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Manager/Supervisor Toolkit
Important Forms
- Work-Related Injury and Occupational Exposure Procedure and Forms
- Documentation of Suspected Abuse or Neglect of a Minor Fillable
- Request to Inspect Employee File by a Manager or Supervisor
- Checklist: What To Do During an ICE Workplace Visit
Mental Health Resources
Recruitment
- Recruitment Outline Checklist
- Recruitment Guide for Faculty & Staff (Google Site)
- Recruitment Guide for Student Employees (Google Site)
- Rehiring a Previous Employee
- IMPORTANT NOTE:
Work for any employee cannot start before paperwork is completed through HR. This includes any job-related training and preliminary orientation beyond the interview. - SJC Reference Questionnaire Form
Onboarding
- Pre-Arrival Checklist (New Hires)
- Pre-Arrival Checklist (Rehires)
- First Day/First Week Checklist (New Hires)
- First Day/First Week Checklist (Rehires)
- First Month/Six Month Checklist (New Hires)
- First Month/Six Month Checklist (Rehires)
- SJC Buddy Program Information
- SJC Buddy Job Description
- First Day/First Week Checklist – Newly Hired Manager
- First Day/First Week Checklist – Internal Hired Manager
Employee Experience, Engagement and Recognition
- 10 Ways to Make Recognition More Meaningful
- Bosses We Remember
- Employee Recognition Ideas
- SJC Annual Employee Celebration Event
Request: To better recognize employee achievements during this celebration, please consider forwarding information to Human Resources regarding any accomplishments completed throughout the year.
Offboarding
- Manager Exit Form (Google Form)
- Manager Responsibilities
Student Employment
- Student & Supervisor Employment Handbook
- Recruitment Guide for Student Employees (Google Site)
- Student Positions QR Code
- Maine Minimum Wage Increase Overview
- NOTE: Grant positions also subject to minimum wage requirements per FLSA
- Student Job Description Template
- Note: Completed job description required for each position before the requisition can be approved
- FWS Community Service Supervisor Guide
- Community Service Handbook for FWS Employees
- Community Service Timesheet
- Overtime instructions for work in multiple departments
- MEPL Reminder
- Student employees accrue this in summer and therefore managers may receive a time off request using MEPL
- Some students do not use it and their MEPL balance will get paid out when summer employment is terminated
- MEPL is applicable only to persons living and working in Maine
Day-to-Day Resources
- Manager/Supervisor Accommodations Checklist
- How to Discuss Absenteeism with Your Employee
- 15 Ways to Become a Better Manager and Leader
- Holidays Can Be Hard For Grieving Employees
- Job Description Development Training Guide
- ADP Resources
- Managing Employee Timecards
- Managing Employee Time Off Requests
- ADP Payroll Calendar (2025-2026 with pay dates)
- ADP Registration Instructions
- Miscellaneous Items
- Compensable Time, Meal & Break Periods and Flexible Work Scheduling (Staff)
- Employee Training
- Required training is dependent on position responsibilities
- Annual training notices will be sent out by HR and Safety Academy
- MVRs (Motor Vehicle Record)
- MVRs are dependent on position responsibilities
- HR will initiate the process/paperwork during onboarding
- Campus Safety completes the license review and vehicle orientation
- Golf Cart & Gator Utility Vehicle Safety Fundamentals
Volunteers
Please contact Human Resources if you plan to have a volunteer in your department/area. There are several required processes that must be completed for compliance purposes. They include:
- Liability Waiver
- Background Check
- Policy Guidebook Acknowledgement (volunteer sections)
- Required trainings
- Bloodborne Pathogen Overview
- Anti-Harassment/Non-Discrimination Quiz
- Confidentiality Statement
- Hot/Cold and Haz-Comm (position applicable)
Human Resources (207-893-7757 or humanresources@sjcme.edu)
Once a volunteer has completed the above documents and been confirmed by HR, please refer to the following documents for next steps.
Annual Employee Training
Informational Resources
- Stray Remarks (Pierce Atwood)
- Conscientious Documentation (Pierce Atwood)
- Pregnant Workers Fairness Act (PWFA) & Providing Urgent Maternal Protections (PUMP) Act
- Understanding Higher Education (CUPA-HR Course 1)
- Five Responsibilities under the Federal Discrimination Laws (EEOC)
- Employee Complaints—and How to Respond (SHRM)
- Supporting Mental Health in the Workplace: Front-Line Supervisors
- Supporting Mental Health in the Workplace: Senior Managers
Heat Illness Prevention
To ensure we are keeping our employees safe and staying fully compliant with updated regulations, we have finalized a new Heat Illness Prevention Plan.
The Managers/Supervisors of the following departments/positions are required to complete the action items below:
- Admissions
- ATHLETICS (including but not limited to):
- Athletic Field Maintenance
- Athletic Sports Medicine & Training Staff
- Sports Team Coaches, Club Coaches & Student Assistants
- Intramurals Staff & Student Employees
- Athletics Events
- Strength & Conditioning
- Aquatics
- Alfond Center
- Camp Staff
- Campus Safety
- Facilities Management
- Maintenance
- Housekeeping
- Grounds
- Events
- Campus Services/Mail Room
- Mascot
- Orientation Leaders
- Grant Research Students and Faculty Supervisors
- Review the Plan: Please review the Heat Illness Prevention Plan below to familiarize yourself with the general requirements for managers/supervisors, the signs of heat illness and our emergency response protocols.
- Conduct a Team Meeting: Please schedule a brief 10–15 minute briefing with your direct reports to go over the Heat Illness Prevention Plan, emphasizing the importance of hydration, mandatory rest breaks in shaded and air conditioned areas, and the “buddy system.”
- Verify Compliance Supplies: Ensure your work areas have designated rest break areas, an adequate supply of fresh drinking water, available electrolytes as required, and a fully stocked first aid kit containing the mandatory items listed on page 14 of the Plan.
- Complete Required Paperwork: Complete the Heat Illness Prevention and Management Plan.docx.
Heat Illness Prevention Plan Manager Supervisors May 2026.pdf
Managers/Supervisors of all other departments:
While the departments and managers above have more involved responsibilities under the Heat Illness Prevention Plan, Human Resources wants to make everyone aware of these enhanced safety protocols as you plan outdoor work duties and events.
The plan focuses on standard preventative measures to protect our employees during high-temperature days, including:
- Hydration: Ensuring easy access to cool, fresh drinking water and encouraging frequent hydration.
- Shade & Rest: Providing designated shaded or air-conditioned areas for recovery and implementing mandatory rest breaks when temperatures reach specific thresholds.
- Awareness: Training both managers and employees to recognize the early signs of heat illness and how to respond during a heat related emergency.
Please touch base with your direct reports to go over this Heat Illness Prevention Plan.
Pierce Atwood Manager Training Presentations
2023 Presentations
2024 Presentations
2025 Presentations
SJC Manager Training Presentations
- Manager Presentation Summer 2026
- Manager Presentation Spring 2026
- Manager Presentation Winter 2026
- Manager Presentation Fall 2025
- Manager Presentation Summer 2025
- Manager Presentation Spring 2025
- Manager Presentation Winter 2025
- Manager Presentation Summer 2024
- Manager Presentation Spring 2024
- Manager Presentation Fall 2023
