on the ‘Job Title’ to get a drop-down menu of the level options for each job title, as shown below:

 

  1. Select the job level you wish to change or promote the student to. Please refer to the Job Titles and Descriptions for more information on responsibilities and qualifications.

Please note level 4 hires of each job description should include a supervisory component to the role.

Kronos

Supervisors are responsible for checking their student employees’ logged hours on Kronos on a biweekly basis. Kronos can only be accessed through connecting to the NU-Q VPN or being on campus.

Important things to note:

  • Students may work up to 20 hours per week for all jobs combined.
  • Students with multiple jobs must coordinate with each supervisor to establish a set number of hours per week to avoid recording excessive hours in Kronos.
  • Excessive hours will be deducted from the next pay cycle. If a student has reported excessive hours and does not have any active jobs, repayment is expected in a timely manner to avoid registration and transcript holds. This can be arranged with Student Finance.
  • If a student has reported incorrect hours, the supervisor should remove/edit the hours prior to approving the timesheet in Kronos. If the supervisor is unable to remove the hours, they can contact Student Finance for further support.

All submitted hours on Kronos are processed and paid, regardless of the supervisor’s approval.

Back to top