Student Employment Handbook - Supervisor

Hiring/Separation Processes
Appendix A.1  

(Develop a policy for your own office - use this as a sample) 

Financial Aid Office Student Assistant Agreement

WELCOME ABOARD!   We are pleased that you are joining the staff of the Boise State University Financial Aid Office.  The Boise State University Financial Aid Office administers approximately $15 million in student aid funds yearly and processes applications for approximately 10,000 students.  In order to clarify expectations, the following areas have been delineated: 

A.    CONFIDENTIALITY

Boise State University has very strict confidentiality regulations that are consistent with the Federal Privacy Act of 1974 (also known as the Buckley Amendment).  By signing this agreement you are indicating that you have read the Boise State University confidentiality policy and intend to adhere to it.  Most requests for information by persons other than the student can be handled as outlined by your supervisor.  We will not release any information about the student without his or her expressed written consent.  By the same token, we will not release parent information (i.e., tax forms) to an individual without a signed release from the parents.  If the person presses you further, refer to a professional staff member.  All requests from outside agencies must be made in writing with a signed release from the student.  Finally, remember that comments regarding the contents of any particular student's file should never be made to anyone outside the office, or even to friends in the community.   Whatever information, whether it is regarding personnel files of people who work in the office, or student financial or personal information, that you are required to work with here, has been learned in your professional role and must not be repeated. 

B.   PUNCTUALITY AND ATTENDANCE

You are expected to be at your desk and ready to work at the scheduled time.   In the event that an emergency has detained you, please phone your supervisor to let him or her know you will be late, and when you expect to arrive.  If you are ill or special academic circumstances interfere with your normal work schedule, please be sure to contact your supervisor as far ahead of time as possible.  Leaving messages with other staff members does not resolve the need to talk with your supervisor who is responsible to see that your work is covered in your absence. 

C.   PROFESSIONAL DEMEANOR

Each member of the financial aid office contributes to the public image of the office and the university.  While you are in no way expected to purchase new clothes to work here, you are expected to present a neat, clean and professional appearance, with attention to personal hygiene.  Shorts, halters, bare midriffs, and bare feet are not acceptable.

You are expected to work quietly, to be careful not to disturb other employees, and to take a calm, efficient, cooperative, and upbeat approach with fellow employees and the public.  You are expected to maintain a neat and organized work area.

You are expected to limit personal phone calls during your working hours.   Personal business should be handled before or after your regularly scheduled hours or during breaks.

Boise State University is a drug and alcohol free workplace, as well as a smoke-free workplace.   Arriving at work under the influence of drugs and/or alcohol is prohibited.  Smoking is prohibited in the administration building.

D.   BREAKS

You are entitled to a fifteen (15) minute break for every four (4) consecutive hours of work.  Your supervisor will schedule breaks with you.  Please ensure that family and friends wait for you in the lobby area and visit with you out of the office and only during break times.

E.   QUESTIONS

Whenever in doubt, ask your supervisor.  There are no "dumb" questions and asking before taking action may save a great deal of time later.  If you have a suggestion for a new or streamlined procedure, please let your supervisor know.   While we may not always be able to implement your suggestions, we welcome them for consideration.

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I have read the agreement and agree to adhere to Financial Aid Office expectations as outlined.