Timekeeping
The TRACY UltraTime timekeeping system is a comprehensive time management system that allows supervisors to track attendance, hours, and performance. Participation in the system is required of all students and labor supervisors.
Student Time Entry
Students must enter their time at the start and end of each work-learning shift, using a designated timeclock or TRACY UltraPunch. Only in special circumstances, such as an emergency where an RA must address a situation immediately, or where access to a timeclock or UltraPunch is unavailable, may hours be entered after the work-learning has already taken place.
If a department's timeclock goes down and UltraPunch is also inaccessible, the department should notify the Work College Program Office right away. Paper timesheets are not in alignment with program policy and should not be used as a routine substitute. In the rare event that all systems are unavailable, time may need to be recorded on paper temporarily, but this should be uncommon and must be approved by the Work College Program Office before a department resorts to it.
Supervisor Certification of Student Time
Supervisors are responsible for the certification and oversight of hours worked by students in their department. This responsibility holds true even when a supervisor uses a proxy, such as another staff member or a student manager, to assist with time management and approvals. This certification responsibility is also referenced under Timecards in Core Program Functions, as one of the required duties of every supervisor.
Important Supervisor Notification
Approved May 21, 2011, by the Audit Committee of the Berea College Board of Trustees
- It is the responsibility of the designated staff or faculty supervisor to certify the work hours of their student(s).
- The responsibility for reviewing and certifying time worked remains with the designated supervisor, even when that supervisor authorizes a student manager to assist with time reporting.
- Failure to certify students' time worked during a term will result in the withdrawal of the position(s) allocated to that supervisor, and the affected students will be reassigned to another supervisor. Reinstatement as a supervisor will require a signed agreement to assume time verification responsibility going forward.