Work Study Supervisor Handbook - University of Jamestown · Work Study Supervisor Handbook ......

Work Study

Supervisor Handbook 2016-2017

This guide will serve as a reference for Work

Study supervisors. It has been created to help

you understand the work study program better

and to help us better manage the program. The

goal of the program is to promote student

employment opportunities for those who desire

job experience as well as assisting those

students who need earnings to help meet

educational expenses.

1 FINANCIAL AID | 6085 College Lane, Jamestown, ND 58405 | 701-252-3467 x 5556

TABLE OF CONTENTS

Qualifying for Federal Work Study ...................................................................................................... 2

Qualifying for Institutional Work Study............................................................................................... 2

Job Placement Procedures .............................................................................................................. 3-4

Supervisor Responsibilities ................................................................................................................. 4

Student Responsibilities .................................................................................................................. 4-5

Payroll Procedures ............................................................................................................................. 5

Non Discrimination Statement ........................................................................................................ 5-6

Student regulations and Rules of Conduct ....................................................................................... 6-8

Community Service ............................................................................................................................ 8

Time Sheet Example and Instructions ............................................................................................ 9-10

Confidentiality Form ........................................................................................................................ 11

Performance Evaluation .............................................................................................................. 12-13

CONTACT US:

Work Study Coordinator Katie Dunphy 701-252-3467 x 5556 [email protected]

Financial Aid Director Judy Hager 701-252-3467 x 5548 [email protected]

Financial Aid Asst. Director Amy Myers 701-252-3467 x 5568 [email protected]

mailto:[email protected]




1 QUALIFYING FOR FEDERAL WORK STUDY (FWS)

1.1 PER FEDERAL GUIDELINES

Eligibility for FWS is determined by the Financial Aid Office based upon criteria set forth by the

U.S. Department of Education in compliance with 34 CFR 675.

Students must file a Free Application for Federal Student Aid (FAFSA) as part of the application

process for FWS assistance.

Students must demonstrate financial need through the financial aid application process and

receive a FWS award.

Students must maintain good standing and satisfactory academic progress while employed in

the program.

Students must be accepted for enrollment as a full time student or at least half time as an

undergraduate student.

Students must not be in default on any federal Title IV loan program and not owe a repayment

of a federal grant or scholarship.

Students must be a citizens, immigrants, refugees, or permanent resident aliens of the U.S.

Additional information can be obtained from the Office of Financial Aid.

1.2 PER UNIVERSITY OF JAMESTOWN GUIDELINES

The policy for the selection of students is to award FWS to as many students as possible.

The student must complete the FAFSA and have a need for FWS. As a general rule, all new

incoming students will be awarded $1,000 FWS, providing they have financial need and have

indicated they are interested in working on campus. This amount may be adjusted.

If a student who indicated on the FAFSA that s/he is not interested in work study decides s/he

is interested in work study, s/he should indicate this to the Financial Aid Office. The Financial

Aid Administrator will then award the student FWS depending on financial need.

The FWS award will be renewed each year depending on the student financial need and

according to the amount that their work study supervisor has requested.

2 QUALIFYING FOR INSTITUTIONAL WORK STUDY (IWS)

If a student does not qualify for FWS or has a special skill or ability, she/he may be eligible for

IWS.

The IWS award will be renewed each year depending on the student’s financial need and

according to the amount that their work study supervisor has requested.


3 JOB PLACEMENT PROCEDURES

3.1 FOR RETURNING STUDENTS Job placement begins in Aug/Sept

A memorandum is sent out to department supervisors in April or May of the previous academic

year from the Work Study Coordinator asking which students they would like to return to their

department. This needs to be completed and returned to the work study coordinator by the

Friday before Commencement.

The department supervisor should evaluate the student employee’s performance regarding

their work over the previous term.

A written evaluation using the work study employee performance evaluation form is

recommended. Please complete the evaluation to give the student accurate feedback on

his/her performance.

Supervisors will report back to the Work Study Coordinator requesting students they want to

return to their department as well as reporting new requests or positions in which they have

vacancies.

3.2 FOR NEW STUDENTS

Job placement begins in August and continues throughout the school year as students become

eligible for work study.

Students must complete the Employment Eligibility Verification Form (I-9) before employment

begins. Documents required to complete the I-9 include a U.S. Passport or a U.S. Social

Security Card and photo ID.

The Employee’s Withholding Allowance Certificate (W-4)must be completed before the student

can be paid.

