Caldwell College

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Caldwell College
Federal Work Study Program New Student
Orientation 2008-2009
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Now that you have received a Federal Work Study
packet from the Financial Aid Office, please take
a few minutes to review the information on the
following slides to assist you with any questions
you may have about the FWS program. It is
very important to understand this information
before you begin working to make this experience
productive and worthwhile. Federal Work Study
jobs provide the opportunity to use and further
develop skills, creativity, and responsibility.

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Table of Contents

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

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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.
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Eligibility for FWS
The Financial Aid Office determines the amount of
money each student is entitled to in the Federal
Work Study Program each year as part of the
students financial aid package. Students
interested in employment through the Federal Work
Study Program must complete a Free Application
for Federal Student Aid (FAFSA) each academic
year. Upon receiving acknowledgement of a
processed FAFSA, the Financial Aid Office will
determine a students need for FWS. Need is
determined from a students cost of education
minus expected family contribution and estimated
financial assistance.
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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).

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How to Receive Federal Work Study
(Continued)

• Once all 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.

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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 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.

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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
• orginals must be forwarded to the Financial
  Aid Office in a sealed envelope 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
  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.

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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.
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Student Evaluations
At the end of each academic year, student
performance will be evaluated by each employer.
Performance is based on the students attitude,
sense of responsibility, ability to see tasks
through in a timely manner, and
attendance. Students are expected to conduct
themselves as they would at 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 must also dress
appropriately according to their job placement.
Cell phone use should be restricted to
emergencies during the hours they are
working. Students are normally assigned to 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 the Office of Financial Aid.
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Checklist of Things to Remember

• Sign in when you arrive everyday at work and
  sign out when you depart. Be exact in recording
  your
• time, and always sign your timesheet.
• You are not allowed to work during your
  scheduled class hours.
• If you cannot work on a day that you are
  scheduled to work, you must call the employer.
  No-shows
• are considered unacceptable!! Remember that
  this is a real job and you are building your
• professional reputation.
• If you are not busy or feeling unchallenged in
  your position, approach your supervisor to
  discuss
• ways to make the job more interesting.
  Conversely, if your job if too demanding and
  poses a threat
• to your academic success, discuss this with
  your supervisor and let us know. The FWS program
  is
• intended to enhance your academic experience,
  not to inhibit your success in any way.
• Provide your employer with a telephone number
  where you can be reached.
• FWS timesheets are with your supervisor. Be
  sure to sign your timesheet before the end of
  each
• payroll period. Refer to the payroll
  schedule for due dates.

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One Last Thing
Now that you have completed this important
orientation, please proceed to http//www.caldwell
.edu/financial_aid/workstudy.aspx on the Caldwell
College website. Print the FWS Orientation
Confirmation Form. After signing and dating
this form, forward it to the Office of Financial
Aid with your additional paperwork in order to
begin working. Have a productive academic
year! Any Questions?? Call 973-618-3221