Working with students

On-campus employment can be pivotal in students’ university experience and can affect their future career paths. To set student employees up for success, start with a strong onboarding process and remain intentional about students’ professional development. Here are some tips for mentoring student employees. 

Setting the foundation 

Once the successful student candidate accepts their contract, it is time for you to prepare for the onboarding process. It is vital to remember they are students first. As students are part of a larger ecosystem, they might wear multiple hats, including working as teaching or research assistants in addition to their work with you. When preparing supports, be aware of campus resources for students regarding graduate supervision or health and wellness.   

Students often have academic advisors and supervisors in their field of study, and you might now become part of their mentorship team. Reflecting on your own professional growth and career journey can be useful during this time. Who shaped your journey? Make a list and think about the concrete actions your mentors did to increase your confidence, provide motivation, and shift your perspective. These ideas can help you set up an agenda for your first meeting with the new team member. 

Welcoming the student  

The onboarding process often begins with an initial meeting to introduce the new member to the unit and show them how to navigate resources (e.g., work hours, health and safety protocols, and vacation allocation). Work hours and deadlines are key, as graduate students might have other demands on their time, including comprehensive exams or marking duties. Discussions around deadline expectations, meeting regularity and communication practices introduce student staff to a professional work environment. For example, when would both parties be comfortable with a quick Teams chat, or when should things be shared in emails only? Even when discussing basic work responsibilities, attention should be paid to why the project is being undertaken and how it links to other things happening within the unit and at the university. Thriving work environments are built on a foundation of clarity. Be transparent about your expectations and allow space for new learning.  

Beyond managing the practical elements of the onboarding process, you should ensure that the new team member feels that they are valued. Think about how you want to introduce the new member of the team to the wider unit. Being approachable is important, as many students question whether they belong in academic spaces. For example, will you send an introduction email welcoming the new member to the larger team, or will you set up meetings (either virtual or in person) that allow the new team member to get to know the others? Smaller teams may help your new student employee learn about the environment without getting overwhelmed. If you have other students in your unit, it is important to facilitate those introductions, so they can start forming a community. For example, upper-year undergraduate students might be interested in graduate studies; connecting them with current graduate students is one way to expand their network. By promoting open communication, you will be building the trust necessary for a flourishing work environment.   

Professional growth and development 

Once the student has been introduced to the project and team, it is important to discuss their responsibilities, skills and competencies, and specific training needs. Depending on your goals and the student’s skill set, role-specific training may be necessary to ensure the student is set up to succeed. This might include training on specific software, equipment or administrative processes, as well as training around skills like collaboration.  

As the student settles in and takes on various tasks and responsibilities, it is vital that you and the student discuss how their performance will be reviewed. This clarity will help you to have a shared understanding of expectations. Reassuring students of their skills and nurturing their self-sufficiency contributes to their academic and professional success. Encourage them to try new things and explore their ideas, even ones they fear are naive. Providing critical feedback and acknowledging their accomplishments will enable them to build confidence in their abilities. Meeting to review and discuss performance is not something to dread for either party. The feedback process keeps the project on track and can allow the student to see what is going well and how they can grow professionally. For example, this might lead to a conversation about adding a specific check-in time to reflect on specific skills and competencies, or to explore additional training opportunities.   

Each student has their own strengths and gifts, and there can be no one-size-fits-all approach to mentorship. It is important to tailor your mentorship style to the individual, paying particular attention to their lived experiences and the sociocultural climate. What can you do to help the student build on their unique strengths?  At the same time, you are also learning from the student. Keep an open mind, as students also bring fresh insights and new ways of doing things.  

Final Thoughts 

Ensuring a smooth onboarding experience lays the foundation for a strong working relationship. Taking the time to set the right foundation, welcome the student, and explore their needs and goals will contribute to the student’s success. Managing student workers is a unique opportunity to deepen the work of your unit and contribute to their professional growth. You can also take this moment to reflect on your journey and challenge yourself to develop new skills and competencies.