Supervisor Toolkit
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
Pay Step 2
Pay Step Increases
Pay Step Overview
Step 1 — Foundational Level
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Entry-level positions focused on skill-building, training, and supporting daily operations.
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Tasks are routine, follow established procedures, and are performed under close supervision.
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Primary focus is learning, reliability, and professional development.
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Example roles: Office Assistant, Lab Support, Event Assistant, Circulation Desk Attendant.
Step 2 — Advanced Level
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Positions requiring advanced skills, independent judgment, or specialized knowledge.
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Students may oversee projects, lead peers, or handle sensitive/confidential information.
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Tasks may include data analysis, training other students, complex problem-solving, or leadership in daily operations.
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Example roles: Lead Student Assistant, Program Coordinator, Research Assistant, Technical Specialist.
Supervisor Responsibilities for Pay Step Assignment
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Assign Pay Step Appropriately
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Base pay step on role responsibilities, skill level, and independence, not departmental budget or individual negotiation.
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Comparable roles across departments should have comparable pay steps.
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Request Step Advancement (Step 1 → Step 2)
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Step 2 advancement is allowed only when the role has evolved to include significant additional responsibilities or demonstrated leadership.
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Advancement is based on skill growth and job evolution, not time in position alone.
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Submit Documentation
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Use the Student Pay Step Advancement Request Form to request an advancement.
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Provide clear justification aligned with pay step definitions.
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Include evidence of added responsibilities or leadership tasks.
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Once approved, submit an updated EPAF to reflect the new pay rate.
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Annual Review
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At the end of each academic year, review all student employee classifications to ensure:
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Responsibilities still match the assigned pay step.
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Any changes in duties are reflected in next year’s job postings.
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Student Employment will conduct audits to maintain equity across departments.
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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:
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.
Job descriptions need to be updated annually BEFORE job opportunities are posted on Handshake. We use a Microsoft form for anual job description updates and the creation of new jobs as well as for auditing purposes. Use this form to complete the job description:
Student Employment Job Description
On the Job Description, you must choose at least five 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 can be found at this link.
https://app.joinhandshake.com/login
Please use this link to sign in to Handshake to post a job. Enter your email under "Employers & Career Centers (USA)".
Do NOT sign in using SSO, it will sign you up as a student.
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. This includes all positions, including seasonal positions and promotions.
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
Please DO NOT share your individual Handshake login with others. Individuals are only given login credentials AFTER they complete supervisor training.
Access step-by-step EPAF tutorials and guides to help you complete employee actions accurately and efficiently. Whether you’re hiring, promoting, or processing a termination, these resources walk you through each stage of the process.
Tutorials:
EPAF: Setup Approval Routing Queue
EPAF: New Hire Tutorial
EPAF: Promotion Tutorial
EPAF: Termination Tutorial
EPAF: Checking the Status Tutorial
EPAF Other Guides:
EPAF Manual
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.
Video Tutorial: Student I-9 Lookup for Supervisors
Use this tool to find out if a student's employment paperwork is completed & processed BEFORE beginning an EPAF.
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:
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Communicate proactively about absences, schedule changes, or conflicts.
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Follow all department and college policies.
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Complete assigned duties responsibly and on time.
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Maintain professionalism and respect in all interactions.
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Seek feedback and apply it constructively.
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Notify supervisors of any challenges that affect their performance.
Supervisors Are Expected To:
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Provide clear training and ongoing feedback.
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Address issues promptly and respectfully.
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Document performance concerns using the appropriate forms.
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Offer reasonable opportunities for improvement.
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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
When concerns arise, supervisors should approach the situation with empathy, professionalism, and documentation. The goal is always to support improvement and ensure fairness.
Progressive Steps:
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Informal Coaching (Verbal)
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Discuss the issue privately, clarify expectations, and document using the Performance Documentation Form.
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Written Warning
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If the issue continues, outline the concern and specific improvement goals (2–3 weeks typical).
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Final Written Warning
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For persistent or more serious issues, complete the Final Warning & Improvement Plan Form.
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Termination
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If performance does not improve or behavior warrants immediate action, complete the Termination Form and consult Student Employment before communicating the decision.
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Immediate Termination Circumstances
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Theft, harassment, safety violations, or other serious misconduct require immediate reporting to Student Employment and Human Resources.
Provides a clear and professional format for offering student employment, outlining position details, expectations, and next steps.
Ensures student employees understand and agree to protect sensitive information and maintain confidentiality in all work-related matters.
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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