-
Example-You
may hire 5 Office Assistants with one form, but you would need
a new job description on file if you wished to hire a dental
assistant. Be sure to list complete, precise duties you will
be asking students to perform and the requirements needed for
the job.
Once
these forms are completed and we have received them in our office,
we will then post your job (both in our office and on this website)
and begin referring students to you.
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| Conditions
of Work Study Employment |
Off-campus
Federal and State Work Study students may work up to a maximum of
19 hours per week not to exceed their quarterly award amount.
If the student has not used their full award during the quarter,
they can work up to 40 hours per week during breaks as long as they
still do not exceed their award and are planning to enroll in the
next quarter.
It is against the law for Federal or State Work Study students to
volunteer their time on any job for which they are already being
paid.
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| Supervisor
Responsibilities |
You
have the final authority in selecting students referred to you by
the Work Study office and should consider each student's skills
when making your decision.
Some
tips to aid in your selection of your new student employee:
- Prepare an
accurate job description of job duties to attract the most appropriate
candidates
- Set out your
expectations during the initial interview, so that the student
can adequately convey to you his/her ability to perform the work
- Explain your
standards and how you expect them to be followed
- Outline causes
for termination right at the beginning
- Make your
employment selection carefully
-
Early
on, outline your preferred method for changing schedules, for
calling in sick, and all the other "unwritten" rules of your
workplace
Send
all referral forms back to the Work Study office as soon as a selection
is made. Fill out the bottom section of each referral form, sign
it and mail it back. Students may not begin work until this step
is complete. Please notify all referred students of your decision
to hire or not hire. Refer students not hired back to the Work Study
office for other employment opportunities.
You
are to inform student employees of safety procedures for your particular
department. The Student Employment
Handbook is a valuable resource for both you and the
student with regard to safety information. A special Safety
Orientation Checklist, available here, is provided
for your use.
If
you are having difficulty with non-performance or performance problems
with your student employee, be sure to convey your dissatisfaction
and offer the student a chance to correct the problem. As with any
employee, student employment is an "at will" situation so either
you or the student may terminate the relationship at any time and
for any cause.
Please
refer to the Student Employment Handbook for detailed information regarding the
State Work Study Program. This handbook is also available by contacting
the Work
Study Office.
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It
is important to understand that you and your student employee need
to monitor hours the student works. Students may not have more than
19 reportable hours worked per week while classes are in session
and no more than 40 hours per week during breaks - all this must
also be correlated with the total quarterly award for the student.
The reimbursable
hours he/she is available will be governed by the amount of the
award that is available for the individual student employment.
In
order to be reimbursed the contractual percentage of student wages
for which you are eligible, it is required that a State
Work Study Timesheet be kept and signed and dated by
both you and the student. We also have time sheets available directly
from the Work
Study Office. When you have completed the time sheet
for the student's pay period, please send it directly to the Work
Study Office. Be sure to keep a copy for your records. Please
file all time sheets within 15 days from the end of your payroll
period.
At
the end of the fiscal year, it is important that you submit all
time sheets for June hours on or before July 10th in order to be
reimbursed.
Errors
on the time sheet may result in delay or reduction of your reimbursement
claim. Whenever your organization fails to follow the procedures
for reimbursement or payroll (or any other contractual provision)
your reimbursement may be jeopardized.
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To
evaluate your student employee, you may wish to apply your normal
performance-review procedures utilized for other employees on staff.
Or, you may wish to modify your standards by reviewing performance
more often. A review every 3-6 months seems to work well in many
cases. This can help to counsel students in improving work habits,
and offer opportunities to convey dissatisfaction or areas where
you would like to see job improvement. We do have a Student
Employee Evaluation form available should you wish
to utilize it for your student workers.
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