Student Intern Guide

1. Important: Read through Tulane’s Student Employment Manual here

2. Guests entering the Registrar Office should always be greeted with a smile and treated in a courteous manner. Remember you are the first impression of our office!

3. One person is to remain at the front desk always. If you are leaving at the end of your shift and no one is at the desk, notify a staff member to ensure the front desk is covered.

4. Always wear your Registrar polo and present yourself in a professional manner.

5. Food, headphones, loud voices, arguing with guests or coworkers, visiting with friends and hanging out at the counter is not permitted.

6. Arrive to your shift on time.

7. We do not provide TU ID numbers via phone, ticket, or email. Students can access their TU ID numbers via Gibson.

Your main tasks at the office will be answering the phone and assisting students and parents with ordering transcripts, diplomas, enrollment certifications, and other general registration questions.

Students will also come into the office to order transcripts and get their questions answered as well. Details for how to complete each of these tasks will be described in detail below.

In addition to these responsibilities, students have daily maintenance tasks to keep our office clean and organized at all times.

1. Ensure the desk is not messy. If needed, clean and wipe down the counters and organize the desk supplies.

2. Shred documents no longer needed. The shredder is located in the Xerox room. Be sure to double check with a staff member before shredding any documents/

3. Restock the coffee station in the break room. The key for the cabinets where we store extras are in Jessie’s office right next to the door. Update the Inventory spreadsheet as you go (found on the Regi-STARS Teams page under “Files”)

4. Restock pens, transcript order forms, hand sanitizer, tissues, etc. as needed

5. Make sure the lobby is clean and organized and stocked

6. Before you leave, notify a staff member

7. Shut down the Mac desktop computer before leaving for the day

The purpose of the Federal Work Study program is to provide opportunities for students to earn additional incomes to assist with paying for living and educational expense.

• Students and universities participating in the FWS program are required to adhere to the rules and regulations established by the Department of Education that governs the program.

• Through the FWS program, students can work part-time while enrolled in school to help finance their college education. Below are some rules that must be adhered to as a student worker.

• For students to check if they qualify for Work Study: Check your financial aid info in Gibson. The financial aid package may include work study and a student needs to accept it. The amount of the financial aid/work study package varies student to student. Find instructions here !

• An average work study package estimate is $3,500 provided per term to the student. If a student earns $10 per hour, it equates to 350 hours they can work per term.

• Work Study ends when classes formally ends, typically the Thursday at the end of the pay period before final exams.

• Work Study package covers 70% of the students' salary, with the remainder + fringe (taxes) covered by the department.

• Departments can request for Work Study students to send them a screenshot of their financial aid/work study package on Gibson.

• The Student Employment Office provides an excel calculator found here to calculate remaining work study hours available week to week. Student can enter the total work study package/award, the # of hours worked during the week, and hourly wage = number of work study hours remaining.

Maximum work hours

During the school year, students may work a maximum of 20 hours per week regardless of the number of jobs they have.

• If a student has more than one job, the total hours worked at all jobs must not exceed 20 hours per week.

• During the summer, students may work up to 37.5 hours per week.

• Students are allowed a maximum of one work study job and two non-work study jobs.

Payment

Students with hourly jobs will be paid on a bi-weekly basis.

• The payroll biweekly pay calendar is located on your Kronos.

• All Tulane employees are required to make arrangements with Student Employment for direct deposit to receive payroll payments.

• Student must complete the Authorization for Direct Deposit form along with other hiring paperwork. The bi-weekly payments will then be deposited directly into the student’s bank account.

Work during classes

Students are not permitted to work during class time even if a class has been cancelled. All student workers must provide their supervisor with an official class schedule at the beginning of each enrollment term.

Inability to work a scheduled shift

It is your responsibility to communicate to the office and your supervisor when you are unable to work. Please let your supervisor know in a timely manner if you will be unable to work. If you are sick, let your supervisor know as soon as possible.