Student Employment

Supervisor Toolkit

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This toolkit is designed to support supervisors in guiding student employees effectively and confidently. Here, you’ll find resources to help with every stage of the student employment experience—including hiring, training, performance management, and addressing concerns. The toolkit includes templates, forms, and guidance to ensure consistent, fair, and professional practices while fostering a positive, growth-oriented workplace for all student employees.

Hourly Pay Steps

Pay Step 1

$15.16/hour

Pay Step 2

$15.56/hour

Pay Step Increases

Pay step increases are intended to recognize a student employee’s continued service, experience, and growth within the same role. As a supervisor, you are responsible for determining eligibility, recommending increases, and creating a documented paper trail.

Pay Step Overview

Step 1 — Foundational Level

  • Entry-level positions focused on skill-building, training, and supporting daily operations.

  • Tasks are routine, follow established procedures, and are performed under close supervision.

  • Primary focus is learning, reliability, and professional development.

  • Example roles: Office Assistant, Lab Support, Event Assistant, Circulation Desk Attendant.

Step 2 — Advanced Level

  • Positions requiring advanced skills, independent judgment, or specialized knowledge.

  • Students may oversee projects, lead peers, or handle sensitive/confidential information.

  • Tasks may include data analysis, training other students, complex problem-solving, or leadership in daily operations.

  • Example roles: Lead Student Assistant, Program Coordinator, Research Assistant, Technical Specialist.

Supervisor Responsibilities for Pay Step Assignment

  1. Assign Pay Step Appropriately

    • Base pay step on role responsibilities, skill level, and independence, not departmental budget or individual negotiation.

    • Comparable roles across departments should have comparable pay steps.

  2. Request Step Advancement (Step 1 → Step 2)

    • If a student is in Step 1, Step 2 advancement is allowed only when the role has evolved to include additional responsibilities or demonstrated leadership.

    • Advancement is based on skill growth and job evolution, not time in position alone.

  3. Submit Documentation

    • Submit a PROMO EPAF for the student. Provide clear justification and rationale for pay step advancement in the comment box.

    • If the EPAF is approved, the student's new hourly pay rate will take effect at the start of the corresponding pay period.

  4. Annual Review

    • At the end of each academic year, review all student employee classifications to ensure:

      • Responsibilities still match the assigned pay step.

      • Any changes in duties are reflected in next year’s job postings.

Documentation Examples

Situation Example Justification Approved?
A student continues performing the same tasks after one semester No change in duties or scope of work ❌ Not Approved
A student begins training and supervising new hires Role expanded to include leadership and training duties ✅ Approved
A student develops and manages a new data tracking system Added technical responsibilities and independent problem-solving ✅ Approved
Department has leftover budget and wants to reward loyalty Budget availability is not a valid justification ❌ Not Approved

Toolkit:

New to supervising student employees or interested in employing students in your department for the first time? Please reach out to the Office of Financial Aid & Student Employment with the contact info below! We're here to help!

Supervisors must complete online training prior to gaining access to Handshake or EPAF.
Reach out to studentemployment@coloradocollege.edu to inquire.

Find everything you need to guide and support your student employees. The resources below outline key responsibilities, procedures, and expectations for supervisors.

SE Handbook (Supervisors) 

Supervisor Process and Important Rules Quick Reference

Before posting a position in Handshake, supervisors must ensure the job description has been reviewed and updated for the current year. Annual job description updates, new job description requests, and all related documentation are submitted through Jotform. This process helps maintain accurate position information and supports auditing and compliance requirements.

Use this form to submit the job description:

Student Employment Job Description Form


On the Job Description, you must choose at least three core competencies that the student will learn through their on-campus position. Core Competencies must be included at the bottom of the job description in Handshake. The Core Competencies were created by the Career Center, and used by Student Employment, to ensure the students understand the transferable skills they will be learning and prepare them for success in the workplace and lifelong career management.

More information regarding Core Competencies for Career Readiness can be found here.

