Supervising Students

For instructions and to learn about approving time cards in Ignite please visit the Ignite Supervisor training website.

• To provide accurate and timely payment to student employees, supervisors are responsible for guaranteeing that student employees timely report all actual hours worked on their Time Card in Ignite by the established deadlines.
• Students may not “volunteer” for hours for their assigned duties.
• As hourly wage employees, students are classified as “non-exempt” employees as defined by the Fair Labor Standards Act, requiring all hours to be recorded and paid hourly.
• Student employees are required to complete and submit their time card in Ignite to their supervisor no later than midnight on the Sunday following the end of the pay period. Students are required to report all hours worked, even a violation of the University policy on working more than 20 hours per week has occurred.
• Federal regulations require the University to pay for all hours worked.
• Supervisors are required to verify and approve, if necessary, the timecard report by Monday at noon of that week.
• It is important that the hiring manager and the student employee have a mutual understanding of the terms of the employment start/end dates and rate of pay.
• Supervisors must determine start dates that allow enough time for review and processing of required paperwork mentioned above prior to the student beginning work.
• Following these rules assists Baylor with compliance with applicable federal and Texas Pay Day Law.

This document/website does not, and other associated documents or websites, establish or extend any contractual rights to student employees. All student employees are “at-will” employees.

Resources

• U.S. Department of Education
• Student Financial Services Website
• Department of Labor
• Fair Labor Standards Act
• Payroll Office
• Texas Pay Day Law

Student Employee timecards must be certified by the student's direct supervisor. Baylor University must maintain Federal Work Study records, including certified timecards, to maintain compliance with the Department of Education. 

The Office of Student Employment requires MONTHLY certifications for all student employees, not just FWS student employees. This equitable approach will allow Student Employment and Payroll partners to catch and resolve timecard/payroll issue quickly. 

Learn more about Monthly Timecard Validations

You can Delegate Time Card Approvals by following the instructions attached. 

My student worker missed a timecard period. How do they enter a late timecard?
A student will enter a late time card by submitting a Historic Time Card. They will do this by going to Existing Time Cards and entering the correct date. Once submitted, they should inform Student_Employment@baylor.edu of the late submission. Here is a guide they can reference: Create a Bi-Weekly Time Card QRG.

My student worker logged too many or too little hours on a previously submitted timecard. How can it be corrected?
The student will need to Request a Time Card Adjustment in Ignite. The manager will need to approve of the change and notify Student_Employment@baylor.edu

My student worker logged time on the wrong assignment. How can it be corrected?
The student will need to Request a Time Card Adjustment in Ignite. The manager will need to approve of the change and notify Student_Employment@baylor.edu

If a student is voluntarily leaving a student job fill out the Separation Form.  If you are separating multiple students, fill out the Mass Separation Form. 

If the student is involuntarily leaving, please contact your HRC prior to completing the form. 

Undergraduate

Students can work up to 20 hours a week when taking Baylor courses. During breaks such as Christmas, Spring Break, or Summer, students can work up to 40 hours a week as long as they are not taking classes through Baylor. 

International (Undergraduate) 

Undergraduate international students can work up to 20 hours a week when taking Baylor courses. During breaks such as Christmas, Spring Break, or Summer, students can work up to 40 hours a week as long as they are not taking classes through Baylor. There are no exceptions for an international student to exceed 20 hours per week during periods of enrollment. 

Graduate 

Graduate students can work up to 29 hours a week when taking Baylor courses. Please Note: Graduate students at Baylor Law and Truett Seminary require additional approvals to work over 20 hours per week. During breaks, graduate students must receive approval from their Graduate Program Director to work more than 29 hours per week. If you have questions about graduate student work hours, please email student_employment@baylor.edu. 

International (Graduate) 

Graduate international students can work up to 20 hours a week when taking Baylor courses. During breaks such as Christmas, Spring Break, or Summer, students can work up to 40 hours a week as long as they are not taking classes through Baylor and have approval from the graduate school. There are no exceptions for an international student to exceed 20 hours per week during periods of enrollment. 

If you need to make changes to a student job such as pay, hours per week, or supervisor fill out Change Request Form. 

If you are making changes for multiple students, fill out the Mass Change Request Form. 

International student employees require additional documentation. Please use this letter template to help your student employee with their documentation. 

Baylor Letterhead for Social Security (2).doc

If needing to conduct performance evaluations, use the form here. 

Concerns with a student employee in the workplace or performance issues should be reported to your HR Consultant. 

When a student employee has a concern that arises in the workplace, they may:

1. Report the concern to their direct supervisor or department head.
2. Report the concern to Human Resources when there are issues regarding equal employment opportunities or workplace concerns.
3. Report the concern to the Office of Equity, Civil Rights, and Title IX when there are issues of sexual or gender harassment or discrimination.

For additional information on the process for filing a formal or informal grievance for employment-related matters such as disciplinary issues, demotions, reassignments, transfers, and terminations, visit the University Grievance Policy BUPP 822.

Supervisors have the responsibility to take action to prevent and immediately stop discrimination, harassment and retaliation. Additional rights and responsibilities to Baylor’s policy, including student employment, can be found at:

• Baylor Civil Rights Policy BUPP 028
• Sexual and Interpersonal Misconduct Policy BUPP 022

This document/website does not, and other associated documents or websites, establish or extend any contractual rights to student employees. All student employees are “at-will” employees.

Resources

• Human Resources
• Title IX Office

As a student supervisor, it is important to give the students opportunities to professionally develop. We offer an optional form intended to facilitate developmental conversations and offer supportive learning in a professional environment that can be found here.