|
If
you have already chosen a student for the position, fill out the
Help Requisition , list the student's name and social security number
in the space provided on the form, get the required signatures,
send the form to mail stop #18. Then send the student to the Work
Study Office as soon as your steps are complete. Please note--we
are unable to provide student referrals until your Help Requisition
is received.
Once
your Help Requisition form is on file, and you have indicated that
you have an open position, the Work Study Office will post the position
for students to review or refer the student you may have already
chosen.
Please feel
free to call the Work Study Office
should you have questions or need additional assistance in this
process.
RETURN
TO TOP
| Conditions
of Work Study Employment |
Federal
and State Work Study students may work up to a maximum of 17 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.
RETURN
TO TOP
| 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. 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 additional referrals.
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.
Please
take a few moments to review the section covering Policies & Procedures for Supervisors in the Student Employment Handbook
to get a broader overview of your supervisory responsibilities.
The employer / employee relationships you form can have an impact
that will last long beyond the time the student leaves your employ.
RETURN
TO TOP
| Reporting
Student Hours—On-Campus |
Monitoring
hours worked is both your responsibility and that of the student.
A Monitoring Student
Earnings form is available for your use.
The
student pay period begins on the 16th of the month and ends on the
15th of the next month.. Time sheets are due in the Work
Study Office on the 16th of each month, or the next working day
after the 15th, whichever comes first. It is imperative that time
sheets be turned in by the deadline, as late time sheets will not
be processed until the next pay period (approximately 6 weeks later).
Time sheets must be signed by both you and the student employee.
If any weekends or holidays have been worked, you must initial beside
each one, as this time will not be paid without supervisor approval.
Students receive regular pay for those hours worked.
Paychecks
are issued to students on the last working day of each month at
the Payroll Office located in the Baird Administration Building.
Currently, the Federal Work Study match is 75%, which means that
your budget will be charged 25% of the rate per hour worked.
RETURN
TO TOP
Student
evaluations are a great tool for measuring a student's performance
in many areas. It is advised that you periodically conduct an evaluation
for each student worker. A Student
Employee Evaluation form is available should you wish
to utilize it.
RETURN
TO TOP
| 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.
RETURN
TO TOP
| Reporting
Student Hours—Off-Campus |
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.
RETURN
TO TOP
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.
RETURN
TO TOP |