Never sign into Handshake using SSO. Doing so will sign you up as a student and you will need to contact handshake support to delete your student account.

https://app.joinhandshake.com/login 

Handshake Job Post Instructions Here 

Please use this link to sign in to Handshake to post a job. Enter your email under "Employers & Career Centers (USA)".

 

All student positions are required to be posted for at least 5 days. The 5 days begins AFTER our office approves the posting request in Handshake.

EPAFS may NOT be submitted prior to the end of the 5 day requirement.


*Please note, Handshake job postings can take up to 3 business days to be approved by CC Student Employment staff depending on office workload

Once you have interviewed and identified who you would like to hire, you will need to submit an Electronic Personnel Action Forms (EPAFs).  An EPAF is the online hiring form, which is used to create the student employee’s job record in Banner and, once approved, it is what triggers their timesheet to populate.

Whether you’re hiring, promoting an employee, or processing a termination, the EPAF Manual provides step-by-step instructions and screenshots to guide you through the process.

Stay on top of time approvals and pay periods with these key resources. Use the calendar to track deadlines and follow the approval steps to ensure timely processing.

Need to delegate timesheet or EPAF approvals? Follow the directions below to set up a proxy and ensure workflow continuity when you’re away.

Proxy Set-Up Directions

Use this tool to find out if a student's employment paperwork is completed & processed BEFORE beginning an EPAF:

Student I-9 Lookup for Supervisors

Student Employee Performance & Reviews

Set clear standards and support student employees in developing professionalism, accountability, and confidence through their work. Both students and supervisors share responsibility for creating a respectful, growth-oriented workplace.

Student Employees Are Expected To:

  • Communicate proactively about absences, schedule changes, or conflicts.

  • Follow all department and college policies.

  • Complete assigned duties responsibly and on time.

  • Maintain professionalism and respect in all interactions.

  • Seek feedback and apply it constructively.

  • Notify supervisors of any challenges that affect their performance.

Supervisors Are Expected To:

  • Provide clear training and ongoing feedback.

  • Address issues promptly and respectfully.

  • Document performance concerns using the appropriate forms.

  • Offer reasonable opportunities for improvement.

  • Maintain fairness and confidentiality throughout the process.

Performance Reviews

Performance reviews are developmental conversations designed to celebrate accomplishments, identify growth areas, and set goals for continued success. Reviews are conducted once annually and only for student employees who have completed three months of employment. All reviews will take place in Canvas.

Review Timeline

Step

Timing

Action
Self-Assessment 2 Weeks Before Student completes a Self Assessment Form in Canvas.
Supervisor Evaluation 1 Week Before Supervisor is assigned as a peer reviewer for their student employees in Canvas, completes their review and gathers feedback.
Review Meeting 45–60 Minutes Discuss strengths, progress, and future goals.
Follow-Up Within 1 Week Written summary, goal tracking, and scheduled check-ins.

Addressing Performance Concerns

Use the Student Employee Coaching and Concern Form to document an informal coaching conversation with a student employee regarding a performance, attendance, conduct, or other employment concern. Informal coaching is intended to clarify expectations, provide constructive feedback, and support the student employee’s success.

The Student Employment team will review the submitted form and follow up with the supervisor as appropriate.

Please note: Submission of this form does not, by itself, constitute formal disciplinary action

 

Immediate Termination Circumstances

  • Theft, harassment, safety violations, or other serious misconduct require immediate reporting to Student Employment and Human Resources.

Offer Letter Email Template

Provides a clear and professional format for offering student employment, outlining position details, expectations, and next steps.

Confidentiality Agreement

Ensures student employees understand and agree to protect sensitive information and maintain confidentiality in all work-related matters.

Student Employee Evaluation

A flexible tool for documenting performance and providing feedback. This form can be used for ongoing evaluations throughout the year. The end-of-year performance review is conducted through Canvas, following the annual review process.

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Report an issue - Last updated: 09/11/2026