A job fair is held during the first week of the fall semester for work supervisors to recruit

student workers.

The department supervisor will discuss the job requirements of the department including

duties, dress code, departmental polices etc. with the student. If the student meets the

requirements, the supervisor and student will create a work schedule and schedule an

orientation session.

3.3 JOB VACANCIES

An approved job description must be on file for each vacant position in order to be included on

the job listing posted on the UJ website (www.uj.edu >Current Students>Work Study

Program>Positions)

The department must have an approved and allocated budget in order to hire work study

students.

Changes to the budget for the following academic year must be requested during spring

semester, and no later than the Friday before Commencement.


Budget changes are considered by a committee including the VP of Business Affairs, Work

Study Coordinator, and Accounts Payable Coordinator.

4 SUPERVISOR RESPONSIBILITIES

Each department is expected to request only the number of student workers actually needed

for the academic year.

Each department is expected to provide meaningful work and provide each student with

enough working hours to earn his/her award.

Supervisors are responsible for having time sheets available for students to complete, verifying

time sheets and monitoring student employee’s hours worked. A student may not work during

scheduled class time.

Supervisors are responsible for providing the student with orientation and training in order to

perform the duties assigned. (Timesheets are available in the financial aid office.)

Supervisors are responsible for establishing a schedule or work hours acceptable to both the

student and the department. The maximum hours a student is allowed to work when school is

in session is 20 per week; and when school is out of session (i.e. holiday breaks) is 40 per week.

Supervisors are responsible for certifying time sheets and submitting them according to the

payroll schedule. Time sheets must be signed by both the supervisor and student. Supervisors

are required to verify hours worked as well as calculate conversions and conversion totals.

Supervisors are responsible for monitoring wage earnings and hours worked so that the

student stops working when his or her award is fully earned or when the employment period

ends. Currently, budget reports are emailed from the Work Study Coordinator to Department

Supervisors after each pay cycle. Any student employed under the Federal Work Study or

Institutional Work Study programs must be paid for their work.

Supervisors are responsible for promptly notifying the Work Study Coordinator when a student

has resigned from their department.

Supervisors are responsible for having students complete and keeping record of a

confidentiality form (page 11 of the handbook) when necessary.

Supervisors are responsible communicating job titles, duties, responsibilities, etc. to the work

study coordinator (these are posted on the UJ website).

5 STUDENT RESPONSIBILITIES

Students are expected to perform their duties in accordance with the standards set by the

department for which they work.

Students must follow a set of professional standards including:

o Performing his/her job as detailed by job description provided by the department

supervisor.


o Follow the work schedule arranged by the student and the supervisor.

o Notify supervisor if unable to perform his/her work duties due to illness or other

circumstances.

o Discuss any work related problems with the appropriate supervisor.

o Give the supervisor at least one week’s notice before terminating a job assignment.

o Perform tasks in an efficient and timely manner.

Students are not allowed to work during scheduled class hours.

Students must stop working when their work award is fully earned or when the employment

period ends.

Time sheets must be signed by both the supervisor and student and must be turned in

according to payroll deadlines.

6 PAYROLL PROCEDURE

The minimum wage rate for 2016-2017 will be $8.00/hour. The minimum wage for Sodexo and

the Physical Plant for 2016-2017 will be $8.50/hour. There will be a $.25/hour increase for

every consecutive year that the student returns to the same department.

Students are paid for actual hours worked. Students are not paid for time taken for meals,

sickness, holiday, or vacation. A 30 minute break should be taken for every six (6) hours

worked. However, a break must be taken when working for five or more hours.

A payroll calendar will be available before the start of the new school year and a copy will be

provided to you.

Payroll occurs once each month. The payroll schedule is included in the timesheet instructions.

Students are required to sign in and out for each scheduled shift on their time sheet

maintained by the supervisor. Departments that utilize time clocks require students to record

their time in that manner.

Time sheets must be completed , signed by both the student and the supervisor, and delivered

to the financial aid office by the due date. Time sheets received after the due date will not be

processed until the next month’s payroll.

7 NON DISCRIMINATION STATEMENT

University of Jamestown is committed to fostering an atmosphere that is respectful and

cooperative, and which promotes equal opportunity. University of Jamestown prohibits

unlawful discrimination and/or harassment in the university environment, in its employment,

and in all of its programs, including: all academic, extra-curricular, and university-sponsored

activities whether off or on campus. University of Jamestown is committed to ensuring an

environment free from all discrimination and/or harassment based on race, color, national

origin, gender, disability, sexual orientation, or other status with respect to which

discrimination would be unlawful. Prohibited behaviors include: disrespectful and offensive


behavior, unwelcome remarks and/or physical conduct that denigrates or shows hostility or

aversion toward an individual’s race, color, national origin, gender, disability, sexual

orientation, or other status with respect to which discrimination would be unlawful.

