Identification and Review
• Students clocked in during scheduled class times. Blackburn did not initially educate nor send reminders to students and faculty about students not being able to clock in during class times.
• During the 2023-2024 fiscal year, there was a transition in the Dean of Work ro...
Identification and Review
• Students clocked in during scheduled class times. Blackburn did not initially educate nor send reminders to students and faculty about students not being able to clock in during class times.
• During the 2023-2024 fiscal year, there was a transition in the Dean of Work role. There
was not as much oversight of student payroll reports
Corrective Actions
• The Work Office and Provost Office has increased communication and education
about students not being able to work during scheduled class times. Reminders have also
been sent out.
• The Work Office now has a Dean of Work who is educated about how to run student
payroll.
Process and Policy Improvements
• Starting in the Fall 2024 semester, the Work Office and Provost Office increased awareness and communication regarding students not being allowed to work during scheduled class times.
• Student Communication- Student managers communicated with student employees at monthly department meetings and through electronic communication that students are not allowed to clock in during scheduled class times. The exception is when their class is cancelled, and students must send the class cancellation notice (email from Professor or screenshot of Learning Management System announcement) to the Work Office before clocking in during the cancelled class time. Once the cancelled claim information is received, it is added to a spreadsheet maintained jointly by the Provost and Work Office.
Professor Communication- The Provost sent an electronic communication to all professors notifying them they must communicate with the Provost and Work Office when they cancel a class. Once the cancelled class information is received, it is added to a spreadsheet maintained jointly by the Provost and Work Office.
• Additionally, the Work Office reached out to our time tracking and payroll software vendor to identify a solution to limit students' ability to clock in during scheduled class times.
Monitoring and Compliance
• The Work Office and Provost Office will dedicate time to educate and remind students and faculty that students are not allowed to work during scheduled class time, and how to report a cancelled class.
• The Work Office will dedicate time to double check the student payroll reports before sending them to Human Resources.
• The Dean of Work will ensure students are educated in department meetings and through electronic communication that they are not allowed to clock in to work during scheduled class times, and how to report a cancelled class.
• The Dean of Work will coordinate with the Provost Office to ensure faculty are educated about students not being able to clock in during scheduled class times, and how to report a class cancellation.
• The Dean of Work will randomly select 10 students each payroll to ensure they are not clocking in during their scheduled class times.
• The Dean of Work will also ensure that the student payroll is double checked before sending to Human Resources.
Reporting and Documentation
• Fall 2024
o Student managers educated students during their first department meeting And students also received electronic communication that they could not work during a scheduled class time, and informed them how to report a cancelled class.
o The Provost Office sent electronic communication to faculty on the importance of reporting a class cancellation.
• Spring 2025
o Student managers educated students during their first department meeting and students also received electronic communication that they could not work during a scheduled class time, and informed them how to report a cancelled class.
o The Provost Office sent electronic communication to faculty on the importance of reporting a class cancellation.
o The Work Office is facilitating monthly Supervisor trainings. In the February training, supervisors were informed verbally and in writing about students not being able to work during scheduled class times, and what documentation is needed when a class is cancelled.
• Fall 2025
o The Work Office will facilitate a Supervisor training before the academic year begins. In the training, we will review policies and procedures with one of them being students not being able to clock in during scheduled class times.
Responsible Person for Correction Action Plan: Leslie Johnson, Dean of Work
Implementation Date for Corrective Action Plan: 09/03/24