Student Employment Training Jacksonville University

1
Student Employment TrainingJacksonville
University

• Steps to Successful Student Employment!

2
Mission Statement

• To provide employment services to Jacksonville
  University students, University employers and the
  community of North Florida. We strive to offer
  the University community and local employers an
  educated, qualified, and motivated work force.

3
Goals of Student Employment

• Train students for their future as productive
  citizens, providing a foundation for effective,
  ethical services to others.
• Provide a qualified, dependable, motivated work
  force for on and off campus employers.
• Assist students in earning money to help finance
  their education.
• Broaden students classroom education with work
  skills that will complement their course of
  study.
• Provide administrative support to employers.
• Educate and assist employers in their roles as
  student supervisors and to help refine their
  unique talents while exploring their career
  options.

4
Types of Work Programs

• Federal Work Study
• Federally supported program for students who
  have documented financial need, as authorized by
  Financial Aid Office (FAO), under Title IV of the
  Higher Educational Act of 1965, as amended by
  Higher Education Amendments of 1992.
• University Work Program
• University Work Program is a university
  supported student work program. Individual
  departmental offices are permitted to hire based
  on departmental budgets. Each individual
  department determines the job and the number of
  student employees required. This program is
  limited to international students, continuing
  students and students who have specialized
  skills, who are not eligible for the Federal Work
  Study Program.
• .

5
Federal Work Study(FWS)

• Jacksonville University participates in the FWS
  Program and awards eligible students dollar
  amounts that can be earned while working in an
  approved work study job. Students are awarded FWS
  based on their financial need, as determined by
  completing the Free Application for Federal
  Student Aid and the availability of FWS funds.
• Students with FWS eligibility will be given
  priority in job placement based on their
  documented financial need.

6
Types of FWS Employment
HabiJax Justina Road Team Up Sulzbacher Center
for Homeless Arlington Family Resource Center
PACE Center For Girls
(based on availability)
Based on availability
NE FL AIDS Network
7
How do I find a job?

• Complete/Renew your training before you work!
• Log-on to www.ju.edu Student Life Need a
  Job?
• Complete all paperwork (This is required!)
  You will need two forms of ID.
• Call and set up interview for jobs you are
  interested in.
• Dress appropriately and arrive on time for the
  interview.
• Bring your class schedule so you can create a
  work schedule if you are offered the job.

8
Student Athletes and Employment

• Any student athlete receiving athletic aid
  wishing to work during the academic year, must
  complete the Student-Athlete Employment
  Information Packet and submit it to the Assistant
  Athletic Director for Compliance (AADC) before
  they begin working.
• The AADC will review the impact of employment on
  the student athletes eligibility and, in
  consultation with the Director of Financial Aid,
  make any adjustments in the Squad Lists and/or
  athletically related financial aid.

9
International Students

• International students are only permitted to work
  under the University Work Program.
• Before applying for ANY job, international
  students are required to meet with the Assistant
  Dean of Students.
• International students will not be permitted to
  work until the FAO has a copy of their
  International Student Employment Authorization
  Form .
• International students must have a valid social
  security card in order to be paid under the
  University Work Study Program.

10
Pay Grades

• Effective January 01, 2008
• Florida Minimum wage changed!
• Salaries are now at a rate of
• 6.79 per hour.

11
Payroll

• Payroll is vital to you as the student worker.
• THE PRIORITY
• Receiving a paycheck is the key reason
• you choose to work on campus
• THE PLAYERS
• Students and Supervisors
• THE PAPER
• Completion of all required paperwork

12
Payroll The Priority

• Deadlines for student payroll were created
  around the academic calendar, students needs,
  and other pay schedules.
• Deadlines CANNOT be altered or extended!
• It is important that students and supervisors
  adhere to published payroll deadlines. Failure
  to do so will result in a 2 week delay of YOUR
  pay!!!

13
Payroll The Players

• Students Responsibilities
• Completing all required forms BEFORE beginning to
  work these include I-9, W-4, Authorization to
  Work (ATW), Student Expectations, and Statement
  of Responsibility and Confidentiality.
• Students are responsible for filling out
  timesheets (accurately) and turning them into
  your supervisor by departmental deadline.
• Supervisors Responsibilities
• Returning all paperwork to FAO BEFORE student
  begins work.
• Reviewing student timesheets and submitting
  completed paperwork to FAO by deadline.
• Financial Aid Office
• Inputting timesheets into the database and
  forwarding to payroll for processing.
• Do not wait until the day timesheets are due to
  the FAO to give them to your supervisor to sign!