8 STUDENT REGULATION AND RULES OF CONDUCT (AS STATED IN THE STUDENT HANDBOOK)

8.1 GENERAL GUIDELINES: THIS POLICY INCLUDES THE FOLLOWING GUIDELINES, AND REQUIRES THAT EACH MEMBER

OF THE CAMPUS COMMUNITY ABIDE BY THE FOLLOWING

Respect the rights of others to freedom from harassment or intimidation: Causing the work or

University experience of others to be disrupted by sending abusive or unwanted material is a

violation of University policies and may violate the law; therefore, it is unacceptable.

Respect copyright and other intellectual-property rights: The copying of files, passwords or

information owned by someone else without appropriate permission will be considered a

violation of University policies, a violation of the law, and may constitute fraud, plagiarism or

theft. All software licensed by the University must be used only in accordance with applicable

license agreements.

Identify yourself clearly and accurately in electronic communication: The use of false or

unauthorized identifications or affiliations appears to dissociate you from responsibility for

your actions and is considered inappropriate.

Abide by security restrictions on all systems and information: The security measures and

mechanisms have been established to protect individuals and information. Any attempt to

disrupt or otherwise circumvent these security provisions, or to assist others to do so, is a

serious violation of University policies.

Use resources efficiently: All computing equipment, network resources and user accounts are

owned by University of Jamestown and are to be used exclusively for University related

activities. This includes legitimate instructional, research, administrative and other approved

activities. University of Jamestown reserves the right to access personal storage on the

University’s system if an unlawful act, or a violation of University policies, is suspected.

Recognize limitations to privacy in electronic communications: When utilizing electronic

communications, it is important to remember that although you specify a specific audience for

your communications, the nature of electronic communication allows for a much wider viewing

audience. The security of electronic information on shared systems and networks is

approximately that of paper documents in an unsealed envelope - generally respected, but able

to be breached by someone determined to do so.

8.2 ON-LINE AND SOCIAL MEDIA CONDUCT

8.2.1 Passwords:

Passwords are utilized to grant access to on-line networks to authorized members only. It is the

responsibility of each and every member to hold these passwords in confidence and not

disclose them to any other member or third party. You will be held responsible and will be

liable for any harm resulting if you disclose or allow disclosure of passwords. Attempting to


bypass system security by the use of unauthorized passwords is a violation of University of

Jamestown policy and will be dealt with accordingly.

8.2.2 Offensive Communication

Any use of vulgar, abusive or offensive language (as perceived by the recipient of the

communication) is strictly prohibited. Harassment: Using on-line systems, social media or other

resources (i.e. text messaging) to target an individual or group with the intent of causing

distress, embarrassment, injury, unwanted attention or other substantial discomfort is

harassment and is prohibited. Personal attacks based on an individual’s race, national origin,

ethnicity, handicap, religion, gender, veteran status, sexual orientation or any other such

characteristics or affiliations are prohibited.

8.2.3 Offensive Graphic Files / Audio Files

The transmission (i.e., uploading, downloading, posting, linking to) of sexually explicit images or

other content the University deems offensive is prohibited. Unsolicited transmission of these

materials may constitute harassment, and as such, is prohibited. Furthermore, such material

may be deemed illegal and transmitters of such material may be subject to local, state and /or

federal legal action.

8.2.4 Online Social Networks (i.e. Facebook, Pinterest, Twitter)

All University of Jamestown students are responsible for the content of their online social

networks. The University, as a general rule, does not patrol online media for student conduct.

Students should be apprised that although the University of Jamestown administration has no

policy to either patrol or monitor online social networks, violations of University policy (e.g.

harassing language, drug violations, or alcohol violations) discovered on online social networks

are nevertheless subject to investigation and penalty. The University reserves the right to

handle incidents on online social networks expressly contrary to University of Jamestown

student conduct policy at the discretion of the University administration on a case-by-case

basis.

8.3 IMPERSONATION

Communicating information while utilizing a false identification or an identification that you

are not authorized to use is prohibited. Chain Letters and Pyramid Schemes: The creation,

transmission and/or propagation of information relating to chain letters or pyramid schemes

are prohibited. Some of these are not only illegal, but may disrupt the network services.

