CSI Supervisor's Toolbox

As a new supervisor, information you will want to familiarize yourself with includes:

Copies of job descriptions and past performance appraisals may be requested from our HR office. This is also your first point of contact for information and/or advice regarding HR and payroll issues and actions.

Federal and state employment laws, collegewide policies and guidelines, and departmental practices guide the actions you may take regarding staff whom you supervise. Taking actions, which do not comply with these laws, policies, and guidelines may result in difficult and strained relationships with employees, complaints to department managers, formal grievances and even lawsuits. All of these consequences consume significant amounts of time, energy, and, potentially, funding. Therefore, it is critical that you work closely with the HR/Payroll office for guidance and support.

Basic responsibilities of CSI supervisors:

Hire: Determine the duties to be performed and select the best-qualified candidate. This includes, forming a selection committee, writing the job description, working with the HR office to conduct the recruitment, screening applications, interviewing candidates, checking references, and documenting the selection. (See Recruiting and Hiring)

TrainOrient and Train
: Provide appropriate workplace orientation for the employee and give employees the information, technology and reference materials necessary to perform their jobs.

Training is an ongoing activity, crucial for new staff as well as for long-term staff who take on new responsibilities or who experience changes in the way their existing duties need to be performed. Those who take on new responsibilities or experience job changes typically need additional direction and guidance for a period of time until the new work becomes more familiar.

In addition: All supervisors should familiarize their employees on CSI's policies for Title IX, Americans with Disabilities Act, and Worker's Compensation (CSI Policies and Procedures Manual).

Assign work
: Assign certain duties to the employee, explaining how those duties are to be done (i.e., what level of performance will meet the supervisor’s expectations) and communicate how the successful performance of those duties will be measured. Ensure that the employee is working under a current job description and in a classification appropriate to the duties and qualifications. Update job descriptions, copy them to your employees and and submit them to the HR office for inclusion in personnel files.

Evaluate Performance
: Be sure your employee is familiar with the format of the appraisal form you will be using and is clear about the evaluation process. Continue to have regular, ongoing discussions during which you can provide feedback throughout the year; complete a specific written appraisal at least once annually. Contact the HR office for sample appraisal forms and refer to CSI Performance Evaluation information.

PraiseReward Performance
: Recommend performance/rank awards, PACE performance advancement or merit increases when appropriate. As increases and award programs are implemented, supervisors will receive information for their eligible employees.

Approve Time Records and Requests for Time off:
 Sign monthly time and attendance records and approve requests for time off. Your signature on a time record means you concur with the hours worked as recorded by the employee, including any overtime worked or time taken off. CSI policy requires that overtime be approved in advance and confirmed in writing.

Supervisors are responsible for approving requests for a leave of absence or to use compensatory time off or vacation time; and for ensuring their employees’ appropriate use of sick leave. Review the personnel policies for your staff and consult your HR/Payroll Manager for guidance.

Resolve Complaints:
 Help employees address and resolve a wide variety of concerns and complaints. These typically involve job duties and job descriptions, Performance Standards, relations with coworkers, and relations with supervisors and managers. CSI provides a variety of resources to employees and supervisors to assist them in resolving complaints. Supervisors are responsible for being familiar with the options available and making referrals to HR and services. See Effectively Dealing with Employee Complaints.

Discipline and Dismiss Employees: Address performance problems through corrective action and dismissal. The HR Office can provide extensive support and guidance to directors and supervisors in any disciplinary or dismissal action. Supervisors are responsible for documenting performance at least annually and keeping written records of performance problems. Campus policy normally requires "progressive" steps in the disciplinary process, except in exceptional circumstances such as theft, violence, etc. Contact HR staff for assistance early on if you suspect there may be a performance problem. See Performance Improvement Plan, Performance Management Roadmap, Employee Assistance Guide, and Letter of Final Written Warning.

FishAdditional Responsibilities
: Additional responsibilities of supervisors include such activities as developing your staff, mentoring, and providing career coaching; motivating your staff, individually and as a group; understanding and supporting diversity; and establishing an effective team.

Other challenges might involve supervising students, volunteers, or staff who work different hours than you; supervising employees who work in different locations; and supervising employees who telecommute. Please contact HR staff if you need assistance with these or any other HR issues.

General skills to build for effective supervision: