Federal Work Study Supervisor Training2012-2013 Academic Year
What is Federal Work Study?• Federal Work Study is a campus based program – The federal government allocates an amount of money to the school to use to pay student wages based on the level of financial need for our students. – Because this is a campus based program, the school has flexibility to budget their money as they see fit, i.e. distribution among departments, etc. • Our Senior Staff determines the amounts needed in each department based on past hiring levels.
Because this is a Federal program, we must strictly abide by the government’s rules!
Federal Rules– Students receiving FWS money MUST demonstrate the government’s definition of financial need. Not all students demonstrate financial need.– If we do not use all of the FWS money allotted to us on wages for eligible students, we must return that amount of unused money to the government. • You cannot move money budgeted to pay student workers to other areas of your budget.– All student worker files must contain a record of hire with a valid job title and job description.– Student timesheets serve as certification by the student’s supervisor that each student has worked and earned the amount being paid.
Job Description• Purpose – Explains the position to the student – Determines the number of hours of work required – Establishes a written record, for both students and supervisors, of the job’s duties and responsibilities
Payment Regulations• Students must be paid AT LEAST the federal minimum wage rate. – If the state or local law requires a higher minimum wage, the students must be paid the higher wage to meet the requirements of the state or local law.• Any student employed under FWS must be paid for all hours worked.• All hourly pay rates must be posted.
Wage Rates for 2012-2013• Standard Rate - $7.25• Special Skill Rate - $8.00• Special Shift Rate - $8.00• Student Supervisor Rate - $8.40
Budgeting & Hiring• All available FWS money is already built into your departmental budgets. – Financial Aid does not have extra money to give. – If you would like to hire additional students, see your supervisor to determine if your budget can cover additional hires.• We need to ensure that campus jobs are filled by FWS eligible students first. – If a student has a work authorization form, they are eligible for work study. – All students must have a work authorization form BEFORE an official job offer can be extended.
Importance of hiring FWS students• FWS students are lower income students so they have greater need for financial assistance.• Due to the economy, students have to be more reliant on themselves for book and personal expense money.• We have 600 students eligible for work study and we need to place all of them since there is no extra money to create additional jobs.
Hiring Rules• One job per student• Students should not work more than 10 hours per week so we can employ as many people as possible.• Please verify a student is Federal Work Study eligible before hiring them.• Student may not work without a completed Work Authorization Form.
Process• Incoming freshmen attend the mandatory FWS orientation. – Incoming freshmen complete their I-9 and W-4 forms for payroll at the FWS Orientation. – Students will need to provide proof of citizenship and a picture ID. – Any upper-class student who has never worked on campus must also complete these forms and provide required documentation for payroll before they can begin working.• FWS eligible students receive their work authorization forms in their campus boxes.• FWS students attend the FWS Job Fair to apply for jobs and interview for positions.• Upon hiring, supervisor completes work authorization form.• Student or supervisor can submit this form to Chris in Financial Aid. Student may begin working.• Chris will process and forward to Lee Ann. Student timesheet will be available on Web Advisor within a few days if all paperwork is in order and be notified by e-mail.
FWS Campus Job Fair• Held on Wednesday during the first week of classes from 10am to 3pm in the Ballroom• Any supervisors with openings should attend• Email Chris Shaffer at firstname.lastname@example.org to reserve a table at the job fair
Process of Hiring During Academic Year• Post your job description online – Go to collegecentral.com/washjeff – Click on “Employers” – Create your account-Contact Chris and she will forward instructions if you don’t know this process. • Once your account has been approved and you have been sent a password, you can return to the website and login through “Employers” – Choose “Post a new job” Student will be able to check for job postings on this website.
W&J College – Office of Financial Aid Student Work Authorization Form 2011-2012TO BE COMPLETED BY THE FINANCIAL AID OFFICE Student: «FIRST» «LAST» Period of Award: «PERIOD» Student ID: «ID» Award Type: «WS» Campus Box: «BOX_» Number of hours suggested to work per week during the academic year (vacation periods are not included), based upon $7.25 per hour:Total Student Work Package: $ «AMOUNT» Number of Hours per Week: «HOURS»TO BE COMPLETED BY THE SUPERVISOR This student has been hired for: Position: Wage Rate: The purpose of this job is to assist in the student’s workplace skill development. I agree to follow the regulations of the Work Study Program. Primary Supervisor (please print): Ext.: Email Address: Primary Supervisor’s Signature: Alternate Supervisor: Ext.: Email Address: Department/Office:TO BE COMPLETED BY THE STUDENT I agree to follow the regulations of the Work Study Program, and accept the position as described by the Supervisor. Student’s Signature: Date: Please Return this form via Campus Mail to the Financial Aid Office. If you have any questions, please contact Chris Shaffer at email@example.com
Timesheet Completion• Students must complete a timesheet on Web Advisor each pay period.• Timesheets are due on the 1st and the 16th of the month by 3:00 pm.• Exceptions will occur due to holidays. Please refer to the student payroll schedule on the HR website under Payroll.• Timesheet instructions for students are on the Financial aid website under Employment.
Confidentiality• Students may have access to confidential information such as grades, financial information, etc. – Giving away this information and violating FERPA regulations may have serious consequences such as discipline, dismissal from school, and the possibility of a lawsuit against the student and/or their parents.• Students with access to confidential information should sign a confidentiality agreement. – Supervisor needs to make sure students understand what confidential information is and the seriousness of giving out too much information.
Confidentiality Agreement• A sample STATEMENT OF UNDERSTANDING OF PRIVACY ACT PROVISIONS document can be I understand that by virtue of my employment with Washington & Jefferson College I may have found on the access to records which contain individually identifiable information, the disclosure of which is prohibited by the Privacy Act of 1974. I acknowledge that I fully understand that the willful or Human Resources intentional disclosure by me of this information to any unauthorized person could subject me to criminal and civil penalties imposed by law. I further acknowledge that such willful or website under the intentional unauthorized disclosure also violates the school’s policy and could constitute just cause for disciplinary action including termination of my employment regardless of whether “Forms and criminal or civil penalties are imposed. Policies” page. Employee’s Signature Date Witness Date
FERPA Regulations• Stands for Family Educational Rights and Privacy Act of 1974• Most information concerning a student’s academic record is considered confidential and may not be released without the students permission.• Directory information including the following can be given: name, address, dates of attendance, major, enrollment status, degree earned and date of graduation.• Parents may only be given information if they have the student’s FERPA password or if they claim the student on their taxes. (They must present most recent tax form before information is given.)• If you have any questions as to what information can be given, please contact your Supervisor before proceeding.
Orientation• Tell students about department rules and policies• Make sure job expectations are known• Introduce students to staff• Train student workers on any equipment required for them to perform their job• Make sure students are aware of your attendance policy – Students should have a phone number they can use to call off work if sick, etc.
Discipline• Give a verbal warning and written reprimand to attempt to correct the problem.• Dismiss a student if the problem continues.• Contact the Office of Financial Aid regarding serious discipline issues. – We need to be aware in case the student applies for other jobs on campus.