STUDENT EMPLOYMENTFEDERAL AND NON-FEDERAL WORKSTUDY

The Role and Responsibilitiesof the Supervisor

•Introductions•What is student employment?•How is it funded?•Supervisors Role and Responsibilities•Paperwork•Hiring Procedures•Payroll•Evaluations/ Termination•Questions

WELCOME

Welcome

Dean of Career and Community Service-Kathleen Boody

Dean of Admissions and Financial Aid- Glenna Warren

Director of Financial Aid- Michelle Burwell

What is Student Employment?

Student employment is the new lingo for workstudy and workship students.

Student employees are just that; employees and students.

Their purpose is to learn proper work ethics and standards to be strong employees in the workforce.

They are funded through their financial aid award and not the college payroll.

How is it Funded at Centenary?Federal Workstudy

• 75% of the student’s wages come from the U.S. Department of Education

• 25% is matched by Centenary College• Allocations are need based and is determined

by FAFSA • 7% must be used in community service

positions

College Workstudy• 100 % funded by Centenary College, not

always need based

*Though supervisors are encouraged to support a students federal need based status, it is important that a student employee first be considered based on qualification and experience.

Student must be enrolled as a full time student.

Funds are not granted to CAPS or graduate students.

Must maintain academic progress as outlined in the College Catalog.

Must have financial clearance in the Financial Aid Office.

Graduating seniors cannot continue working after the date of their graduation. No exceptions.

Students are not permitted to work during breaks (summer, holiday, spring), unless they receive permission from financial aid-these are “special” cases.

Student Eligibility

Your Role as Supervisor

Supervisors are required to complete several administrative tasks.

Hiring/Applications Completing paperwork Coordinating work schedule Timesheets Monitor students work Evaluating student work Teaching appropriate working skills Termination/rehiring

Ethical Work BehaviorWhat we need to expect…

Dress Code Communication Absenteeism Punctuality Confidentiality / FERPA Quality of work production No Work = No Pay

Hiring Procedures

Complete a job description and submit to Career Services. Include hours needed Description of work to be done If appropriate for a specific major or interest Supervisors name and contact information

Tell your other work study students you are hiring

Introduce yourself to new students you think might be a good fit for your office or work.

POST YOUR POSITION

Held during the first week of classes during Fall Semester.

All departments hiring students are encouraged to attend.

Departments can have students fill out applications, and hire on the spot if they choose.

Student Employment Job Fair

Paperwork!To Hire your new employee

• Interview the candidates• Sign and complete the contract for employment

• Schedule their hours

DO NOT START WORK UNTILContract has been retuned containing:

• Career services signature• Number of hours eligible

• Pay rate

CONTRACT

Student Employment Workshops All students new to the student

employment program are required to attend

Held during first few weeks of classes

Students cannot begin working until the have attended

The Purpose of the workshop Receive contract and paperwork Complete employment file Learn general expectations of student

employees

SS Card/Photo ID Employment Contract

Annually and for each new position IRS W-4 form Confidentiality Statement

Annually and for each new position I-9 Student’s Class Schedule

Each semester

Students are not permitted to begin working until all required forms are processed. Students may begin working when you have received a signed

copy of the Workstudy Contract.

Student Paperwork

Contract and Confidentiality Contracts

Given at the workshop to be completed by the student and the supervisor as an agreement to employ

It must be brought back to career services

Upon completion of hiring paperwork it will be signed and returned to the supervisor by the student

Confidentiality Supervisors keep agreement Go over confidentiality rules with

student

Prepare a thorough job description including a summary of guidelines

Establish the number of hours your department needs

Have all potential employees fill out an application

Schedule and conduct a brief interview At time of hiring review and complete

confidentiality statement and contract Contact student when they are eligible to

begin working Time sheets should be kept in the office and

completed each work shift Timesheets should be reviewed and signed

before being submitted for each pay period

Good Employment Practices

Payroll

Student Employment Payroll

Students are paid monthly by Centenary College payroll check

Timesheet schedules can be found on the back of the student’s contracts

Students cannot include anticipated work hours on their timecard

Only Supervisors (not students) are permitted to submit time sheets.

Timesheets must be completed in pen Always retain a copy of the completed time

sheets

What is the student employment hourly wage?

On-campus standard work -$7.25 an hour

Admissions Ambassadors -$9.00 an hour

Off-campus Community Service Positions -$9.00 an hour

On-Campus Community Service Positions -$8.00 an hour

Hours vs. AllocationThere are fifteen weeks in each of the Fall and

Spring semesters. The hourly wage should be considered in relation to the number of hours worked.

For example: if the students hourly wage is $7.25

and the student’s award is $1,000.00, the student may work approximately 5 hours per week.

and the student’s award is $1,500.00, the student may work approximately 7 hours per week.

and the student’s award is $2,000.00, the student may work approximately 9 hours per wk.

*It is extremely important students stick to their hours-departments that allow students to go over will be charged for those hours.*

Specific Payroll Problems

Students working without a completed contract Incorrect pay rate on time sheet Time sheets written with pencil Legibility Unsigned time sheets Invalid dates on time sheet Students working too many hours

When timesheets are incorrect students will not get paid

until next pay period!

Evaluations

Supervisors complete evaluations and review them with the students.

Discuss needs for improvement Discuss areas of strength Discuss the plan for retaining or

terminating employee

Supervisors submit them to Career Services

Anticipate evaluations November to mid-March.

Changing or Terminating Employees

Supervisors can fire student employees This should be discussed with career services prior

to action Students that have been terminated will be put on

the waitlist for the following year Students can resign

They should give the supervisor two weeks notice

CHANGING JOBS = NEW CONTRACT

RE-HIRING STUDENTS

Fall to Spring

Students must send Career Services an e-mail that they are keeping the job.

Students must give Career Services their current semester class schedule.

Students do not need new contracts unless they are changing a job.

Intent To Hire!

For Fall 2011 Students can complete paperwork

for the following year if you plan to rehire them

Supervisors will complete the TO BE HIRED form which will need to be signed by the

student and supervisor & returned to Career Services

Does not guarantee employment Employment based on student eligibility

for financial aid

Can A Student Lose Their Funding? Yes. If a student is enrolled in less than 12 credits or fails to

make satisfactory academic progress as outlined in the student course catalog.

If there are changes in a students financial status, which may result in no workstudy funding or no financial aid.

If the student has a balance due If it is confirmed that a student is participating in any illegal

behavior in relation to their employment they will be terminated and their work study privileges revoked.

If they are terminated from 2 or more positions (Does not include resignations)

Important Points To Re-emphasize Keep track of student’s hours Students cannot begin working until ALL

paperwork has been submitted Career Services must have a job description on

file for each position type in your department or office

Encourage students to check My.Centenary to get information regarding jobs and other important information

Supervisors must have a copy of a student’s contract before they can work

Questions? Contact Us! Position postings, paperwork questions,

evaluations, Kathleen Boody – Dean of Career and Community

Service- boodyk@centenarycollege.edu Financial Aid Requirements and Eligibilty

Glenna Warren- Dean of Admissions and Financial Aid- warreng@centenarycollege.edy

Michelle Burwell-Director of Financial Aid - burwellm@centenarycollege.edu

Payroll Susan Nesmith- Payroll Coordinator-

nesmiths@centenarycollege.edu