New Guidance Specific to Harvard Departments updated 12/14/2020:
- Central Payroll has posted revised guidance outlining the spring 2021 payrolling processes. These processes apply to student workers whose primary work location is intended to be in Massachusetts but who are working outside of Massachusetts during the public health emergency. The updated guidance can be found on Central Payroll’s website
- If a student employee will take a leave of absence in spring 2021 and has filed for the leave by the end of the fall semester, then the last day they are eligible to work is the last day of the fall term. If they will be enrolled in the spring semester or will not file for leave until the spring semester, they can continue to work in an active payroll appointment through the winter recess.
- New employees located outside of the U.S. during the COVID emergency cannot be hired via payroll and must instead be hired through a Harvard affiliate, local partner, or professional employment organization (PEO)
- In accordance with normal College policies, students who take a leave of absence are not eligible for student employment.
- All "on-campus" student employment (where the student is working for a Harvard department and is on Harvard payroll) must be completed remotely.
- Students who are living outside of MA due to COVID can be hired for remote Harvard positions.
- Undergraduate students living on campus are not allowed to hold in-person positions due to the requirement not to leave campus.
- Undergraduates may work up to a total of 20 hours per week during the academic school year. Every College student working in a College department will receive the same starting base pay, which is determined by Harvard College. Effective August 1, 2020, the base pay for student workers will be $15 an hour.
We are thrilled that many of our employers have been so quick to transition to remote work and modify jobs to accommodate the pandemic restrictions. We continue to encourage employers to shift gears.
As an employer, we hope that you will consider the following:
Can your job be done remotely?
Can you modify your current job opportunity and what would that look like?
What are your concerns for employing a student worker remotely?
What resources would you need to successfully employ a student worker remotely?
Can you look to the SEO or your HR partners to provide additional supports with this transition?
The mutual benefits of hiring a student in a modified or remote capacity:
- As an employer, you are helping to create an environment to raise up the next generation of talent for organizations.
- Employers can continue to extend their brand and identify people who work successfully in a remote environment.
- We don't know what life will look like on the other side of this pandemic; there is a need for digital fluency. Get students in now and get them going on learning these crucial skills.
- Employers have an opportunity to show that they can adapt to changing environments.
- The student can demonstrate their initiative to work in an online environment, on par with the way many of us have shifted to working.
- Students can learn about remote employment culture and supervision.
- Students can complete projects of value for their employer.
- Students gain experiences for their resume.
- Students can learn how to manage themselves in a remote environment, which will lend itself to more success down the road.
Articles on Managing Remote Employees:
- How Managers Can Support Remote Employees
- 8 Ways to Manage Your Team while Social Distancing
- A Guide to Managing Your (Newly) Remote Workers
- The New Rules for Work: Pandemic Edition
Suggestions for Employers to Assign Remote Employees:
Office Improvement Tasks
Assign tasks that allow your student employee to improve the overall workings of your office or department. This type of experience allows the student to leave a legacy in your office by improving functionality, and often results in immediate and actionable results.
Your student employee could:
- Draft or update a student employee manual or training schedule for the office (particularly beneficial for front desk staff.)
- Draft or update a staff directory with pictures and title/email/responsibilities that can be a reference for new student workers.
- Draft a Qualtrics survey for student workers to complete prior to termination which focuses on the student’s experience and if the work provided them beneficial professional experience.
- Complete a website audit (page by page): proof read the page, make notes on anything that may need editing, what’s missing, whether navigation is user friendly, and document any broken links.
- Website benchmark research: Identify peer universities, visit the congruent dept website, document ideas that are interesting and could enhance your site.
- Create or revise Office Handbook for your department
- Enhance/edit student job descriptions
- Update manuals for each student position
- Review onboarding guide for student employees
- Create and maintain Social Media presence
- Review and edit tutorials for technology navigation
- Research potential job/internship options for students
- Create tutorial videos
- Enhance current department website
- Update job training and onboarding guides
- Perform internet research, which may include exploring topics of interest, research on issues related to your department
- Explore effective communication to share information in your campus community
- Review the college website and identify needed updates reflects your department for external constituents
- Research on websites of other colleges and identify interesting ideas
- Create a Blackboard community page, ePortfolio, section in the online library where students can access information remotely
- Digitize information currently in hardcopy format and add visual components, such as charts, graphs, infographics and images
- Create flyers and posters for departmental events; help create virtual events to replace in-person events
- Review and update forms and letters for next semester
- Speak with prospective students
- Create and update checklists for the new academic year
- Organize departments’ shared files and archived files
- Update workshops, presentations and PowerPoints for your department
- Create departmental year-end awards for student employees
- Assist with virtual recruitment of future student employees
- Attend online trainings to improve skills and obtain certifications
Faculty/Online Student Support
- Conduct tutoring sessions (via Blackboard collaborate, MS Teams, email, phone, etc.)
- Create new documents and content needed for faculty moving courses online
- Assist faculty member in setting up and hosting virtual supplement sessions
- Edit podcasts (cut, silence, adjust the audio so the podcast runs smoothly without “uhms” and stuttering)
- Reach out to students to assist with course schedule for the Fall semester
From LinkedIn Learning Solutions:
Get to Know Your Remote Work Productivity Tools
1. Learning Zoom – 45 min
2. Learning BlueJeans – 1 hr 11 min
3. Learning Webex – 44 min
4. Learning Skype – 1 hr 4 min
Remotely Manage and Lead Teams
1. Leading at a Distance – 36 min
2. Managing Virtual Teams – 56 min
3. Leading Virtual Meetings – 32 min