8.4 IMPROPER ADVERTISING, SOLICITATION

Use of any on-line network to send unsolicited advertising, promotional material or other

forms of solicitation to others is prohibited, except when permitted by law, not prohibited by

University policies and in those areas that are designated for such a purpose, for example, a

classified ad area. Use proper e-mail lists to avoid spamming.


8.5 PERSONAL WEBSITES AND BLOGS

Content of personal homepages is the responsibility of the account owner. Any content on

personal homepages or blogs that violate school policy will be subject to immediate removal -

this includes, but is not limited to, images, sounds or linking to any pages with content that

violates University of Jamestown policy or general community property.

9 COMMUNITY SERVICE

7% of Federal Work Study funds must be used to pay the federal share of wages to students

employed in community service areas (JRFF, America Reads, and the Library). In meeting the

7% community service requirement, one or more FWS students must be employed as a reading

tutor for children in a reading project or performing family literacy activities in a family literacy

project.


10 TIMESHEET EXAMPLE AND INSTRUCTIONS

The Total per conversion

column should be a total of

your hours worked that

day. This is not a

cumulative total UNTIL you

get to the end of the

month where it reads

TOTAL HOURS THIS

MONTH.

Example: 2 hours and 55

minutes worked is equal to

2.92 hours for that work

period.

This should be a total of

your converted hours for

the month.

Supervisors are responsible

for verifying this total and

its accuracy before

submitting it to the Work

Study Coordinator


11 CONFIDENTIALITY AGREEMENT

UNIVERSITY OF JAMESTOWN

Confidentiality Form

I, ____________________________________, as a full or part-time employee or student worker at University of Jamestown have read and understand the Confidentiality Policy as outlined below. I agree to comply with this policy. I will exercise caution in handling confidential student record information including, but not limited to, FAFSAs and FAFSA results, student reports, memos, grade point average information, and computer displays. I understand that violation of this agreement may constitute a basis for termination of my employment. _________________ ______________________________________________ Date Signature I have reviewed the Confidentiality Policy with the above employee. ________________ ______________________________________________ Date Supervisor’s Signature

Confidentiality Policy

Student records must be maintained in strict confidentiality. All students are protected by the Federal Family Educational Rights and Privacy Act (20 U.S.C. Sections 1231 et seq.). No University of Jamestown employee or student worker may release confidential information without having a signed release form in hand. Limited confidential information may be released to other departments such as the Office of Admissions and the Business Office on an as needed basis. Failure to comply with the requirements of this policy may result in disciplinary action, including termination from employment.


WORK STUDY EMPLOYEE PERFORMANCE EVALUATION

Student Employees should be evaluated at least once during the academic year. All supervisors may use this form when evaluating their employees.

Student Name: Student ID:

Division/Department: Supervisor:

Please evaluate the student according to the following criteria, offering additional comments where appropriate: 1 = Unsatisfactory - Does not meet expectations 2 = Below Average - Meets some expectations but needs improvement 3 = Satisfactory - Meets expectations, but does not exceed them 4 = Very Good - Exhibits above average performance 5 = Exceptional - Exhibits superior performance 1 2 3 4 5 Productivity: Student completes assignments in a timely manner, performs high quality work that is accurate and

thorough, and manages time effectively. 1 2 3 4 5 Punctuality: Student is responsible, dependable, and punctual, has good attendance, and notifies supervisor if

he/she will be late or unable to work. 1 2 3 4 5 Attitude toward Work: Student is enthusiastic, interested, diligent, courteous, and willing to work on difficult or

disagreeable tasks. 1 2 3 4 5 Communication Skills: Student expresses thoughts clearly and is professional in dealing with both co-workers and

the public. 1 2 3 4 5 Initiative: Student asks for work if not assigned and is able to work independently. 1 2 3 4 5 Creativity: Student is innovative, accomplishes tasks in creative ways, and offers suggestions for new or better

methods of operation. 1 2 3 4 5 Relationships with Others: Student is tactful, diplomatic, and maintains good working relationships with co-workers,

supervisor, faculty, and staff. 1 2 3 4 5 Overall Contribution: Student contributes overall to improving the division/department.


Additional Comments Please identify some of the student’s strengths and weaknesses, offering any suggestions for improvement.

Please discuss the performance appraisal with the student and sign below. Keep one copy for your file and give one copy to the student.

XDepartment Supervisor

XDate

XStudent Employee

XDate

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