Caldwell College

1
Caldwell College
Federal Work Study Program Supervisor Orientation
2009-2010
2
Table of Contents

• What is Federal Work Study?
• How to Receive Federal Work Study
• Work Schedules
• FWS Timesheet Procedure
• Student Evaluations
• Employer Responsibilities
• Checklist of Things to Remember
• One Last Thing

3
What is Federal Work Study?
The Federal Work Study Program provides jobs to
students who have documented financial need,
allowing them to earn money to help pay for
educational expenses. The provided work
experience can enhance a students academic
experience through this on-campus work
opportunity. On-campus positions include work
in faculty and administrative offices, the
library, science labs, and the computer lab.
There are also various off-campus paid community
service opportunities available.
4
Eligibility for FWS

• Students must complete a Free Application for
  Federal Student Aid (FAFSA)
• every year for financial need to be
  determined.
• Students cannot exceed the award as determined
  by the Financial Aid Office.
• Rate of pay is determined depending on New
  Jerseys current minimum wage.
• All students in New Jersey must be paid at
  least 85 of the current minimum
• wage. In some cases, wages are higher. As
  the minimum wage increases, the
• hourly rate for Federal Work Study increases,
  accordingly.

5
How to Receive Federal Work Study

• New Hires Freshmen, transfers, and
  upperclassmen who have not been previously
• employed through FWS must report to the
  Financial Aid Office for an assignment.
• A Student Assignment Form will be issued,
  which includes the students maximum
• earnings and the approximate number of hours
  they may work per week.
• The student is responsible for contacting the
  prospective employer to arrange an
• interview. The Assignment Form obtained
  from Financial Aid must be brought to the
• interview.
• The lower portion of the Assignment Form
  should be completed by the employer and
• returned to Financial Aid. First-time
  Caldwell College employees must also complete
• forms W-4 and I-9 before starting work. For
  I-9, students must present original
• documents that verify identity (a drivers
  license or passport) and eligibility to work in
• the United States (Social Security Card,
  U.S. Birth Certificate, or Alien Registration
• Card).

6
How to Receive Federal Work Study
(Continued)

• Once the previous documentation is complete,
  students are issued an Authorization to
• Begin Working form to show his/her
  supervisor. This form depicts where the student
• will be working and the maximum earnings the
  student is eligible to earn during the year.
• It must be signed by Financial Aid before the
  student can begin work.
• The bottom of this form must be signed by the
  student to show they have read and
• understand the Family Educational Rights and
  Privacy Act of 1974 (FERPA). As employees
• of the college, students may have access to
  sensitive and confidential information.
• Students must sign this statement that, under
  no circumstances will they disclose
• personal information. Verbal or written
  disclosure of such information will result in
• immediate termination of employment and
  disciplinary action.
• Rehires Students who worked in a department
  the previous academic year must be
• FWS-eligible each year. Returning students
  must sign the Authorization to Begin
• Working form in the Financial Aid Office
  before beginning work that academic year. A
• copy of the students current class schedule
  should also be left with Financial Aid and the
• students supervisor to enable them to
  arrange a work schedule immediately.

7
Work Schedules

• During the academic year, students may work no
  more than twenty hours per week.
• Financial Aid will determine a sufficient
  number of hours a student may work per week
• to earn their maximum award per academic
  year. During vacation periods, students
• may work up to 35 hours per week.
• The Office of Financial Aid will make every
  effort to advise both the employee and
• employer if a student reaches his/her maximum
  earnings for the year. However, both
• the student and the employer are also
  responsible for keeping track of hours worked
• on a day-to-day basis.
• Under no circumstances is a student permitted
  to work during those times that
• he/she is scheduled to attend classes.
• Student employment is strictly by the hour.
  Therefore, if a student misses any time for
• any reason he/she will not be paid, nor will
  credit be given for the time missed.
• Students are also not to be paid for any
  mealtime breaks.

8
FWS Timesheet Procedure

• Timesheets and payroll schedules for the
  school year are distributed to FWS
• supervisors, who are responsible for making
  ample copies for each student, each
• payroll period. A copy of the 2008-2009
  Payroll Schedule can also be found on the
• following slide.
• Students must use the timesheet to sign in
  upon arrival and sign out at departure from
• work each day. At the end of every payroll
  period, supervisors and students must sign
• off that the hours recorded are true and
  correct. Falsification of timesheets may result
• in immediate termination.
• A copy of the signed timesheet should be made
  for the departments records, and the
• originals must be forwarded to the Financial
  Aid Office by the date indicated on the
• payroll schedule. Late timesheets will not
  be processed until the next pay period.
• No Exceptions!!
• Valid timesheets will yield payments to the
  students usually on the last business day of
• the month. Student employees should pick up
  their paycheck from the Payroll Office
• on payday. Students may also have their
  earnings deposited into their checking
• accounts. Documents for this request can be
  filled out in the Financial Aid Office.

9
(No Transcript)
10
FWS Timesheet Procedure
(Continued)
VERY IMPORTANT!! In accordance with Federal
Regulations, timesheets must be delivered to the
Office of Financial Aid for processing in a
sealed, signed envelope. We can no longer accept
loose timesheets walked in by a student.
11
Student Evaluations
At the end of each academic year, evaluation
forms will be sent to each employer. These
records may be used in the event that a student
uses his/her employment experience as a reference
in seeking permanent employment. Performance is
based on the students attitude, sense of
responsibility, ability to see tasks through in a
timely manner, and attendance. Evaluations
should be completed carefully and reviewed with
the student. The actual reviews can be a very
valuable growth tool. Students are expected to
conduct themselves as they would on any job,
recognizing that their performance will affect
not only their own employment, but also the
reputation and integrity of the entire program
and its participants. Students are normally
assigned one position for a specific work period.
If an employer terminates an assignment for a
reason other than poor performance, the student
must report to the Office of Financial Aid for
consultation regarding a possible new assignment.
Students who resign or are terminated should
advise Financial Aid.
12
Employer Responsibilities
Students should be treated as an employer would
treat any employee in terms of the expectations
and the willingness to develop the students in
their jobs. Employers are responsible for
monitoring the sign-in/sign-out process and for
submitting timesheets on a timely basis.
Students are held accountable for attendance and
punctuality. In the event that an employee is
absent without prior notification, the employer
should contact the student, not the Financial Aid
Office. Please remember that we are grooming
students for jobs later in life. It is important
that you set initial ground rules in your
department and that the students understand what
is expected of them. We are not doing students
any favors by allowing behavior that would not be
acceptable in the outside world. For example, it
is important to realize that we are working with
students and although they need not dress in
accordance with employee standards, they should
appear neat and put together at work. Cell phone
use should be restricted to emergencies during
the hours they are working. Gather cell phone
information and let the students know how and
when they should reach you if something comes up
and they cannot make it to work. Likewise, if
you are a small office and will not make it into
work, please let the student know so they can
make other plans.
13
One Last Thing
Now that you have completed this important
orientation, please proceed to http//www.caldwell
.edu/financial_aid/ on the Caldwell College
website. Print the FWS Orientation
Confirmation Form. After signing and dating
this form, please forward it to the Office of
Financial Aid. Any Questions?? Call
973-618-3221