14
WRITE THIS DOWN

• ALL REQUIRED PAPERWORK, INCLUDING TIMESHEETS,
  CAN BE FOUND AT
• www.ju.edu
• My JU
• Financial Aid
• Forms

15
Payroll The Paper

• REQUIRED FORMS
• I-9 (filled out by the student must provide two
  valid forms of ID)
• W-4 (filled out by the student)
• Authorization to Work (ATW) (filled out with the
  supervisor)
• All of the above must be completed in order to be
  added to the payroll process.
• The following forms are required to work, but are
  not part of the Payroll paperwork.
• Statement Of Responsibility and Confidentiality
• Student Expectations
• TIMESHEETS http//www.ju.edu/Channels/Student_Ser
  vices/Financial_Aid/Default.htm
• Filled out with the supervisors signature
• Time is recorded in ¼ hr increments (.25, .50,
  .75)
• No whiteout can be used! To make a correction,
  mark through the mistake, rewrite, then initial.
• Fill out top portion in its entirety! (Please
  print clearly)
• Returned to the FAO by the SUPERVISOR BY THE DUE
  DATE!
• Financial Aid Office will not accept timesheets
  from students.

ALL FORMS CAN BE FOUND ON THE STUDENT EMPLOYMENT
WEBSITE
16
CAMPUS POLICIES

• Statement of Responsibility an Confidentiality
• Must be completed by all students participating
  in the Work Study Program
• FERPA
• Family Educational Rights Privacy Act
• Act of 1974, as amended.
• This Act was designed to protect your privacy and
  the privacy of other students.
• Please review the student employment handbook for
  complete understanding of FERPA.

17
How do I get paid?

• Students are encouraged to sign up for Direct
  Deposit. FORM CAN BE FOUND ON THE STUDENT
  EMPLOYMENT WEBSITE
• The Controllers Office is responsible for paying
  students. If you elect not to sign up for direct
  deposit, you may pick up your check from this
  office.
• Students are paid on a bi-weekly basis. Checks
  will be at the Controllers Window and direct
  deposit stubs are online. WEB ADVISOR

18
Monitoring FWS Awards/Department Budgets

• It is both the supervisor and students
  responsibility to keep track of hours according
  to the FWS amounts.
• It is the supervisors responsibility to keep
  track of hours according to the departmental
  budget.
• A STUDENT MAY NOT EARN MORE THAN THE FWS AMOUNT
  OR MORE THAN THE DEPARTMENTAL BUDGET!
• REPEATED VIOLATIONS MAY RESULT IN THE LOSS OF THE
  STUDENTS WORK PRIVILEDGES!

19
FRAUD The Consequences of Fraud

• FRAUD
• Employees commit fraud by
• Falsifying timesheets (this includes recording
  hours you did not actually work, even if you were
  scheduled to work).
• Earning more than the FWS amount awarded.
• Consequences of Fraud
• Repayment of unearned funds.
• Loss of privilege to work for the University for
  the semester during which the infraction occurred
  plus one additional semester.
• Additional sanctions by the Office of Student
  Life and/or the Department of Athletics.

20
Policy Synopsis for Student Employees

• Absences please contact supervisor when you
  cannot report to work as scheduled
• Dress - according to office policy
• Drugs and alcohol- prohibited see student
  handbook
• Exams During finals students do not have to
  work
• (Optional based each students schedule)
• Holidays and Breaks- same as academic break
  (FWS)
• Nepotism- cannot work in the same office with a
  relative
• Number of Hours to be worked -20 hrs per week
  max. during periods of enrollment
• Visitors- at your supervisors discretion

21
Reminders!

• You must maintain a 2.0 GPA to participate in the
  program! (FWS UWS)
• Students can begin working the 1st day of class
  until the last day of finals each semester.
  (FWS)(UWS SEC approval)
• Timesheets can only be submitted by Supervisors.
• Timesheets without signatures will not be
  accepted.
• Timesheets must be legible with no white out.
• Do not hold timesheets they must be submitted in
  a timely manner.
• There is no summer FWS employment
• University Work Study students employed during
  the summer can work up to 30 hours per week-if
  enrolled less than 6 hrs.

22
Reminders Cont. Questions?

• Please inform your supervisor if you no longer
  wish to work in that department by providing at
  least a 3 day notice. This will allow them time
  to find a replacement.
• Remember, you are here to be a student first but
  you should treat this job with respect.
• Check JU email on a regular basis for news and
  updates.
• The key to Successful student employment is
  COMMUNICATION!
• Questions? Please contact the Student Employment
  Coordinator in the FAO or
• call 256-7060.